In flex, you can set approval · CC recipients in various places including work, leave, and workflows. If you set up the org chart considering sequential approval, approval will automatically find the upper → upper-upper organization head based on the requester's 'primary organization'.
We'll introduce the overall approval structure and approval-related features in flex!
Sequential Approval
To smoothly use the approval features in flex:
Add company organizations in HR Information
Assign members to organizations through Personnel Orders (Organization, Position, Rank, Job Function Changes), and
assign team leads as organization heads!Members must have an organization assignment for approval policies to be applied.
Let's assume the following org chart has been created through the above process.
The 1st and 2nd-level organization heads of members in the People Experience Team are recognized by the system based on the organizational hierarchy as follows.
If the approval line is set as shown in the example image for workflow forms, work and leave approvals, when a member initiates an approval request, the approval request is generated as follows. Note that the 2nd-level organization head can only receive the approval request notification after the 1st-level organization head's approval.
The head of the top-level organization is the highest-level approver with no upper organization or organization head, so approval is automatically processed without going through the approval line. (e.g., CEO)
Approval Stage Settings
You can set approval/CC in workflow forms, work approval, leave approval screens, or in [Approval Policy Management].
Click [+ Add Stage] → Add targets for each stage to add organization heads, organizations, or individual members as approval targets.
N-th level organization head: Refers to the requester's (drafter's) n-th level organization head. The 1st, 2nd, and 3rd-level organization heads differ for each requester based on their primary organization.
For example, the 1st/2nd-level organization heads of members in the People Experience Team are as follows. The 1st and 2nd-level organization heads differ depending on which organization the member belongs to!
Organization: The top 5 organizations added first in [Settings] → [HR Information] → [Add Organization] are displayed first. If you want to add other organizations as approval targets, please check through [View Org Chart].
View Org Chart: You can view all company organizations. When you enable the [Select Sub-organizations Together] checkbox at the bottom, it means including all sub-organizations of the Growth Team as approval targets.
When an organization is set as the approval target, approval is finalized when any one member of the organization approves. However, only members belonging to that organization are targeted, and to include sub-organizations, you must click [Select Sub-organizations Together].
When selecting organizations during the approval line setup process, not all organizations may be visible. The top 5 organizations added first in Settings → HR Information → Add Organization are displayed first. If you want to add other organizations as approval targets, please view all company organizations through [View Org Chart] or search for the organization name using the [Search] function and add it to the approval line.
Requester-specific Approval Settings
The requester-specific approval feature can be used when you have concerns like the following.
'I set it so that the 1st-level organization head approves overtime requests, but what if the 1st-level organization head in the organizational hierarchy is the CEO? I don't want approval requests to go to the CEO..'
For example, if the organization is set up as shown below, the 1st-level organization head of the Supporting Group head belongs to the CEO organization, and is recognized as the [CEO], the head of the CEO organization.
If you have similar concerns and want to operate a different approval line from the default, try using the [Requester-specific Settings] feature.
On the approval stage settings screen, click [Requester-specific Approval] button
Click the Requester-specific approval tab
Select the writer and approval target (individual member, organization, etc.).
You can select the writer and set it so that [organization heads get approval from HR] or [specific members get approval from HR].
When the approver is set as an [Organization], approval is completed when even one member of that organization approves.
CC Recipient Settings
Click the CC [Add Target] button at the top of the [Approval Stage Settings] screen or the [+] button in the top right to add CC recipients.
CC recipients can receive CC notifications when an approval request starts and when final approval is completed. You can also turn off notifications or set different notification timing for each CC recipient.
If you set [Send Notifications] for CC recipients, notifications will be sent when an approval request is submitted and when approval is completed. For [Approved Documents], both notifications and emails are sent.
Auto-proceed Settings
The auto-proceed settings feature can be used when you have concerns like the following.
'I set it so that the CEO approves after the 1st-level organization head, but what if the CEO is busy and processes the approval late?'
You can see the [Auto-proceed] button when hovering over the approval stage line.
After enabling the [Auto-proceed Settings] toggle, select or directly enter the number of days after an approval request comes in before it is automatically approved!
FAQ
What is the allow changes option?
What is the allow changes option?
When creating workflow forms or requesting work and leave approvals, you can decide whether to allow the requester (member) to edit the approval stages! Depending on whether the approval stage [Allow Changes] option is enabled, members will see the following differences when creating documents.
Is there no agreement or coordination feature besides approval?
Is there no agreement or coordination feature besides approval?
You can add various approval classifications such as agreement, coordination, etc. through the custom label feature. For details, please refer to the guide on the right! Go to Custom Approval Labels Guide
If the approver is the same for Stage 1 and Stage 2, does the approver only need to approve once?
If the approver is the same for Stage 1 and Stage 2, does the approver only need to approve once?
No, the approver must approve twice. If approval stages are separated and the same approver is assigned to each stage, they are not merged. Approval must be processed at every stage!
As shown in the example image below, if approval stages are divided into Stage 1 and Stage 2 and an approver named flex2 could be the 1st-level organization head based on organizational hierarchy, the flex2 approver must approve twice.
If you want to prevent duplicate approvals, please use the [Requester-specific Approval Settings] feature to set it so that only 1 approval occurs for specific organizations or members' approvers!
If the same member is duplicated in a single approval stage, do they only need to approve once?
If the same member is duplicated in a single approval stage, do they only need to approve once?
If the same member is duplicated in a single approval stage, they are automatically merged and only need to approve once.
For example, if you designate the 1st-level organization head and member A as Stage 1 approvers, and the submitter's 1st-level organization head and member A are the same person, they are automatically merged and only need to approve once.
However, this only applies within a single stage. If the same approver appears across different stages, they must approve at each stage!
If I add multiple approvers to Stage 1, does only one approver among them need to approve?
If I add multiple approvers to Stage 1, does only one approver among them need to approve?
If Hong Gildong and Hong Gilsoon are approvers in approval Stage N, both Hong Gildong and Hong Gilsoon must each approve before moving to the next stage or final approval.
If you set an [Organization] such as the Business Support Team as the Stage 1 approver, only one member within the Business Support Team needs to approve to move to the next stage, but if there are multiple approvers at the same stage, all approvers at that stage must complete their approvals.
If an organization head goes on extended leave or leave of absence, will approval requests (notifications) still be sent to that organization head?
If an organization head goes on extended leave or leave of absence, will approval requests (notifications) still be sent to that organization head?
Currently in flex, approval requests (notifications) are sent to organization heads who are on extended leave or leave of absence.
Therefore, if there is an organization head on extended leave or leave of absence, please change the organization head to another person, or use [Requester-specific Approval Settings] to have the administrator change settings so that specific organizations or members' approval requests go to someone other than the absent organization head.