CHRS Knowledge Base

Set Up TAE Approval Workflows

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Overview

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

Overview of Approval Workflow setup process

The workflow has two main parts which must be configured in this order:

  1. Workflow steps, which name the approval steps for a Business Unit and EE group (and optionally job code and department).
  2. Workflow approvers, which are linked to the approval steps by the same Business Unit and EE group (and optionally job code and department).

Configure workflow steps

Step 1: Navigate to CSU TAE WorkFlow Steps.

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

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
  • Many campuses use a single approval workflow for each EE Group. However, if your campus has specific requirements for a job code or department, you can create separate workflows to meet their special approval requirements.
Search existing workflows

If you find the workflow and you do not need to create a new one, then you can update the workflow. See Update TAE Approval Workflow Steps.

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

Add a New Value tab

Step 4: Enter the following information:

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

Tips:

  • Effective Date: If you are replacing a workflow, the Effective Date MUST be one month and one year greater than the Effective Date of the previous workflow. For example, if your previous effective date for EE Group 01 was 02/01/1902, then your new effective date month and year must be greater or equal to 03/01/1903. If you use the same effective date as the previous workflow, the system will merge them together.
  • Use the Job Code or Department fields if you want to create separate workflows for specific job codes or departments.
Enter required and optional information

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

Add button

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 0 Description

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 Level must be in numerical order or else the workflow will fail to run and pending approvals will be inaccessible.

Plus button

Step 8: Enter the Description/Label.

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.
check Send Appt Notification

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

If the final step does not have the Load to Job box checked, the appointment will not load to job. Instead, the appointment will be removed from the page without loading to Job data and will require manual loading.

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.
Double check workflow validity

You can add the step number in the description if you want approvers to know which step they're on. Example: "College Analyst 2:5."

 

Workflow steps

Step 13: Click Save.

Save button

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
Navbar button

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.

IMPORTANT: The search must include all defining characteristics of the Workflow Steps. For example, if you have a workflow that is specific to a job code, then you must specify the job code in the search criteria to define the approvers.

Workflow steps criteria

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.
correct workflow steps confirmation

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

First reviewer empl id

Make sure to confirm the Employ Record number (Empl Rcd) before you save.

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.
Auto-Change by Position Nbr or Empl ID

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.
Job code

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.
Dept id

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

Select the step to associate with approver

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

Read/write 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.

Plus button

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.
Review your work 1
Review your work 2

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.
Save button

End of Article

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