Approval Workflows and Reminders With Multiple Supervisors

 

Workflow_Hub.png This article focuses on workflows. You can start to create and monitor all yourworkflows from the Workflow Hub.

This article explains how you can set up approval workflows or reminders if certain employees or entire teams in your company not only report to a supervisor, but also to a project manager, for example.

 

1. Setting up Additional Supervisors

The supervisors for each of your employees were entered in the employee profiles when you imported your employee data. There is no option for recording multiple supervisors. To add a project manager or another supervisor, create a custom employee role for each project team by following these steps:

  1. Navigate to settings > employee roles and click on Create new role.
  2. Add a new role for each project manager or additional supervisor.
  3. Next, filter for those employees whom you want to assign these roles to and add them by clicking on their names.
  4. Click on Save changes.

  

2. Creating Teams

Create teams in order to use them later for filters and special approval processes (rulesets) as well as for setting up reminders. Personio gives you two options for assigning employees to specific teams:

  

Option 1: Employee Roles for "Project Teams"

Create the various project teams as separate employee roles like you created the supervisor roles in point 1 above. Add as many project teams as you need. Next, assign all employees who belong to a specific project team to the appropriate team role and save your changes.

 

Option 2: "Team" Attribute

Alternatively, the distinction between different teams can also be mapped by creating another attribute with the attribute type List of options. This allows you to assign your employees to specific teams and then to use this information to set up special approval processes (rulesets). To do this, follow these steps:

  1. Navigate to settings > employee information > attributes and add a new attribute to the section of your choice.
  2. Choose the attribute type List of options and add the options you later want to choose from. 
  3. Click on Save to create the attribute.
  4. Then, fill the attribute with the appropriate team assignment for each employee. You can do this via an import or via the bulk editing function in the employee list, if you want to do this for several employees at the same time.

 

3. Creating Rulesets for Approval Workflows

In the last step, create the appropriate rulesets for approval workflows for your employees. You can, for example, make it mandatory for employees to have their leave requests approved by both their supervisor and their project manager before the final request is stored in Personio.

 

Option 1: Employee Filters for Employee roles

  1. Navigate to settings > approvals > employee filters > manage employee filters.
  2. Click on Add rule and enter "Employee Roles equals project team".
  3. Click on Submit.
  4. Go back to the approval set-up by clicking on Back to approval rules
  5. Click on Add new ruleset and select the employee filter you created.
  6. You can then add the relevant approval steps using the appropriate role.

For detailed information on creating the approval workflows with special rulesets have a look at our article Configuring Rulesets.

 

Option 2: Employee filter for Attributes

  1. Navigate to settings > approvals > employee filters > manage employee filters.
  2. Click on Add rule and enter "Team" equals "entered value".
  3. Click on Submit.
  4. Go back to the approval set-up by clicking on Back to approval rules
  5. Click on Add new ruleset and select the employee filter you created.
  6. You can then add the relevant approval steps using the appropriate role.

For detailed information on creating the approval workflows with special rulesets have a look at our article Configuring Rulesets.

 

4. Creating Reminder Workflows

In addition to setting up the approval workflow, you can also set Reminders for supervisors with regard to their respective teams. As with the special approval rulesets before, the filter settings will depend on which of the above options for identifying project teams (employee role or attribute) you have chosen.

As a rule, reminders scheduled to be sent before or on the same day as an event remain on the dashboard until one day after the respective event. Reminders scheduled to be sent after an event are automatically removed from your dashboard after a week from the date they are first shown.

 

Option 1: Reminder Workflows for Employee Roles

If you have chosen option 1 and created separate employee roles for your project teams, follow these steps to set up a reminder:

  1. Navigate to settings > employee roles > reminders and click on Add reminder workflow.
  2. Choose the employee role in the section Remind.
  3. Select a trigger event in the section about.
  4. Choose the option Special in the section of and enter "Employee Roles equals project team".
  5. Finish the set-up by filling in the sections when, Frequency and optionally Note.
  6. Click on Add to save the new reminder.

For detailed information on creating reminder workflows with have a look at our article Configuring Reminders.

  

Option 2: Reminder Workflows for Attributes

If you have chosen option 2 and created another attribute in the employee profile to group employees into teams, a reminder for a project manager could look as follows:

  1. Navigate to settings > employee roles > reminders and click on Add reminder workflow.
  2. Choose the employee role in the section Remind.
  3. Select a trigger event in the section about.
  4. Choose the option Special in the section of and enter "Team" equals "entered value".
  5. Finish the set-up by filling in the sections when, Frequency and optionally Note.
  6. Click on Add to save the new reminder.

For detailed information on creating reminder workflows with have a look at our article Configuring Reminders.

 

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