Introduction

This article explains how the Back Up Approver 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

Back Up Approver Authorisation Workflow

We offer an alternative workflow that sends an employee's requests to the line manager and a 'Secondary approver', specified in the job details section of an employee’s profile. Both will receive this request at the same time, and only one of them needs to action.

If different managers and secondary approvers are specified for a person with multiple job roles, they will all get the request but only one must approve.

All rules are as followed:

Employee requests event and they do not have a manager or secondary approver – All Admins are notified, and any one can reject/approve

Employee requests event and they do have a manager and/or secondary approver – All are notified and any one can approve or reject

Employee requests event and they have more than one manager and/or secondary approver, this happens because they can have more than one job role – All are notified, and anyone can reject/approve

If the employee is an Administrator and they do not have a manager or secondary approver – 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 manager and secondary approver will receive an email and a Todo

Only one needs to approve or decline, and when done, the employee will receive an email confirming this and show any notes added by the authoriser.

The other approver that did not action will also receive a confirmation email.

How to get this Workflow

If you're interested in this workflow, please reach out to support.

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.

How do I add the secondary approver field?

You can do this via the Screen Designer. The field must be called 'Secondary approver' (case sensitive) and must be present in the Job details screen. We suggest adding it next to the Line Manager field so it's quick to find and compare the two.