Self-Service Request Approval Cycles

Defining the approval cycles for all types of self-service requests available on the system.

Since the system automates the processes related to employee requests through the self-service application, it is important to assign and define the settings of each request approval cycle within the organization, as it directly impacts the governance and monitoring of the request submission mechanism by employees.

To enable the system admin to set up the approval cycle for all self-service requests on the system, they should follow the steps listed below, which apply to all types of requests with some exceptions that will be clarified later.

1. In the Settings page, go to the tab Requests &Tasks > Request Types & Approval Cycles

2. Select the relevant request type from the list displayed on the right, and the approval cycles associated with it will appear under the Add Approval Cycle tab

3. For each default request type (i.e., pre-defined in the system), there is a default approval cycle with the option to add more approval cycles to address the different needs of the company.

   • An exception to this is settlements requests (leave and final settlements), where no additional custom cycles can be defined. The default approval cycle applies to all employees.

   • Another exception is the payroll review request, where the system automatically defines an approval cycle for each payroll group.

4. You can edit the defined cycle by clicking the edit icon next to it

Then enter/edit the following data:

• Cycle name

• The employees to whom the cycle will apply. You can choose to apply it to all employees or to some by selecting them individually or according to the groups defined in the system.

  Note: The advantage of selecting groups instead of individuals is that adding any employee to the chosen group will automatically include them in the approval cycle as well.

• The approval workflow. You can add one or more approvers so that the first must approve the request, then the next, and so on. You can add an approver by their job title (direct manager, department manager, etc.) or add an authorized employee by name directly.

• Finally, click the Update button to save the changes

Note: For settlement and payroll review requests, only the approval workflow can be modified.

5. To add a new approval cycle, click the button at the top of the page

5. Enter the cycle data in the same way as in editing

Note: When selecting employees and groups for the approval cycle, the system only displays employees not added to any other approval cycles for the same request type. Therefore, before adding a new cycle, make sure to disable the All Company Employees option in the already defined cycles.

7. You can delete the custom approval cycles you created, but not the default cycles provided by the system
8. An employee must be added to one of the approval cycles for a specific request type, to be able to submit a request of that type
9. Therefore, the system displays a message to the admin if some employees are not included in any approval cycle, with a link to view a list of their names

We recommend checking this article for more use cases of approval cycles

📌 Important notes regarding the resignation request approval cycle:

- The person responsible for monitoring contract terminations from the HR department must be added as the last person in the resignation request approval cycle, to ensure follow-up of clearance procedures and final settlement of the resigning employee and their exclusion from social insurance without delay.

📌 Important notes regarding the recruitment request approval cycle:

- The person responsible for recruitment from the HR department must be added as the last person in the recruitment request approval cycle, to ensure follow-up of the procedures for starting the search for new candidates and completing the rest of the recruitment procedures without delay.