You can approve jobs in the Employee Administration tab.
Overview
NVP fields are populated with the active user’s employee name while selecting one or more employees in the Employee Administration tab. An Excel file is used to map the existing employee NVP fields to the employee roles that are allowed to approve.
To add an NVP field
An NVP field must be added for each role authorized to approve the employee or job. There can be one role per NVP or multiple roles per NVP.
1. Navigate to the Admin Tools tab.
2. Click Other Administration Tasks and select the Edit User Defined Field Definitions node.
This displays the following screen:
3. Select Employee in the UDF Type section.
4. Click Add NVP Definition.
This displays the following screen:
5. Enter the UDF (user-defined field) name in the User-defined field name box.
6. Enter the description of UDF in the Description for UDF box.
7. Enter the label/caption of the UDF in the Caption box:
The UDF/NVP name is used in the next step of configuration.
8. Click Save and Close.
This adds the new NVP as shown in the following figure:
9. Click Save Changes.
To add NVPs to the Employee Administration grid
You need to update the Employee Administration grid to include the new NVP.
1. Click Employee Related Admin Functions and select the Employee Administration node.
2. Click More, point to Configure, and select Configure Grid Layout.
This displays the following screen:
3. Click Define Grid Columns.
This displays the following screen:
4. Click Insert Columns and select Insert using Employee Token Wizard.
This displays the following wizard:
5. Select Employee User-Defined Fields (NVPs) and click Next.
This displays the next page in the wizard:
6. Select the NVPs created in the previous section and click Finish.
7. Click Save and Close.
This adds the NVP as a new column as shown in the following figure:
8. Click Save and Close.
This displays the following message:
9. Click Ok.
To create the Employee Approval Excel file
You need to create the employee approval excel file and import it into the system. This spreadsheet maps the Employee NVP field to the approver roles along with the new sub-menu (“Approve New Job”) in the right-click option.
The following points should be noted:
1. The Excel life must be named “EmployeeApprovalMapping.xlsx”.
2. Excel file should contain the following 3 columns along with the headers (in the same sequence):
a. NVPFieldName: Contains the name of the employee NVP field that will be populated with the
approver name.
b. MenuCaption: Contains the menu caption that is to be used for the “Approve New Job” sub-menu.
c. Role: Contains the employee role for the approver whose name will populate the NVP field. These roles
must be entered in the spreadsheet (Role column) exactly as they are in the following table:
Role Column (in spreadsheet) | Employee Flag in Properties |
|---|---|
ADMIN USER | IsAdminUser |
HR GENERALIST 1 | IsHRGeneralist1 |
HR GENERALIST 2 | IsHRGeneralist2 |
HR GENERALIST 3 | IsHRGeneralist3 |
RECRUITER | IsRecruiter |
COMPENSATION MANAGER | IsCompensationManager |
JOB DESCRIPTION REVIEWER | IsJobDescriptionAdministrator |
JOB DESCRIPTION ADMINISTRATOR | IsJobDescriptionReviewer |
JOB DESCRIPTION TRANSLATOR | IsTranslator |
AD-HOC EMPLOYEE | IsAdHocUser |
USER ROLE 1 | IsUserRole1 |
USER ROLE 2 | IsUserRole2 |
USER ROLE 3 | IsUserRole3 |
USER ROLE 4 | IsUserRole4 |
USER ROLE 5 | IsUserRole5 |
USER ROLE 6 | IsUserRole6 |
USER ROLE 7 | IsUserRole7 |
USER ROLE 8 | IsUserRole8 |
USER ROLE 9 | IsUserRole9 |
USER ROLE 10 | IsUserRole10 |
DIRECT MANAGER | Number of direct report employees > 0 |
INDIRECT MANAGER | Number of indirect reporting employees > 0 |
To upload the Employee Approval Excel file
1. Click Other Administration Tasks and select the Edit All Files in Entity node.
2. Click Import.
This displays the following wizard:
3. Click Browse Files.
4. Click Add.
5. Click Choose File.
6. Select the employee approval excel file.
7. Click Ok.
This displays the following screen:
8. Click Import Checked Files.
This imports the file into the system and displays the following message:
9. Click Close the Upload Tool.
This displays the file in the system:
To map the employee NVP field to the approver role
Admin users/impersonators have access to all sub-menus. For example, if the MenuCaptions are ‘HR’ and ‘Manager', the admin user can click on both regardless of that admin user’s role.
Multiple rows may exist per NVPFieldName and MenuCaption if more than one role is applicable for updating an NVP field. For example, 'Manager' may encompass Direct Manager and Indirect Manager roles. An active user that is a Direct Manager and an active user that is an Indirect Manager will both be able to click the ‘Manager’ sub-menu item.
1. Navigate to the Admin Tools tab.
2. Click Employee Related Admin Functions and select the Employee Administration node.
This displays the following screen:
3. Use the search and filter options to find the desired employees.
4. Select all employees which you wish to approve.
5. Right-click the selected row, point to Approve New Job, and click the role.
This approves the job with the details populated in the approver column as shown:
The “Approve New Job” menu option appears in the following scenarios:
The 'Map to New Job' menu option is visible.
The mapping spreadsheet is present and the structure is correct.
At least one valid mapping exists in the mapping spreadsheet.
The text from the ‘MenuCaption’ column of the mapping spreadsheet for valid mappings appears as a sub-menu of ‘Map to New Job’.
The sub-menu options are enabled if the active user’s role matches to a role defined in the mapping spreadsheet for that menu option (MenuCaption).
When a user selects a sub-menu, full name populates the corresponding NVP field (defined in the mapping spreadsheet).
The mapping an employee to a new job using the ‘Map to New Job’ menu option removes values from NVP fields mapped via this functionality on the employee.
Troubleshooting
The “Approve New Job” menu is not displayed in the following scenarios:
The mapping excel file ‘EmployeeApprovalMapping.xlsx’ does not exist
‘EmployeeApprovalMapping.xlsx’ exists but did not contain valid mappings
‘EmployeeApprovalMapping.xlsx’ exists but column headings are not correct
Rows in the mapping spreadsheet are ignored for the following cases:
Missing values
NVP Field Name
Menu Caption
Role
Duplicate rows: initial row will be used if valid, additional duplicates will be ignored
Invalid Role
Invalid NVP Field Name
The following changes require closing and reopening the Employee Administration tab:
Change the role flags on the current employee
Upload a new mapping .xlsx file
Modify NVP definitions
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