Setting Up Approval and Notification Template

Many processes, such as leave requests, expense claims, and timesheet submissions, require approval. Setting up approval and notification templates can help streamline these workflows and ensure everything runs smoothly.

These templates allow you to define approval chains, set up notifications, and automate processes in a way that fits your needs. Whether you're managing a formal approval process or simply notifying people about updates, these templates can be configured to work across various modules or for one-time, ad-hoc approvals. 

Follow the steps below to set up your approval and notification templates:

1. Go to Company > Approvals and Notification on the left side navigation menu.

2. Under Approval and Notification Settings, hit Create to begin a new template.

3. Give the template a name so that it's easy to find, and a description if necessary.

4. With the latest update, you now have extra flexibility:

• Approval Template: Set up a full approval chain where each step requires action. Use this for any process that needs approval.
• Notification Template: For sending out notifications without any approval process. This is for processes where no approval is needed, only a notification.

5. Choose between To approve and To be notified. Employees who are only notified will not need to take any action. They will simply receive notifications via chat or email.

For Notification Templates, the To approve option will be excluded, and users will only receive notifications.

6. Select the role of the person responsible for each step. Options include:

• Manager
• Department Head
• Work Location Head
• Select Employee
• Select Guest User
• Partner User

7. Click on Add new approval or notification node to include additional steps in the chain.

Important Tips:

• The numbering of the steps indicates the order in which they will be executed.
• If you wish to notify someone before approval (i.e., at the moment a request is made), add the “To be notified” step before the “To approve” step.
• If you want to notify someone after the approval process, add the “To be notified” step after the “To approve” step.

For example, to notify someone before and after the approval, the steps will be numbered as follows:

You can click and drag the steps to rearrange them in the desired order. 

To delete a step, simply click the Delete button.

8. Next, proceed to configure the notification settings and other settings.

• Enable Chat Notications: Enable notifications within HReasily Pro's chat system.
• Enable Email Notications: Allow notifications to be sent via email.
• Disable Notifications for new approval requests: Turn off notifications for incoming requests if needed.
  

• Can Delete Cancelled Requests: Enable this option to allow the requestor to delete their cancelled requests.
• Can Delete Rejected Requests: Enable this to allow the requestor to delete requests that have been rejected.
• Auto Forward: If an approver does not take action within a set number of days, the request will automatically be forwarded to the next approver in line.
• Reminders: Set up automatic reminders to nudge approvers who haven't acted on a request within a specified number of days.

Note: The Other Settings are only available for Approval Templates.

9. Once all settings are configured, click Save to store the template. The approval or notification template is now ready to be used across HReasily Pro, including for ad-hoc approvals.

FAQs / Troubleshooting

Q1: What is the purpose of the new template type selection?
 A: The new selection differentiates between Approval Templates and Notification Templates, ensuring that users configure the appropriate settings based on the template’s purpose.

Q2: What happens if I select the Notification Template option?
 A: The UI will adjust by hiding the “To approve” button, enforcing mandatory notification settings, and hiding options that are not relevant to notification configurations.

Q3: How do I know if a template is an Approval Template or a Notification Template?
 A: The form labels and settings will reflect the selected option. Approval Templates will display standard approval-related settings, while Notification Templates will have modified settings with mandatory validations.

Q4: I receive an error message when saving a Notification Template. What should I do?
 A: The error message indicates that you need to select either “Enable Chat Notification” or “Enable Email Notification.” Make sure to enable at least one of these options before saving.