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Add workflow levels

Updated in November- 2023 | Subscribe to watch greytHR how-to video

In a company, employees raise multiple applications, such as leave, overtime, and resignation. The application can go through different levels of review for approval. Having multiple levels of reviewers for employee applications is important for ensuring accuracy, fairness, and objectivity in the decision-making process. It helps to mitigate the risk of bias or errors and ensures that all applications are thoroughly reviewed and evaluated.

The Workflow Levels page in the greytHR Admin portal helps you finalize the number of reviewers required to approve an application. You can also customize the action items that all the reviewers can perform on the application raised by an employee. The page displays a list of your workflow-level settings. Each setting card displays details such as Reviewer Level, Workflow Type, Workflow Level Name, Date Updated, and the option to delete or activate the setting.

To view the Workflow Levels page, click Workflow > Setup > Workflow Levels. 

You can define the workflow levels for the following modules:

  • Overtime

  • Resignation

  • Confirmation

  • Loan

  • Leave

  • Permission

  • Events

You can perform the following actions on the Workflow Levels page:

  1. Create overtime workflow levels.

  2. Create resignation workflow levels.

  3. Create confirmation workflow levels.

  4. Edit workflow level settings.

  5. Create loan workflow level.

  6. Create a leave reviewer policy.

  7. Create a permission module policy.

  8. Activate the workflow policy.

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. The form opens.

  2. Under General Settings, from the Select Workflow Type dropdown list, select Overtime.

  3. In the Policy Name text box, enter a name for the policy.

  4. In the Policy Description text box, enter a description of the policy.

  5. From the Select Overtime Policy dropdown list, select the required option.

  6. Click Save Policy to save the General Settings.

  7. Click Next to move to the Workflow Levels settings.

  8. Select any 1 of the 1 Level/2 Levels/3 Levels options as per your requirements. The selected number of levels defines the number of reviewers required to approve the application.

  9. 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. 

  10. 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:

    • 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. 

    • 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 the reviewer must take action. If the current reviewer cannot take any action within the specified number of days, the application is automatically forwarded to the next-level reviewer.

    • Accept
      This option is available for all levels of reviewers. After a reviewer accepts the application, the employee is entitled to an 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 acceptance. The employee receives the payout after the last level reviewer approves the application.

    • Override
      This option is available for all levels of reviewers. The Override option allows the reviewer to override the overtime application of the employee. 

  11. Click Save Policy to save the overtime workflow levels settings.

  12. Click Next to complete the process. The new policy displays on the Workflow Levels page.

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. The form opens.

  2. Under General Settings, from the Select workflow type dropdown list, select Resignation.

  3. In the Policy Name text box, enter a name for the policy.

  4. In the Policy Description text box, enter a description of the policy.

  5. From the Select Employee Filter dropdown list, select the required option.

  6. Click Save Policy to save the General Settings.

  7. Click Next to move to the Workflow Levels settings.

  8. Select any 1 of the 1 Level/2 Levels/3 Levels options as per your requirements. 

  9. 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. 

  10. 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:

    • 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.

    • Accept
      This option is available for all levels 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 acceptance.

      Note: 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 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.

    • 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.

    • Action Due
      This option allows you to add the number of days in which a reviewer must take action on the resignation application. If an action is not taken, the application is automatically accepted and forwarded to the next level of reviewer. This option is not available for the last level of the reviewer.

  11. Click Save Policy to save the resignation workflow levels settings.

  12. Click Next to complete the process. The new policy displays on the Workflow Levels page.

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. The form opens.

  2. Under General Settings, from the Select workflow type dropdown list, select Resignation.

  3. In the Policy Name text box, enter a name for the policy.

  4. In the Policy Description text box, enter a description of the policy.

  5. From the Select Employee Filter dropdown list, select the required option.

  6. Click Save Policy to save the General Settings.

  7. Click Next to move to the Workflow Levels settings.

  8. From the Select workflow type dropdown list, select Confirmation. The Application Reviewer Levels form appears.

  9. In the Workflow Level Name text box, enter the workflow name. 

  10. Select any one of the 1 Level/2 Levels/3 Levels options as per your requirements. 

  11. 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. 

  12. 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:

    • 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. 

    • 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 cannot take any action within the specified number of days, the application is automatically forwarded to the next-level reviewer.

    • Confirm
      The Confirm option allows the reviewer to confirm the employee. 

    • Extend Probation
      The Extend Probation option allows the reviewer to extend the employee's probation. 

  13. Click Save Policy to save the settings.

  14. Click Next to move to the Workflow Policy settings.

  15. Under the Workflow Settings, in the text box, enter the number of days as per your requirements.

  16. Click Save Policy to save the confirmation workflow levels settings.

  17. Click Activate. The Activate Policy pop-up appears.

  18. From the dropdown calendar, select the required effective date from which you want to activate the policy.

  19. Click Confirm. The new policy displays on the Workflow Levels page.

Edit workflow levels policy

To edit a workflow levels policy, perform the following actions:

  1. On the Workflow Levels page, a list of workflow policies appears.

  2. Click the policy card you want to edit. The card expands.

  3. Click View Details. The policy’s settings open.

  4. Make the required changes.

  5. Click Save Policy to save the settings.

  6. Click Next to move to the Workflow Policy settings.

  7. Make the required changes. Click Save Policy and Next to finish editing the workflow levels policy.

Note: You can also delete, disable an active policy, and activate a draft policy using the Delete, Disable, and Activate buttons available on the policy card.

Loan

Whenever an employee applies for a loan using the ESS portal, the system sends the application to the reviewers for further action items. The reviewer must accept the application for the loan 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 up to 5 levels of reviewers for approval.

Create loan workflow level

To create a loan workflow level, perform the following actions:

  1. On the Workflow Levels page, click Add Workflow Levels. The form opens.

  2. Under General Settings, from the Select workflow type dropdown list, select Loan.

  3. In the Policy Name text box, enter a name for the policy.

  4. In the Policy Description text box, enter a description of the policy.

  5. From the Select Loan Component dropdown list, select the required loan component.

  6. From the Select Employee Filter dropdown list, select the required option.

  7. Click Save Policy to save the General Settings.

  8. Click Next to move to the Workflow Levels settings.

  9. Select any 1 of the 1 Level/2 Levels /3 Levels/ 4 Levels/ 5 Levels options as per your requirements. 

  10. From the Reviewer Level 1 dropdown list, select a job role as the first reviewer. When an employee applies for a loan, the application will go to the selected job role for approval first.
    Note: If you are selecting multiple reviewers for the application, you must perform similar steps.

  11. Select the Application Actions option as Accept & Froward/Reject/Accept as per your requirements.
    Note: You can also override the employee’s application by selecting the Override option. 

  12. Click Save Policy to save the loan workflow levels settings.

  13. Click Next to move to Workflow Policy settings.

  14. In the Loan Settings section, from the Loan Component dropdown list, select the required loan component.

  15. From the Loan Policy Document dropdown list, select the policy document.

  16. In the Loan Limit text box, enter the required amount.

  17. In the Max Loan Tenure text box, enter the duration of the loan.

  18. In the Months to Start EMI text box, enter the required EMI months.

  19. In the Interest Rate and Perquisite Rate text box, enter the rates.

  20. From the Interest Type dropdown list, select the required interest type.

  21. In the Eligibility Settings section, under the Max Eligibility, in the X Amount of text box, enter the loan eligibility amount of the employee.

  22. From the Salary Component dropdown list, select the required component.

  23. In the Months in service to apply loan text box, enter the number of months.

  24. From the This loan cannot be applied with dropdown list, select the required option.

  25. Select Attachment Mandatory and Remarks Mandatory options using the checkbox if required.

  26. In the Disbursement Settings section, select the Last reviewer can update loan disbursement detail option.

  27. Select Loan disbursement details mandatory to approve the loan option.
    Note: Actions in the Disbursement Settings section are performed by the last reviewer of the application.

  28. Click Review and Submit button to create a loan workflow level.

Enable loan workflow in ESS

After creating the loan workflow levels, you can enable the loan workflow option in the ESS portal. To enable the option, perform the following actions:

  1. From the greytHR Admin portal, navigate to Settings icon > My Accounts > New Features. The list of features appears.

  2. Select the Loan Workflow card. The card expands.

  3. Click the Enable this feature button. The Enable Feature pop-up appears.

  4. Click Confirm to enable the loan workflow in the ESS.

Leave

Whenever an employee applies for a leave using the ESS portal, the system sends the application to the reviewers for further action items. The reviewer must accept the application for the leave 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 up to 5 levels of reviewers for approval.
Before you create a leave reviewer policy, you must configure the leave reviewer settings.

Create a leave reviewer policy

To create a leave reviewer policy, perform the following actions:

  1. On the Workflow Levels page, click Add Workflow Levels. The form opens.

  2. Under General Settings, from the Select Workflow Type dropdown list, select Leave.

  3. In the Policy Name text box, enter the name of the leave policy.

  4. In the Policy Description text box, enter a description of the policy.

  5. From the Select Leave Scheme dropdown list, select the required leave scheme.

  6. From the Select Leave Type dropdown list, select the leave type.
    Note: The leave type dropdown values depend on the leave scheme selection. Only the leave types configured for the selected leave scheme are displayed in the dropdown menu.

  7. From the Select Leave Workflow Type dropdown list, select the workflow type.

  8. Click Save Policy to save the General Settings.

  9. Click Next to move to the Workflow Levels settings.

  10. Select 1 Level/2 Levels/3 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to approve an application.

  11. From the Reviewer Level 1 dropdown list, select the reviewer of the application. If you have selected more than one level, select the reviewers from their respective dropdown lists.

  12. Select the Application Actions option as Froward/Reject/Accept as per your requirements.
    Note: If you select multiple reviewers, repeat the above two points.

  13. Click Save Policy to save the leave configuration.

  14. Click Next. The created policy appears on the Workflow Levels page.

Permission

The permission module helps you to apply for the break in advance. Applying for permission helps you to avoid the regularization of attendance for the planned break.

Create permission workflow levels

To create permission workflow levels, perform the following actions:

  1. On the Workflow Levels page, click Add Workflow Levels. The form opens.

  2. Under General Settings, from the Select Workflow Type dropdown list, select Permission.

  3. In the Policy Name text box, enter a name for the policy.

  4. In the Policy Description text box, enter a description of the policy.

  5. From the Permission Type dropdown list, select the required permission type.

  6. Click Save to save the permission type.

  7. From the Select Employee Filter dropdown list, select the required employee filter.

  8. Click Save Policy to save the General Settings.

  9. Click Next to move to the Workflow Levels settings.

  10. Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to approve the application.

  11. From the Reviewer Level 1 dropdown list, select a job role as the first reviewer. When an employee applies for permission, the application will go to the selected job role for approval first.
    Note: You can perform the same steps to appoint more than one reviewer.

  12. 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 more than one reviewer. The Forward option allows the reviewer to forward the application to the next-level reviewer. 

    2. Accept
      This option is available for all levels of reviewers. By selecting the option the application gets accepted.

    3. Reject
      This option is available for all levels of reviewers. 

  13. Click Save Policy to save the permission workflow levels settings.

  14. Click Next to move to Workflow Policy settings.

  15. Under the Permission Time Settings, select the required time slab from the Time Slab Type dropdown list. You can choose the following time slabs:

    1. Hour wise - The option enables your employees to apply for permission for specific hours.

    2. Session wise - The option enables your employees to apply for permission for 1st half or 2nd half of the shift.

  16. Under the Permission Limit, enter the required time in the Min Time Slab text box.
    Note: The minimum time slab should be greater than one min. Employees can only apply for permission for up to one minute.

  17. Under the Max Permission Limit, enter the Daily, Weekly, and Monthly maximum hours and count in the Max Hour(s) and Max Count text box.
    You can define permission hours and how often an employee can apply for permission daily, monthly, or weekly.
    Example - If you enter four hours as Max Hour(s) and two as a Max Count for Weekly. This means in a week, employees can apply for four hours twice. If an employee wants to apply for permission two times, they need to split the four hours into two and then apply.

  18. Under the Apply Settings, select the following options if required:

    1. Auto approval for top level managers - Once the option is enabled, the application gets auto-approved for the employees who don’t have any next-level reviewers.

    2. Mandatory to include a reason while applying for Permission - The option makes the reason mandatory for applying for permission.

    3. Mandatory to include a reason while rejecting Permission - The option makes the reason mandatory while rejecting the permission.

  19. From the Reason Type dropdown list, select the Manual/Standard option as per your requirements.

  20. Select the Date Criteria as Employee can apply for past date(s) or Employee can apply for future date(s) as per your requirements.

  21. Click Save Policy to save the workflow policy settings.

  22. Click Review and Submit to create permission workflow levels.

Activate the workflow policy

To activate the workflow policy, perform the following actions:

  1. On the Workflow Levels page, under the Active tab, click Activate. The Activate Policy pop-up appears.

  2. From the Effective date of Activating the Policy dropdown calendar, select the current or future date.

  3. Click Confirm to activate the workflow policy.

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