Introduction

In any organization, ensuring the accuracy and validity of employee information is critical.

Allowing employees to directly update their own details without oversight can sometimes lead to inconsistencies or errors in the system.

uKnowva HRMS addresses this challenge by offering an approval workflow for profile updates, giving administrators and managers control over what changes are implemented.

This guide will walk you through the process of setting up an approval process for any details that employees add or update in uKnowva HRMS.

Step 1: Access uKnowva Configuration Settings

Start by logging into your uKnowva HRMS account. From the top-right corner of the page, click on your profile icon to open a drop-down menu.

From this list, select uKnowva Configuration to enter the system settings.

Once you are in the configuration section, you will see a list of menus on the left side of the page.

Locate and click on Plugin Manager to open the list of available plugins.

Step 2: Configure the Profile Update Approver Plugin

In the Plugin Manager, either scroll through the list or use the search bar to quickly find the Profile Update Approver plugin.

Click on it to open the configuration pop-up. Inside this pop-up, locate the Apply approval for updates only? Option and toggle it to Yes to activate the approval process for updates made by employees.

If you set this to No, the approval system will also apply when an employee is creating their profile for the first time.

Next, set up the Approval Matrix according to your organization’s needs. Here, you can define one or multiple approval rules.

If you want to add more than one approval matrix, click the + icon.

Under Select Fields, choose the fields that will require approval whenever they are edited by employees.

In Access Type, define who will be responsible for approving the changes. Options include: Superior – All superiors will have the authority to approve. Another option is Immediate Superior – Only the employee’s immediate superior can approve.

Next option is Selected Users or Selected User Groups – Approval is limited to specific users or groups, and Custom Logic – You can define your own approval rules using PHP logic.

You can also set a Default Approver, which ensures that approval requests are sent to a designated person if the system cannot identify an approver from the above rules.

If left blank, and no approver is found, updates will be automatically allowed.

Finally, choose how notifications will be sent to approvers and users. You can opt for Emails, uKnowva notifications, or both, ensuring timely communication about pending approvals.

Once all settings are configured, click the Save button to apply your changes, or select Cancel if you do not want to save them.

Conclusion

That’s it!

You’ve now successfully set up an approval process for employee profile updates in uKnowva HRMS.

By following this process, you ensure that any modifications to employee details are reviewed and validated before being implemented in the system.

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..