Enable/Disable a Workflow
When a Schedule record is expanded, the Schedule Workflow grid is displayed in red by default. This means that the workflow is disabled (not active) or not set up.
To set up the workflow, you MUST first click the Enable Workflow button to enable or activate the workflow – the grid will automatically change to green.
To disable or deactivate the workflow, click the Disable Workflow button.
You may disable workflows that are already in use – the timesheets, already processed by the workflow, will remain in their current state.
Click the Enable Workflow button. The colour of the grid will change from red to green.
The second step is to set up the various Timesheet approval levels. You are allowed to set up a maximum of ten (10) Levels (1 to 10) or a minimum of two (2) (Levels 1 to 2). At each Level, select the Timekeeper who has the responsibility to approve the timesheets.
Normally, the Level one (1) or Primary Timekeeper is responsible for the daily timekeeping tasks including but not limited to:
Clearing unprocessed punches
Daily posting of the Attendance logs to Timesheets
Review, editing and approval of timesheet hours
The Level two (2) ( and higher) or Secondary Timekeeper normally reviews the timesheets as a batch or summary, paying attention to any comments and instances of overtime approved for payment.
A Timekeeper can only be selected at ONE level – timekeepers CANNOT be responsible for approving timesheets at MORE THAN ONE level.
N.B. If a timekeeper is on leave and cannot perform their timekeeping tasks, then the Core HRplus Time user must select the name of the Timekeeper who will be acting and performing these timekeeping tasks within the appropriate stage on the workflow. Once the original Timekeeper returns from leave then their name must be re-selected in the workflow.
Schedules/Shifts/Employees in Schedules/Shifts MUST already be set up.
Timekeepers must be setup and have the relevant access to the schedules.
The admin user MUST have the required permissions to set up the workflow.
Schedule: The Schedule is defaulted to the one that is being configured.
Level: The Level drop-down list will display 1 to 10 in numerical order. Select the appropriate number.
User Code: The User Code drop-down will display all the Timekeepers set up for the selected Schedule. Select the appropriate name.
Show Summary: Select either YES or NO in this field. The default is NO.
When the record is saved, an additional row is generated to add more Timekeeper Levels. Select the appropriate level and user code to setup the different stages of the workflow until all the stages have
been configured.