Approvals Process

This guide will cover:

  • How to take Approval Process action on a transaction, including Approve, Reject, Reassign, Request Information, and Adhoc Route.

Note: As an approver, you will receive an email notifying you when you have an item ready for approval. However, you will need to log into WyoCloud to review the full details and complete approval.

Step One

Navigate to the BPM (Business Process Monitor) Worklist. There are multiple ways to access the Worklist. 

Bell icon worklist access:

  • Click on the Bell icon along the top of the page.

  • This will display the most recent items added to your worklist.  It is recommended to click Show All to view all items needing your attention.

Things to Finish worklist access:

  • Towards the bottom of the main WyoCloud homepage you will see a section called Things to Finish.  This area allows for quick access into individual items needing you attention. 
  • Individual items needing your attention will appear as cards in this area.  You can click on the hyperlinked item title to expand full details of the transaction.
  • Alternatively you can click on the number below Assigned to Me to view items in a list.

 

Notifications list

  • Upon clicking Show More from the bell icon or the Assigned To Me number from Things to Finish, you will see the full Notifications list. Here you can see all items needing your attention.  To review and take action on one, click on the item Title.

 

  • An Approval pop-up window for the transaction will display.

Step Two

Review the transaction.

  • Before taking action on a transaction, you should review all pertinent information regarding the transaction including, but not limited to:
    • Financial Transactions:
      • Vendor/Payee
      • Description/purpose (i.e. allowable expense using specified funds and under University policies and procedures)
      • Amounts
      • Attachments (make sure receipts/invoices match amounts)
      • Chart of account string/distribution line charged (make sure expense fund class 999 is updated)
      • Justification if applicable
      • Contracts attached
    • HCM (HR/Payroll) Transactions:
      • Hours Worked (time card approvals)
      • Manager Change
      • Compensation or Salary Change
  • Location of the above information may vary depending on the type of transaction (i.e. Expense Report, Requisition, Time Card, Compensation, etc.) Below are a few examples:

Expense Report

Note: For additional details specific to financial transactions, see Approval Process for Financial Transactions Quick Reference Guide.

 

Time Card

 

Step To Approve

Approve the transaction. There are two potential views of the approval, depending on the transaction type.

Classic View:

  • To approve the transaction for an expense report or a non-po invoice, click the Approve button in top right-hand corner of the Approval window.

  • The Approval pop-up window will close and the transaction will route to the next step in the workflow.

 

Alternate View

  • To approve the transaction for a requisition, click the Approve button in the top right-hand corner of the Approval window.

  • A pop-up window will appear and you have the option to include a comment or add an attachment to be routed to the next individual in the approval chain. Click Submit and the transaction will route to the next step in the workflow.

 

Step To Reject

Classic View

Reject the transaction.

  • Comments on the reason for rejecting the transaction are required before rejecting.  Click the plus symbol (+) in the Comments section.

  • In the Add Comment pop-up window:
    • Provide the reason(s) for rejecting the transaction in the Comment field.
    • Click OK.

  • The Add Comment window will close and you will be returned to the Approval window.
  • Click Reject.

  • The Approval window will close and the creator of the transaction will be notified of the action.

Alternate View

Reject the transaction.

  • From the Approval window click Reject.

  • Comments on the reason for rejecting the transaction are required before rejecting.  On the pop-up window that display, you can enter your comments here and click submit.

  • The Approval window will close and the creator of the transaction will be notified of the action.

Step To Request Information

Classic View

Request Information for the transaction from the creator.

  • To request more information for the transaction before you take action, click on the Actions dropdown in the top right-hand corner of the Approval window.

  • In the Actions menu, click Request Information..

  • The Request More Information pop-up window will display.

  • To request information from the creator, leave the Participant radio button selected for the From option.
  • Indicate the information requested in the Comments field.
  • Leave the Return Options set to Route directly back to me.  With this setting the transaction will reappear in your Notifications when the user has submitted the information.
  • Click OK.
  • The Request Information and Approval windows will close and the creator of the transaction will be notified of the action.

 

Alternate View

Request Information for the transaction from the creator.

  • To request more information for the transaction before you take action, click on the Actions dropdown in the top right-hand corner of the Approval window.

  • In the Actions menu, click Request Information

  • To request information from the creator, leave the name that appears beside the Name field. This will auto populate the creator’s name. You can only request information from the creator of the requisition.
  • Indicate the information requested in the Comments field.
  • Leave the Return Options set to Back to me.  With this setting the transaction will reappear in your Notifications when the user has submitted the information.
  • Click Submit.
  • The Request Information and Approval windows will close and the creator of the transaction will be notified of the action.

Step To Reassign

Reassign the transaction.

  • To reassign the task to another appropriate user, open the Actions dropdown menu in the top right-hand corner of the Approval window.
  • In the Actions menu, click Reassign.

  • The Reassign Task window will display.

  • Leave the Reassign default radio button selected.
  • Search for the user to reassign the task to.
    1. The field next to Users is used to search by username.
    2. To search by name or email, enter the information in the Advanced search fields
  • Click Search.
  •  In the search results, click the box next to the user that you wish to reassign the task to.
  • Click OK.

  • The Reassign Task and Approval windows will close and the new assignee of the transaction will be notified of the required action.  You are removed from the approval process for this transaction.
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Details

Article ID: 32637
Created
Wed 6/28/17 9:46 AM
Modified
Thu 6/27/19 8:45 PM

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