How can admin set up workflow review levels for employee confirmation?

greytHR's Confirmation module offers a hassle-free transition from probation to a full-time employee. Workflow reviewer levels are the different levels or stages of review within a workflow or approval process.

To create confirmation workflow levels, the admin must perform the following actions:

1. From the greytHR Admin login, navigate to Workflow > Setup > Workflow Levels. The Workflow Levels page appears.  

2. Click Add Workflow Level to set up the new workflow. 

3. From the Select workflow type dropdown list, select Confirmation. The Application Reviewer Levels form appears.

4. From the Select Employee Filter dropdown list, select the required employee group. 

5. In the Workflow Level Name text box, enter the workflow name. 

6. Select any one of the 1 Level/2 Levels/3 Levels/4 Levels/5 Levels options as per your requirements. 

7. Under Reviewer Level 1, from the Approver Title dropdown list, select a job role as the first reviewer. When an employee's confirmation is due, the application will go to the selected job role for approval first. 

Note: You can also add an employee as a reviewer to review and add remarks to the workflow. 

8. Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the application based on your selection here. The actions available for a reviewer are:

   • Forward
     This option is available only if there is a next-level reviewer. The Forward option allows the reviewer to forward the application to the next-level reviewer. 

   • Accept
     This option is available for all levels of reviewers. After a reviewer accepts the application, the employee's confirmation is confirmed. If the reviewer is not the last-level reviewer and has accepted the confirmation application, the application will still be forwarded to the next-level reviewer for acceptance.

   • Reject
     This option allows the reviewer to cancel the confirmation of the employee. The application is still forwarded to the next-level reviewer for further action.

   • Auto-Forward Due Days
     This option is available only if there is a next-level reviewer. In the Auto-Forward Due Days textbox, enter the number of days in which action must be taken by the reviewer. If the current reviewer cannot take any action within the specified number of days, the application is automatically forwarded to the next-level reviewer.

9. Select the Recommended Options as per your requirements. The options are:

   • Confirm
     The Confirm option allows the reviewer to confirm the employee. 

   • Extend Probation
     The Extend Probation option allows the reviewer to extend the employee's probation. 

10. Click Add Task to add a task list for Reviewer 1. The Create Task pop-up appears. 

    • In the Task Name textbox, enter the task name.

    • In the Description textbox, enter the task description. 

    • Click Add Attachment(s) to upload any files related to the task.
      Note: You can upload up to a maximum of 5 files.

    • Click Add Form to add a customized form for the reviewer. The Form Builder pop-up appears. 

    • In the Form Title textbox, enter the name of the form.

    • From the Search field list, drag & drop the required form fields and customize the requirements for each field that you want the reviewer to fill.

    • Click Save to confirm the form.

11. On the Form pop-up, select the Make Attachments Mandatory for Reviewer checkbox as per your requirements. 

12. Click Save to complete creating the task. 

13. Click Save Policy to save the settings.

14. Click Next to move to the Workflow Policy settings.

15. Under the Workflow Settings, in the text box, enter the required number of days the workflow must initiate before the confirmation date.

16. In the number field, add the number of times you want to allow the reviewers to extend the probation period of employees. After exceeding the limit, the employee's confirmation will not be initiated again.

17. Click Save Policy to save the confirmation workflow levels settings.

18. Click Activate. The Activate Policy pop-up appears.

19. From the dropdown calendar, select the required effective date from which you want to activate the policy.

20. Click Confirm. The new policy displays on the Workflow Levels page.

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Related Links:

Video- To watch the video on Confirmation module, click here.

FAQs- To read more FAQs about the Confirmation module, click here. 

Documentation- To learn more about the Admin Portal, click here.

Product Update- To read about the product update, click here.