Approval workflows

A workflow decides who approves a kind of request — leave, attendance, overtime, shift change, roster, leave adjustment, salary revision and others — and in what order. Manage them in Workflow.

Workflow and versions

Field	What it does
Workflow name, Description	Identify the workflow.
Module	The module it belongs to, for example Leave.
Request type / Request sub type	The request it handles, for example a leave request for a specific leave type.
Version no, Effective from, Effective to	A workflow can have versions. The version in effect on the request date is used.
Default	Used when no other workflow matches.
Enabled	Whether the version is used.
Admin can approve	An admin can approve or reject any request, whatever the levels. Requests raised by an admin are approved automatically.
Auto approve	Requests are approved as soon as they're submitted; levels aren't used. Combine with routing rules to auto-approve only some requests.
Different approver at each level	Someone who approved at one level can't approve again at a later level. Their place is skipped.

Approval levels

Select Add level for each step. Levels run in order.

Field	What it does
Subject type	Who approves. See below.
Subject reference	The specific person, group or role, when the subject type needs one.
Approval rule	Any: one approver is enough. All: everyone at the level must approve.
Approval mode	How approvers at the level are treated.
Fallback to manager	If no approver is found, send to the reporting manager.
Skip lower	When an approver at this level approves, any lower levels still waiting are skipped. Useful when a senior approver acts before the levels below them.
Escalate after (days)	If nobody acts within this many days, move to the next level. At the last level the request is approved automatically. Empty waits without limit.

Approver types

Subject type	Approver
Manager	The employee's reporting manager.
Second reporting manager	The second reporting manager on the official information.
HR manager	The HR manager on the official information.
Department head / Location head / Cost center head	The head of the employee's department, location or cost centre.
Location HR	The HR heads of the employee's location.
Employee / User	A named person.
Custom group / HR group	An approver group.
Role	Everyone with an app role.
Admins	Admin users.
Substitute employee	The substitute named on a shift change request.

Routing rules

Use routing rules when different employees or requests need different approvers.

Field	What it does
Priority	When several workflows match, the highest priority wins. Ties go to the workflow with more rules, then the default, then the latest version.
Applies to	Limit the workflow to employees in an Attendance group, Leave group, Location, Division, Department, Cost centre, Designation, Category or Grade. An employee must match every rule. Empty means everyone.
Request conditions	Use the workflow only for requests that meet every condition, for example Number of days more than 3. Other fields: Overtime minutes, Day type, Salary change (annual amount), Salary change (%), Raised by (The employee or Someone else).

Requests that match no workflow's conditions use the default workflow.

Example: leave approvals

Workflow	Priority	Conditions	Levels
Leave – short	0 (default)	—	Manager
Leave – long	10	Number of days more than 3	Manager, then HR manager
Leave – plant	20	Applies to Location = Pune	Manager, then Location HR

A 5-day request from a Pune employee matches the plant and long workflows; the plant workflow has the higher priority, so it's used.

Approver groups

An approver group is a named set of people used as an approver.

1. In Approver group, select Add approver group and enter a Group name (up to 50 characters) and Subject type.
2. In Approver group member, select Add approver group member, choose the group and add employees.
3. Use the group in a workflow level with subject type Custom group or HR group.