AWE: Initiator & Approval Workflow
How does AWE work?
Once an initiator submits the request, it will be automatically routed to all transactors who:
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have the approval role for the transaction type, and
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have row-level access to the department associated with the employee/position.*
Only one person in that approver group needs to approve for the workflow to move forward.
*Note: Approvers for a transaction are identified at the time a transaction is initiated, not when it is submitted. If an approver gains the required roles and row level security after the transaction was initiated, it will not automatically route to them.
Can the initiator assign specific approvers?
No. Once an initiator submits the request, it will be automatically routed to all transactors who:
- have the approval role for the transaction type, and
- have row-level access to the department associated with the employee/position.
Only one person in that approver group needs to approve for the workflow to move forward. However, an approver has the ability to add an ad-hoc approver prior to approving the transaction, if necessary. Please note, adding ad-hoc approvers can slow down the completion of the transaction.
I just became an approver, but I don’t see recent transactions in my queue to approve. What’s going on?
Approvers for a transaction are identified at the time a transaction is initiated, not when it is submitted. If an approver gains the required roles and row level security after the transaction was initiated, it will not automatically route to them.
If you have the relevant row and role level security, and need a transaction routed to you for approval, email UCBUCPath@berkeley.edu with the transaction ID(s) in question, the employee ID of the initiator(s), and the employee ID of who the transaction should be routed to.
Is it possible to add additional approvers to the workflow of a transaction?
Yes. Prior to approving a transaction, an approver can click the [+] button in the AWE panel and enter the employee ID of one or more valid approvers. Once the first approver approves the transaction, it is routed to the next additional ‘ad hoc’ approver.
Note: the selected approver must have the required approval role, and row level security for the transaction.
It is also possible to add an ad hoc reviewer to a transaction. This reviewer will receive an email giving them visibility into the transaction. There is no action required/available to an ad hoc reviewer, and the transaction will continue to the next approver automatically.
Adding ad-hoc approval is not recommended, as requiring additional approvers only serves to slow down the processing of the transaction.
There’s a transaction pending approval that we can’t approve or deny. What do we do?
If you have a transaction pending approval that needs to be denied, and you are unable to do so within your department, email UCBUCPath@berkeley.edu with the transaction ID(s) in question, the employee ID of the initiator(s) and instructions to deny the transaction(s).
Is it possible to push back a transaction to the initiator for corrections, rather than outright denying it?
Pushback functionality is available for the following transaction types:
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Manage HR
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Final Pay
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Extended Absence (a second level UCPath approver can push back a transaction for edits)
For Smart HR Transactions, and a TAM Job Opening, while there is no pushback feature, there is a ‘Clone’ feature, copying a denied or cancelled transaction into a new transaction for editing and resubmission.