Overview

This job aid shows HR Administrators how to set up approval workflows for Temporary Academic Employment.

• Configure workflow steps
• Set up Approvers

Overview of Approval Workflow setup process

Configure workflow steps

Step 1: Navigate to CSU TAE WorkFlow Steps.

• Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE WorkFlow Steps

Step 2: Search existing workflows to ensure your new workflow does not include the same information as an existing one.

1. Enter your search criteria.
2. Click Search.
3. Review the list of existing workflows

Step 3: To create a new workflow, click the Add a New Value tab.

Step 4: Enter the following information:

• Required:
  • Business Unit (campus)
  • EE Group
  • Effective Date
• Optional
  • Job Code
  • Department

Step 5: Click Add to open the CSU TAE Workflow Steps page.

Step 6: Enter a description for the step 0 in the Description/Label field. Step 0 must be labeled “Originator.”

• Level 0 is the first step, and it is always the originator of the workflow. If the workflow gets pushed back to the start, it goes back to the originator.
• The Description/Labels are the names of the steps, not people.

Step 7: Click the Plus button to add another step.

• You can add up to ten steps.
• You can click the Plus button after any step to insert a new step after it.

Step 8: Enter the Description/Label.

Step 9: For one step, check Send Appt Notification. One step in the workflow must have this checked.

• Send Appt Notification sends notification of the terms of the appointment to the appointee. Check this box only once per workflow.

Step 10: Optional: Check Send Email Approval.

• If you check this option, the system sends an email to the next approver in the workflow. In this example, the Department Chair gets an email notification.
• Be mindful of the recipient’s email volume before you check this box.
• The Level 1 approver does not receiving an email notification.
• If the Send Email Approval box is checked at the Load to Job step, the final approver will receive two notifications.

• Step 11: On the last step, select the Final Step checkbox.
• After this step, the data is loaded into the Job Data tables.

Step 12: Double check the workflow to ensure it is valid.

• First step is zero and goes to the Originator.
• Steps are consecutive.
• Each step level is used only once.
• The last step has the Final Step option checked.
• One step (and only one) sends notification to the appointee.
• Send Email Approval is checked for the step before the email recipient.

Step 13: Click Save.

The workflow is saved. There is no notification.

What to do next: Set up Approvers

Set up Approvers

Step 1: Navigate to CSU TAE WorkFlow Approvers.

• Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE WorkFlow Approvers

Step 2: Enter the criteria that define your workflow steps.

• Approvers are associated with the steps on a specific workflow.
• Business Unit and EE Group are required fields.
• Job Code and Dept ID are for specialized workflows.

Step 3: Confirm that page displays the correct workflow steps.

• Scroll to the right to see all the steps.
• Confirm that these are the same steps that you defined in Configure workflow steps.

Step 4: Enter the Empl ID for the first reviewer.

The following fields populate:

• Name
• Position Nbr
• Position Description

Step 5: Check either Auto-Change by Position Nbr OR Auto-Change by Empl ID.

• Auto-Change by Position Nbr: If the person leaves the position, the approval workflow will go to the next person who occupies that position. Your campus must use position management in order to automate auto-change.
• Auto-Change by Empl ID: If the person leaves the position, the approval workflow will continue to go to the person.

Step 6: Optional: Specify the Job Code.

• Use this field to provide special access to a job code-specific workflow. This approver will have access only to workflows for this job type.

Step 7: Optional: Specify the Department ID.

• Use this field to provide special access to a department-specific workflow. This approver will have access only to workflows for this department.
• Use this field only if a workflow exists that matches this department ID.

Step 8: Select the step to associate with this approver.

Step 9: Select either Read or Write for this approver.

• Write: the reviewer can update fields.
• Read: the reviewer cannot update the fields.

Step 10 : Click the Plus button to add another approver row.

Step 11: Review your work.

• Check each name and position.
• Check Auto-Change options.
• Check which step each approver belongs to.
• Check Read/Write access.

Step 12: Click Save.

• The workflow is saved. TAE appointments for this campus, EE group, and optionally department or jobcode will be approved by this workflow.

End of Article