The Approval Workflows function on the Timekeeping Modules Settings page of the Admin > Settings Page is available to manage iSite Timekeeping Approval Workflows.  Administrators can add new Approval Workflows, edit existing Approval Workflows and delete Approval Workflows.


Availability

Only users with the Portal Administrator, Timekeeping Administrator or Manage Timekeeping Settings permission will have access to this function.


Navigation

Admin > Settings > Timekeeping Module Settings > Approval Workflows


What is an Approval Workflow?

An Approval Workflow is used to manage the review and approval process of a Timesheet after submission.  Approval Workflows can have multiple approval levels and multiple approvers per level.


Approval Workflow Maintenance Functions

The following functions are available when performing Approval Workflow Maintenance



Properties of an Approval Workflow

An Approval Workflow has the following properties:


  • Approval Workflow Name
  • One or more Workflow Steps
  • Assigned Users


A sample Approval Workflows List


The Approval Workflows List

The Approval Workflows list displays the Approval Workflows that are configured and assigned to the iSite License.  The list will display the following information:


  • Approval Workflow Name
  • Assigned User Count
  • Last Updated


How to Use the Approval Workflows List

  1. Click on the Approval Workflow Name in the list whose information you would like to edit.


A sample Approval Workflow edit page


A sample Assigned Users tab on the Approval Workflow edit page


How to Add a New Approval Workflow

  1. Click the Add New Approval Workflow button in the toolbar.
  2. Fill in the appropriate information in the Properties section of the page.
    1. When assigning Responsible Parties for each step, only users with the Timesheet Approver permission will be displayed
    2. If multiple Users are assigned to a step, ANY User who Approves the Timesheet will satisfy the requirements for the step and will move the Workflow to the next step.
      1. To require ALL Users to Approve a step with multiple Approvers, click the "Require all Users to sign?" checkbox.
  3. On the Assigned Users tab, select the Users that should be assigned to this Approval Workflow.
    1. Users with Workflows already assigned to them will be displayed in silver text.
    2. Users WITHOUT Workflows assigned to them will be displayed in black text.
  4. Click the Create Approval Workflow button to create the new record or click the Cancel button to abort the creation process.


How to Edit an Existing Approval Workflow

  1. In the Approval Workflows List, select the record to be edited by clicking the Approval Workflow Name.
  2. Fill in the appropriate information in the Properties section of the page.
    1. When assigning Responsible Parties for each step, only users with the Timesheet Approver permission will be displayed
    2. If multiple Users are assigned to a step, ANY User who Approves the Timesheet will satisfy the requirements for the step and will move the Workflow to the next step.
      1. To require ALL Users to Approve a step with multiple Approvers, click the "Require all Users to sign?" checkbox.
  3. On the Assigned Users tab, select the Users that should be assigned to this Approval Workflow.
    1. Users with Workflows already assigned to them will be displayed in silver text.
    2. Users WITHOUT Workflows assigned to them will be displayed in black text.
  4. Click the Update Approval Workflow button to update the record or click the Cancel button to abort the editing process.


Deleting Approval Workflows

Deleting an Approval Workflow is a permanent change and cannot be reversed.  Proceed with caution.


How to Delete an Approval Workflow

  1. In the Approval Workflows List, select the record to be deleted by clicking the Approval Workflow Name.
  2. In the Approval Workflow Maintenance page, click the Delete this Approval Workflow... button in the toolbar.
  3. In the confirmation message pop-up, click the OK button to permanently delete the selected record or click the Cancel button to abort the deletion process.


The selected Approval Workflow will be permanently deleted from iSite.


How to Delete Multiple Approval Workflows

  1. In the Approval Workflows List, click the check box next to each record that you want to delete.
  2. Click the Delete Approval Workflows... button in the toolbar.
  3. In the confirmation message pop-up, click the OK button to permanently delete the selected records or click the Cancel button to abort the deletion process.


The selected Approval Workflows will be permanently deleted from iSite.



Page ID:2790-6542-1280