WORKFLOW APPROVER SUBSTITUTION

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Lindsay Holmes
6 years ago
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1 Purpose The workflow approver substitution process allows approvers to create, edit and delete substitute approvers. In most cases, this will eliminate the need for approvers to contact their Human Resources Office to arrange for a substitute approver. Specific Functionality The original approver does not receive any approval notifications generated during the designated substitution time frame, nor does he/she receive any workflow inbox items. The originating approver s workflow inbox during the substitution period will continue to show existing requests; the substitute approver will only see new approval requests during the active period specified. In the event an approver requiring a substitution rule to be defined is not available to perform the task on their own, we will revert to current practice of asking the HR Organizational staff. In this case a temporary change to position. Workflow logs will show the substitute approver as the agent for the period they are active. Upon termination of substitution rule, the substitute approver will still be responsible for any outstanding approvals that were received during the period the original approver was away. This includes any escalations and reminders that may be underway. Only the substitute approver will receive approval notifications and sees items in their workflow inbox. Once the period of approval substitution has expired or explicitly cancelled by the originating approver, the substitute approver will still be able to approve pending approval items within notifications or within the workflow inbox. When workflow deadline escalations are reached, the substitution rules will be honored; for example, the escalation will be routed to the superior of the substitute. Employees will be able to see who is approving their requests within the leave, time and travel and expense applications. Because the Workflow Approver Substitution link is visible for every Firefly user, if a user tries to create a substitute without the appropriate approver security, he/she will receive the following message: Menu Path Use the following menu path(s) to begin this transaction: Home > Workflow Inbox > Workflow Approver Substitution Helpful Hints When viewing a field definition table, use the following guidelines for reading the R/O/C column: R = Required O = Optional C = Conditional Copyright University of Nebraska Board of Regents 1

2 Creating a Substitute Approver 1. Start the task Home > Workflow Inbox > Workflow Approver Substitution. 2. To create a substitution, click. 3. As required, complete/review the following fields: Field Name R/O/C Description Start Date R Enter the date the substitute will begin receiving requests. End Date R Enter the date the requests will revert back to original approver. The end date cannot extend for more than 6 weeks from the start date. If a future, begin date is specified workflow requests to the substitute approver will become effective on that date. (Note: A future, begin date cannot be more than 180 days in the future.) Once the end date is reached, all approval requests automatically revert back to the original approver. Approval Workflow Task C The default is All Workflow Types. Select a specific workflow type, if desired. Specific workflow types can be assigned to one or more substitutes (i.e., Substitute A can approve Leave requests, but not travel. Substitute B can approve travel, but not leave.) Copyright University of Nebraska Board of Regents 2

Field Name R/O/C Description Substitute Approver R Enter the substitute approver s ID (e.g., ssailors). You cannot perform a wildcard search (i.e., use an asterisk after a partial value) directly in this field.

Enter a user ID, last name or first name in the respective fields. An asterisk may be used after a partial name to perform a wildcard search. 3. Click or press Enter on your keyboard. 4.

3 Field Name R/O/C Description Substitute Approver R Enter the substitute approver s ID (e.g., ssailors). You cannot perform a wildcard search (i.e., use an asterisk after a partial value) directly in this field. 1. To search for an ID, click (search icon) to the right of the field. A pop-up window will open. (Note the two tabs at the top of the window.) 2. Enter a user ID, last name or first name in the respective fields. An asterisk may be used after a partial name to perform a wildcard search. 3. Click or press Enter on your keyboard. 4. Select the name by clicking the gray square at the left (will turn yellow when selected). 5. Click. The system will not allow approvers to designate a subordinate, for whom they already approve leave/time/expense requests, as a substitute. The approver should designate a peer or a superior as a substitute approver. (Note: If exceptions to this rule are required, please contact an HR coordinator for assistance.) The substitute approver cannot further delegate to yet another substitute. (Note: If exceptions to this rule are required, please contact an HR coordinator for assistance.) Copyright University of Nebraska Board of Regents 3

Click the Maintain Substitutions link to return to the main Workflow

4 4. Click. 5. Review your selection and click. 6. You will receive a success message. 7. Click the Maintain Substitutions link to return to the main Workflow Approver Substitution screen. 8. Click to return to the Workflow Inbox. Copyright University of Nebraska Board of Regents 4

left; selected lines will be highlighted in orange.

5 Deleting a Substitute Approver 1. Select the substitute to be removed by clicking the gray square to left; selected lines will be highlighted in orange. Note: The first substitute listed is automatically selected. 2. Click. 3. Click. 4. The deleted substitute no longer appears in the table. Review the changes. 5. Click. 6. On the Review screen, click. Copyright University of Nebraska Board of Regents 5

7. You will receive a success message. 8. Click the Maintain Substitutions link to return to the main Workflow Approver Substitution screen. 9. Click to return to the Workflow Inbox.

6 7. You will receive a success message. 8. Click the Maintain Substitutions link to return to the main Workflow Approver Substitution screen. 9. Click to return to the Workflow Inbox. Editing a Substitute Approver You can edit the following fields for an existing substitute approver: Start Date End Date Approval Workflow Task Substitute Approver 1. Click in the field(s) you want to edit and enter new values (e.g., start/end dates), click the dropdown menu to select a different workflow type or search for a different name. 2. Click to review before saving. 3. Click. Create a Frequently-Used Substitutes List You can create a list of frequently-used substitutes by using the Personal Value List. To add a name to your Personal Value List: 1. Click on the (search) to find the desired name. Copyright University of Nebraska Board of Regents 6

2. Type the desired name and click on Personal Value List (do

Select the name by clicking the gray square to the left.

7 2. Type the desired name and click on Personal Value List (do NOT click.) 3. Click on. 4. Select the name by clicking the gray square to the left. Click the (right arrow) to add the name to the Personal Value List. Click on. 5. Click on. 6. The next time you search for a name, the Personal Values list will open as pictured above. To return to the General Value List tab, click either the More Values or Organize Personal Value List link. Copyright University of Nebraska Board of Regents 7

8 7. You can delete a name from the Personal Value List by selecting the name by clicking the gray square to the right. Click the (left arrow) to remove the name from the Personal Value List. Click on. Result You have completed this process. For more information, read the FAQ. Updated 4/30/2015 Copyright University of Nebraska Board of Regents 8

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