Set Up HR Request Approvals
Sparkrock 365 provides the capability to have HR requests go through an approval workflow. Before an HR request can go through an approval workflow, some setup is required.
Enable the HR Request approval workflow
To process an HR request approval, on the HR Approval Setup page, for the Document Type of HR Request, the Enabled checkbox must be selected. For more information, see Set Up HR Management Approval Workflows.
Set up the HR Approval Setup page
To specify distinct approval processes for HR request approvals, set up the HR Approval Setup page. For more information, see Set Up the HR Approval Setup page.
Set up an approval group code
To process an HR request approval, you must set up applicable approval group codes. For more information, see Set Up an Approval Group.
Set up HR Request Approval Setups
After approval group codes have been set up, you must perform the HR request approval setups for a specific HR reason code. This functionality allows you to control how the HR request is to be routed for approvals. The HR request approval setup combines the HR reason code with an approval group code and filters on fields that are included in the HR request.
To set up how an HR request is routed for approvals
Choose
, enter hr reason codes, and then choose the related link.The HR Reason Codes page opens.
Select the HR reason code that you want to set up, and then on the action bar, choose HR Request Approval Filters.
The HR Request Approval Setups page opens.
On the HR Request Approval Setup page, you can select multiple combinations of approval group codes and filters for each HR reason code.
As HR Request Approval Setup lines are added for the selected HR Reason Code, the Priority Line No. is automatically set. The Priority Line No. determines the order the approval setup lines are viewed and acted upon. The line with the smallest numerical value has the highest priority, for example, 10000 is a higher priority than 20000. If the HR request that is submitted for approval does not meet the filter criteria that is defined by the line with a priority line number of 10000, Sparkrock 365 moves to the next line and checks the filters until a match of the filter criteria is found.
After the HR request approval setup lines have been added, you can change the priority line number of any lines.
To change the priority of a line, on the action bar, choose Home > Move Up or Move Down.
Move Up changes the value on the current row to a higher priority and reduces the priority on the record above. This action changes the order the lines are processed when determining the approval route.
When a document is submitted for approval, Sparkrock 365 looks at the approval setup line with the numerically lower priority line number. If the filters match what is contained in the submitted document, that approval group code is used to determine the approval route. If the filters do not match the priority line number, Sparkrock 365 looks at the next priority line number. If the filters do not match, Sparkrock 365 looks at the next priority line number, and so on.
If the HR reason code has an approval setup that only contains an approval group code and no additional filters, all HR requests of the same HR reason code follow the same approval route as defined by the approval group code.
Using filters
Specifying filters in the approval setup can help you identify how approvers are determined for the same HR Reason Code. For example, for a new hire HR request, you might want certain types of new hires to follow a different approval route. To control approval routes, you can set filters on the following fields from the HR request:
HR Department
HR Category
Location
Location Class
Work Status
Union
Position
Position Class
To set filters
Choose
, enter hr reason codes, and then choose the related link.The HR Reason Codes page opens.
On the action bar, choose HR Request Approval Filters.
The HR Request Approval Setups page opens.
On the action bar, choose Set Filters, and then choose the filter type that you want to set.
Depending on the option that you choose, the related data is displayed.
To select the specific values that are to be part of the filter set, select the related Enabled checkbox.
The Select All or Deselect All actions help with setting filters when there is a large data set.
When you have completed setting filters, choose Close.
When the selection page is closed, Sparkrock 365 creates the filter set and attaches the set to the HR reason code and approval group code combination.
Also, the filter counts on the HR Request Approval Setups page are updated. If the filter count shows zero, the group is not active and there are no filter values enabled.
See also
Send an HR Request for Approval
View HR Request Approval Entries
Set Up HR Requests
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