About Approval Workflow

How it Works

1. Set up

   user roles

   in XPayroll.
2. Create and save approval workflows and assign one or two levels of approvers on the Dashboard.
3. Your team/

   collaborators

   /user roles make a request and send it for the approvers' review.
4. The approvers receive and approve/reject the request from the

   XPayroll Dashboard

   .

Set Up and Manage Workflow

Explore how you can:

• Create Approval Workflow

  for XPayroll processes.

• Maintain multiple workflows

  . That is, edit, copy and delete them.

• Approve requests

  as an Approver on the XPayroll Dashboard.

To set up the workflow:

1. Log in to the

   XPayroll Dashboard

   as the admin.
2. Navigate to Settings → User Roles & Workflows → Workflows → EDIT.
3. On the Workflows page, choose an XPayroll process from the left menu to set up an approval workflow.
   

Available Workflows

You can create approval workflows for the following XPayroll actions:

• Edit Payroll

• Finalise Payroll

• Contractor Payments

  in Payroll Payouts

• Advance Salary

• Loans

• Reimbursement

• One-time payments

• Salary Revision

• Bonus

Know more about the

Create Workflow

To create an Approval Workflow:

1. Navigate to the Workflows page as shown in

   set up

   .

2. Select the XPayroll action from the left menu.

3. Click Set-up workflow. For example, Edit Payroll.

4. Enter the names of all the users you want to assign as approvers in the text box. For example, two finance role users, Gauri Kumari and Gaurav Kumar.

   

   Ensure the users have the appropriate permissions to approve/reject as defined in the

   user roles

   .

5. Select the minimum number of approvals required at this level from the drop-down list.

   Handy Tips

   If you assign five approvers and choose the minimum number of approvals required as two, then any two of the five approvers can approve the request.

6. Click Done. You can add a second level of approvers if required.

   To add Second Level Approvers:

   For some payroll actions like providing loans or salary advances, you need approvals from a senior level or cross-functional managers. In such cases, you can add another level of approvers to review the request on the

   XPayroll Dashboard

   .

   To add a second level of approvers:

   1. Click + Add Level 2 Approvers.
      
   2. Enter the names of user roles in the text box. Ensure the approvers have user roles assigned to them.
   3. Select the minimum number of approvals required from the drop-down list.
   4. Click Done.

   You have successfully added a second level of approvers.

7. Click End Workflow & Save.

   

You have successfully set up an Approval Workflow.

Edit Workflow

To edit an approval workflow:

1. Log in to the

   XPayroll Dashboard

   as the admin.
2. Navigate to

   Workflow settings

   .
3. Select the XPayroll action from the left menu.
4. Click Edit Workflow on the Workflows page.
   
5. Click Edit against the level of approvers and make the relevant changes.
   
6. Click End Workflow & Save.

You have successfully edited and saved the workflow.

Copy Workflow

You can copy an existing workflow if the new workflow matches the conditions of an older workflow.

1. Log in to the

   XPayroll Dashboard

   as the admin.
2. Navigate to

   Workflow settings

   .
3. Select the XPayroll action from the left menu.
4. When creating the workflow, click Copy existing workflow.
   
5. Select an existing workflow from the drop-down list.
   
6. Review the workflow and click End Workflow & Save.

You have successfully copied and saved the workflow.

Delete Workflow

You can delete the workflow if you no longer need an approval workflow for any XPayroll action. If there are pending items that require approval, the workflow rejects those requests, post which the workflow gets deleted.

1. Log in to the

   XPayroll Dashboard

   as the admin.

2. Navigate to

   Workflow settings

   .

3. Select the XPayroll action from the left menu.

4. Click Delete → Yes, reject and delete.

   

You have successfully deleted the workflow.

Create a Request

After setting up an Approval Workflow, any member of the organisation can create requests on the Dashboard as necessary.

• Requests are successfully created only when there are no errors.
• You cannot edit requests after sending them for approval.

When a maker performs any action requiring approval on the XPayroll Dashboard, the assigned approvers receive the notification via email and the Dashboard. Approvers can then view the request on the

Related Information

• Approvals Checklist

• Approvals Dashboard

• User Roles and Workflows

• Salary Actions in XPayroll