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Advantages of Approval Workflows

With approval workflows, you can:
  • Segregate duties, enforce smoother collaboration and manage teams better.
  • Promote autonomy, accountability and efficiency.
  • Mitigate risks associated with critical business decisions.
  • Ensure compliance and transparency.
  • Audit financial transactions and ownership to reduce fraud and conflicts of interest.

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Approval Workflow Use Cases

Approval Workflow enables multiple teams to collaborate smoothly with the allowed permissions. It is useful in the following ways:
  • Approvers can check critical information changes such as updating bank details, salary revision, bonuses, contractor payments and more.
  • Administrator/s can assign roles and ensure there are approvers to review and audit the request when another user is unavailable in the organisation.
  • Approvers can verify the payouts made to employees and contractors.

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How it Works

  1. Set up user roles in Payroll.
  2. Create and save approval workflows and assign one or two levels of approvers on the Dashboard.
  3. Your team/collaborators/user roles make a request and send it for the approvers’ review.
  4. The approvers receive and approve/reject the request from the Payroll Dashboard.

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Available Workflows

You can create approval workflows for the following Payroll actions: Know more about the Approver Checklist.
Watch Out!You must set up user roles before creating approval workflows. Go to Settings → User Roles & Workflows → User Roles → EDIT on the Payroll Dashboard.

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Set Up Workflow

To set up the workflow:
  1. Log in to the Payroll Dashboard as the admin.
  2. Navigate to Settings → User Roles & Workflows → Workflows → EDIT.
  3. On the Workflows page, choose a Payroll process from the left menu to set up an approval workflow.

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Create Workflow

To create an Approval Workflow:
  1. Navigate to the Workflows page as shown in set up.
  2. Select the Payroll action from the left menu.
  3. Click Set-up workflow. For example, Edit Payroll.
  4. On the Workflows page:
    1. Enter the names of all the users you want to assign as approvers in the text box. For example, two finance role users, Gauri Kumari and Gaurav Kumar. Ensure the users have the appropriate permissions to approve/reject as defined in the user roles.
    2. Select the minimum number of approvals required at this level from the drop-down list.
Handy Tips
If you assign five approvers and choose the minimum number of approvals required as two, then any two of the five approvers can approve the request.
  1. Click Done. You can add a second level of approvers if required.

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To add Second Level Approvers:

For some payroll actions like providing loans or salary advances, you need approvals from a senior level or cross-functional managers. In such cases, you can add another level of approvers to review the request on the Payroll Dashboard. To add a second level of approvers:
  1. Click + Add Level 2 Approvers.
  2. Enter the names of user roles in the text box. Ensure the approvers have user roles assigned to them.
  3. Select the minimum number of approvals required from the drop-down list.
  4. Click Done.
You have successfully added a second level of approvers.
  1. Click End Workflow & Save.
You have successfully set up an Approval Workflow.

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Manage Workflows

You can manage the approval workflows in the following ways:

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Edit Workflow

Watch Out!Editing the workflow rejects the pending requests previously created using the workflow. After saving the changes, you must create the requests again.To edit an approval workflow:
  1. Log in to the Payroll Dashboard as the admin.
  2. Navigate to Workflow settings.
  3. Select the Payroll action from the left menu.
  4. Click Edit Workflow on the Workflows page.
  5. Click Edit against the level of approvers and make the relevant changes.
  6. Click End Workflow & Save.
You have successfully edited and saved the workflow.

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Copy Workflow

You can copy an existing workflow if the new workflow matches the conditions of an older workflow.
  1. Log in to the Payroll Dashboard as the admin.
  2. Navigate to Workflow settings.
  3. Select the Payroll action from the left menu.
  4. When creating the workflow, click Copy existing workflow.
  5. Select an existing workflow from the drop-down list.
  6. Review the workflow and click End Workflow & Save.
You have successfully copied and saved the workflow.

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Delete Workflow

You can delete the workflow if you no longer need an approval workflow for any Payroll action. If there are pending items that require approval, the workflow rejects those requests, post which the workflow gets deleted.
  1. Log in to the Payroll Dashboard as the admin.
  2. Navigate to Workflow settings.
  3. Select the Payroll action from the left menu.
  4. Click Delete → Yes, reject and delete.
You have successfully deleted the workflow.

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Create a Request

After setting up an Approval Workflow, any member of the organisation can create requests on the Dashboard as necessary.
  • Requests are successfully created only when there are no errors.
  • You cannot edit requests after sending them for approval.
When a maker performs any action requiring approval on the Payroll Dashboard, the assigned approvers receive the notification via email and the Dashboard. Approvers can then view the request on the Approvals Dashboard.