Approval Process

Purpose

The Approval Process screen allows administrators to configure approval workflows for attendance, leave, and workforce-related requests within the Attendance & Leave Management module.

Approval workflows define how requests are reviewed, who must approve them, how many approval levels are required, and how notifications are distributed throughout the approval cycle.

Approval processes can be configured for the following transaction types:

• Additional Work Hours

• Annual Leave

• Maternity Leave

• Private Work Without Pay

• Sick Leave

• Late for Work

• Go Home Early

• Go Out

• Go on Business

• Custom Leave Types created in Type of Leave

Approval workflows help organizations:

• Standardize approval procedures

• Enforce approval hierarchies

• Automate notifications

• Track approval status

• Ensure compliance with internal policies

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Create

Add a New Approval Process

Step 1: Open Approval Process Settings

1. Navigate to Timesheets & Leave from the left sidebar.

2. Open Settings.

3. Select Approval Process.

Step 2: Create a New Workflow

1. Click New.

2. The Add Approval Process screen will appear.

Step 3: Configure Approval Settings

Complete the following information:

Basic Information

1. Enter the Subject.

2. Select the Related transaction type.

Available options:

• Additional Work Hours

• Annual Leave

• Maternity Leave

• Private Work Without Pay

• Sick Leave

• Late for Work

• Go Home Early

• Go Out

• Go on Business

• Custom Leave Types

Scope Settings

3. Select the Department (optional).

4. Select the Role (optional).

Notification Settings

5. Select the Notification Recipient.

Approval Deadline

6. Enter the Maximum Number of Days to Sign.

Approval Method

7. Select the Approval Process Type:

• Choose When Approving

• Approver

Approver Configuration

8. Configure one or more approvers.

Available approver types:

• Specific Personnel

• Direct Manager

• Head of Department

9. Click Add Approver to create additional approval levels.

10. Click Remove Approver to delete an approval level.

Step 4: Save

1. Click Save.

The approval workflow becomes active immediately.

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View

The Approval Process list displays all configured approval workflows.

Administrators can review:

• Workflow subject

• Transaction type

• Applicable departments

• Applicable roles

• Approval structure

• Approval deadlines

• Notification settings

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Edit

To modify an existing approval workflow:

Step 1: Open Approval Process

1. Navigate to Timesheets & Leave → Settings → Approval Process.

Step 2: Select a Workflow

1. Locate the workflow to be modified.

2. Click Edit.

Step 3: Update Information

1. Modify the required settings.

2. Review the approval hierarchy.

Step 4: Save Changes

1. Click Save.

Changes apply to future approval requests.

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Delete

To remove an approval workflow:

Step 1: Open Approval Process

1. Navigate to Timesheets & Leave → Settings → Approval Process.

Step 2: Select a Workflow

1. Locate the workflow to be deleted.

2. Click Delete.

Step 3: Confirm Deletion

1. Review the confirmation message.

2. Confirm the deletion.

The workflow will be removed from the system.

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Approve

Approval Processing

When a request enters an approval workflow:

1. The system identifies the applicable workflow.

2. The request is routed to the first approver.

3. Approval notifications are sent.

4. Approvers review the request.

5. The request proceeds according to the configured approval sequence.

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Reject

Rejection Processing

At any approval level:

1. The approver may select Reject.

2. The request status immediately changes to Rejected.

3. Remaining approvers do not receive approval requests.

The workflow ends immediately after rejection.

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Field Descriptions

Field	Description
Subject	Name of the approval workflow.
Related	Transaction type to which the workflow applies.
Department	Department scope for the workflow.
Role	Role scope for the workflow.
Notification Recipient	Users who receive workflow notifications.
Maximum Number of Days to Sign	Maximum time allowed for approval action.
Approval Process Type	Defines how approvers are selected.
Approver	Person responsible for approving the request.
Specific Personnel	Manually selected employee acting as approver.
Direct Manager	Employee's assigned direct manager from the HR Records module.
Head of Department	Department manager assigned through the HR Records organizational structure.
Add Approver	Adds another approval level.
Remove Approver	Removes an approval level.

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Workflow Rules

Approval Scope Rules

Approval workflows may be limited by:

• Department

• Role

• Department and Role combination

Department Only

If only Department is selected:

• Workflow applies to all employees in the selected department.

Role Only

If only Role is selected:

• Workflow applies to all employees with the selected role.

Department and Role

If both Department and Role are selected:

• Workflow applies only to employees who belong to both.

Example:

Department = Education

Role = Employee

The workflow applies only to employees who belong to the Education department and have the Employee role.

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Transaction Matching Rules

The system applies approval workflows according to the selected Related transaction type.

Example:

• Annual Leave requests follow Annual Leave approval workflows.

• Additional Work Hours requests follow Additional Work Hours approval workflows.

• Go Out requests follow Go Out approval workflows.

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No Approval Workflow Rules

If no approval workflow exists for a transaction type:

• The request is automatically approved.

• No approval notifications are generated.

• No approver action is required.

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Approval Method Rules

Choose When Approving

When this option is selected:

• The request creator selects the approver after submitting the request.

• The selected approver receives approval notifications.

• Approval follows the chosen approver.

Approver

When this option is selected:

• Approvers are predefined in the workflow.

• The system automatically routes requests according to the configured approval hierarchy.

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Approver Types

Specific Personnel

The administrator manually selects one or more employees as approvers.

The selected employees receive approval requests.

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Direct Manager

Available only when the HR Records module is active.

The approver is the employee's assigned direct manager.

Direct Manager is configured in:

HR Records → HR Records → Edit Staff → Direct Manager

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Head of Department

Available only when the HR Records module is active.

The approver is the manager responsible for the employee's department.

Department Manager is configured in:

HR Records → Organizational Chart → Edit Unit → Unit Manager

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Sequential Approval Rules

Approval workflows are processed sequentially.

Each approval level must complete before the next level receives the request.

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Single-Level Approval Workflow

When the workflow contains one approver:

1. Request is submitted.

2. Approver receives notification.

3. Approver chooses Approve or Reject.

4. Request status is updated.

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Multi-Level Approval Workflow

When multiple approvers are configured:

The request moves through each approval level in sequence.

Example:

Level 1: Employee A

Level 2: Employee B

Scenario 1: All Approvers Approve

1. Employee A approves.

2. Employee B receives approval notification.

3. Employee B approves.

4. Request status changes to Approved.

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Scenario 2: First Approver Rejects

1. Employee A rejects.

2. Workflow stops immediately.

3. Employee B receives no notification.

4. Request status changes to Rejected.

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Scenario 3: Second Approver Rejects

1. Employee A approves.

2. Employee B receives notification.

3. Employee B rejects.

4. Request status changes to Rejected.

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Notification Rules

Approval notifications are sent through:

• Web notifications

• Email notifications

Notifications are generated when:

• A request is submitted.

• Approval action is required.

• A request is approved.

• A request is rejected.

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Approval Expiration Rules

The Maximum Number of Days to Sign determines:

• How long approvers have to take action.

• When approval expiration reminders may be generated.

Reminder notifications may be sent according to Cron Job settings.

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Missing Approver Rules

When using:

• Direct Manager

• Head of Department

If the required approver does not exist:

• The request cannot be routed.

• The request creator receives a notification.

Example:

• No Direct Manager assigned.

• No Department Manager assigned.

The system notifies the requester that no approver could be found.

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Status Behavior

Approval Request Status

Status	Description
Pending	Request is awaiting approval.
Approved	All required approvals have been completed successfully.
Rejected	Request has been rejected by an approver.
Auto Approved	Request was automatically approved because no approval workflow exists.

Approval Level Status

Status	Description
Waiting	Waiting for previous approval level to complete.
Pending Action	Awaiting action from current approver.
Approved	Approval level completed successfully.
Rejected	Approval level rejected the request.

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Synchronization

Data created in this screen is synchronized with:

• Leave Management

• Additional Work Hours

• Attendance Requests

• Approval Notifications

• Employee Management

• HR Records

• Organizational Structure

• Email Notifications

• Web Notifications

• Attendance & Leave Reports

Workflow changes are applied immediately to newly submitted requests.

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Important Notes

• Approval workflows are transaction-specific and must be configured separately for each request type.

• If no approval workflow exists, requests are automatically approved.

• Multi-level approvals follow a strict sequential approval process.

• A rejection at any approval level immediately ends the workflow.

• Direct Manager and Head of Department options are available only when the HR Records module is active.

• Employees using the "Choose When Approving" option can select their own approver after submitting a request.

• Missing Direct Managers or Department Managers prevent automatic routing and generate requester notifications.

• Approval notifications are sent through both email and web notifications.

• Workflow modifications affect only future requests and do not retroactively change requests already in progress.