Introduction
This article explains how the Dual Authorisation Workflow differs from the System Standard Authorisation and provides guidance on how to switch to this alternative workflow.
Standard Authorisation Workflow
The system's standard authorisation rule is that all events requiring approval are directed to the Line Manager, with some additional rules that apply in specific cases.
All rules are as followed:
Employee requests event and they do not have a manager – All Admins are notified, and any one can reject/approve
Employee requests event and they do have a manager – Manager is notified and can approve or reject
Employee requests event and they have more than one manager, this happens because they can have more than one job role with different managers – All managers are notified, and anyone can reject/approve
If the employee is an Administrator and they do not have a manager – The request is automatically approved
If an Administrator adds a request for another employee – it does not require an approval
If the manager of the employee adds an event for an employee – it does not require approval
Dual Authorisation Workflow
We offer an alternative workflow that allows another line of approval for all event requests. The request first goes to the person specified as their ‘Primary approver’ within the job details screen, and if approved, then goes to the Managers.
Where there is more than one current job role, resulting in more than one Line manager and Primary approver, only one of each group must approve.
All rules are as followed:
Employee requests event and they do not have a manager – All Admins are notified, and any one can reject/approve
Employee requests event and they have a manager and primary approver – Primary approver is notified and can approve or reject. If approved, manager is notified and can approve or reject.
Employee requests event and they have a manager but not primary approver – Manager is notified and can approve or reject.
Employee requests event and they have more than one manager & primary, this happens because they can have more than one job role with different managers – All primary approvers are notified, and anyone can reject/approve. If approved, managers are notified, and any one can approve or reject.
If the employee is an Administrator and they do not have a manager – The request is automatically approved
If an Administrator adds a request for another employee – it does not require an approval
If the manager of the employee adds an event for an employee – it does not require approval
How it works
Employee adds an event request from the Calendar. The Line Manager will receive an email and a Todo
If the manager declines, the employee will receive an email containing the reason provided, and the workflow ends.
If the manager approves, an email and Todo is sent to the second line approver. In this Todo they will see that “This request has multiple approvers”.
Clicking on this will show the approval history. In this example, the Line Manager has approved, and it is now pending for the secondary approver.
When approved or declined, the employee will receive an email confirming this and show any notes added by the authoriser. The Manager will also receive this an email confirmation.
How to get this Workflow
You can turn on this workflow from our Automate Hub. Please ensure to do the following:
You first add the 'Primary approver' field to the job details screen from within the screen designer.
Populate this field for each employee.
You undeploy the default event authorisation workflow.
FAQs
Can someone pick up a request in the approvers absence?
All Admins are able to action anyone else's todo in their absence, including event requests.
Will this change all pending requests to the new approver rule?
Moving to this workflow will only impact requests going forward, any events requested prior to this change will adhere to the standard authorisation workflow.