Search

Create/edit approval process rules

Learn about approval process rules in Settings+Approvals for different processes.

mceclip0.png

Approval flows can be useful in decentralized organizations where a certain user or role needs to approve actions regarding forms, payroll, jobs, job promotion and talent pools.

An approval process consists of one or more rules that will trigger approval from a certain user.

To read more about how to create approval processed for specific areas, go to the following articles:

Create/edit approval process

Create or edit an approval process in Emply People to create a decentralized approval flow when publishing jobs.

  1. Go to Settings in the main menu.

    settings-en.png

  2. Go to Approvals.

    approvals-en.png

  3. Click New process or select and edit an existing approval process.

    mceclip3.png

  4. Enter a title and description in a second language connected to your account by clicking the plus icon Emply_tile_widget_plus_icon.png.

  5. Click Save.

  6. Choose the subject of the approval process like Job, Job promotion, or Talent Pool.

    approval-process-en.png

  7. Choose which criteria should match for the selected approval process to be triggered or leave it as None.

  8. Click Save.

  9. Click Add Step and fill in the necessary details.

    mceclip1.png

    • Title: Name the approval step.

    • Trigger: Define what will trigger this step.

    • Approvers: Define who can approve and how many approvals are required. You can choose how many approvers need to approve.

    • Area: Which area needs approval.

    • Job ad

    • Job ad details

    • Screening questions

    • Basic settings

    • Internal details

    • Description: Description can be entered here.

  10. Click Save.

  11. Click Inactivated.

    inactivated-en.png

Create/edit an approval process for talent pools

Create and edit an approval process regarding talent pools.

  1. Go to Settings in the main menu

    settings-en.png

  2. Go to Approvals.

    approvals-en.png

  3. Click on + New process to add a new approval process.

    mceclip3.png

    Note

    You can also create folders in this overview to organize your approval processes by clicking on the New Folder button and giving 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.

  4. Fill out all mandatory information

    mceclip0.png

    • Title: Choose a title for the process.

    • Description: Enter a description for internal use. This is optional.

  5. Click Save to create the process.

    Note

    You will be able to create the allowance in different languages if it is supported by your environment.

  6. Select Talent Pool.

    mceclip1.png

  7. Choose which criteria should match for this process to be triggered.

    mceclip3.png

    • Click on the field to make the dropdown list appear.

    • 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 and or operators.

    • To delete a rule, click on the bin icon.

  8. Select which criteria should change for this process to be triggered

    • Here you should clarify which criteria need 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 criterion 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 talent pools, the only criteria you can choose here is job ad in relation to a talent pool.

    • Now that the basic settings of the approval have been defined, we move on to the approval itself and what it entails.

  9. Click Save.

  10. Click Add step to add the actual approval steps.

    mceclip9.png

  11. Define the details of the approval step

    mceclip4.png

    • Title: Choose a title for the approval.

    • Trigger: This will always be Talent Pool since this is the value we chose in the beginning.

    • Approvers: These are the individuals responsible for approving the process. This can be a user or a group of users with a certain role.

  12. You can select one or more approvers by hovering on the highlighted number like so:

    mceclip13.png

    • Description: Enter an internal description to give context to the approval (optional).

    • Notify approvers about updates: Enable this option if you want the approver to get a notification within Emply People whenever changes are made.

    • Message when requested: Enable this option if you want the approvers to receive a message when their approval is needed.

    • Message if approved: Enable this option if a notification should be sent when the approval is approved.

    • Message if rejected: Enable this option if a notification should be sent when the approval is rejected.

  13. Click Save.

    Note

    The approval process will now run based on the selected parameters. Additional steps can always be added to the process if there are multiple instances to review.

  14. When you have completed your approval process, click on Inactivate to activate this flow.

    mceclip0.png

Create/edit an approval process for job promotion

Create and edit an approval process in relation to the promoting of jobs.

  1. From the main menu, select Settings.

    settings-en.png

  2. Go to Approvals.

    approvals-en.png

  3. Click on + New process to add a new approval process.

    mceclip3.png

    Note

    If necessary, you can also create folders in this overview to organize your approval processes. Click the New Folder button and give it a name.

    You can later move the existing processes to this folder using the Move function once you select an approval flow or click on the folder and add a process directly to this folder.

  4. Fill out all mandatory information.

    mceclip0.png

  5. Click Save to create the process.

    Note

    You will be able to create the allowance in different languages, if your environment supports multiple.

  6. Select the Job promotion path.

    mceclip1.png

  7. Choose which criteria should match for this process to be triggered based on your needs and specifications for the area your system is dealing with.

    approval-job-en.png

    Important

    To make the dropdown list appear, click on the field.

    • When you select an option, you will be able to set a value for that option.

    • You can add several rule and combining them by using and/or operators.

    • To delete a rule, click on the bin icon.

  8. Choose which criteria should change for this process to be triggered

    • Clarify which criteria need to change before the approval process takes effect.

    • One criterion should change for this process to be triggered. If no criteria are specified, the process is triggered if the criteria above is matching.

    • Click on the field to make the dropdown list appear.

  9. Click Save at the bottom.

  10. Click Add step to add the approval steps.

    mceclip9.png

  11. Define the details of the approval step.

    mceclip10.png

  12. Define the numbers of approvers.

    mceclip13.png

    • Important

      Remember to include [approval.link] in the message.

    • 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 People whenever changes are made.

    • Message when requested: Enable this option if you want the approvers to receive a message when their approval is needed.

    • Message if approved: Enable this option if a notification should be sent when the approval is approved.

    • Message if rejected: Enable this option if a notification should be sent when the approval is rejected.

  13. Click Save at the bottom.

  14. When you have completed your approval process, click on Inactivated to activate this flow.

    mceclip0.png

Create/edit an approval process for jobs

Create and edit an approval process for jobs.

  1. From the main menu, go to Settings.

    settings-en.png

  2. Go to Approvals.

    approvals-en.png

  3. Click on + New process to add a new approval process.

    mceclip3.png

    Note

    If necessary, you can also create folders in the overview to organize your approval processes. 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.

  4. Fill out all mandatory information

    mceclip0.png

  5. Click Save to create the process.

    Note

    You will be able to create the allowance in different languages, if your environment supports multiple.

  6. Select the Job approval process.

    mceclip1.png

  7. Choose which criteria should match for this process to be triggered.

    mceclip1.png

    • Click on the field to make the dropdown list appear.

    • 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 and/or operators

    • To delete a rule, click on the bin icon.

  8. Choose which criteria should change for this process to be triggered

    • Only one criterion 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 jobs, the only criteria you can choose here is job ad.

    • Now that the basic settings of the approval have been defined, we move on to the approval itself and what it entails.

  9. Click Save at the bottom of the window.

  10. Click Add step to add the actual approval steps.

    mceclip1.png

  11. Define the details of the approval step.

    mceclip0.png

    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.

    • Trigger: This will always be Job since this is the value we chose in the beginning.

    • Approvers: These are the individuals responsible for approving the process. This can be a user or a group of users with a certain role.

  12. You can select one or more approvers by hovering on the highlighted number like so:

    mceclip13.png

    • Areas: Select which area of a job ad this approval step is about. This can be the job ad itself, the job ad details, the screening part, the basic settings or the internal details.

    • 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 People whenever changes are made.

    • Message when requested: Enable this option if you want the approvers to receive a message when their approval is needed.

    • Message if approved: Enable this option if a notification should be sent when the approval is approved.

    • Message if rejected: Enable this option if a notification should be sent when the approval is rejected.

  13. Click Save.

  14. When you have completed your approval process, click on Inactivate to activate this flow.

    mceclip1.png

Create/edit an approval process for payroll

Create and edit an approval process for payroll.

  1. 1. Go to Settings in the main menu.

    settings-en.png

  2. Go to Approvals.

    approvals-en.png

  3. Click on + New process to add a new approval process.

    mceclip3.png

    Note

    You can create folders in this overview to organize your approval process by clicking on the New Folder button and giving it a name.

    You can later move the existing approval processes to this folder using the Move functionality.

  4. Fill out all mandatory information.

    process-title-en.png

  5. Click Save to create the process.

    Note

    You can create the allowance in different languages, if your environment supports multiple.

  6. Choose the approval process Payroll.

    mceclip1.png

  7. Choose which criteria should match for this process to be triggered

    mceclip3.png

    Important

    You need to define the specific area the system is dealing with.

    Click on the field to make the drop down list appear.

    • 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.

  8. Choose which criteria should change for this process to be triggered.

  9. Click Save at the bottom of the window

  10. Click Add step to add the actual approval steps

    add-step-en.png

  11. Define the details of the approval step

    approval-details-en.png

    • 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.

  12. You can select one or more approvers by hovering on the highlighted number like so:

    mceclip13.png

    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 People whenever changes are made.

    • Message when requested: Enable this option if you want the approvers to receive a message when their approval is needed.

    • Message if approved: Enable this option if a notification should be sent when the approval is approved.

    • Message if rejected: Enable this option if a notification should be sent when the approval is rejected.

  13. Click Save to keep your changes.

  14. When you have completed your approval process, click on Inactivate to activate this flow.

    inactivated-en.png

Create/edit an approval process for forms

This explains how to create or edit an approval process for forms in Account in Emply People.

Steps to create or edit an approval process for forms

  1. Go to Settings in the main menu

    settings-en.png

  2. Go to Approvals

    approvals-en.png

  3. Click on + New process to add a new approval process

    mceclip3.png

    Note

    If necessary, you can also create folders in this overview to organize your approval processes. Click 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.

  4. Fill out all mandatory information marked by red asterisk.

    mceclip0.png

    • Title: Choose a title for the process.

    • Description: Enter a description for internal use. This is optional.

    • Click Save to create the process.

    Note

    At the top of the pop up, you are able to create the allowance in different languages, if your environment supports multiple.

  5. Select Form.

    mceclip4.png

  6. Choose which criteria should match for this process to be triggered.

    demo-form-en.png

    • Define which specific area the system is dealing with, such as creating an employee or updating their master data.

    • You can specify the Add criteria.

    • The criteria you can choose from cover the Employee, Candidate, Onboarding profiles, or Forms.

    • 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 and/or operators.

    • To delete a rule, click on the bin icon.

  7. Choose which criteria should change for this process to be triggered.

    Note

    Here you can 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 criterion should change for this process to be triggered. If no criteria is specified, the process is triggered if the criteria above is matching.

  8. Click Save to keep your progress.

  9. Click + Add Step to add the actual approval steps.

    mceclip0.png

  10. Now, define the details of the Approval step

    mceclip11.png

    • Title: Choose a title for the approval.

    • Trigger: This will always be Form since this is the value we chose in the beginning.

    • Approvers: These are the individuals responsible for approving the process. This can be a user or a group of users with a certain role. You can select one or more approvers.

    • 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 People whenever changes.

    • 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.

    • 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.

    • 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.

  11. Click Save once again.

    Note

    The approval process will now 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.

  12. When you have completed your approval process, toggle Inactivate.

    mceclip0.png

Was this article helpful?

Related articles

Was this article helpful?

Want to get in touch?

We got you. Fill out a request and we'll get back to you as soon as possible.

Submit a request