Approval Role Setup

Enabling the Edit Scenario feature allows you to make copies of Global Entity templates for budget entities, and to edit the global entity copy of the template for the budget entities during budget input.

You can control who can manage the User Access page from the Approval Role Setup page. Only users with Enable Workforce User Access Tab permissions can view and manage the compensation items mapped to employees. Admin users can hide sensitive information from the User Access page, such as salary or benefits. This option allows you to hide the required compensation item from the Employees tab (Admin and End users), Employee Add/Edit pages, Employee report, all Views, Dynamic reports, Report sets, Standard reports, and the Customize Roster page.

By default, the Enable Workforce User Access Tab is disabled for all users. Users will only see the User Access tab when they access the Workforce planning setup page once it is enabled.

Learn more about the Workforce user access feature here.

This feature allows the finance team to take a backup of a template for the selected budget entity and restore the version of the template if needed. Enabling this option allows you to access the Snapshot feature in the Planning control panel’s template and it is available only for GSTC templates. By default, the snapshot feature is enabled for all users. If you wish to disable this feature, you can deselect the Enable Template Snapshot checkbox in your user profile's Approval Role Setup screen.

Learn more about the Views Snapshot feature here.

You can control who creates and manages template views from the Approval Role page. Only users with the Create and Manage Views permission enabled in their approval role can create a new View and manage Views for templates. Enabling this option in your approval role allows you to access the Create a New View and Manage Views options in the View drop-down in the template.

The Create and Manage Views checkbox is selected by default for all users. If you deselect the Create and Manage Views checkbox, the respective user will not see the Create and Manage options in the Views drop-down.

Learn more about the Views here.

The Level and Role help you to set the budget entity for the user you wish to assign an approval role to, and also select a role for the chosen budget entity. Adding levels to the associate users helps in limiting access to the necessary budget entities.

Users can have varying levels of responsibility for budget entities. Assigning different approval roles for different entities provides a user with different levels of privileges.

For example, when a user has access to two entities A and B, but has HR responsibility for entity B only, the user can be restricted to view only specific data based on HR access for the approval role assigned for the entity. Or, an Admin role might provide Workforce template access, but an Admin with no HR role might not have Workforce template access.

Using any of the three ways you can set user Level and Role:

• • Add/edit Budget entity permissions and Approval role on the Approval Role Setup page
  • Import Approval Role
  • Export Approval Role
    
    Note:

    Add rows - To add rows, enter the number of rows you want to add and click the Plus icon

    Delete rows - To delete the row(s), select the required row(s) by clicking checkboxes and click the Delete icon

Add/edit Budget entity permissions and Approval role on the Approval Role Setup page

1. Click the cell under Level 1, then select the budget entity you want to give the user an approval role for.
2. (Optional) Click the cells under columns Level 2, Level 3, and so forth, to add drill-down capabilities to associate with role privileges. For example, Level 1 might be associated with a worldwide organization, Level 2 with the American branch of the organization, Level 3 with the organization’s California offices.
3. Click the cell under the Role column, then select a role for the user for the budget entity chosen.  Note that roles are defined on the Approval Role page.

Import Approval Role

Approval roles can be imported to the respective user using the following steps.

1. Click the Upload File icon.
2. Approval Role Upload dialog box appears.
   Note:

   The uploading file should follow the format specified by Planful. To obtain a sample format, click Download Sample Template and update your data by following the instructions provided in the spreadsheet.
3. Click Choose File and upload the template from your computer.
4. Choose Overwrite or Append in Upload Actions.
   1. Overwrite - Uploaded data will overwrite the existing approval role
   2. Append - Uploaded data will be added to the existing approval role
5. Click Upload.

Learn more about the Import Approval Roles here.

Export Approval Role

You have the ability to export the Level and Role details of the user from our application. Once exported, you can make modifications or add additional information, and then import the updated data.

1. Click the Export drop-down list. A list of options appears.
2. You can perform any one of the following actions:
   1. Click Export All Users to export the approval roles and budget entity permissions of all the users in the application.
   2. Click Export Current User to export the approval roles and budget entity permissions of the user currently selected in the User list box.
   3. Click Export Selected Users to export the approval roles and budget entity permissions of the users selected in the Export Selected Users window.
3. Click Ok.
4. The ApprovalRoleExport excel file is downloaded with the required approval roles.
5. Make the required changes, and then import the uploaded file.