In this article, you can learn about how to create and edit an approval process for payroll.
Create/edit an approval process for payroll
1. Go to "Settings" in the main menu
1.1. Go to "Approvals"
2. Click on "+ New process" to add a new approval process
NOTE: If necessary, you can also create folders in this overview to organize your approval processes. Simply click on the "New Folder" button and give it a name.
You can later move the existing approval processes to this folder using the "Move" functionality that you will see at the bottom as soon as you select an approval flow. Or you can click on the folder and add a process directly to this folder.
3. Fill out all mandatory information
Title: Choose a title for the process.
Description: Enter a description for internal use. This is optional.
3.1. Click "Save" to create the process.
NOTE: As you can see at the top of the pop up, you will be able to create the allowance in different languages, if your environment supports multiple.
4. Choose what the approval process is about. This article will use "Payroll" as an example
5. Choose which criteria should match for this process to be triggered
Here you need to define which specific area the system is dealing with.
Click on the field to make the dropdown list appear. Since payroll solely deals with employees, the criteria here will only relate to the employees.
When you select an option, you will be able to set a value for that option.
You can add several rules and combine them by using the "and/or" operators.
To delete a rule, click on the bin icon.
Example: If the process should be triggered whenever the department on an employee is either "Support" or "Implementation", the criteria would look like this:
6. Choose which criteria should change for this process to be triggered
Here you should clarify which criteria needs to change before the approval process takes effect. This ensures that only very specific items need to be approved, rather than everything that relates to the selected area.
Only one criteria should change for this process to be triggered. If no criteria is specified, the process is triggered if the criteria above is matching.
Click on the field to make the dropdown list appear. Since we are creating an approval flow regarding payroll, the criteria you can choose from concern all payroll related matters, such as employees and benefits.
Example: If a change in job title should trigger the approval process, this would look like this:
Now that the basic settings of the approval have been defined, we move on to the approval itself and what it entails.
6.1. Click "Save" at the bottom of the window
6.2. In the next window, click "Add step" to add the actual approval steps
7. Now, define the details of the approval step
Here, you will determine what needs to happen, when it needs to happen and who it needs to be involved.
Title: Choose a title for the approval step to distinguish it from other related steps.
Trigger: This will always be Payroll since this is the value we chose in the beginning.
Approvers: This is the individual responsible for approving the process. This can be contextual to the affected employee such as "Manager" (meaning that the employee's manager is the one to approve), a user or a group of users with a certain role.
You can select one or more approvers by hovering on the highlighted number like so:
Having more than 1 approver means that the request cannot be approved until several people have approved the changes.
Note: Please keep Out of office situations in mind when creating the approval steps.
Description: Enter an internal description to give context to the approval. This is optional.
Notify approvers about updates: Enable this option if you want the approver to get a notification within Emply whenever changes are made.
Message when requested: Enable this option if you want the approvers to receive a message when their approval is needed.
You can create the message to be sent. Here, you will be able to choose who should receive the message and in whose name it will be sent as "sender".
Message if approved: Enable this option if a notification should be sent when the approval is approved.
You can create the message to be sent. Here, you will be able to choose who should receive the message and in whose name it will be sent.
Message if rejected: Enable this option if a notification should be sent when the approval is rejected.
You can create the message to be sent. Here, you will be able to choose who should receive the message and in whose name it will be sent.
7.1. Click "Save" at the bottom
The approval process is now ready to run based on the parameters you have just set up. Additional steps can always be added to the process if there are multiple instances to review.
8. When you have completed your approval process, click on "Inactivate" to activate this flow