Edit with Approval - People

When giving access to employees on the People Module, it is important to set a limit on what information they can view and/or edit.

Previously, we can only set 3 different accesses:

No Access - staff will not be able to see their information

View Only - Staff can view their own information but not allowed to edit

Edit - Staff can view and edit their own information

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With the recent enhancement, we have added another access option - Edit with Approval. Staff can now view and edit their own information but will not reflect on the system until the People Administrator approves the information.

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In setting up this access, you can use the existing Employee Access Levels you have previously created, or create another Access level to set this to Edit with Approval.

Steps

Step 1: Login to the account.

Step 2: Click on Picture3.png.

Step 3: From the options, click on Picture4.png.

Step 4: Then go to the tab at the top Picture5.png.

Step 5: This is the page you will see next:

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To create the Access Levels for Employees (Employee Level):

This will allow you to limit or specify what fields the users will have access to, when accessing their own profile in People.

NOTE: By default, all active People users will have “view only” access rights even if the Admin has yet to setup access level for users.

To change the default employee access:

Step 1: Click on Picture7.png.

Step 2: Click on Employee Access Level Picture8.png.

Step 3: This is the page you will see next: 

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Step 4: Enter the name you wish to identify this access level with into this field:

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Step 5: On the lower portion of the screen, you will see several sub-tabs where you need to indicate the permissions for.

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Step 6: In each of the tabs, you will be able to set what type of access will be given to the staff who will be assigned to this Access Level.

You can assign one type of access for each of the tab and also assign an individual setting for each of the information

To set up the Access per tab - you need to go to the tab you want to assign this Edit with approval.

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To set up the Access per line - you need to hover your mouse to change the settings and choose the third icon to have Edit with Approval

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To edit the existing Access Levels for Employees

Step 1: From the Picture14.png, click on Picture5.png.

Step 2: You should then be able to see the access level you created then click on the Access Level to edit.

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Step 3: You will see the list of users who are currently assigned to it. Click on Picture16.png to check or edit the settings for the access level and just follow the steps 6 above on how to assign edit with approval.

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We will use these settings for example. Under the Sales team Access Level created, some information is allowed to be edited.

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Those staff who are assigned to this Access level can now edit their own information but subject to the approval of the People Administrator.

We will use the staff Clark Anderson to change his information.

When the staff logs in to the account, they need to go to People then Info.

The staff needs to click edit button at the top of the screen.

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Those fields that are not grayed out - those a just the information the staff is allowed to edit.

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Let's try to edit the Passport Issue Date by choosing the date on the calendar

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then click on Save button

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The admin then needs to approve the new information added by staff.

Step 1: Go to mceclip1.png.

Step 2: Click on mceclip2.png.

Step 3: Click on mceclip3.png.

Step 4: Choose mceclip4.png to see the Approval page

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On the Approvals page you will see 3 tabs. The To do, My request and Approval History.

To approve the new information, you need to go to do Tab and click on the request.

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And this is the Information Change Notification where you can Approve or Reject the request. Remarks is also required when taking an action.

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And you will see this confirmation after mceclip5.png

The second tab My request is for the admin to see their personal proposed information.

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And the third tab is the Approval history where the admin can see the approval transactions.

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