Team Approval

In team approval, an administrator can create an ad hoc group of employees and assign the group to a particular approver or group of approvers without reference to the department to which the employees are assigned. Team approval overrides department approvals for the team members; if a member of a department is assigned to an approval team, the approver for that department will not receive the employee's timesheet or Expense report for approval. Employees may be members of more than one approval team. If employees are members of more than one approval team, their timesheets and expense reports will have to be approved by each team's approver(s) before achieving approved status.

To create a simple one-level Team Approval:

1. Expand Organization.
2. Click on Group Approval to expand the menu.
3. Click Team Approval.
4. Click on the Add button.

Step 1: Enter a Name for the Team

1. In the Team Approval Wizard window, in the Description* field, enter a name for the new approval team. This field is limited to 100 characters.
2. Choose a Team Type*  
   
   • A Team Exception Policy Approval
   • B Team Exception Policy Approval
   • Main Team Approval (Default)
3. Click Next.

Step 2: Assign Users to the Team

1. In the Team Approval Wizard window, click Add.
2. In the search field, enter in value to look up a user. Search based on one or more of the following fields listed below.
3. The filter option is also available by clicking on the  icon. Click on Apply to save the filter options.
   
   1. Employee ID
   2. First Name
   3. Last Name
   4. Operating Unit
   5. Department
4. Click OK.
5. Search for additional employees if desired and repeat the process.
6. Click Next once you have finished adding users.

Step 3: Set Approval Flows and Assign Approvers for the Team

1. In the Team Approval Wizard window, click Add.
2. Enter a Level for the approval (example. 0 is first, 1 is second, etc.) Note: Level has to always start with 0. If set to 1 or higher, the system will reset to start with 0.
3. Enter a Description for this approval.
4. Select a Reset Option.
   
   1. Reset ALL - reset from the beginning of approval structure if changes are made by approver.
   2. Reset current level - reset only on current level of approval structure if changes are made by approver.
   3. Reset off - no reset in approval structure if changes are made by approver
   4. Reset this level  - reset only on this level of approval structure if changes are made by approver.
5. Enter a Min Amount (minimum amount) and a Max Amount (maximum amount) that this approval will apply to.
6. Enable Override by Routing - Select either Yes or No depending on if you would like this approval group to be overwritten when using the routing option. 
7. Save the form by clicking Save All.
8. Click on Approvers to assign approvers for this approval event.
9. Click Add.
10. In the search field, enter in value to look up a user. Search based on one or more of the following fields listed below.
11. The filter option is also available by clicking on the  icon. Click on Apply to save the filter options.
    1. Employee ID
    2. First Name
    3. Last Name
    4. Operating Unit
    5. Department
12. Click OK.
13. Search for additional employees if desired and repeat the process.
14. In the Entry Type field:
    1. Select Time/Expense if this approver will approve both timesheets and expense reports.
    2. Select Expense Only if this approver will approve only expense reports.
    3. Select Time Only if this approver will approve only timesheets.
15. In the Approval Right field:
    • Select Approve Only if this approver is to be allowed only to approve or reject employee timesheets and/or expense reports, not modify them.
    • Select Modify and approve if the approver is to be able to make changes and then approve the modified Timesheet or expense report.
    • Select Review Only if the approver is to be able only to review timesheet data available to approvers, but not participate in the approval process (Review-only approvers can only access timesheets or expense reports through the Reports  icon.)
16. In the Approval Type field:
    • Select Both if no approval restrictions are needed.
    • Select Primary if this approver is not allowed to approve his own timesheets and/or expense reports.
    • Select Secondary if this approver is to only approve the work of the primary approver.
17. In the Email Option field:
    • Select Yes if this approver wants to receive email notifications when timesheets and/or expense reports are released.
    • Select No if this approver does not want to receive email notifications. Email options and messages are configured under system options.
18. In the Active field, select either Yes or No.
19. To add additional approvers click Add and repeat.
20. When done, click Finish

* Indicates a required field