We strongly advise using approvals only when absolutely necessary. Adding more approvals and approval levels can slow down the recognition process, and timely recognition is most effective. Below, you'll find comprehensive information on how to set up and manage approval configurations.
Settings
The system allows for up to four approval levels, with each level potentially tied to a monetary threshold. Approvals can be configured using one of five approver designation options: supervisors, metadata, associated metadata, specific users, or per-user designation (manual override).
Levels
You can configure up to four levels of approval. For example, you could designate each level based on a monetary range (e.g., $0-$50 goes to level 1; $50+ goes to level 2). It's also possible to have multiple people review the same award at a single level by listing multiple approvers for the same monetary amount. In such cases, while multiple individuals can review, only one approval is required for the recognition to proceed to the next level.
When multiple approval levels are configured, recognitions will progress through each level sequentially, starting with level 1. The first level of approval can be based on either the nominator or the recipient. Subsequent levels (second, third, and fourth) can be based on the nominator, recipient, or the last approver in the preceding level. Below is an example of a tiered approval process illustrating the different configuration options available. Note that tiered approval levels must be saved as separate rules.
Approvers
Supervisor-Based Approvals
Approvers are determined by the supervisor assigned to the individual within the user data file.
Example: A program has two approval levels. The first level is based on the recipient's supervisor, and the second is based on the last approver's supervisor. If Jordan is recognized, the first approval request will go to Jordan’s supervisor, Adam. Once approved, the second level request will go to Adam’s supervisor, Michael. (This is based on the organizational hierarchy defined in your user data file.)
Metadata-Based Approvals
Approvers are defined using a specific metadata value included in the user data file. Starting with the nominator, recipient, or last approver, the system will move up the organizational hierarchy until it finds someone whose metadata matches the specified value. If no one in the hierarchy matches that value, the nomination will be sent to all administrators for approval.
Example: A program requires each recognition to be approved by a Vice President (VP), and the approval hierarchy is based on the recipient. If Mason is recognized, the system will first check John's record to see if they are a VP, then Carly's, and finally Sarah's. When the system verifies that Sarah's metadata indicates they are a VP, the nomination will be sent to Sarah for approval. If no VP was found in Mason's upward hierarchy, the nomination would be sent to all administrators for one of them to approve.
Approval Based on Associated Metadata
This setting allows approvals by users who are not direct managers of either the nominator or the recipient. To use this approval flow, an "Associated Metadata Column" must be added to the user data file (refer to the "Formatting User Files" article). If "Association" is selected as the Approval rule, only values from the "Associated Metadata" column will appear in the Metadata field dropdown menu.
Approval Based on a Specific User
Specific individual(s) are designated as the approvers. These designated users can vary at each approval level.
Example: The first approver is designated as Jake, the second as Sarah, and the third as either Michael or Karl. If Nathan is nominated, Jake will be the first approver. After Jake approves, Sarah will be the second approver. For the final approval, the request will go to both Michael and Karl, and only one of them needs to approve it.
Approval Based on a Per-User Designation or “Manual Override”
Please consult with your Implementation Consultant or Client Success Manager for specific questions regarding manual overrides.
Approvers are specified for each user. For the first level of approval, the approver can be based on the recipient or the nominator. For the second, third, or fourth levels, the approver can be based on the recipient, the nominator, or the last approver in the preceding level. You cannot designate yourself as your own approver in the user data file. If the approver field is left blank for a user, the approval request will be routed to that person’s supervisor. If the person does not have a supervisor assigned in the system, the approval will go to all administrators.
Example: The first level of approval is based on the recipient, and the second level is based on the last approver. Both levels are mapped to the same "Approver Employee Id" column in the user data file. When Suzanne (employee ID 8746, Michael) is nominated, Michael will be the first approver. Once Michael approves, the next and final approver will be employee ID 4953, Karl.
Example: The first level of approval is based on the recipient and the second level is based on the last approver. Both levels are mapped to the same "Approver Employee Id" column. When Suzanne gets nominated, employee id 8746, Michael, will be the first approver (see above). Once Michael approves it, the next and last approver will be employee id 4953, Karl (see above).
Approvals FAQs
Approval Bell & Notifications
- The approval bell may take up to one hour to initially appear after programs are activated.
- Approvals for "Recognition Classic" programs will not be migrated to the bell or displayed within the bell for recognition programs.
- If enabled, approval reminder notifications are sent out every Monday morning.
Approval Levels
- If an approval request is routed to multiple individuals at the same approval level, only one person needs to approve it for the recognition to proceed.
Approval Skips
- Generally, you cannot approve a nomination that you submitted or in which you are the person being recognized.
- If you and others are designated as approvers (specific users), the approval request will be sent to everyone else on the list, excluding you.
- If you are the sole designated approver for a nomination you submitted or are receiving, the request will be routed to your supervisor. If you do not have a supervisor in the system, the approval will be sent to all administrators. If you are an administrator, you can technically approve your own submission.
- You can approve a recognition multiple times if you are designated as an approver at different levels (e.g., if the same recognition requires approval from Person A at level 1 and Person A again at level 2).
Archived Users
- Pending approval nominations will not be automatically rerouted, regardless of whether an approver has been archived or changes have been made to the user data file.
If you have any questions, please contact Awardco Admin Support.