Audit Rule

[MIRANDA]

Hello everyone.

Currently, our report approval rules work as follows, combining cost center and hierarchical approval:

1. If the cost center has a defined approver, that approver is responsible for approving the report.

2. If the person responsible for the report is also the approver for the cost center itself, the report is automatically directed to the next level of approval (hierarchical).

3. If the cost center does not have a defined approver, the report also proceeds to the next level of approval (hierarchical).

I need to implement an exception to this flow: create an audit rule that makes the report skip the cost center approval step and be sent directly to a specific approver—for example, reports from directors being approved only by the president.

Has anyone configured something similar and can share how they did it?

Thank you.

[PoojaKumatkar]

Hi @MIRANDA ,

After reading the description I am assuming that you are currently using cost object approval workflow as below:

User >> CO Approver >> Processor

After adding new step, workflow will look like:

User >> CO Approver >> President Approval (only for Directors) >> Processor

If my understanding is correct then you can add new step and skip condition rule as shown below:

CO Approver Step:

Rule: 

If employee: Designation (custom field used in employee profile) = Director   then Action = Skip Step

President Approval Step:

Rule: 

If employee: Designation (custom field used in employee profile) NOT = Director   then Action = Change Approver (Select President Email ID)

Note - In this scenario, you need to maintain employee designation in employee profile. Based on employee profile level designation, workflow will route either for CO approver or president approver.

This will cover both the scenarios:
Scenario 1 - only directors will get skipped from the cost object workflow step and will be forwarded to the president for approval.

Expected Result and workflow steps:

User >> CO Approver (skipped) >> President Approval >> Processor

Scenario 2 - Other employees will require cost object approver approval.

Expected Result and workflow steps:

User >> CO Approver >> President Approval (Skipped) >> Processor

If this answers your query, then please mark solution as accepted.

[MIRANDA]

Hello and thank you for your comment:

Actually, I need to know the parameters to create an audit rule to skip cost center approval for certain employees, do you understand?

Thank you

[PoojaKumatkar]

Hi @MIRANDA ,

Yes, I understand your requirement.

"I need to implement an exception to this flow: create an audit rule that makes the report skip the cost center approval step and be sent directly to a specific approver—for example, reports from directors being approved only by the president."

There are two ways to configure this:

1. By configuring skip conditions directly in the workflow (as suggested in my previous response)

OR

2. Using audit rule
For this, you can use same parameters such as employee form level designation field (in case if you already using this field) (Refer Option 1 below)

OR

directly hard coding director emp id in audit rule (refer Option 2 below)

Option 1: using emp form level designation field

Audit rule event - Report Save

Conditions:

Employee: Custom14 (designation) = Director

Exception Code(level) = DIRECT (1)

Exception msg = Employee identified as a director.

Note - Assume here we have used custom 14 field to capture designation in employee form. You can use custom field according to your current configuration.

Option 2: using hard coded emp id of director

Audit rule event - Report Save

Conditions:

Employee: employee id = 1111

Or

Employee: employee id = 2222 

.

.

Exception Code(level) = DIRECT (1)

Exception msg = Employee identified as a director.

Note - In case of multiple director you can use OR operator and add multiple director emp id. Also, we will use this exception code in workflow as shown below.

Workflow Changes:

Add new step into workflow as shown in my previous response and below:

User >> Cost center/object Approver >> President Approval (Use Expense Approver role) >> Processor

Note - President approval step will be applicable only for directors. For other employees' step will be skipped

Add below skip condition Rule and action in Cost center/object Approver step:

Rule 1:

• If Report Exception: Exception Code ANY = DIRECT
  Action - Skip
  
  
  

Add below skip condition Rule and action in President Approval step:

Rule 1:

• If Report Exception: Exception Code ANY = DIRECT
  Action - Change Approver (Add President Email)
• Refer above screenshot as conditions are same

Rule: 2:

• If Report Exception: Exception Code EVERY NOT = DIRECT
  Action - Skip step

Save workflow.

Note - I have tested this workflow in our sandbox, and it is working as expected based on employee designation. 

If this answers your query, then please mark solution as accepted.