Out of Office and Rerouting Approvals

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Summary

Approvals in IC Finance and HR Cloud can be routed automatically by an approver to another employee, either for a specific approval type, or for all approvals during an out-of-office period. Follow the instructions in this article to set up your approvals to be routed to another employee.

 

Audience

This article is intended for all faculty and staff.

 

Platform

IC Finance and HR Cloud

 

Contents

  • Setting Out of Office in IC Cloud
  • Routing a Specific Approval Type to Another Employee

 

 

Setting Out of Office in IC Cloud

 

To designate an out of office time period and delegate all of your finance and HR approvals during this period to a selected employee:

 

1. On the IC Finance Cloud home page, click the (Notifications) icon, then click Show All. This will take you to the Notifications screen.

2. Click the Worklist button in the top right corner of the screen.

3. In the top right corner of the window that appears, click your username, then click Preferences.

4. On the left side of the window under Rules, click Vacation Period.

5. Click the Enable vacation period checkbox, then select a Start Date and End Date for your time out of the office in the corresponding fields. Be sure to specify a time of day for both.

6. Click the radio button for Delegate to. Click the icon next to the Delegate to field to search for an employee. Type part of the First Name, Last Name, Email, or employee ID for the employee to whom you would like to delegate approvals, then click the Search button. Click on a line to select an employee, then click the OK button.

7. Click the Save button in the top right corner of the window. Your approvals will be routed to the selected employee during the dates and times you have specified.

 

 

Routing a Specific Approval Type to Another Employee

 

To delegate a type of approvals to another employee:

 

1. On the IC Finance Cloud home page, click the (Notifications) icon, then click Show All. This will take you to the Notifications screen.

2. Click the Worklist button in the top right corner of the screen.

3. In the top right corner of the window that appears, click your username, then click Preferences.

4. On the left side of the window under Rules, click My Rules.

5. Click the icon to the right of Rules to add a new rule.

6. In the Name field, type a name for the rule for your reference (e.g. "Delegate Spend Authorization Approvals to John Doe")

7. If you would like the rule to be temporary, click the Execute rule only between these dates checkbox, then select a Start Date and End Date in the corresponding fields, specifying a time of day for both. If you would like the rule to stay in effect indefinitely until you make changes to it, leave the Execute rule only between these dates checkbox unchecked.

8. Click the icon to the right of Task Type to choose what type of approval to delegate. Scroll through the list or use the search function to find the task type you would like to delegate. Click on a line to choose a task type, then click the OK button.

Commonly used task types:

 

Requisition Approval - ReqApproval

Expense Report Approval - FinExmWorkflowExpenseApproval

Invoice Approval - FinApInvoiceApproval

Spend Authorization Approval - FinExmWorkflowSpendAuthorization

Cash Advance Approval - FinExmWorkflowCashAdvanceApproval

Purchase Order Approval (e.g. Change Orders) - DocumentApproval

9. Under Action, click the radio button for Delegate to. Click the icon next to the Delegate to field to search for an employee. Type part of the First Name, Last Name, Email, or employee ID for the employee to whom you would like to delegate approvals, then click the Search button. Click on a line to select an employee, then click the OK button.

10. Click the Save button in the top right corner of the window. The rule you have created will take effect immediately, unless you have entered a specific date range. Repeat Steps 4 through 10 if you would like to create additional rules for other dates, delegates, or task types.

 

 

 

Details

Article ID: 889
Created
Wed 7/1/20 1:25 PM
Modified
Fri 7/31/20 2:49 PM