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:
- Administrator
- Human Resources
Pre-requisites: Process Form Configuration & Management and Using Process Forms sections.
In the left navigation menu, click "Process Forms" then "Form Management"
Select the form you wish to add/edit or delete Approvers for by clicking the magnifying glass. After the form is selected, it will appear in the lower half of your screen, then click on the "Approvers" tab:
To edit an approver, click the pencil icon. To add a new form approver, click "New Form Approver":
The following window will display for either editing or adding a new approver.
Editing Approver Adding New Approver
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.)
Please note that the employee should be selected if they are needed to sign the form.
Add A Backup Approver:
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.
Please follow the steps below to add a backup approver and once again to remove them when they are no longer needed.
1. Go to Human Resources -> Active Employees.
2. Choose an employee from the grid -> Select "Edit" under the "Details" tab.
3. Select a Backup Approver from the dropdown.
Please Note: Notifications regarding forms that need attention will also be sent to the backup approver.
4. 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.