• Add a step
• Remove a step

• 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.
• Currently, it is better to edit the Workflow Steps for the existing workflow than to create a new one unless the changes you are making involve differentiating between job codes or departments.
• Currently, workflow steps cannot be renumbered, which makes updating workflows a complex process.
  • When the change involves adding a step to the workflow, users will need to add the step at the end of the workflow and relabel the prior steps.
  • When a change involves removing a step, users need to relabel the steps up and then remove the final step.
  • Always remember to re-assign steps to approvers and re-assign hidden fields when you update workflow steps.

Use this procedure to add a step to the end of the workflow.

1. Navigate to CSU TAE WorkFlow Steps.

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

2. To edit an existing workflow:

1. Enter your search criteria.
2. Click Search.
3. Select the workflow to update.

3. Click the Plus button to add another step to the end of the list.

• IMPORTANT: Add steps to the end of the workflow. Do not add steps to the middle. Use Add a Step to the middle of the workflow if you needed.
• You can add up to 10 steps.

4. Enter the Description/Label.

5. Optional: Check Send Appt Notification.

• Send Appt Notification sends notification of the terms of the appointment to the appointee.
  • Check this box only once per workflow.
  • If the correction is made past the approval step where the appt notification has been sent, a Re-send Appt Notification button will be available to the Approver.
  • If re-sent, the new Appt Notification will be marked as Revised.

6. Move the Final Step checkbox to the new step.

• After this step, the data is loaded into the Job Data tables.

7. Click Save.

• The workflow is saved. There is no notification.
• What to do next:
  • Add an approver to the final step.
  • Optional: configure hidden fields for the final step.

To add a step to the middle of the workflow, you add a step at the end, then shift the labels and checkmarks down.

1. On the CSU TAE Workflow Steps page, click the Plus button at the end of the workflow.

2. Shift the step labels down.

• To shift the labels, you can copy the text and paste in the next row or delete and retype the labels.
• Do not edit the step numbers.

3. Move the checked boxes down one row from the newly inserted row.

• The check boxes must align with the original step names (but not the step numbers).

4. Enter a name for your newly inserted step.

5. Optional: If your new step requires any checked boxes, check them.

6. Click Save.

• The workflow is saved.
• What to do next:
  • Shift Approvers

If you added a step to the middle of the workflow, you changed the step labels and the step actions (checkmarks). However, the approvers of the steps following the inserted step are now assigned to the wrong step. You must also re-assign the approvers.

1. Navigate to CSU TAE WorkFlow Approvers.

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

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

3. Confirm the current approver assignments.

• Scroll to the right to see all the steps.
• Note that the newly inserted step has a check mark. That check mark actually belongs to the next column. You need to shift the check marks to the right of the inserted step.

4. Shift the checked boxes one step to the right of the inserted step.

• The goal is to make these checked boxes align with the updated workflow steps.

5. Add a checkmark to the newly inserted step column.

• Add a check to assign an approver to the new inserted step.

6. Click Save to save your approvers.

• What to do next:
  • Add a step
    • Update hidden fields.

If you added a step to the middle of the workflow, you changed the step labels and the step actions (checkmarks). You also shifted the approvers to the correct steps. Now you must reconfigure the hidden fields, to hide them on the correct steps.

1. Navigate to CSU TAE Hide Approval Fields.

• Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE Hide Approval Fields

2. Use the lookups to complete these fields:

• Your Business Unit (campus)
• EE Group
• Job Code (optional)
• IMPORTANT: If the workflow was created for a specific EE group and Job Code, you must specify both when you configure hidden fields.

3. Click Search.

• If the search returns only one result, the CSU TAE Hide Approval Fields page opens.
• Otherwise, select the search result to open this page.

4. Identify the field that is hidden in the workflow.

5. Identify the checked boxes to shift.

6. Check the appropriate boxes to move the check marks to the right of the inserted step.

7. Optional: Check the box for the newly inserted step, if appropriate.

8. Click Save.

• The selected fields will be hidden from the approvers for the specified steps.

• To remove a step from the workflow, you must remove the step from the end of the workflow, then relabel the workflow steps going up.
• Before you remove the step, it is useful to get screenshots of the step approvers and hidden fields.

1. Navigate to CSU TAE WorkFlow Approvers.

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

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

3. Click Search.

4. Take a screenshot of the approval steps.

• Confirm the positions of the check marks to the right of the step to be removed.
• After you remove the step, you must move the check marks to retain correct approvers for each step.

5. Navigate to CSU TAE Hide Approval Fields.

• Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE Hide Approval Fields

6. Enter the criteria that define your workflow steps.

7. Take a screenshot of the hidden fields.

• Note the configuration of the checkmarks to the right of the step to delete.
• What to do next:
  • Remove a step from the workflow.

1. Navigate to CSU TAE WorkFlow Steps.

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

2. Click Search.

3. On the CSU TAE Workflow

• Steps page, relabel the steps from the bottom.
  • You can use copy and paste. In this example, Faculty Affairs will be step 2 and Load to Job will be step 3.

4. Navigate to CSU TAE WorkFlow Steps.

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

5. Click Search.

6. Move the checked boxes up one row from the bottom to the removed row.

7. Click the Minus button to delete the last step.

8. Click Save.

• The workflow is saved.
• What to do next:
  • Remove a step: Shift approvers.

If you removed a step to the middle of the workflow, you changed the step labels and the step actions (checkmarks). However, the approvers of the steps following the removed step are now assigned to the wrong step. You must also re-assign the approvers.

1. Navigate to CSU TAE WorkFlow Approvers.

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

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

3. Click Search.

4. Use your screenshot from Prepare to remove a step from the workflow to select the appropriate boxes to reassign steps.

• The screenshot below shows the previous configuration. The box indicates the check marks that you must reassign after the step is deleted.

• The screenshot below shows the approvers after you update the approvers following the removal of the step. Notice that the checkmarks are identical within the red boxes.

5. Click Save.

• The approvers are saved.

1. Navigate to CSU TAE Hide Approval Fields.

• Menu > CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE Hide Approval Fields

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

3. Click Search.

4. Use your screenshot from Prepare to remove a step from the workflow to select the appropriate boxes to reassign steps.

• The screenshot below shows the previous configuration. The box indicates the check marks that you must reassign after the step is deleted.

• The screenshot below shows the hidden fields after you update the hidden fields following the removal of the step. Notice that the checkmarks are identical within the red boxes.

5. Click Save.

• The selected fields will be hidden from the approvers for the specified steps.

End of Article