Define approvers for workflows

Configuring the approval process, deciding who the request goes to is an important part of a custom workflow.

  1. Go to Configuration > System Preferences > Workflow Configuration.
  2. Click on an existing workflow entry.
  3. Select the Configure tab and scroll to the Define Approval(s).
  4. Click on the Category drop-down menu.
  5. Select one of the following:
    • Approver(s) (Default option)
    • Auto-approve

    • Auto-reject

      Note: Depending on the option you selected from the category drop-down menu, the Define Approval(s) configuration step will change.

  6. Select Approver(s).

  7. Enter the approver's name and email or click on + Employee to select an employee.

    Note: The Default Approver's name and email are mandatory fields and an error message is generated if the fields are left empty.

  8. Click + Add Approver to add up to five approvers. You can define multiple approval levels for the workflow.

    Note: If multiple approval levels are defined, the request must receive approval from each level. Approvers from the current approval level must first approve the request before it is sent to the approvers of the subsequent level. If the request is rejected, the approvers of the subsequent approval level(s) do not receive the request.

  9. Select one of the following approver types options from the first drop-down:
    • Predefined Approver
    • User-defined Approver
    • Employee Reporting Manager
    • Employee Hierarchy Manager
    • Organization Reporting Manager

    • Organization Hierarchy Manager

      Note: Options differ depending on the request and action type. See Approver Types.

  10. If you select Predefined Approver or User-defined Approver, a second drop-down appears with the following options:
    • Single User
    • Multiple Users
  11. If you selected Multiple Users option, add approver conditions to define the approver(s).
  12. For the rest of the approver definition options, a second and third drop-down appears. The second drop-down menu has the following options:
    • Owner Manager (Available for all Workflow Action types except “New Request”.)
    • Receiver Manager (Only available if the Workflow Action type is either “New Request”, "Transfer to Another Department" or "Transfer to Another Employee".)
    • Requester Manager.
  13. The third drop-down menu has Select level selected by default. Depending on the Reporting vs Hierarchy the options are:
    • Reporting: "1 - lowest" to "10 - highest" (bottom-top structure)

    • Hierarchy: "1 - highest" to "10 - lowest" (top-bottom structure)

      Note: The levels displayed may differ for you as they depend on how many levels have been defined for your organization.

  14. Click Apply to apply the validations and save the changes made or click Cancel to revert the changes you have made.

Note: If an assigned approver can no longer be determined, the request for approval is sent to the default approver instead.