Tasks
The approval groups for Human Resources Workflows are associated with specific tasks for each workflow type. There are 30 tasks defined by PowerSchool. Seven of these tasks are for Employee Leave Requests, two for Employee Termination, two for Employee New Hire Notification, eight for Notifications, four for Postings, and seven for Applicant Recommendation. The Tasks table allows you to:
Search for tasks by the Task ID, Task Name, or Workflow Type.
Modify the existing Task Name to fit your organization's needs.
Associate Pay Codes or Leave Codes to Employee Leave Request's tasks for Special Leave.
Print the Task Table Report.
Menu Path
From the System Administration menu, select Workflow (Legacy). From the Human Resources Workflow Tables menu, select Tasks.
Tasks and Workflow Types
Each workflow has a specific set of tasks defined. These tasks perform different functions for each workflow. While the task name may be modified to suit your organization's needs, the task identification number is a constant. Following is the list of tasks and default names for each workflow type and the functions they perform.
Employee Leave Requests
1- | Supervisor Level | Used for all regular leave request approval, such as vacation, sick, or personal time. This task requires an approval action for all leave requested by employees that falls into an approval group associated with this task. |
101- | Approve Special Leave 1 | Used for any special types of leave that may require additional approval other than the regular approval. For example, this task may be used for FMLA or Short Term Disability if your organization requires additional approval from your Human Resources department for these types of leave. When selecting this task, you will be able to define the specific leave or pay codes that will require additional approval. This task requires an approval action for all leave requested by employees that falls into an approval group associated with this task. |
102- | Approve Special Leave | Used for any special types of leave that may require additional approval other than the regular approval. For example, this task may be used for FMLA or Short Term Disability if your organization requires additional approval from your Human Resources department for these types of leave. When selecting this task, you will be able to define the specific leave or pay codes that will require additional approval. This task requires an approval action for all leave requested by employees that falls into an approval group associated with this task. |
103- | Approve Special Leave 3 | Used for any special types of leave that may require additional approval other than the regular approval. For example, this task may be used for FMLA or Short Term Disability if your organization requires additional approval from your Human Resources department for these types of leave. When selecting this task, you will be able to define the specific leave or pay codes that will require additional approval. This task requires an approval action for all leave requested by employees that falls into an approval group associated with this task. |
104- | Receive Special Leave 1 Notify | Used for any special types of leave that may not require additional approval, but you want to send a notification that an employee has been approved for the leave. For example, this task could be used for types of leave such as FMLA, Short Term Disability, or Jury Duty to send a notification to the Human Resources department. When selecting this task, you will be able to define the specific leave or pay codes that when used, would send this notification. |
105- | Receive Special Leave 2 Notify | Used for any special types of leave that may not require additional approval, but you want to send a notification that an employee has been approved for the leave. For example, this task could be used for types of leave such as FMLA, Short Term Disability, or Jury Duty to send a notification to the Human Resources department. When selecting this task, you will be able to define the specific leave or pay codes that when used, would send this notification. |
106- | Receive Special Leave 3 Notify | Used for any special types of leave that may not require additional approval, but you want to send a notification that an employee has been approved for the leave. For example, this task could be used for types of leave such as FMLA, Short Term Disability, or Jury Duty to send a notification to the Human Resources department. When selecting this task, you will be able to define the specific leave or pay codes that when used, would send this notification. |
Employee Termination (ET)
107- | Approve Employee Termination | Used for all employee termination approvals. This task requires an approval action for terminations that fall into an approval group associated with this task. |
108- | Receive Employee Term Notify | Used to send a notification that an employee termination has been approved. For example, this task may be used to notify your IT department that the terminated employee's account needs to be deactivated or to notify an administrative assistant a key card for building access needs to be collected prior to the terminated employee receiving their final paycheck. |
Employee New Hire Notification (NH)
111- | Update New Hire | Used when an employee is added in Employee Information and additional information is required on the Defined Windows page 30300. This task requires an update action for newly-hired employees who fall into an approval group associated with this task. To use this task, you must set up page 30300 in System Administration > Administration > Profiles > Human Resources Profile > Defined Windows. Users who receive this notification will be required to update the e-Form with the information and mark the form as completed. |
112- | New Hire Saved Notification | Used to send a notification that all information has been entered on the Defined Windows page 30300 and the employee new hire process has been completed. |
Application Recommendation (NHA)
10- | Background Check | Used when an applicant is recommended to be hired and a background check is required. This task requires an action for applicant recommendations that fall into an approval group associated with this task. |
11- | Reference Check | Used when an applicant is recommended to be hired and a reference check is required. This task requires an action for applicant recommendations that fall into an approval group associated with this task. |
12- | Immunization Verification | Used when an applicant is recommended to be hired and verification that an applicant has all the necessary immunizations is required. This task requires an action for applicant recommendations that fall into an approval group associated with this task. |
13- | Employment Verification | Used when an applicant is recommended to be hired and an employment verification is required. This task requires an action for applicant recommendations that fall into an approval group associated with this task. |
14- | Certification Verification | Used when an applicant is recommended to be hired and a certification verification is required. This task requires an action for applicant recommendations that fall into an approval group associated with this task. |
109- | Approve Applicant Hire | Used for all applicant recommendation approvals. This task requires an approval action for applicant recommendations that fall into an approval group associated with this task. |
110- | Applicant Approve Notifications | Used to send a notification that an applicant recommendation has been approved. This task may be used to notify your Human Resource department that an applicant has been approved for hire and can be added to Employee Information. |
Notifications
200- | Certification Expiration | Used to send a notification that an employee's certificate is about to expire. For example, this task may be used to notify the employee's supervisor that an employee's certificate will expire in 30 days. This task does not require an action. |
201- | Employee New Hire | Used to send a notification that a new employee has been hired and the employee has been added in Employee Information. This task does not require an action. |
202- | Consecutive Leave | Used to notify a user when an employee requests more than a defined number of days of leave in a row. This task does not require an action. |
203- | Employee Termination | Used to send a notification that an employee has been terminated through Employee Information. For example, this notification might be sent to the terminated employee's supervisor. This does not require an action. |
204- | Certification Expire - HR | Used to send a notification that an employee's certificate is about to expire. For example, this task may be used to notify a Human Resources staff member that an employee's certificate will expire in 30 days. This task does not require an action. |
205- | Employee New Hire - HR | Used to send a notification that a new employee has been hired and the employee has been added in Employee Information. This task does not require an action. |
206- | Consecutive Leave - HR | Used to notify a Human Resources staff member when an employee requests more than a defined number of days of leave in a row. This task does not require an action. |
207- | Employee Termination -HR | Used to send a notification to a Human Resources staff member that an employee has been terminated through Employee Information. This does not require an action. |
Postings
121- | Approve Posting Req Phase 1 | Used to approve job postings for Recruitment created through the Posting Requisitions Overview option. This task requires an action when a user submits a job posting that falls into an approval group associated with this task. |
122- | Approve Posting Req Phase 2 | Used to approve job postings for Recruitment created through the Posting Requisition Overview option. This task requires an action when a user submits a job posting that falls into an approval group associated with this task. |
123- | Approve Posting Phase 1 | Used to approve job postings for Recruitment created through the Posting Overview option. This task requires an action when a user submits a job posting that falls into an approval group associated with this task. |
124- | Approve Posting Phase 2 | Used to approve job postings for Recruitment created through the Posting Overview option. This task requires an action when a user submits a job posting that falls into an approval group associated with this task. |
All tasks allow for the task name to be changed as needed. The Employee Leave Requests task for approving special leave and receiving special leave notifications have an additional tab where you can enter leave or pay codes that must be selected to initiate an additional workflow. Following are the procedures for updating a task name, defining the leave request conditions and generating the Task Table report.
Update the Task Name
Open the Tasks page.
In the Search Criteria section, enter criteria for the tasks that you want to update, and then click Search.
In the List section, select a task, and click Accept.
Enter the new name in the Task Name field.
Click Accept.
Update the Leave Request Conditions Tab
The tab only displays for tasks defined for special leave, as outlined in the Employee Leave Requests section under Tasks and Workflow Types above.
Open the Tasks page.
In the Search Criteria section, enter criteria for the Employee Leave Request special leave tasks that you want to update, and then click Search.
In the List section, select a task, and click Accept.
In the Table field, select the table to use for the special leave task. Your selection determines the choices available in the Column field.
Leave Code Table
Pay Code Table
In the Column field, select a field. Your selection determines the choices available in the Condition Values field.
If you selected Leave Code Table, your only choice is Leave Code.
If you selected Pay Code Table, you can select Pay Code or Leave Code to Subtract Time from.
In the Condition Values field, select all the codes that would apply to the special leave approval or notification.
After you select a code, click Insert Row on the Action Bar, and then select another code. Repeat this for each additional code to include.
Click Accept.
Generate the Task Table Teport
Open the Tasks page.
In the Search Criteria section, enter criteria for the tasks that you want to include in the Task Table report, and then click Search.
Click Print.
In the Print window, specify how to generate the report, and then click OK. The default file name is task_table.rpt.
Fields and Descriptions
The Leave Requests Conditions tab is only available for tasks that are assigned for special leave.
Workflow Task Tab
Field | Description |
|---|---|
Task ID | The task identification number. Display only. |
Task Name | The title of the task. Display only. |
Workflow Type | The type of workflow the task is assigned to. Display only. |
Leave Requests Conditions Tab
Field | Description |
|---|---|
Table | The table that the Employee Leave Request workflow will use when determining if the leave requested requires additional approval or notifications. The table selected determines the options available in the Column field. Select:
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Column | The column for the table selected in the Table field that the Employee Leave Request workflow will use when determining if the leave requested requires additional approval or notifications. Your selection will determine the choices available in the Condition Values field.
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Condition Values | The values that the Employee Leave Request workflow will use, in conjunction with the Table and Column selections, when determining if the leave requested requires additional approval or notifications.
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