Document Workflow (Paperless Approval System)

  1. Overview
    • Let's start with a common use case in most work places. Suppose we have the following employees with the relevant roles:
      1. Emma (ordinary Employee)
      2. Mary (Line Manager of Emma)
      3. Daisy (Head of Department)
      4. Anne (HR.my Administrator)
      For this typical scenario, Anne sets up Document Approval Workflow for both Expense Claim and Timesheet submission according to the company's existing practice:
      1. Timesheet - All employees are required to submit weekly Timesheet for their Line Manager's approval
      2. Expense Claim - Expense reimbursement must be approved by Line Manager, then by Head of Department
      3. If the Timesheet or Expense Claim is rejected by the Line Manager, it is concluded as rejected
      4. If the Timesheet is approved by the Line Manager, it is concluded as approved
      5. If the Expense Claim is approved by the Line Manager, then Head of Department will review the Expense Claim
    • Emma needs to submit her Expense Claim today. She logs in her Employee Web Account and goes to Team->Document & Form Sharing to download the MS Word document template for Expense Claim. After completing her Expense Claim MS Word template together with all supporting receipts properly inserted in the MS Word document, she goes to Team->Document Submission to submit a new Expense Claim. She attaches her completed Expense Claim MS Word document for her Line Manager's review.
    • Upon submission of Emma's Expense Claim, Mary (i.e. her Line Manager) together with Anne will receive email notifications on her new Expense Claim submission.
    • Mary logs in her Employee Web Account and goes to Team->Document Review to review Emma's new Expense Claim. Mary checks the Expense Claim Word file details and reviews all the receipts in the document in order to make an informed decision.
    • Mary decides that Emma's Expense Claim is justified and she approves Emma's Expense Claim.
    • An email notification is immediately sent to the following parties upon Mary's approval:
      1. Emma
      2. Daisy (Head of Department)
      3. Anne (HR.my Administrator)
    • Daisy logs in her Employee Web Account and goes to Team->Document Review to review Emma's new Expense Claim. Daisy checks the Expense Claim Word file details and reviews all the receipts in the document in order to make an informed decision.
    • Finally, Daisy is satisfied with Emma's Expense Claim, and she approves it.
    • An email notification is immediately sent to the following parties upon Daisy's approval:
      1. Emma
      2. Anne (HR.my Administrator)
  2. Enabling Employee Self Service Document Workflow (Paperless Approval System)
    1. To start using the Paperless Approval System, each employee has to sign up their Employee Web Account first. Employees would need an invitation from their Employer in order to do so. To invite employees to sign up for their Employee Web Account, you may go to Employee->Manage Web Account, then select the employees that you would like to invite.
    2. The invited employees will receive an invitation email with a unique Invitation Code. Follow the instructions in the invitation email to complete the sign-up process (Note: after signing up his/ her Web Account, he/ she will receive another email with instructions for account activation).
    3. After completing the Employee Web Account sign-up process, your employees can start submitting for their document transactions (such as Timesheet, Expense Claim etc) via Team->Document Submission. In the Document Submission dashboard, an employee will be able to not only submit for new document transactions, but also to check new document transaction's Approval Status, past document transaction Statistics (such as number of submission, approved or rejected) as well as to view the Management Remark for document transactions (such as why an Expense Claim has been rejected, or why is it still pending approval)
  3. Reviewing Document Transactions
    • When document transactions (such as Timesheet or Expense Claim) are submitted by employees, HR.my Administrator or other Approvers will get notified through email, and they could access Team->Document Review in order to approve or reject employee document transactions. Likewise, employees will also get notified about their document transaction review status.
    • Note: If you do not receive any email notifications for employee document transactions, it is very likely that the email notifications may have been blocked by your Junk Mail filter or email server. Remember to add both noreply@hr.my and support@hr.my to your email whitelist if you do not wish to miss the email notifications for employee document transactions.
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