Use Workflows with Position Management

- Original Organization Designer user interface -

You can configure workflows in Dayforce so that changes are routed through an approval process before they are applied. If your organization uses Position Management, you can set up a workflow so that new positions must be approved by one or more approvers before they are added to the hierarchy in Organization Designer > Positions.

Workflows can be used to create new positions, or update or delete existing ones.

Note: Approvers cannot make changes to the position information before approval. They can review and approve or reject the creation, update, or deletion of a position.

In most other areas of Dayforce where workflows can be used for approvals, the submitter opens a form to make the submission and the reviewer receives a copy of the form for approval. With Position Management, rather than submitting a form, a user submits a new position for approval by adding it to the hierarchy in Organization Designer > Positions. With an approval workflow configured, the approver receives a request to approve the new position in the same way that they would receive a regular form for approval.

This topic describes the configuration that is required to create a workflow that can be used for approving positions. You can find more general information about how to set up workflows in the Self Service Guide.

To set up a workflow with Position Management, you need to complete the following steps:

1. Set Up a Workflow
2. Configure a Workflow Role Privilege
3. Enable access to Positions for the appropriate user roles

Step 1: Set up a Workflow

You must follow these guidelines when you build a workflow to be used with Position Management:

• The workflow must not have a process node.
• The workflow must have an observing class notification node with the Position Approval observer class type. This node must be added immediately after the final decision node, on all output paths. For example, if your workflow has multiple levels of approval, then the observing class notification node must be added after the reject and accept links after the final approval decision node.
• Not all routing and notification options are supported (see the following list).

The following routing and notification properties are the only ones that are supported when building a workflow to use with Position Management:

• Send to User
• Send to Submitter
• Send to Authority Type Relative to Submitter
• Send to Role Relative to Submitter
• Send to Submitter's Manager
• Send to Position’s Manager
• Relative Level of Position’s Manager
• Relative Level of Submitter's Manager
• Use Form Effective Date for Routing

The following table contains an example of a workflow before and after it’s configured to be used with Position Management. Note that observing class notification nodes have been added after the reject and accept links after the decision node. Also, the workflow doesn't contain a process node:

Position Management workflows

Workflow before Position Management configuration	Workflow after Position Management Configuration

Step 2: Configure a Workflow Role Privilege

In Workflow Administration > Role Privileges, you associate workflows with forms and areas of Dayforce, and designate which roles can access them and approve the changes. With Position Management, there is no associated form for submitting new positions. Instead, users submit new positions for approval by adding them to the hierarchy in Organization Designer > Positions. This is represented by the “Position Details Change” option in the Form field in the role privilege.

To use a workflow for adding positions, you need to create a role privilege with the following settings as illustrated in the following screenshot:

• Parent Feature: Select Position Workflow Approval.
• Form: Position Details Change. This form shouldn't be configured for any parent feature except Position Workflow Approval.
• Workflow: Select the workflow that you have configured to be used with Position Management.
• Category: Leave blank.
• Role: Select the roles that need to submit the changes.

The following screenshot shows a role privilege that is configured to be used with Position Management:

Step 3: Enable Access to Positions for the Appropriate User Roles

After you have created a workflow to be used with Position Management and set up the role privilege, you need to enable access to positions for the appropriate user roles. This access is controlled by both role features and access authorizations, which are configured in System Admin > Roles.

Users who will be submitting positions for approval need to have access to the Organization Designer > Positions feature. They also need to have permissions to read and create positions. If they will only be approving positions that are under their own position in the hierarchy, approvers need to have access to the manager view. If they need to approve positions that aren't under theirs in the hierarchy, they need to have access to the administrator view in addition to the manager view.

To enable access to positions:

1. Go to System Admin > Roles and click the Features tab.
2. Select the checkbox for the Organization Designer > Positions role feature.
3. Click the Authorizations tab.
4. Find the Position Management - Positions - Manager View authorization and select the Can Create and Can Read checkboxes.
5. (Optional) If the approver can update or delete positions, select the Can Update and Can Delete checkboxes as appropriate.
6. For administrator user roles who need to approve positions outside of those under their own in the position hierarchy, find the Position Management - Positions - Administrator View authorization and select the Can Create and Can Read checkboxes.
7. (Optional) If the administrator can update or delete positions, select the Can Update and Can Delete checkboxes as appropriate.
8. Click Save.