How are Employee Forms Approved?

Employee Forms are exclusively approved in the Employee Portal.  Staff members who have permission to approve Employee Forms will have the Documents→Approve Employee Forms screen.  Only Employee Forms that are assigned an Approval Chain will appear for approval.

Approving Employee Forms

All Employee Form approvals take place on the Documents→Approve Employee Forms screen in the Employee Portal:

If a staff member has Forms to approve, they will appear when the Search button is clicked:

An approver has two possible actions:

• Approve the Form by signing it.
• Reject/deny the Form by clicking the  button

Signing/Approving a Form

To approve a Form, click the  button.   This brings up a "Sign"  dialogue:

To sign the Form, enter your signature PIN and click the button. Clicking  cancels only the "sign" operation - it does not reject the Form.

Denying a Request/Rejecting a Form/Sending Form Back to the Originator

To deny a request and send the Form back to the originator, click the  button.  This brings up the "Send back to originator" dialogue:

A message for the originator can optionally be entered.   When the  button is clicked, the following actions are taken:

• All signatures on the Form are removed.
• An email is set to the originator informing them that the Employee Form was rejected and must be resubmitted (if desired).
• The "Status" of the Employee Form is reset to "Ready to Fill".

Clicking  cancels the "Send Back" operation but does nothing else.

Assigning an Approval Chain to an Employee Form

To turn on approvals for an Employee Form, an Approval Chain must be selected for it.  To do this, click the "Properties" button   The Approval Chain is selected in the "Form Acknowledgement Options" section of the Modify Form screen:

Alternate "Send Back" Rejection Email Template

In addition, an alternative to the standard "rejection email" can be selected.  The "Use this template instead of the default built in template when sending back to the originator" allows an alternative Email Template to be selected.  This alternative will be sent - in place of the default - when the "Send Back" button is used to reject a Form.