Approval Configuration Options Follow
We strongly recommend only using approvals when absolutely necessary. The more approvals and approval levels added means the slower recognitions will go out. Recognitions are most effective when they are timely. Below you will find the extensive knowledge on how to set and manage approval configurations.
Three levels are allowed with each level being based on a monetary amount. Approvals can be set up using one of four approver configuration options (supervisors, metadata, specific users, or on a per user designation).
It is possible to configure up to three levels of approval. For example, you could designate each level by monetary amount ($0-50 go to level 1; $50+ go to level 2). It is also possible to have multiple people review the same award by listing multiple approvers at the same amount in a single level. Therefore, many could review, but only one approval is necessary.
When multiple approval levels are configured, the recognitions will pass through the levels one level at a time, beginning with level 1. The first level of approval can be based on either the nominator or recipient. The second and third levels of approvals can also be based on the nominator, recipient, or last approver. Below you see an example of a tiered approval process and the different options you are able to select to configure approvals. Note that tiered levels must be saved as separate rules. Remember to click "Add Approval" after you're done configuring each rule for the rule to be saved to this program.
- Supervisor Based Approvals
Approvers are defined by the supervisor listed for the individual within the user file.
Example: A program is set up with the first level of approval based on the recipient's supervisor, and the second based on the last approver's supervisor. Jordan is recognized. The first approval will go to Jordan’s supervisor, Adam. The second level of approval will go to Adam’s supervisor, Michael. *This is based on the hierarchy presented below.
- Metadata Based Approvals
Approvers are defined using a metadata value added into the user file. Starting with the nominator, recipient, or last approver, the system will travel up the hierarchy until it identifies someone matching that value. If no one matches that value, the nomination goes to all admins so one of them can approve it.
Example: A program is set up where each recognition needs to be approved by a VP and the hierarchy is based on the recipient. If Mason is recognized, the system will look at John to see if he is a VP, then Carly, then Sarah. When it verifies that Sarah is a VP, the nomination will go to Sarah for approval. If Sarah was not a VP and no VPs were above Mason, the nomination would be sent to Admins for one of their approvals.
- Approval based on a Specific User
Specific user(s) are defined as the approvers. This can vary by level.
Example: We identify the first approver as Jake, the second as Sarah, and the third as Michael or Karl. If Nathan is nominated, Jake will be the first approver, Sarah will be the second, and both Michael and Karl will be able to do the final approval. Only one of their approvals is needed.
- Approval based on a per user designation or “manual override”
Speak with your Implementation Consultant or Client Success Manager with specific questions pertaining to manual overrides.
Approvals are specified for each user based on the recipient or nominator for a first level of approval and based on the recipient, nominator, or last approver for a second- or third-level approval. You cannot be listed as your own approver in the user file. If the field is blank, the approval will go to that person’s supervisor. If the person does not have a supervisor, the approval will go to all of the admins.
Example: The first level of approval is based on the recipient and the second level is based on the last approver. Both levels are mapped to the same "Approver Employee Id" column. When Suzanne gets nominated, employee id 8746, Michael, will be the first approver (see above). Once Michael approves it, the next and last approver will be employee id 4953, Karl (see above).
Approval Bell & Notifications
- The approval bell may take up to an hour to turn on initially once programs are turned on.
- Recognition classic approvals will not move over to the bell or display in the bell for rec programs.
- If turned on, approval reminders go out every Monday morning.
- If an approval goes to multiple people (same approval level), only 1 person has to approve it.
- For the most part, you cannot approve a nomination you submitted or are being recognized in.
- If you and others are listed as the approvers (specific users), it will go to everyone else but not you.
- If you are the only approver, it will go to your supervisor. If you don’t have a supervisor, it will go to admins to approve. If you are an admin this means you can technically approve your own submission.
- You can approve something you have already approved. (ex. if the same recognition needs to be approved by person A at level 1 and person A again at level 2.)
- Pending nominations do not move queues regardless of if the approver is archived or user file changes have been made.
If you have additional questions or concerns please reach out to Awardco Support.