Approval workflows

A workflow decides who reviews a particular kind of request and in what order. There's one workflow per request type — leave, expenses, loans, warnings, promotions, separations, and so on — and each workflow is a list of approval levels. On this page you adjust the levels of an existing workflow.

1. Approvals — Open the Approvals group in the menu.
2. Workflows — Then choose Workflows.

Opening the page

Open Approvals → Workflows from the left menu. The page is titled Approval Workflows.

Workflows are grouped by area (for example, Leave, Expenses, Loans, Disciplinary, Lifecycle). Each workflow shows as a card with:

• Its name and a short code.
• An Active or Inactive badge.
• A badge with the number of steps.
• A compact pipeline of step names so you can scan the flow at a glance.

Click the chevron on a card to expand it and see each level in full, with the level number, the step name, and the approver type.

Editing a workflow's steps

You need the workflow management permission for this. If you don't, the edit button isn't shown.

1. On the Approval Workflows page, find the workflow you want to change.
2. Click the pencil (edit) button on its card. The Edit Workflow panel slides in from the right.
3. Update the details as needed:
   • Name — the display name of the workflow.
   • Code — fixed once the workflow exists; it can't be changed here.
   • Description — optional explanatory text.
   • Active — turn the workflow on or off. While it's off, requests of that type can't be submitted through it.
4. Adjust the Approval Levels:
   • Each level has a Step Name (for example, "HR Manager Approval") and an Approver Type. The approver type currently offered is Role, with a Role picker to choose which role approves at that level.
   • Use the up and down arrows on a level to reorder it.
   • Use Add Level to add another level, or the delete (trash) button to remove one. A workflow must keep at least one level.
5. Click Update to save.

What you'll see

• The card refreshes with the new step pipeline and step count.
• Requests submitted from now on follow the updated levels. In-progress requests continue on the flow they started.

Tips

• There's no "Add Workflow" button — the set of workflows matches the request types Open Core HR supports, so you edit the steps of the existing ones rather than creating new flows.
• A workflow that's set to Inactive blocks new submissions of that request type. If issuing a warning or submitting a request is being refused, check that the matching workflow is active.

Note

The workflow editor offers Role as the approver type. Other approver types exist in the system but are not selectable on this screen.