Setting up approval cycles is an essential step to configure Eurecia.
Does this seem complicated to you 😨? Don’t panic, we’ll explain everything!
Eurécia allows you to manage several approval circuits depending on the types of requests: leave, expense reports, activities, etc. It is also possible to define multi-criteria approval management or use customizable lists to determine the different approval managers for the same request.
Who is concerned by this article?
Administrators but more generally all persons concerned by the approval requests in Eurécia.
On the program in this article:
- The different types of approval cycles
- Set up the 'Company'approval cycle
- Configure the 'employee' approval cycle
- The conditions for activating the approval cycle
- Identify multiple managers to validate a type of request
The different types of approval cycles
In Eurécia, there are two main methods to define your approval cycles:
The company approval cycle
The company approval cycle allows you to establish approval managers for all modules or for certain modules in particular globally for all of your employees. These approval cycles will be your default workflows.
It is best to use this method because if there is a change, the modifications can be made simply for all of your employees in just a few clicks.
The employee approval cycles
The employee approval cycles or specific approval cycles allows for a case-by-case basis for each employee. This validation circuit always takes precedence over the company approval cycle.
What's the downside? In the event of a change, it will be necessary to intervene on each employee record.
These two methods can be used simultaneously. Our advice 😁? Set up a company approval cycle that will respond to the majority of cases and then intervene specifically on each employee file.
Set up the 'company' approval cycle
Access: Admin area > General settings > Company record > Configuration tab > Approval cycle
The company approval circuit allows you to establish validation managers for all employees in your company.
Activate company approval cycle
- Check in the box 'Enable company approval cycle'. The approval cycle setting that has been carried out previously on the company record will only be effective if it is checked.
- Save the company record
Add/Edit Approval Rules
- Click on '
' to insert a new rule or on the '
' to modify an existing rule
- In the 'Roles' column, determine the role that will be assigned to thie approval manager. He can approve all request from all modules on your platform or only requests from one module in particular.
-
In the 'Level' column, indicate the validation level of the manager. Eurécia allows 5 validation levels. However, it is possible to cumulate managers of the same level:
- If two managers have the same level, it will be one OR the other who will have to validate the request.
- If there are two approval managers with 2 different validation levels, it will be one THEN the other one.
-
In the 'Approval Manager' column, specify the validation manager to whom the rule is assigned:
- Manager (N+x): the specific manager of each employee will be responsible for validation
- Company Manager: The user named as the company manager in the company record > Organization tab
- Department/Structure Manager: The approval manager will be specified based on the department or structure to which each employee is attached. They are determined in the company file > Organization tab
- Named person
-
In the 'Approval can be transfered to' column, I can allow the validation manager to transfer a validation request. In this case, when the approval manager accesses the request, he will have the option to validate or transfer it to one or more other users:
- any person with validation power
- Manager
- Company / department / structure manager
- Custom User Lists
- In the 'Workflow activation condition' column, I can set a condition for activating the circuit. This column is only available for the validation of the Expense Reports and Leave & Absences module. We will come to this in more detail in the section: The activation conditions of the approval cycles
- The 'Comments' column is optional and allows you to indicate a note concerning this circuit
- Save
Configure the 'employee' approval cycles
Access: Admin area > General settings > Employees and users > Employee file > Rules tab
In each employee record, it is possible to define a validation circuit that will be specific to the employee. This approval cycle overrides the company's approval cycle; the information defined in the employee record will take priority over the one defined in the company record.
When I add specific rules in an employee file, the rule from the company file becomes 'grey' because it is inactive.
Rules from the company file cannot be deleted from the employee file.
The configuration is done in the same way as on the company file 😊!
Conditions for activating the approvl cycle
It is possible to go further in the configuration of the validation circuits by establishing clear activation conditions, these circuits will only be activated under certain conditions!
For the Leave & Absences module
When I choose a role 'Confirm staff leave and absences', I can determine for which type of leave or absence this circuit will be activated.
I can determine that my absences are validated by the manager of each employee except in the case of sick leave, for example, which will be validated by my HR manager.
In this case, I create at least 2 lines in my validation circuit:
- one for the general case
- one or more lines for each type of leave having a different validation circuit
This setting can be implemented in the company record or in the employee file.
For the Expense Report module
It is possible to set up activation conditions based on:
- From the amount of the expense note
- Types of expenses
- Types of expense reports. More information on types of expense reports? Click here: The different parameters of the Expense Reports module
If two (or more) conditions are entered, they are cumulative. Both conditions must be met to trigger this validation circuit rule.
Identify multiple managers to approve a type of request
Are there several people likely to approve your leaves, timesheets or expense reports? No worries 😉 !
It is possible to define personalised lists of users to be included in the 'Approval manager’ field of your approval workflow.
- Create my custom list of users using all the information in this article: Create custom users lists
- Log out and log back in so that my new personalized list is correctly taken into account 😊
- Return to the company file or to my employee file, to add this personalized list in a validation rule
- Click on '
- In the 'resp. validation' field, I select my custom list
- Save
The 'Choose manager from list' parameter allows two modes of using the list when the employee submits for validation:
- Unchecked box: The member(s) of the list will receive a validation request by default.
- Checked box: the employee can choose the person(s) on the list who can validate their request: the 'add a manager' button allows them to select several recipients
In the Expense Report module, the choice of the manager will be made by selecting the manager in the drop-down menu. To add several managers, your employee will click on the button ' ' :
In absences, your employee selects the first manager from the drop-down menu and clicks on 'Add manager' if the request must be sent to several users.
The transfert approval
Last step of our article on validation circuit settings: validation transfers!
This feature allows you to appoint a validation manager who can eventually transfer the request to one or more other users.
When my validation manager opens the request, he has the option to validate it directly or transfer it to another user.
- In the same way as before, I create a new rule by clicking on '
- I configure my validation circuit as indicated in the previous parts
- In the 'validation transfer' column, I choose the type of users concerned or a custom list
- I record
Keywords associated with this article:
workflow - validate - validation - rule - rules - circuit - circuits - transfer - manager - responsible - configure - parameterize - configuration - parameterization - alert - request - notifications
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