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Process Forms: Approvers

Allyson Ryan
  • Updated

Process Forms allow your district to digitize forms that get processed and filed for district employees. By adding approvers to the form, the form will then go through the approval process before the forms can be automatically saved to the Employee’s Personnel Folder, thereby eliminating the needs for printing and manually storing each form. 

Applicable System Roles

  • HR Admin
  • HR Team
  • Business Office
  • Forms Administrator

Pre-requisites 

Process Form Configuration & Management and Using Process Forms

Contents

Adding Approvers to a Form

Add Back-Up Approvers

View Approvers & Forms They Approve- Time & Attendance ONLY

Adding Approvers to a Form

Navigate to: Process Forms / Form Management

  1. Select the form by clicking the magnifying glass

  2. Click the Approvers tab

    Process Forms Adding Approvers.png

  3. To add a new form approver, click New Form Approver

    1. To edit an approver, click the pencil icon

    Process Forms Adding Approvers1.png

  4. In the Form Approver Management pop-up, enter the fields for the Form Approver (required fields are indicated with an *)
  5. Click Save

New Form Approver Example

New Form Approver.png

Edit Form Approver Example (Note that the Approver Type is not editable)

New Form Approver Edit.png

Definitions

Parallel Approver - All approvers at a particular level have to approve before the form moves on to the next approver if the box is checked. If this box is unchecked any approver with a specific level can approve and move the form forward.

The minimum requirement for employee signature is to have a level 1 Employee approval level. It's also recommended that the Start and End Approval numbers should be the same (1 = 1, 2 = 2, 3 = 3, etc.)

Hide Signature - Select this option when there is an approver that needs to participate in the workflow for the given form, but their signature does not need to appear on the final document. For example, clerical staff can perform detailed reviews on a form, while keeping final signatures reserved for department heads. 

Please note that the employee should be selected if they are needed to sign the form. 

Add Backup Approvers

Backup approvers are used mainly to provide an approval path for a form when the primary approver is away from work. They should only be used temporarily, when the primary approver will be unavailable for any amount of time such as vacation, surgery, extended sickness, etc. If a user is left in this field indefinitely, they will always get notifications to approve forms for the primary approver, even when the primary approver also receives the same notification, thus causing confusion.

Follow the steps below to add a backup approver and once again to remove them when they are no longer needed.

Navigate to: Human Resources / Active Employees

  1. Select the Employee by clicking the magnifying glass

  2. In the Details tab, click Edit

    Backup Approver.png

  3. Under Backup Approver, click the link "Click to Select"

    Backup Approver1.png

  4.  In the Select Backup Approver pop-up, select the staff member from the drop-down (Please Note: Notifications regarding forms that need attention will also be sent to the backup approver)

    Backup Approver2.png

  5. Click Select

  6. Enter the Start Date and End Date for the Backup Approver

    Backup Approver2a.png

  7. Click Save

View Approvers & Forms They Approve: Time & Attendance ONLY

1. Go to "Time & Attendance" -> "Reports" -> "Approvers"

2. Here you can click on the approvers and view their form approval details

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