How to Set or Change Approval

Article author
Learning Center Mekari
  • Updated

Approval is the feature that is used to manage approval pathways and requests, such as time off requests, overtime requests, shift requests , and attendance requests submitted by the employees. You can change approval in the Settings section.

For example, here are the steps for managing approval lines for Attendance and Time off Requests:

  1. Enter the Settings menu.
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  2. Click the ESS tab and select the Approval tab.
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  3. Click "Edit" on the Request sequence to set the minimum and maximum request limits.
  4. There are several settings you can make regarding requests, such as Enable minimum or maximum date. You can tick the checkbox to apply the minimum or maximum number of days from the request date. Determine the maximum date by typing the day in the Minimum/maximum days column.  For example, if you apply a maximum number of days from the request date of 7 days, then type the number 7 . However, if you apply a minimum number of days from the request date of 7 days , then type the number -7 .
  5. There are several settings you can make regarding requests, such as Enable minimum or maximum date.  You can tick the checkbox to apply the minimum or maximum number of days from the request date. Determine the maximum date by typing the day in the Minimum/maximum days column.  For example, if you apply a maximum  number of days from the request date of 7 days, then type the number 7. However, if you apply a minimum number of days from the request date of 7 days, then type the number -7.

    For example, enter the number Maximum backdate days 3 if leave can be requested a maximum of 3 days from today's date.

    Important
    If you check the Enable restriction for Postdate or Backdate request feature, you cannot activate the  Enable minimum or maximum date feature.

  6. Check to Enable restriction for postdate requests so that employees cannot submit requests after the absence date on the day requested ( also applies to time off, shift and overtime). You can determine the maximum number of postdate days in the Maximum backdate days column.

    For example, enter the number 3 if leave can only be requested a maximum of H+3 from today's date.

  7. Check Enable automatic approval based on cut off so that requests are automatically approved or rejected by the system with a policy that you customize yourself based on payroll cut off, attendance cut off  or custom date.
    No. Column/Button Name Description
    1 Auto approval type Select one of the auto-approval types:
    • Auto approve: Click to activate auto-approve employee requests and set the policy.
    • Auto reject: Click to enable auto-reject employee requests and set the policy.
    2 Auto approval date Select one of the settings based on the time whether this request is  approved  or  rejected  by the system.
    • Cut off attendance: Employee requests are  approved  or  rejected  automatically when calculating the cut-off attendance according to the date you have set in the cut-off attendance settings. 
    • Cut off payroll: Employee requests are  approved  or  rejected  automatically when calculating cut-off payroll according to the date you have set in the cut-off payroll settings. 
    • Custom date: Employee requests are  approved  or  rejected  automatically on the date you determine yourself. Make sure to input the date here.
    3 Auto approval occurs Choose when this  auto approval/rejection  occurs:
    • Exact date: The same date as the Auto approval date setting.
    • Before date: The day before with the Auto approval date setting.
    • After date: The day after with the Auto approval date setting.
  8. Click “Save” to save the settings.

    Important
    The Approval Settings display for Time off requests is different but has the same request policy setting features, as explained below.

    - Restriction for backdate requests: You can check the checkbox so that the system limits the backdate to a maximum number of days that you specify .
    - Maximum backdate days: You can specify the maximum number of backdate days in this column.
    - Restrict based on cut off: You can check the Restrict based on cut off checkbox so that employees cannot submit backdate requests on past payroll cut-off dates.
    - Restriction for postdate requests: Check Enable restriction for postdate requests so that employees cannot submit requests after the absence date on the day requested ( also applies to time off, shift, and overtime).
    - Maximum postdate days: You can specify the maximum number of postdate days in this column.
    - Auto approval:  Click "edit" to display the Enable automatic approval based on cut-off pop-up to set requests to be automatically approved or rejected by the system with a policy that you customize yourself based on payroll cut off, attendance cut off or custom date. See point number 6 to learn about the settings.

  9. Click "Copy" in the Approval section to copy the approval path policy in the previous request settings.
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  10. Click "New" in the Approval section to set a different approval path for each request. 
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  11. The "No Approval" button when clicked will function to set the approval path for adding employees.
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    ESS setting approval only applies to add employees and does not apply to Bulk Add Employees via import.

  12. Click "Edit" in the Approval section to set the approval path.

    Enhancement of mobile live attendance approval follows the approval request attendance settings in the ESS settings.

  13. Then a pop-up like this will appear. Here, you can add a list to whom (subject) the approval setting applies by clicking  "Add More" .
  14. The Setting column functions to choose to whom (subject) this approval setting will apply. Users can make arrangements with several options (all employees, job, organization, job level, employee ID, branch).

    - Select Settings for all employees , then the Value column automatically becomes a gray area.
    - When choosing a Job, you need to choose the Job Position you want to set for approval (CEO, HRD Staff, etc).
    - SBU options only appear in Overtime Request, Overtime Planning, Time Off Request, Change Shift Request, and Attendance Request.

  15. Fill in the specifications according to the settings that have been selected in the setting column in the Value column.
  16. If Auto Ascend is ticked, if the approval on the job position is empty, the request will be forwarded to the job position in the upper layer (related to the approval rule setting in point no. 15).
  17. In the Position column, there is Up Down which functions to move the order of the subjects. In the example below, if you click "UP DOWN" on the Employee ID subject, the Employee ID position will move down and the All Employee subject will move up.
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    The following explains how the system reads the position of this request sequence:
    Example:
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    Order Subject 1: Employee ID; Value: TDI-000 Surya Trijaya
    Order Subject 2: Job Level; Value: Head
    Order Subject 3: All Employee; Value: Empty

    If employee A has a job level as Head, then the system will select from order 1 first, does employee A fall into the category of order 1 subject?
    If not, the system will continue the selection process to the next request order position, until the system finds a subject that matches Employee A's position, which is in order 2, and applies the approval order that has been applied to the position.

    Hence, it can be concluded that if you want to apply an exception (the approval path is different from the general one), you can put it at the top and it can be sorted from the most specific to the most general (All Employee).

  18. Click "Rule"  to determine the approver layer.
  19. Approval lists can be made in more than one layer by clicking the "Add more" button on the approval rules page so that the request can only be approved if it has been approved by several levels of approval.
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  20. Then, in the Settings column, you can choose approval based on Upper Job Position , Employee ID , or Consultant .
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  21. Fill in the Request Type.
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    Requested : Employees can make their own requests.
    Requester : Employees cannot make requests themselves.

  22. Fill in the Value column based on the Job Position level that has the approval.
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    Contoh:
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    - Fill in the value 1: If the GA Staff requests time off, then the approval is HRD & GA Supervisor.
    - Fill in 2 values: If the GA Staff requests time off, then the HRD & GA Manager approves it.

  23. Click "Close" to save.
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  24. Click "Save" to save the approval policy changes.

This is an explanation of how to set or change approval. Furthermore, you can learn how to set approval for Talenta forms, here.