Setup > Human Resources administration > Signature management 

Use the Signature management function to set up a series of approvals required for holiday requests, expense notes, and modification of individual data. Depending on workflows, the behaviors of signature management will differ, but they require the approval of at least one person assigned. When a validation process is applied to a workflow, the elements of the content must go through the various steps required before the integration in the payroll by the HR worker.
The behavior of the signature management is defined by the combination of:

  • a request,
  • the table of supervisors,
  • the management structure,
  • the roles of the managers concerned.

A signature management generally starts either at contract level or at employee level.

Several setups are necessary for the proper operation of a signature management:

  • upstream: the workflows and the table of supervisors must have been set up according to the validation process (expense note, holiday request, etc.),
  • downstream:
    • the different supervisors must have been been defined in the Contract, Employee, Site, and Service records,
    • a planning workbench must have been set up.

    Prerequisites

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    Line 1 is the first activity in the validation process. It is assigned to a person according to the initiator of the signature management.

    Entry screen

    Fields

    The following fields are present on this tab :

    Block number 1

    This field identifies the Workflow rule.

    Block number 2

    The company, the site, the service, the population, the employee ID and the contract specified in the header refer to those of the employee assigned with the "Managerial line"-type recipients of the workflow rule.

     

     

     

     

    • field NAM

     

    • field SRN

     

    The company, the site, the service, the population, the employee ID and the contract specified in the header refer to those of the employee assigned with the "Managerial line"-type recipients of the workflow rule.

    Grid

    • Supervisor (field RESPO)

    Hierarchical superior assigned to the validation process.
    The supervisors are defined at the level of the Site, Service, Employee, and Contract records, with the site being the highest level of definition. If the software cannot find the information at Contract and Employee level, it searches for it at the structure level which is directly above, and so on.

    • Send mail (field ENVOI)

    Three values concerning the recipients of the line can be entered here :

    • No: they will not be sent any message.
    • Yes  : a message will be sent to them as main recipients.
    • Copy : a message is sent to them in copy mode.
    • Milestone (field SUIVI)

    This flag is used to tell whether the recipients of the line will receive a notification in their planning workbenches, depending on the value entered :

    • No: in that case, no notification will be available in the planning workbench.
    • Yes  : a notification will be sent to them, it may only be initialled to indicate that the user has read it.
    • With signature : this notification needs to be signed by one of the recipients of the line.

    Whenever a notification is sent to at least one of the recipient lines, the Approval request tab defines the text that will appear in the approval request, along with the answers that may be brought in case of a signature request.

    This field can be used to classify the approval request lines depending on their categories. It is a criterion that can be included in the planning workbench or used as a filter in one of its tabs.
    In the delegation functions, the nature is used to distribute the different requests (holidays, expense notes, individual folder) by delegate.

    • Delegate option (field OPTDEL)

    This field makes it possible to specify how to manage the fact that the recipient identified in the line is absent (in other words, they have defined a delegated user for a period of time covering the moment when the rule has been triggered). If the recipient has specified delegated users With authority, the value of this field defines who is the recipient of the notification or message :

    • If this field is set to No, only the original recipient mentioned is concerned.
    • If it is set to All, the recipient and all the users defined as delegated users to the recipient are concerned.
    • If it is set to Cascade, the recipient, their users, and in turn the delegated users to their users etc. are concerned.
    • If it is set to First free, the first recipient with no delegated user is concerned.

    Close

     

    Error messages

    The only error messages are the generic ones.

    Tables used

    SEEREFERTTO Refer to documentation Implementation