Approval Scenarios for Leave Request

Define a single or multi-level approval flow for leave or time off requests

What is it?

A configurable approval workflow that lets you set up multiple approval steps for leave requests (time off requests). Instead of a fixed one-step manager approval, you can create custom approval flows that match your organization's structure.

Approval scenarios are defined at the office level.  This is an alternative to our legacy approval workflow, which requires approval rights maintenance at the employee level. 

Why does it matter?

• Create approval paths that match your actual approval process 
• Each office can follow different approval routes
• Simpler set up than employee-level approval rights 

How does it work?

Before Setup:

1. Go to System Settings
2. Uncheck 'Use Initial Manager Approval Function?'
3. Make sure all existing leave requests are either approved or rejected
4. Build your approval flow:
   • Define who needs to approve
   • Set the order of approvals
   • Add any special conditions
   • Save your scenario

Setting Up Your Scenarios:

1. Go to System Settings > Approval Scenarios
2. Select the Office.
3. Choose "Leave" as the Transaction Type
4. Define the first approver in the sequence, i.e. Sequence 1.  Approver Types include:
   1. Specific Approver, then select the approver name from the "Specific Approver" column. 
   2. User Access Group, then select the User Access Group.
   3. Supervisor of Employee - The system will automatically route the approval request to the Supervisor assigned on the Employee record. 
   4. Department Head of Employee - The system will automatically route the approval request to the Head of the Department for the Employees's default Department. 
      
      
5. If applicable, define the second approver, Sequence 2, etc. 
6. For each approval sequence, choose your notification options when a leave is submitted and approved.  You have the option to send a message within the platform's inbox and/or email.
   1. No message or email
   2. Send message only 
   3. Send message & email

Once Running:

• Employees submit leave requests as usual
• Requests follow your new approval path
• Each approver gets notified when it's their turn
• Everyone can see where the request is in the process