In Inteacc, you can design/define the workflow for different documents/transactions.

Here is a few simple steps for the workflow from creation to approval!

1 WORKFLOW DESIGN

Menu path: Master data > Workflow > Workflow > Create

1.1 Select workflow fields

• WF category: The workflow category is the related transaction for which we are creating the workflow. You will find it in the combo box.
• Entity name: Related table name
• Description - optional
• Use delegation of authority (DOA): When checked, this will activate the management of days/amount each approver can approve.
• Limit amount field - This field is mandatory when you check the "use delegation of authority". You will find one or more fields (numeric field) in the combo box to select from. The field you select, this option will be used by the application dynamically to apply the delegation of authority defined in the workflow approval steps.
• List of approval steps and approvers with rules as defined below:

1.2 Approver group

This option is used when there is more than one user who can approve. The required number of approvers can also be defined. Typically, this can be assigned to a committee where for example any 2 out of 5 approvers may complete the approval.

1.3 Job grade as approver

When job grades are selected as an approver, the approver user is selected dynamically based on the nearest higher manager or manager's manager or the above until the manager is holding the grade designated for approval.

When the employee for which the approval is required holds the same grade or even higher, the system automatically selects the manager of the employee to be the next level approver.

When the employee himself holds the same level of an approver or higher, the user is selected based on the grade-level field (as marked above) which is senior to the employee.

1.4 Operating Location Authority as approver

In this model, the hierarchy of Operating locations upto "Head Office" has "Authority Category" mapped to have HR, Accounts Employee to act as the approvers.

The Oper Loc Authority is used in the workflow:

1.5 Delegation of authority

When you want to use the delegation of authority that varies from number of days or amount of approval this use this option e.g. an approver can approve max 7 days of leave.

There are three (3) related fields needs to be updated as circled in the above screen-shot:

1. Use delegation of authority
2. Limit amount field name
3. Limit amount (in the table) in the line items.

2.0 Workflow steps

Step name: Typically, checked by, approved by, etc.

Workflow escalation type:

Auto approve: after the leave time, the workflow will be automatically approved Escalate to manager: After the lead time the workflow will be redirected to the approver's manager for approval None: No action taken by the workflow systems automatically

Lead-time days:

Set lead-time in days for the step and this parameter is used with the Escalation option used as described above.

Notification active:

Check this, if you want the workflow system automatically sends email notifications to the respective user with the link as described in the Notification schedule below.

Notification schedule

Notification option can be selected one from the two options -

1. Instant: Immediately the respective document is submitted for approval.
2. Scheduled: The notification will be sent as a batch which is generally sent nightly

Workflow link type

The workflow notification sent may have either of the following options:

1. Link to specific document to be approved
2. Link to list of documents to be approved

Clicking the link will take the user directly to the respective document or list of documents to be approved.

Workflow approvers:

The approvers can be one from many different groups e.g.

• Approver group
• Specific user
• Manager and higher levels according to the hierarchy

Approver group

When an Approver group is selected in a workflow, the users within the "Approval group" will automatically get the workflow task for approval. You may have noticed that there are several approvals required at the workflow screen, which indicates several approvers are required to complete the approval step. When the number of users approved is met, the workflow task will disappear from the workflow task-list of other users under the Approver group automatically.

Manager higher levels

Approvers will be derived from the organizational hierarchy of the employee.

3. SUBMIT FOR APPROVAL

Documents/Transactions are developed to be workflow relevant and a workflow is designed like above, as an employee end-user when you go to the screen, you will see the option to "Initiate Workflow" as indicated in the screenshot below:

4. APPROVER's SCREEN AND APPROVAL/REJECTION

You can open the workflow approval task screen from the menu within self-service or by clicking on the bell icon on the right-top corner of the screen.

If you want to take your workflow action with comments select the marked button below to get the pop-up screen where you will get a few options to choose from.

4.1 Display original document

From the approval screen you can display the original document e.g. Leave application, outstation duty application etc.

Select the workflow and then click on the button "Show workflow task".

4.2 Read-only

Once any document is in approval i.e. the status is APPROVAL_IN_PROGRESS the document will be always be read-only mode in order to keep consistency of the content when it was put in approval.

5. APPROVAL STATUS

Each detail screen has current status of the workflow with the persons approved, currently under whose approval and if there is any more approvers existing.

6.0 WORKFLOW CONFIGURATION

Workflow can be configured in three different ways based on the needs of the company.

1. A Common workflow for each category of document
2. Group of workflows applicable to one or more employee category
3. Workflow by leave/loan type

6.1 A Common workflow for each category of document

Simply create workflow for each category like below:

• Leave application
• Outstation duty
• Attend missed application
• etc.

When a new application is created by an employee, system automatically checks if there is any workflow defined for the Workflow Category

6.2 Group of workflows applicable to one or more employee category

First create a number of groups of workflows

Then assign the workflow groups to respective employee category

When a workflow is triggered, the workflow is selected based on the WF category and the employee category associated.

6.3 Workflow by leave/loan type

Workflow can be optionally tagged by specific transaction category, for example -

Leave profile (by leave type)

If you leave the workflow field as indicated in the above screen, the default workflow will be used otherwise as selected.

Same to Loans, it can be selected by loan type.

7.0 Email notifications

You can activate email notification option in your Inteacc HCM systems with a very simple step:

7.1 Notification to applicants

You may automatically send email notifications to applicants (employees) during the following events of each application when:

• Approved
• Returned for correction
• Declined

In order to activate, turn on the option in respective workflow as circled in the screenshot below

The system will automatically start notifying.

7.3 Email history

You may check the email sending history and status below

System admin > Email > Email history