How to Configure an Approval Workflow: A Step-by-Step Guide

Steps to Configure an Approval Workflow

PAYROLL ADMINISTRATION · WORKFLOW CONFIGURATION

Steps to Configure an Approval Workflow

Build the approval chain your payroll events need — levels, approvers, rules, and fallbacks — with a step-by-step setup.

Setup guide
👥 WHO USES THIS
▸Payroll admins designing approval chains
▸HR ops owners mapping governance rules
✨ WHAT YOU'LL ACHIEVE
▸Approver levels and conditional routing rules
▸Delegation and fallback approvers
▸Notifications and escalation timers

Access Workflow Builder

  • From the Main Menu, navigate to Workflow and select Workflow Builder.

  • Click Add to create a new workflow.

Define Basic Details

  • Enter a suitable name for the workflow (e.g., "Reimbursement Approval") to clearly identify its purpose.

  • Add a description if needed for reference.

Save and Proceed

  • Click Save to proceed to the next step of configuration.

Upon saving, the Workflow Screen will appear, click the Change button to begin configuring the approval process according to your organization’s policies. Define the order of approval (e.g., manager first, then finance). Select individual or group approvers for each stage in the process.


Fig: Workflow Builder

Users can set up the deadlines for automatic actions (Ex: auto-approve or auto-reject) if the request isn’t approved within the given timeframe. The first Deadline is for initial review, the second Deadline is for escalation to the next level if no action is taken, Third Deadline is for final decision or auto-rejection.

Fig: Task Configuration

Users can set up automatic email notifications at each stage of the approval process: Approval Initiated: Notify the approvers that the request is awaiting their action. Approval/Rejected: Notify the employee once their request has been approved or rejected.


Fields Description

Title

Description

Task Title

It refers to the name of the request or process awaiting approval. It provides a clear summary of the action required, helping approvers quickly identify the task.Example- Line Manager Approval, HR Approval etc

Type of Approval


In the approval workflow, approvers can be assigned as either:

User-Based Approver

  • A specific individual is designated as the approver.

  • Example: HR Manager, Department Head, or Reporting Manager.

If you have selected User as the approver, you need to update the approval options:

  • Who can approve? (User) – Select a specific individual from the dropdown list, which displays all employee names.

  • Initiator – The user who initiated the task will be the approver.

Decide at runtime by calling API – The system will dynamically determine the approver during the workflow execution.

  • Get Manager – The API will fetch the immediate manager of the employee from the Team Summary and assign them as the approver.

  • Get Second-Line Manager – The API will retrieve the manager’s manager of the employee and assign them as the approver.

Group-Based Approver

  • A predefined group of users can approve the request.Example: Finance Team, HR Team, or Senior Management.

If you are selecting a Group as the approver, you must first create a custom group. Follow these steps:

  • Navigate to:CoreHR → Employee Data Management → Custom Group

  • Create and configure the custom group by associating it with the appropriate form in the Configured For field.

  • Once the configuration is complete, the custom group will be available for selection in the Group for Workflow section.

Form-Use the Dynamic Form Builder to design the required questionnaire.Link the created form to the workflow process.Refer to Page No. 102 for detailed configuration steps.Once configured, all available forms will be listed in the workflow form dropdown, allowing you to associate the appropriate form with the workflow.

Deadline(In Hours)

The approval workflow can have up to three deadline levels, ensuring timely approvals within a defined period.

Auto Approve – The application is automatically approved, and the process is closed.

Auto Reject – The application is automatically rejected, and the process is closed.

Assign to the Initiator’s Manager – The approval request is forwarded to the applied employee’s immediate manager for review and action.

Call API

  • Get Manager – The API will fetch the immediate manager of the employee from the Team Summary and assign them as the approver.

  • Get Second-Line Manager – The API will retrieve the manager’s manager of the employee and assign them as the approver.

Send Notification

Notifications can be configured to keep relevant users informed at different stages of the approval process:

When a Task is Assigned

  • To Assigned User-The user responsible for the task receives a notification.

  • To Other Users-Additional stakeholders (e.g., initiator, HR, or department head) can be notified.

When a Task is Completed

  • The system sends a notification to relevant users, including the initiator and approvers, confirming task completion.


Related Articles