Setting up an Approval Process for Manager Notes

The Approve Manager Notes checkbox on the Policy page enables Manager Notes and any associated files created by a manager to be approved by the Team Member's HR Manager before they are visible to the Team Member. The HR manager receives:

  • An email with a link to Approve/Reject Request in the HR Manager Portal.
  • An Action through WX.

The HR Manager can approve the Note through WX or the HR Manager Portal.

Approve Manager Notes must be supported by an active Approval Process. Without an active Approval Process, and with Approve Manager Notes checked on the Policy, WX displays a Submit button for Manager Notes newly created by a manager but selecting Submit has no effect.

The Approval Process uses two predefined Field Updates to automatically update the Submitted Date and Approved Date fields on the Manager Note record. Before you start to set up the Approval Process check the Field Updates exist:

  1. Go to Setup > App Setup > Create > Workflows & Approvals > Field Updates
  2. On the list of All Workflow Field Updates sort by the Field to Update column and check for:

    • Manager Note: Approved Date
    • Manager Note: Submitted Date
  3. If the Field Updates are listed, continue to set up the Approval Process. If the Field Updates are not listed, add them.

To set up the Approval Process for Manager Notes:

  1. Go to Setup > App Setup > Create > Workflows & Approvals > Approval Processes.
  2. In the Manage Approval Processes For: picklist select Manager Note.
  3. Select Create New Approval Process and Use standard Setup Wizard.

    Sage People displays Step 1 of the New Approval Process wizard:

    Screenshot: Step 1 of New Approval Process wizard

  4. Complete the fields as follows:

    Field What to enter

    Process Name

    Enter Manager Notes

    Unique Name

    Automatically completed as Manager_Notes.

    Leave as automatically completed.

    Description

    Enter a brief description of the purpose of the Approval Process:

    Supports Manager Notes requiring HR Manager approval.

  5. Select Next.

    Sage People displays Step 2 of the New Approval Process wizard:

    Screenshot: Step 2 of New Approval Process wizard

  6. Complete the fields as follows:

    Field What to enter

    Use this process if the following

    Pickilist. Select criteria are met

    Field

    Picklist. Select Manager Notes: Manager Action

    Operator

    Picklist. Select equals

    Value

    Enter Submit

  7. Select Next.

    Sage People displays Step 3 of the New Approval Process wizard:

    Screenshot: Step 3 of New Approval Process wizard

  8. Complete the fields as follows:

    Field What to enter

    Next Automated Approver Determined By

    Picklist. Select None

    Use Approver Field of Employment Record Owner

    Checkbox. Leave unchecked.

    Record Editability Properties

    Radio buttons. Select Administrators ONLY can edit records during the approval process.

  9. Select Next.

    Sage People displays Step 4 of the New Approval Process wizard:

    Screenshot: Step 4 of New Approval Process wizard

  10. Leave Approved Assignment Email Template blank and select Next.

    Sage People displays Step 5 of the New Approval Process wizard:

    Screenshot: Step 5 of New Approval Process wizard

  11. Complete the fields as follows:

    Field What to enter

    Available Fields

    Selected Fields

    Choose the fields you want to display to the approver by selecting from the list of Available Fields then selecting Add Icon: Right arrow to move them to the list of Selected Fields.

    Use Up Icon: Up arrow and Down Icon: Down arrow to reorder the fields on the page displayed to the approver.

    Approval Page Fields

    Checkbox Display approval history information in addition to the fields selected above. Leave unchecked.

    Security Settings

    Radio buttons. Select Allow approvers to access the approval page only from within the Salesforce application.

  12. Select Next.

    Sage People displays Step 6 of the New Approval Process wizard:

    Screenshot: Step 6 of New Approval Process wizard

  13. Complete the fields as follows:

    Field What to enter

    Submitter Type

    Leave the default value Owner unchanged.

    Leave for: blank.

    Available Submitters

    Allowed Submitters

    Leave the default Allowed Submitters as Employment Record Owner

    Page Layout Settings

    Checkbox Add the Submit for Approval button and Approval history related list to all Manager Note page layouts. Set checked.

    Submission Settings

    Checkbox Allow submitters to recall approval requests. Leave unchecked.

  14. Select Save.

    Sage People displays What Would You Like To Do Now?

  15. Select Yes, I'd like to create an approval step now.
  16. Select Go!

    Sage People displays Step 1 of the New Approval Step wizard:

    Screenshot: Step 1 of New Approval Step wizard

  17. Complete the fields as follows:

    Field What to enter

    Name

    A text label for the step. For example Step 1

    Unique Name

    Automatically completed using the label you entered in Name. For example Step_1

    Description

    A brief description of the function of this Step. For example Assign approver

    Step Number

    Automatically completed. Change the value if you want to change the sequence for multiple approval steps.

  18. Select Next.

    Sage People displays Step 2 of the New Approval Step wizard:

    Screenshot: Step 2 of New Approval Step wizard

  19. Leave the default radio button selected All records should enter this step and select Next.

    Sage People displays Step 3 of the New Approval Step wizard:

    Screenshot: Step 3 of New Approval Step wizard

  20. In the Select Approver section select Automatically assign to approver(s).

    The display expands:

    Screenshot: Setting up approval assignments

  21. In the expanded area:

    • In the picklist select User and use Lookup Icon: Salesforce Lookup to find the approver.
    • Select the radio button Approve or reject based on FIRST response.
  22. Leave the checkbox The approver's delegate may also approve this request unchecked and select Save.

    Sage People displays What Would You Like To Do Now?

  23. Select the radio button No, I'll do this later. Take me to the approval process detail page to review what I've just created.
  24. Select Go!

    Sage People displays the Process Definition Detail page for the Manager Notes Approval Process.

  25. Go to the Approval Steps Related List and for the Step you just defined select Show Actions:

    Screenshot: Show Actions link in the Approval Steps Related List

    The display expands:

    Screenshot: Approval Steps action detail

  26. In the Approval Actions section select Add Existing.

    Sage People displays the Select Existing Actions page:

    Screenshot: Select Existing Actions view

  27. Complete the fields as follows:

    Field What to enter

    Search

    Picklist. Select Field Update

    for:

    Enter Submit and select Find

    Available Actions is populated with Field Update: Submit Note:

    Screenshot: Available Actions panel and Selected Actions panel

    Available Actions

    Selected Actions

    Select Field Update: Submit Note and select Add Icon: Right arrow to move it to Selected Actions.

  28. Select Save.
  29. On the Process Definition Detail page for the Manager Notes Approval Process go to the Final Approval Actions Related List and select Add Existing.

    Sage People displays the Select Existing Actions page:

    Screenshot: Select Existing Actions page

  30. Complete the fields as follows:

    Field What to enter

    Search

    Picklist. Select Field Update

    for:

    Enter Approved and select Find

    Available Actions is populated with Field Update: Approved Date:

    Screenshot: Available Actions and Selection Actions panels

    Available Actions

    Selected Actions

    Select Field Update: Approved Date and select Add Icon: Right arrow to move it to Selected Actions.

  31. Select Save.
  32. On the Process Definition Detail page for the Manager Notes Approval Process select Activate.

The Approval Process is now active. When Approve Manager Notes is checked on the Policy the Submit button displayed on all new Manager Notes created by managers is fully enabled.