Identify Approvers
At the end of the panel group, the Workflow Approvers panel has
been added to allow you to identify approvers for this transaction.
Click on any of the blue labels to jump to more information about
that feature.
| Transaction
Summary |
This summary shows all of the criteria used to find system
identified approvers: transaction type, employee type, and
transaction department. Based on this data, the system begins
to look for approvers and FYI recipients, starting in the
department closest to the transaction and climbs the organizational hierarchy until it finds any approvers or FYI recipients for each
role. |
| Role and
Sequence |
The system identifies any roles that are required by your
local business unit for this transaction and populates them
with an automatically assigned sequence number. The sequence
may be changed, but system identified roles can not be changed
or deleted. |
Approver
Department |
The approver department shows the level in the the organizational hierarchy where the system found people associated with this role.
It is only populated on system identified roles. |
System
Identified
Approvers |
When the system finds people assigned a particular role
at a given point in the organizational hierarchy, it populates
all of the people it finds at that level. For most roles,
this list can edited to delete excess approvers or adjust
the approvers if someone is on vacation or out sick.. The
HRG Approver and Faculty Affairs Approver roles cannot be
edited. System identified approvers are defined by the local
HRO and maintained using the Authority Manager.
An example
In the example above, the system
found Anne, Nancy and Greta all had the same HRG Approver
role at the VAAA level in the org. hierarchy. It populates
all three. Each of them have the authority to approve
the transaction, so only one of them needs to take action
for the transaction to be approved for that role. |
|
| Sequence Number |
The sequence number is automatically populated. You may
adjust the order of the approvers by adjusting the sequence
number. You may use any number between 1 and 998. Two roles
with the same sequence number will go out to the approvers
or the FYI recipients at the same time, but someone from each
assigned role must approve the transaction. |
| Additional
Role |
Additional roles may be added by clicking the outer scroll
bar and inserting a row (F7). Additional Approver is populated
by default, but may be switched to Additional FYI by clicking
the prompt button at the end of the field. The system allows
up to ten roles on any transaction. |
User
Identified
Approver
|
You may identify approvers and FYI recipients by entering
their empl ID number in the field. To search for someone's
empl ID, press Ctrl+F4 to bring up a search dialog box. You
may search by first and last name. To add additional persons
to a role, click on the inner-scroll bar and insert a row.
The system allows a maximum of ten persons per role. |
| Restore Defaults |
Clicking the Restore Defaults button returns the transaction
to the original system identified approvers. |
 Now
that you're acquainted with the new panels in PeopleSoft, let's
try them out. Click the interactive
demonstration icon to begin.
Originators as Approvers
Originators may be an approver in many cases. If you are listed
among the group of approvers for a role, an email will still be
sent to all of the approvers listed on the transaction, but the
transaction will be automatically approved for that role because
you have enough authority to approve it.. ( You may delete those
excess approvers using the Delete Row button (F8).) You will not
need to go to your worklist to approve the transaction. If you
want someone else to approve a transaction, remove your name from
the list of approvers.
Restrictions
You may not be the sole approver for a transaction on your own
record.
An approver can not be the sole approver for a transaction against
their own record.
The Workflow Approvers panel allows you to add up to 10 roles,
with up to 10 people in each role, with a maximum of 20 people
total per transaction. This includes all approvers, FYI recipients,
and the super-approver. Every transaction is assigned a super-approver.
Email Notification
When you save this transaction, an email
notification is sent to the first sequence of approvers asking
them to go to their worklist and approve the transaction. Once
one approver from that group approves the transaction, an email
is sent to the people in the next sequence on the transaction.
Once the transaction is fully approved, the transaction moves
from the Staging Table to the Production Database.
FYI recipients generally get their email after the transaction
is fully approved. The system will allow you to put them into
an earlier sequence, but we recommend leaving them until the end
of the approval sequence. Most FYI recipients will not want to
know until a transaction has become fully approved and is part
of the production database.
While a transaction is pending, you may review it in the Worklist
Manager. The Worklist Manager is also where you go to approve
transactions. The next topic will take a look at this new web-based
tool in depth.
Next Topic: The Worklist
Manager >>
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