Req Approval Groups

Abstract

Product: Workbench

Req Approval Groups

• Approval routing streamlines your req approval process by using eLinks. By using Workbench, you can manage your existing approval groups or create new ones.

• Your organization can create as many approval groups, or levels, as needed. However, having many approval groups per req might hinder usability and might introduce more opportunities for stalling.

• Each approval group name has a character limit of 50.

• You can enter translations for approval group names for the languages your company uses.

• The Bypass or Non-system user options can be added to each level. Bypass means that the approval can skip that selected approval group. Non-system user means you can manually enter an email address for the person you want to be the approver.

• Each approval group assigned to a req is automatically required; therefore, an approval level that is not necessary for every req should have Bypass enabled.

• Adding a new approval group is a two-step process. First, the approval group is created, and then, second, it needs to be activated for the req form.

• The approvers, order of approvers, and instructions can be unique for each req form.

• Even if all levels are not needed for every req, selecting Bypass adds to the time it takes to complete the req.

• The placement of each approval group must be edited on the req form to activate it. As a default, the group does not appear on the req form until activated.

• Infinite recommends by using the Non-User feature if you are concerned about maintaining a large user list in BrassRing.

Relevant eLearning

Process

Add Approval Groups

1. Select Tools → Forms → Approvals.

2. Select Actions → Add new Approval Group.

3. Type the approval group Title. The title has a character limit of 50. To enter a translated Approval group Title, select the plus sign +. Type your translation into the appropriate text field.

4. Select the approvers. You must select one of the following:

   1. Any Managers: This list is identical to the standard required req field of Manager. Names that occupy this list have the Manager field selected on their user profile in BrassRing, which is managed through the BrassRing Admin+ menu.

   2. Any Recruiters: This list is identical to the standard required req field of Recruiter. Names that occupy this list have the Recruiter field selected on their user profile in BrassRing, which is managed through the BrassRing Admin+ menu.

   3. Specific users: You can select individual names from this specified list of any BrassRing users.

5. Select Enable Approval Bypass if this level of approver is not required for every position.

6. Select Enable Approval by Non-User to enable users to enter the email address of an approver who is not in the approver list and, therefore, not a BrassRing user. This feature helps to reduce the number of users that need to be managed in BrassRing.

7. Select Enable abridged Req view to display a shorter view of the req to approvers when viewed by using an eLink during the approval workflow.

8. Select Save.

When you have created a new approval group, you need to activate the approval group for the req forms.

Edit Form Approvals

1. Select Tools → Forms → Reqs → Req forms.

2. From the list of forms, select the Edit form approvals icon for the req form approvals to modify.

3. Type or edit the Approval routing instructions. HTML tags are accepted. To enter translated approval routing instructions, select the plus sign + and insert the translation into the appropriate text field.

4. Select the Approval routing order, which sets the pull-down menu options for each approver to select. If no number is selected, that field does not appear on the req. The routing order can differ among each of your req forms. To remove an Approval group from a req form, remove the numeric ordering by setting the pull-down list to the blank option.

5. Select Save, and then select Close.

Edit Approval Groups

1. Select Tools → Forms → Approvals.

2. From the list of approval groups, select the Edit icon.

3. Make changes as necessary.

4. Select Save.

Translate Approval Groups

1. Select Tools → Forms → Approvals.

2. Select Actions → Translate approval groups.

3. Select the language to which you want to translate your field options. The first language displayed defaults to English (US).

4. Insert the translations into the fields. When you are finished with one language, use the Language pull-down menu to select the next language.

5. Select Save when finished, and close the confirmation window.

Define Approval Abridged View

This provides the ability to display a shorter view of the req that is sent by using an eLink for approval and displayed on customary browser or mobile devices. This feature applies to sequential approval routing of reqs with custom fields.

• Customary (non-mobile) browsers show all standard req fields, and the custom fields configured to display for the abridged view

• Mobile devices show the standard fields that are configured for the mobile display, and any custom fields configured for both mobile display and req approval abridged view.

1. Select Tools → Forms → Reqs → Req Forms.

2. Select the Administer req fields icon for the req form for which you would like to define the abridged view.

3. From the list of req fields, select Acitons → Define approval abridged view.

4. Select the fields you want to appear in the abridged view from the Available fields box.

5. Select Add button. The selected fields move to the Selected fields box.

6. Select Save.