⏱️Coming Soon - Approval Workflows Reimagined

Self-service requests and their associated approval workflows are an essential part of any human resource management system. The more flexible and intelligent they are to cover all business needs, the more accurately and fairly they reflect the company's policies.

What are the advantages of the requests and approval workflows currently available in Jisr?

• The Jisr system provides a number of default requests ready for immediate use, and the system administrator can also create new custom request types.
• For the vast majority of requests, the administrator can define one or more approval workflows, each applying to certain employees manually selected by the administrator as individuals or fixed groups.
• The Jisr system does not have a mechanism to use different workflows based on employee data or the request itself.
• The system also lacks a direct mechanism to activate automatic approval, rejection, or delegation of the request, as these actions were only available through automated workflows and delegation requests.

What’s new in the enhanced approval workflows?

• When navigating to the Requests and Tasks tab on the settings page, you will see a table listing all default and custom request types defined in the system. Open any request type to view its details, eligible employees who can submit it, and the approval workflows defined for that request.

• Inside the settings of any request (both default and custom), define who in your workforce can submit requests of this type. Under Eligible employees use the Update eligibility action and choose if this request becomes available to:
  • Everyone in your workforce
  • Specific employees that you select individually

  • One or more dynamic groups that are already defined in the system

    Any employee who is not included in the request's eligible employees won't see this request type as an option when trying to submit a request.

• With the enhanced approval workflows, the system administrator can define multiple paths within a single request based on conditions set using the data of the employee submitting the request or the request information itself.

• Example: If an annual leave request exceeds 10 days, add the department head to the approval workflow

• The administrator can activate automatic approval or rejection of the request for each path separately.
  • Example: If the letter request is of type "Introduction Letter," apply automatic approval and create the associated task

• The administrator can skip the approval step or delegate it to another person after a specified number of days, for each path separately
  • Example: If the direct manager delays approval of an annual leave request for more than 5 days, the request bypasses their approval step and moves to HR manager approval

• There is a default approval workflow defined for each request, which is executed if none of the conditions of other approval workflows are met.
• The system administrator can use the dynamic employee groups to define who is eligible to submit each request type, as well as in the conditions of each approval workflow, achieving greater automation of requests.

What will happen to the approval workflows you previously defined in the system?

The approval workflows you previously defined in the system will not be affected by the new method, as follows:

• For requests that had only one approval workflow defined, it will appear as the default approval workflow within the request
• For requests with multiple approval workflows based on eligible employees, they will appear as conditional approval workflows within the request, where the condition is the requester’s presence among the eligible employees for each workflow

Important Notes:

• The system checks the conditions of each approval workflows according to their order within the request from top to bottom, until one matches the request information and is executed. Therefore, it is essential to reorder the approval workflows according to your company’s policies, keeping the default workflow at the last position to be executed if all other workflows are bypassed.

• For leave requests, the system administrator can make each type of leave available to different groups of employees.
• Some requests include only one approval workflow and cannot have other conditional workflows defined, such as leave clearance and final clearance requests.
• For payroll review requests, the system creates an approval workflow for each payroll group according to the group settings, and the system administrator cannot add or modify these workflows themselves.