Introduction
If you’re on the Elite Tier and have access to the Screen Designer, you can create a custom screen that sits within employee profiles. With the Custom Screen Approval workflow enabled, any new record submitted by an employee will automatically generate a 'To do' request for HR (Admins) to either approve or decline.
This process helps ensure accuracy and consistency across records, giving Admins oversight before information is finalised.
Initial set up
There are a few specific configuration steps required for this workflow to operate correctly, so please make sure to read the whole article before you begin.
1. Create the screen
First, you'll want to create a screen and assign it to a profile template. Click here for an article on how to create or edit a screen.
This must be a Table screen, to allow multiple records to be added.
You can build the screen however you like, but there are certain fields that must be included for the workflow to function, case sensitive.
Field Type: Date picker
Field Name: Date of Request
Field Type: Radio button
Field Name: HR AuthorisationOption 1: Approve
Option 2: Decline
Field Type: Paragraph or Rich text
Field Name: Authorisation Comments
2. Set up Permissions
Next you'll want to define the permissions - what the employee and manager can view and edit in this screen. Please see: Access Roles Management.
We recommend giving employees View Only access to the Authorisation fields.
3. Add the Screen Variant for the Admin's task
Separate to the permissions above, Screen variants define which parts of the screen can be viewed or edited within a task, in this case the task that the Admin receives to approve or decline. Follow the steps below:
Go to Settings > Screen designer > Screens
Go to the new screen you have created.
Select the 3-dot menu to 'Create variant'
The variant name must be called 'Authorisation'
The Authorisation field must have Edit and Required selected.
For the rest of the fields, you can either select View or Edit - depending on if you want to allow admins to be able to edit the employee's input before approving.
How it works
Employees will go into their profile and add a new record to this screen
Once saved, the Admins (s) will receive an email and a task in their Todos area
Once approved or declined, the employee will receive an email confirmation.
How to get this Workflow
If you're interested in this workflow, please reach out to support.