You can manage your company's approval policies all at once, create approval templates, and apply and edit them in bulk. Before managing approval policies, we recommend setting up approval labels first through the custom approval label setup guide on the right!
[Approval Policy Management] permission is required for access by granted administrators only.
However, if you have management permissions for each item that requires approval among member HR information management permissions, such as [Work Type and Policy Settings] management permissions, [Annual Leave Policy and Promotion Management] + [Custom Leave Management] permissions, you can access approval policy management settings for each permission even without the [Approval Policy Management] permission.
(e.g., If you only have the Work Type and Policy Settings permission, you can only view work approvals in Approval Policy Management)
Approval Template Settings
This is the process of creating [Approval Templates] that can be directly applied to workflows, work, and leave policies by setting approval stages that match your company's policies.
Click [Settings] → [Approval Policy Management] at the bottom of the left menu, then click [Approval Templates] in the top right.
Click [New Template], enter the template name, and create approval stages.
CC Recipient Settings
CC recipients are not included in the approval stages to approve, agree, or coordinate.
They are organizations or members who receive shared documents, similar to email CC recipients.
If you create approval stages as shown below, approval will be requested from the requester's (member's) 1st-level organization head, and CC notifications will be sent to members belonging to the CEO organization.
You can set different CC notifications for each organization and member included in the CC group.
If you want to set it to only send CC notifications without approval, hover over the stage line → click [Delete Stage] and then save.
Approval Stage Settings
If you want to know what 1st and 2nd-level organization heads are, please refer to the Understanding the flex Approval Structure guide!
Click [Add Target] to add 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-level organization head of member A in the Marketing Team is the Marketing Team head, and the 2nd-level organization head is the Growth Team head.
Organization: The top 5 organizations that were 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.
You can select and apply [Requester-specific Approval] and [Allow Changes] options for each approval template.
What is requester-specific approval?: You can set different approval and CC settings depending on the requester (member). For example, when requesting overtime approval, regular members receive approval from the 1st-level organization head, while organization heads receive approval from HR.
Allow changes option: You can choose whether to allow members to directly edit the approval stages.
Click [Save] at the bottom to save the approval template.
Approval Policy Management
Click [Settings] → [Approval Policy Management] at the bottom of the left menu to view all company approval policy statuses.
Click on the form or policy tab you want to change → edit the approval stages or apply an approval template.
If you want to set it to only send CC notifications, hover over the stage line and click [Delete Stage] then save, or allow members to edit the approval line before saving.
Bulk Apply Approval Templates
Click on individual tabs to apply the approval template, or click the [All Policies] checkbox in the top left, then click [Apply Template] at the bottom.
When you click Apply Template, it overwrites the existing approval policies and it is difficult to restore previous policies, so please review the approval policies to be changed before applying.
After final confirmation of the template to apply, click the [Apply] button at the bottom to apply the approval template.
If you edit requester-specific approval, allow changes option, or approval line on the [Apply Approval Template] screen, it will not be applied to the pre-made approval template!
Bulk Change Approval Policies
If you don't want to apply an [Approval Template] but need to edit the approval line, you can use the [Change Approval Policy] feature.
Click the tab or the [All Policies] checkbox in the top left for the approval policies you want to change, then click [Change Approval Policy] at the bottom.
After setting the approval stages, click [Apply] at the bottom.
You can confirm that the approval policies for the previously selected work, field work, and remote work have been changed in bulk.
TIP! You can also bulk apply whether to allow members to edit the approval line or set it to not allow changes! Policies that have the [Allow Changes] option applied will have the [Allow Changes] tag activated as shown in the image below.
Approval Policy Management Search and Filters
The approval policy management screen provides a search function. Search for workflow form names or work/leave names to quickly find the information you need!
You can quickly look up [Approvers], [CC Recipients], [Allow Changes and Requester-specific Approval Settings] through the [Filter] in the top right.
You can quickly look up forms that have requester-specific approval settings configured and allow changes option enabled as shown below.
If you need to modify form and policy settings, please proceed from the document form management or work/leave settings screen.
FAQ
Can't I add agreement or coordination approvers in addition to approval?
Can't I add agreement or coordination approvers in addition to approval?
Yes, you can! To add agreement and coordination approvers, you need to set up custom labels first. Please click the guide on the right to check!