Below, you'll find responses to frequently asked questions that we often encounter:
How can we customize approval workflows for specific group of employees?
What steps are involved in configuring and managing approval policies?
I wan't to set up policy and approvers for different group of employees, how do I do that?
Welcome to the Claims module, the latest feature in Talenox designed to make managing expenses easier for everyone.
This 8-part walkthrough will guide you on the following:
Part 6 - How to Setup Claims Policy Groups
You are currently at Part 6 of this 8-part guide - showing you the steps to set up policy groups and approval flows for your company. π
Great news! Admins can now set policy groups and approvers for different groups of employees.
Setting up Policy Groups
1) Head over to Claims > Policy Groups
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2) Click on Create New Group
3) Follow the Steps to create group:
Step 1: Title & Currency: Name your group, set currency and description.
Step 2: Employees: Select employees under this approval & policies
Step 3: Policies: Select expense policies for this group.
Step 4: Approval Flow: Select approvers and set approval levels.
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4) Step 1: Title & Currency: Name your group, set currency and description.
5) Step 2: Employees: Select employees under this approval & policies
Click on Add/Edit Employees
6) Search for the employees to be assigned to this policy, or mark their checkbox to include them to be assigned:
7) Step 3: Policies: Select expense policies for this group.
Click on Add/Edit Policies
8) Select the Expense Group Policy that you want to assign to this and click Save
9) Step 4: Approval Flow: Select approvers and set approval levels.
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Click on Add New Flow to create your own new Approval flow:
10) Here you can set up the following:
Conditions/Limit - This flow will apply to expenses starting from your minimum amount to maximum amount of the expense.
Approval and Confirmation
Select type of approval:
Single/Multi-level approval - Assign one or more approval levels
Admin only - Only Admins can approve/reject claims
Auto-approval - Claims will be approved automatically
Select type of confirmation:
By Admin - Approved claims will go through a confirmation step by Admin
Auto-confirmation - Approved claims will be confirmed automatically for payroll processing
Claims Approval Flow
In this section, you can create the Approval Flow of your Claims Group Policy.
As an Admin, you just have to follow from Start, and select your Approvers set your conditions and towards to the End of the flow.
You can select either 2 conditions to Approvers:
Requires only 1 approval from any approvers on this level
All approvers on this level should approve.
Click the search employee names to assign your approvers.
You can also add up to 5 level of approval conditions by clicking the + button:
If you need to delete your approval level, hover your mouse over to the Approval box, and an X button will appear on the top right, click on it and it will remove the Approval box:
Go through your Approval Flow again to confirm if it is set up accordingly and click Save
Edit Approval Flow
If you want to edit the Approval Flow, click on the 3 dots and click Edit:
If you have more than 1 Approval flow, you can drag and drop the approval flow box to the top, this is to ensure that the highest approval flow gets the first priority.
Now you are done with setting up your Claims Policy Group π
Employee's View During Submission
From your employee's end, they will now be able to select the Policy Group you created when adding their expenses. The system will also show the Policy Group Details so they can confirm which one they are selecting if there are more than 1 Policy Groups in your company: