Let's start with a common use case in most work places. Suppose we have the following employees with the relevant roles:
Emma (ordinary Employee)
Mary (Line Manager of Emma)
Daisy (Head of Department)
Anne (HR.my Administrator)
For this typical scenario, Anne sets up Document Approval Workflow for both Stationery Request and Timesheet workflow according to the company's existing practice:
Stationery Request - All employees are required to submit Stationery Request for their Line Manager's approval
Timesheet - All weekly Timesheet must be approved by Line Manager, then by Head of Department
If the Stationery Request or Timesheet is rejected by the Line Manager, it is concluded as rejected
If the Stationery Request is approved by the Line Manager, it is concluded as approved
If the Timesheet is approved by the Line Manager, then Head of Department will review the Timesheet
Emma needs to submit her Timesheet today. She logs in her Employee Web Account and goes to Team ❯ Document & Form Sharing to download the MS Word document template for Timesheet. After completing her Timesheet MS Word template, she goes to Document Workflow ❯ Submission to submit a new Timesheet. She attaches her completed Timesheet MS Word document for her Line Manager's review.
Upon submission of Emma's Timesheet, Mary (i.e. her Line Manager) together with Anne will receive email notifications on her new Timesheet submission.
Mary logs in her Employee Web Account and goes to Document Workflow ❯ Review to review Emma's new Timesheet. Mary checks the Timesheet MS Word file details in order to make an informed decision.
Mary decides that Emma's Timesheet is justified and she approves Emma's Timesheet.
An email notification is immediately sent to the following parties upon Mary's approval:
Emma
Daisy (Head of Department)
Anne (HR.my Administrator)
Daisy logs in her Employee Web Account and goes to Document Workflow ❯ Review to review Emma's new Timesheet. Daisy checks the Timesheet MS Word file details in order to make an informed decision.
Finally, Daisy is satisfied with Emma's Timesheet, and she approves it.
An email notification is immediately sent to the following parties upon Daisy's approval:
Emma
Anne (HR.my Administrator)
Enabling Employee Self Service Document Workflow (Paperless Approval System)
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 ❯ Web Account, then select the employees that you would like to invite.
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).
After completing the Employee Web Account sign-up process, your employees can start submitting for their document transactions (such as Timesheet) via Document Workflow ❯ 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 as well as to view the Management Remark for document transactions (such as why a Timesheet has been rejected, or why is it still pending approval)
Reviewing Document Transactions
When document transactions (such as Timesheet) are submitted by employees, HR.my Administrator or other Approvers will get notified through email, and they could access Document Workflow ❯ 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.
