SS> Work Flow> My Work Flows

Approve or Reject Work Flows

 

Summary

 

The My Work Flows window displays all of the work flows that have been generated for or by your user account. For example, if you are set up to approve timesheets in the Payroll module Timesheets Approval process, all Timesheets Approval batches that are awaiting your approval will display in the window. The timesheets can either be approved from this window, or you can navigate to the Payroll module and approve the timesheets from the Timesheets Approval batch.

 

Related Links

 

Click here for information on Work Flow Templates.

Click here for information on the User Preferences window.

 

Step by Step

 

Once you have received an action notification alert, there are four ways you can approve or reject the work flow.

 

1     Click the Work Flows link on the notification email. 

 

  • Clicking the Work Flows link on the notification email will open only the process window that requires your approval or notification. You will still be prompted to log on to the application, but you will only have access to the window in question.
    • In order to receive notification emails generated by a work flow, your user account must be set up properly on the User Preferences window (User Preferences icon on the main application window> General tab> select Email from the Alert Method drop-down menu). Click here for information on the User Preferences window.
  • The report or process window that needs to accepted or rejected will display a series of work flow specific icons.
    • Click the Approve icon to approve the open work flow.
      • This will open a small window below the icon with a text box and an Approve button. Enter any approval notes in the text box and click the Approve button to approve the work flow.
      • The approval notes will display under the User Notes column for that work flow step.

    • Click the Reject icon to reject the open work flow.

      • This will open a small window below the icon with a text box and a Reject button. Enter any rejection notes in the text box and click the Reject button to reject the work flow.

      • The rejection notes will display under the User Notes column for that work flow step.

    • Click the Display History icon to examine the work flow history.

      • The displayed work flow history will include approvals and rejections along with any notes that were included. Any conversation entries will also be displayed.

    • Click the Display Conversation icon to initiate an instant message conversation with the work flow author.

      • Type your question or comment and the work flow author will be able to respond on the same window. Each new comment will be displayed above the editable comment box. The format for these comments is determined on the User Preferences window.

 

2     Click the My Tasks icon on the main application toolbar.

 

  • The number of tasks that require your attention will display in parentheses next to the My Tasks icon. These tasks include work flow and personnel action form notifications. The Type column will display the notification type.
  • The My Tasks window displays each task as an independent line item. Double-click a work flow step or click the Display icon to open and review the work flow step.
    • Approve, Reject, or comment on the work flow as described above.
  • Once all of the work flow steps have been approved or rejected, the work flow will no longer display in the window.

 

3     Open the My Work Flows window through the SS module.

 

  • This My Work Flows window (SS> Work Flow> My Work Flows) will display all of the outstanding work flows awaiting your attention. The work flows displayed in this window are the same work flows that are displayed in the Review section outlined above.
    • Highlight the desired work flow and click the Modify icon to open a window displaying the process step that you need to approve.
    • Approve, Reject, or comment on the work flow as described above.

 

4     Navigate to the batch process that is awaiting approval.

 

  • Finally, you can navigate directly into the process in question, click Review Work Flows from within the palette menu and follow the same steps as above.
    • Both action and information notification alerts will display the module, process and batch information for the work flow that requires your attention.

  • If you attempt to approve or reject a work flow that has timed out or already been committed or deleted, you will receive an error message.

 

5     Approve or reject ALL work flows as a Work Flow Admin user. 

 

  • A work flow administrator is a Springbrook user that can approve or reject ALL work flows assigned to other Springbrook users. This work flow admin user must be set up on the User Maintenance window (SS> Security> User> Work Flow Admin toggle). Click here for information on User Maintenance.
  • Once the work flow admin user has been set up, that user can log in to the system and approve or reject any active work flow in the system using any of the methods above.