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In a company, there are multiple applications raised from an employee such as leave, overtime, and resignation. The application can go through different levels of review for approval. The Workflow Levels page helps you in finalizing the number of reviewers required for approving an application. You can also customize the action items that all the reviewers can perform on the application raised by an employee.

You can define the workflow levels for the following modules:

  • Overtime
  • Resignation
  • Confirmation

To navigate to the Workflow Levels page, click Workflow > Setup > Workflow Levels

Overtime

Whenever an employee applies for overtime using the ESS portal, the system sends the overtime application to the reviewers for further action items. The reviewer must accept the application for the employee to receive a payout for overtime. As an admin, you must define the reviewers who can approve the employee's application. You can customize the workflow levels so that an application can go through either 1,2, or 3 levels of reviewers for approval. 

Create Overtime Workflow Levels

To create overtime workflow levels, perform the following actions:

  1. On the Workflow Levels page, click Add Workflow Levels.
  2. From the Select Workflow Type dropdown list, select Overtime.
  3. From the Select Overtime Policy dropdown list, select the required overtime policy.
  4. Select any one of the 1 Level/2 Levels /3 Levels options as per your requirements. the selected number of levels define the numbers of reviewers required to approve the application.
  5. Under Reviewer Level 1, from the Approver Title dropdown list, select a job role as the first reviewer. When an employee resigns, the application will go to the selected job role for approval first. 
  6. Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the application based on your selection here. The actions available for a reviewer are:
    1. Forward
      This option is available only if there is a next-level reviewer. The Forward option allows the reviewer to forward the application to the next-level reviewer. 
    2. Action Due
      This option is available only if there is a next-level reviewer. In the Action Due text box, enter the number of days in which action must be taken by the reviewer. If the current reviewer is unable to take any action within the specified number of days, the application is automatically forwarded to the next-level reviewer.
    3. Accept
      This option is available for all the level of reviewers. After a reviewer accepts the application, the employee is entitled to overtime payout. If the reviewer is not the last level reviewer and has accepted the overtime application, the application will still be forwarded to the next-level reviewer for their acceptance. Employee receives the payout after last level reviewer approves the application.
    4. Override
      This option is available for all the level of reviewers. The Override option allows the reviewer to override the overtime application of the employee. 
  7. Click Submit to save the overtime workflow levels settings.

Resignation

Whenever an employee resigns from the organization using the ESS portal, the system sends the application to the reviewers for further action items. The reviewer must accept the application for the resignation to be in effect. As an admin, you must define the reviewers who can approve the employee's application. You can customize the workflow levels so that an application can go through either 1,2, or 3 levels of reviewers for approval. 

Create Resignation Workflow Levels

To create resignation workflow levels, perform the following actions:

  1. On the Workflow Levels page, click Add Workflow Levels.
  2. From the Select workflow type dropdown list, select Resignation. The Application Reviewer Levels form appears.
  3. Select any one of the 1 Level/2 Levels /3 Levels options as per your requirements. 
  4. Under Reviewer Level 1, from the Approver Title dropdown list, select a job role as the first reviewer. When an employee resigns, the application will go to the selected job role for approval first. 
  5. Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the application based on your selection here. The actions available for a reviewer are:
    1. Accept & Forward
      This option is available only if there is a next-level reviewer. The Accept & Forward option allows the reviewer to forward the application to the next-level reviewer. Forwarding the resignation application will not confirm the last working day of the employee.
    2. Accept
      This option is available for all the level of reviewers. After a reviewer accepts the application, the employee's last working day is confirmed. If the reviewer is not the last level reviewer and has accepted the resignation application, the application will still be forwarded to the next level reviewer for their acceptance.

      The difference between Accept & Forward and Accept actions:

      • Accept & Forward: The employee's last working day is not defined till the final reviewer accepts (Accept) the application. The application is simply forwarded to the next-level reviewer.
      • Accept: The employee's last working day is defined as requested by the employee. The application is still forwarded to the next-level reviewer for further approval if any.
    3. Revoke
      This option allows the reviewer to cancel the resignation of the employee. The application is still forwarded to the next-level reviewer for further action.
    4. Action Due
      This option allows you to add the number of days in which a reviewer must take the action on the resignation application. If an action is not taken, the application is automatically accepted and forwarded to the next level of the reviewer. This option is not available for the last level of reviewer. 
  6. Click Submit to save the resignation workflow levels settings.

Confirmation

Whenever an employee's confirmation is due, the system sends the application to the reviewers for further action items. The reviewer must accept the application for the confirmation to be in effect. As an admin, you must define the reviewers who can approve the employee's confirmation. You can customize the workflow levels so that an application can go through either 1,2, or 3 levels of reviewers for approval. 

Create Confirmation Workflow Levels

To create confirmation workflow levels, perform the following actions:

  1. On the Workflow Levels page, click Add Workflow Levels.
  2. From the Select workflow type dropdown list, select Confirmation. The Application Reviewer Levels form appears.
  3. From the Select Employee Filter dropdown list, select the required employee group

    To learn more about selecting the employee filter, you can read our Create an Employee Filter article.

  4. In the Workflow Level Name text box, enter the workflow name. 
  5. Select any one of the 1 Level/2 Levels/3 Levels options as per your requirements. 
  6. Under Reviewer Level 1, from the Approver Title dropdown list, select a job role as the first reviewer. When an employee's confirmation is due, the application will go to the selected job role for approval first. 
  7. Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the application based on your selection here. The actions available for a reviewer are:
    1. Forward
      This option is available only if there is a next-level reviewer. The Forward option allows the reviewer to forward the application to the next-level reviewer. 
    2. Action Due
      This option is available only if there is a next-level reviewer. In the Action Due text box, enter the number of days in which action must be taken by the reviewer. If the current reviewer is unable to take any action within the specified number of days, the application is automatically forwarded to the next-level reviewer.
    3. Confirm
      The Confirm option allows the reviewer to confirm the employee. 
    4. Extend Probation
      The Extend Probation option allows the reviewer to extend the probation of the employee. 
  8. Click Submit to save the confirmation workflow levels settings. Submit Workflow Level pop-up appears.
  9. Click Confirm to save the confirmation workflow levels settings.   
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