Use the Roles tab of the Workflow Designer to define the approvers associated with the Role. Each role can have one primary approver and several alternates.
Menu Path
From the System Administration menu, select Workflow. From the Workflow menu, select Workflow Designer, then select Roles.
Standard Roles
The following roles are standard inclusions to the Roles tab:
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HR_ADMIN |
Human Resources Administrator |
Used in Posting Services to notify administrators on posting Errors, Leave Cancel, or ETS Record Delete. This is also used if a leave could not be interfaced with or deleted. This role cannot be deleted. |
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WF_ADMIN |
Workflow Administrator |
Used for the email workflow engine exception to the workflow administrator's. This role must be used in order to activate a model. It is used if there is an active workflow in the queue without a model. This role is also used for any fatal errors that may occur in the workflow. This role cannot be deleted. |
In addition to these roles, users can create and define as many as required for the approval process.
Add a Role
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Open the Workflow Roles page.
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Click Add.
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Complete the fields in the General Information and Role Members sections. For details, refer to the Fields and Descriptions section of this page.
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Click Save.
Look Up an Employee
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Open the Workflow Roles page.
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In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
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In the Search Results section, select the desired Role ID.
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In the Role Members section, click Lookup.
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In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records. This employee search does not recognize special characters such as * (asterisk) or | (pipe). Anything entered in the search fields can appear anywhere in that value. For example, entering 'AB' in the Last Name field will include records that begin, contain or end with 'AB'.
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In the Search Results list, select the desired record and then click OK.
Update a Role
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Open the Workflow Roles page.
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In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
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In the Search Results section, select the desired Role ID.
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In the General Information and Role Members sections, update the fields as needed. For details, refer to the Fields and Descriptions section of this page.
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Click Save.
Delete a Role
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Open the Workflow Roles page.
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In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.
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In the Search Results section, select Delete in the appropriate row for record to delete.
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Click Save.
The option to delete is unavailable for roles associated with a workflow, regardless of whether that workflow is active or inactive. To delete those roles, you must locate the workflows that the roles are used in, and then remove them from the workflow. The option to delete will then be available.
Fields and Descriptions
Workflow Role Details page
General Information
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Field |
Description |
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Role ID |
Unique identifier for the role. The limit is 10 characters. |
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Title |
Title for the role. The limit is 25 characters. |
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Status |
Status of the role. Only active roles can be associated with a workflow on the Activity Detail page. Select:
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Role Members
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Field |
Description |
|---|---|
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Employee Number |
Employee number of the user who will be an approver of the role. The limit is 10 characters. |
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Name |
Full name of the user who will be an approver of the role. |
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Primary/Alternate |
Indicator determining if the user is the primary or alternate approver for the role. Select:
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