Approval Routes: What You Need to Know
Within the Processes tab, you can configure your route for approval to ensure that the appraisal is reviewed and approved by the proper users. Before setting up your route for approval, there are a few things you should know:
- Because approvers are meant to carefully look over each document and provide checks and balances, an approver should only be included in your route if they will be providing this level of attention to the appraisals they will be approving.
- If you are considering incorporating higher-level managers as approvers, keep in mind that all manager users will have visibility into the appraisal documents of their reporting downline upon archive.
- Approvers will have full visibility into the employee self-appraisal (if applicable), manager review, and any multi-rater feedback (if applicable)
- Approvers are able to leave comments on the appraisal, but cannot select ratings. The employee being evaluated will not have access to any approver comments through Trakstar.
How to Configure Your Route(s)
Step 1: Select the Processes tab from the Navigation Bar, then click Edit next to the Process you wish to update
Step 2: Click Edit next to the Send for Approval header
Step 3: Next, you can choose from four options to build the best route for your organization.
Option 1: No approval needed
Option 2: Manager must send appraisal to all approvers on a pre-defined list
Approval requests are sent in a specific order as designated by the administrator.
If there is only one list specified, it will be displayed on the Send for Approval page, waiting for the manager to click “Send for Approval”.
Here’s what the manager might see :
If multiple approver lists are created, managers will choose from available approver lists.
Here’s what the manager might see:
Option 3: Managers may choose from a list of possible approvers. This is different from Option 2 in that the manager can select among the individuals presented in this list. If one approver list is specified, it will be displayed on the Send for Approval page, waiting for the manager to click “Send for Approval”. If multiple approver lists are created, managers will choose from available approver lists, then check each approver.
Option 4: Allow Managers to Choose Approvers. If no approver lists are added, managers will choose approvers from a list of all employees.
If multiple approver lists are created, managers will choose among the available approvers:
To add a list of approvers, first click Add Approver List, then click Add Approver Step
Step 5: When including approvers, you can choose a specific user, a manager at a specific level up* from the employee being evaluated, or the employee for their acknowledgment
*Level up is from the perspective of the employee being evaluated.
Ex: Michael Scott is evaluating Jim Halpert. Jan Levinson is Michael’s manager. Therefore, the 1-up for Jim’s appraisal is Jan. The 2-up is David Wallace.
Step 6: If you would like to allow managers to choose from multiple approval lists, click Add Approver List to add additional routes
Step 7: Once your route has been configured, Save your changes
Pro-Tip: Making changes to your existing route for approval will not affect any existing appraisals that have already started the approval route. If a manager needs to make changes to Appraisal Ratings/Comments or you need to change the Approval Route, Cancel Approval.