Introduction
In large organizations, user profile data plays a vital role in ensuring accurate records across departments.
Allowing employees to update their own profiles is helpful, but it also requires a robust control mechanism to avoid inaccuracies or unauthorized changes.
The Profile Update Approver plugin in uKnowva HRMS solves this challenge by introducing an approval layer for profile updates.
With this plugin, administrators can set up rules that ensure all changes made to user profiles are verified and approved before they are saved in the system.
This guide explains how to configure and use the plugin step by step.
Step 1: Accessing the Plugin Manager
To begin the setup, navigate to the top-right corner of your screen and click on your profile picture.
From the list of available options, select uKnowva Configuration.
Once inside the configuration area, find the Plugin Manager in the left-hand menu.
This section lists all installed and active plugins in your HRMS instance. Use the search bar or scroll through the list to locate the Profile Update Approver plugin.
Once the plugin is visible, click on its name to open a configuration pop-up window.
This is where you'll define how and when approvals will be triggered for user profile updates.
Step 2: Configuring Approval Settings
Within the configuration pop-up, the first setting you’ll notice is labeled “Apply approval for updates only?”.
By default, this option is set to Yes, meaning the plugin will trigger approvals only when users edit their existing profiles.
If you change this option to No, then the approval workflow will also run when users fill out their profile for the first time.
It’s recommended to keep this setting as Yes, as enabling approvals for first-time profile submissions could lead to unexpected validation errors or issues during initial onboarding.
Next, scroll down to the Approval Matrix section. Here, you can define the access control logic for approving profile changes.
The matrix allows you to select which fields require approval and who will be responsible for approving those changes.
If you need to define more than one approval rule, click on the “+” icon to add additional matrices, and to delete any access rule, you can click on the bin icon.
In each matrix, the Select Fields drop-down allows you to choose which fields, when edited, should trigger an approval request.
The Access Type determines who will act as the approver. You can select from options like Superior, Immediate Superior, Selected Users, Selected User Groups, or Custom PHP Logic.
Choosing Superior allows all superiors in the user’s hierarchy to approve the changes, while Immediate Superior restricts approval to the direct reporting manager.
You can also designate specific users or groups, or implement PHP-based logic to assign dynamic approvers based on conditions.
Further down in the settings, you’ll find the Default Approver field. This acts as a fallback in case the system does not identify an approver based on the matrix rules.
If left blank, profile updates will be accepted without approval in such cases. To maintain governance, it's advised to assign a trusted default approver here.
Lastly, you can choose how users will be notified when their profile update request is processed.
Under the Notification Method, select between Email, uKnowva Notifications, or Both, depending on your organisation’s communication preference.
After reviewing all your configurations, click the Save button to activate the changes.
Conclusion
That’s it!
You’ve now successfully set up the Profile Update Approver plugin in uKnowva HRMS.
By following this process, you ensure that every profile update—whether minor or critical—is verified by the right authority before it reflects in the system.
This setup safeguards data integrity, enhances accountability, and streamlines approval workflows in your organisation.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..