Manage Approvers in Running Workflows

This article will help you learn how to modify approval responsibilities when automatic synchronization needs to be overridden.

Approvers are typically assigned automatically through the synchronization with your HR core system. However, in certain situations—such as organizational changes or exceptions—you may need to manually update the approver for a specific recognition or reward workflow that is already in progress. This functionality within the Admin Center allows you to reassign approval responsibilities efficiently, ensuring business continuity and timely recognition processing.

For instance, the regular program approver is on a longer leave of absence and in the meantime, they should be replaced with someone else in the organization.

To start, navigate to the Admin Center of the JobPts application. On the left-side menu, click Users and then Manage Approvers.

Image: Admin Center – Manage Approvers

At the top of the page, you’ll find a filter panel that helps you narrow down your search. You can filter by:

• User name – Search for the employee whose approver needs to be changed
• Approver name – Find users based on their currently assigned approver
• Program type – Filter by specific types of recognition or reward programs
• Country – Narrow results by the employee’s country

The Program dropdown will display only the programs that are configured with specific approval conditions, such as company levels or parameters defined in Employee Central. Since approvers may not always be direct managers, it's important to include all applicable individuals when reviewing approval assignments.

Multiple columns will be displayed under the filters:

• Full Name - Displays the complete name of the employee.
• Username - Shows the system synced username
• Email - Lists the employee’s registered email address.
• LVL Approver - Indicates the first-level approver assigned to the employee, typically the direct manager as synced from the core HR system.
• LVL Approver Override - If applicable, displays the manually overridden first-level approver, set through the Admin Center when a change is required outside the synced data.
• LVL Approver - Shows the second-level approver, usually a higher-level manager or department head as configured in the approval workflow.
• LVL Approver Override - Displays the manually overridden second-level approver
• Country - Indicates the country where the employee is based, useful for filtering or managing country-specific workflows and approvals.
• Last Modified By - Shows the name or username of the admin who last made changes to the approval settings for the listed user.
• Last Modified -Provides the date and time when the last modification was made to any of the user’s approval data.

Once you locate the relevant employee, click on the name of the current approver to make the necessary changes.

Image: Change approver modal

A modal will appear. Use the search bar to find the new approver's name, then click 'Change'.

The following message appears requesting confirmation of the current Direct Manager update. 

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Image: Warning message

If you select Confirm, the update is available only for this specific user (e.g. In case an employee moves between departments and has a new direct approver).

If you select a Substitute for all, the change applies to all direct reports (e.g. In the case where the employee goes on leave and all direct reports need a new approver).

If you select the True button next to the approvers name, the system will pull the actual user manager from Success Factors synchronization.

Image: Manage Approvers – True Button

An Export option is also available so you can download all of the information alongside the details in excel format. 

*Note: With synchronization, changes made by the admin will not overwrite. If there is another manager added for a specific user in Success Factors, it will not be changed.

This functionality also provides an overview of the approvers for the employees.

If this article left your questions unanswered, please submit a Support Form, and we can clarify this topic.