Discover enhanced managerial control and streamlined efficiency with uKnowva's innovative Approvals menu. Our platform centralises all approval processes, including leave requests, attendance regularisation, reimbursement claims, and exit clearance, providing reporting managers with a comprehensive overview.
Refer to our step-by-step tutorial below to guide you through the simple and efficient process of approving, rejecting, or delegating each task, ensuring a seamless experience in managing approvals.
Table of Contents
® Checking attendance regularisation requests
® Checking reimbursement claim requests
Checking all approvals
Go to the Approvals main menu on the left side of the panel. Click it and find the “All Approvals” sub-menu. Click this option to load the dedicated page.
On this page, you get a comprehensive view of all the requests that are pending at your end to reject or approve. The list shows the Request Type, Action to be taken, User who applied for the request, status of the request, approver, and date it was created on as basic details of each request.
There is a drop-down menu at the end of each request. Click it and find more details about a particular request pending for approval. This can include Employee Name, Employee username, Leave Type, Leave Duration, Applied on, To/From dates, etc.
Click the Eye button under the dedication Action section to accept/reject a request instantly.
However, when you click it, a new page opens. This page will have all the details of this request to help you make an informed decision about rejecting or approving it objectively.
First, find the Delegate button at the top. Leverage this button if you want to delegate this request for approvals to another person at the moment.
Otherwise, find the Accept and Reject buttons at the bottom of this page when you scroll down. Choose any button to take the dedicated action. Then, leave a comment in the comment box below, if required, to leave a reason for the action you’ve taken so each approval or rejection is done responsibly and fairly.
Go back to the “All Approvals” page. You have the option to select multiple requests at once. Then, approve, reject, or delegate them at once. For that, check the top of the page. It has buttons named: Accept, Reject, and Delegate.
Next, find the Export button at the top left side. Click this button when you download the entire list of current requests in CSV/XLSX format, whichever is approved by your system admin. Additionally, you will get the Funnel button at the top right corner of this page.
Click this button to filter the page view according to From, To, Request type, Approval pending from, Requested by, etc.
The options here might be added or deleted by the super admin accordingly.
Once you know which fields to choose, click Select. It will present you with the filtered page. To go back to the default page view, click Reset.
Checking leave requests
Go to the Leave Requests sub-menu from the Approval menu.
You will find only the latest leave requests here. Find details like Request Type, Action to be taken, User who applied for a leave, Status of this request, assigned approver, created on, etc.
Click on the drop-down menu at the end of each request to fetch more details about it.
Take action for each leave request by clicking the Eye button. It again takes you to a new page where you read the entire information about that request on a single page. Click the Delegate button at the top to delegate the task of approving or rejecting this leave to another person. Otherwise, go to the extreme bottom of this page to find the Accept/Reject button. Click any of those to take the necessary action.
Also, find the comment section below these buttons. Leave a comment there to reason your actions.
Go back to the Leave Requests page.
Select multiple leave requests at once by clicking the empty square box in front of each request. Then take a single action against all of these at once by clicking either Accept, Reject, or Delegate button at the top right side of the page. This saves a lot of your manual effort in accepting, rejecting, or delegating each request.
Click Export at the top right corner of the page to download the list of these leave requests in a CSV/XLSX format.
Click on the Funnel button to filter this leave request list before you. Filter it through any key words, From, To, level, status, designation, branch, etc. The fields here may vary from one organisation to another.
After adding the fields here, click Search to get the filtered page. Otherwise click Reset and get back to the default view of the page.
Checking attendance regularisation requests
Go to the Attendance sub-menu from the Approvals main menu and click it.
As this page loads, find details on total attendance regularisation requests, the user who applied for the regularisation, the status of this request, the name of the approver, and the date this regularisation request was created.
Find & click the drop-down menu at the of each regularisation request. It will have details like Employee Name, Employee username, Start Time, End time, Attendance Type, etc.
Click the Eye button under the action section of each regularisation request. A new page loads that highlight all the details of this request. At the top of this page, you find the Delegate button to delegate this request to another person to approve.
Otherwise, scroll down the page. Find buttons to Accept or Reject this request. Leave a comment as well in the comment box below to state the reason for your action.
Go back to the Attendance Regularization page.
Save time and select multiple attendance regularisation requests at once by clicking the white boxes before each request. Then take collective action by clicking the Accept, Reject, or Delegate button at the top of this page.
Download the entire list to your system. For that you should first click the Export button at the top right corner. Find the Funnel button next to it. Click it to find fields like Search, To/From, Approver, Status, Level, etc. Select these fields and filter the pageview further. Do that by clicking the Select button. Click the Reset button next to the Select button to return to the default attendance regularisation page.
Checking reimbursement claim requests
Find and click the Reimbursement sub-menu from the Approvals main menu.
The page loads and reflects all information about the reimbursement claim requests that are pending at your end to approve, reject, or delegate. So, find the list of the reimbursement requests, who applied for it, when it was created, etc.
Go to the drop-down menu at the end of any selected reimbursement claim request. Find details like Employee Name, Employee username, Reimbursement type, Created on, etc. there. The information fields here may vary depending on the configuration set by the super admin.
Click on the Eye button under the Action section of the reimbursement claim request. It takes you to another page that loads all relevant information about this reimbursement claim request.
Click the Delegate button at the top to assign this task to someone else.
Otherwise, scroll down. Find and click either the Accept or Reject button. Make this decision carefully after reading the details stated on this page. Also, leave a comment in the box below before you click on the Accept or Reject button to make the decision more responsible and fairer.
Go back to the Reimbursement page.
Select multiple requests by ticking the boxes before each request. Save your precious time by taking a single action against all the selected requests. Do this by clicking either Accept, Reject or Delegate button at the top-right corner of the Reimbursement page.
Download the list as a file to your system by clicking the Export button next to these buttons. Next, find the Funnel button at the extreme right corner.
Click and filter the pageview. Choose filters like Search, From/to, Level, Approver, etc. The fields here may be different as per the initial configuration set by the super admin.
Once you’re done selecting all the filters, click Select. The page filters in seconds. Now, click on Reset to reset the page view.
Giving exit clearances
Get all your clearance requests in one place. Find and click the Clearance sub-menu from the Approval main menu.
The page loads and lists all the important necessary details like the Name of the requester, Action to be taken, employee code, clearance department, designation, date of joining, resigned on, last working date, status of the exit clearance.
Click the Eye button under the Action section to review the resignation details of the selected employee.
Check details like how many levels of clearance have been approved to date, which departments have been given the clearance, which ones are pending, whom does the employee report to, remarks left by their reporting manager and HR managers, the person whom the KT (Knowledge Transfer) has been assigned to, etc. Also get details on whether the exit interview has been pending or not in the same page.
Go back to the Clearance page. Select the tick mark icon next to the Eye button
You will be redirected to the page where you have to give the clearance from your end. Check all the assets according to your department and mark Yes/No/NA to start the clearance process. Leave the comment in the comment box next to it if you have any remarks or comments.
Scroll the page and click Submit to give approval from your end for the selected resignation request.
Go back to the Clearance page and find the Funnel button at the top. Click it to filter this pageview according to Department, Status, Designation, Location, etc.
Click Submit once you’re done choosing the fields to filter the page view.
Click Reset when you want to go back to the original or default view of the page.
The fields here may differ as set up by your organisation’s super admin.