Custom Approval Workflow Configure Users and Groups

Abstract

Product: Custom Approval Workflow.

Managing Users and Groups

If you have the appropriate privileges, you can:

• View and change other users Custom Approval Workflow privilege group membership.

• Synchronize with BrassRing to update Custom Approval Workflow with the most current list of BrassRing users.

User profiles specify notification settings and are used to pick alternates who can approve requisitions and forms for you. If you have the appropriate privileges, you can change your own profile settings and view the profiles for other Custom Approval Workflow users in your organization.

Process

Viewing and Changing Privilege Group Membership

1. Access Custom Approval Workflow by selecting Menu → Reqs → Custom Approval Workflow and select the Admin tab.

2. Select System → Users.

3. Search for a user and select View Privileges. The privilege groups that the user belongs to are highlighted in the list.

4. To change the users group membership, select one or more groups in the list and select Assign membership. To select adjacent items, select the first item then hold down the SHIFT key and select the last one. To select nonadjacent items, select the first one, and then hold down the CTRL key and select additional items.

Synchronizing Users with BrassRing

1. Access Custom Approval Workflow and select the Admin tab.

2. Select System → Synchronize Users.

3. Select Synchronize Users.

4. Select OK.

5. The confirmation window describes how many users were updated. Select OK.

Working with Privilege Groups

Privilege groups are used to assign access permissions to Custom Approval Workflow. By default, Custom Approval Workflow users are allowed to view and approve eLinks. There are no default privileges within the Custom Approval Workflow administrative console. The following permissions can be assigned to a privilege group:

• Manage Roles: Add, edit, and delete roles.

• View Roles: View role assignments.

• Assign Roles: Assign users to roles.

• Reassign Roles: Move all of the the roles that are assigned to a user to a different user.

• Mandatory Roles: Choose which roles are required for a workflow. Mandatory roles cannot be removed from the approval chain.

• Excluded Roles: Choose which roles are excluded from workflows.

• Role Rank: Specify how hierarchical roles are ranked by approval levels when business rules are evaluated for an approval chain.

• View Sequences: View sequence roles and code mappings.

• Sequence Roles: Create, edit, and delete sequences.

• Sequence Mappings: Assign a sequence to one or more levels of the organization.

• Workflow Types: Add, edit, and delete types of workflows.

• Business Rules: Add, edit, and delete business rules for workflow types.

• Mobile Form Fields: Choose which form fields approvers can see on handheld devices.

• Users: Assign users to existing privilege groups.

• User Groups: Add, edit, and delete privilege groups.

• Express Approve: Restart a stalled approval process or manually approve a requisition.

• Audit Settings: Add, edit, and delete audit triggers.

• Audit Report: Run audit reports for the workflows.

• Routing Report: Run routing reports for the workflows.

• User Profiles: View profiles for other system users.

Creating, Edit or Delete a Privilege Group

1. Access Custom Approval Workflow and select the Admin tab.

2. Select System → Privilege groups.

3. To create a privilege group:

   1. Insert a descriptive name for the group in the Group description text box.

   2. Select the privileges for the group. To select adjacent items, select the first item then hold down the SHIFT key and select the last one. To select nonadjacent items, select the first one, and then hold down the CTRL key and select additional items.

   3. Select Create group.

4. To edit a privilege group:

   1. In the Configured groups list, find the group to edit and select Edit.

   2. Update the group name and the privileges as needed.

   3. Select Update.

5. To delete a privilege group:

   1. In the Configured groups list, find the group to delete and select Delete.

   2. Select OK to delete the group, or Cancel to leave the group unchanged.

Viewing and Removing Privilege Group Members

1. Access Custom Approval Workflow and select the Admin tab.

2. Select System → Privilege groups.

3. In the Configured groups list, find the group to work with and select View Users. The list of group members displays.

4. To remove a member from the group, find the member and select Remove.

5. Select OK to confirm that you want to remove the user from the group, or Cancel to leave the group membership unchanged.

Changing Notification Settings and Assign Alternatives

1. Access Custom Approval Workflow and select My Profile to display your user profile.

2. eLink Notification settings:

   1. On: (Recommended) requisitions requiring your approval is routed by using an eLink. Custom Approval Workflow automatically detects whether you are viewing an eLink in a web browser or on a mobile device and shows the appropriate information when the link is selected.

   2. Off: Your alternates approve requisitions for you or you must approve the requisition in the Custom Approval Workflow administrative console.

3. Standard progress notification settings:

   1. On: You receive email notifications of any activity posted to requisitions and forms for which you are an approver.

   2. Off: You receive email notifications only when you are the next approver.

4. The Alternate Notifications list contains the names of other users who have specified you as one of their alternates. To receive the same eLink notifications as a user for whom you are an alternate select Receive Notifications for that person. If you do not select Receive Notifications, you must log in to Custom Approval Workflow and select the Approvals tab to see and approve requisitions and forms for which you are an alternate.

5. To assign Alternatives, in the My Alternatives section search for users and select Add. The alternate users that you specify can approve requisitions and forms on your behalf.

6. Select Save.

Viewing the User Hierarchy

User Hierarchy displays the names and hierarchical roles of a specified user's reporting chain. The hierarchy that you see in Custom Approval Workflow reflects the hierarchy in your organization's HRIS. You cannot edit the hierarchy.

1. Access Custom Approval Workflow and select the Admin tab.

2. Select Roles → User hierarchy.

3. Search for and select the user whose hierarchy you want to see.

4. Select Show Hierarchy.

Setting User Privileges

• Global settings control system approver roles, the ability to restart workflows, and user groups for notifications. The system approver role appears when an approver is inserted into the approval chain.

• User that can restart the approval process can restart the approval process by selecting Modify requisition & re-route in the eLink.

• An approval can also be restarted after it has been declined if Undo Decline is selected, followed by Accessing the req in BrassRing → More → View approvals → Restart Workflow. Select Restart Workflow on the Approval View screen to open a new instance of the Start Workflow screen.

• System notifications are triggered when Custom Approval Workflow encounters a workflow problem, such as someone starting a workflow for a requisition that has been deleted in BrassRing; security issues, such as when deactivated or unauthorized users attempt to click an eLink; or integration issues, such as incomplete data in email addresses.

• Only users with the insert approvers privilege can insert approvers into a running workflow.

1. Access Custom Approval Workflow and select the Admin tab.

2. Select System → Settings.

3. To specify system approvers:

   1. Select a role from the System Approver Role list.

4. To specify users that can restart the approval process:

   1. Select one or more user types from the Restart workflow user list. To select adjacent items, select the first item then hold down the SHIFT key and select the last one. To select nonadjacent items, select the first one, and then hold down the CTRL key and select additional items.

5. To specify users who receive system notifications:

   1. Select one or more groups from the User group for notifications list. To select adjacent items, select the first item then hold down the SHIFT key and select the last one. To select nonadjacent items, select the first one, and then hold down the CTRL key and select additional items.

6. To specify users who can insert approvers:

   1. Select one or more user types from the User group for inserting approvers list. To select adjacent items, select the first item then hold down the SHIFT key and select the last one. To select nonadjacent items, select the first one, and then hold down the CTRL key and select additional items.

7. Select Save.