Multiple Reviewers Schedule Posting

Note: This business process is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

The Multiple Reviewers Schedule Posting workflow replaces the Schedule Planner posting action with a process that initiates tasks for different stakeholders to review, and then approve or decline the generated schedule. The schedule remains unposted until all stakeholders in the organization have given their approval.

A multiple step reviewer list, defined for each location, identifies the stakeholders in the approval process. Supported reviewer types are limited to manager, previous reviewer's manager, and named user. Symbolic approvers are not supported. Optionally, you can configure the extension to detect schedule rule violations before the schedule is routed for approval.

To ensure that stakeholders utilize the workflow for schedule approval, remove access to the schedule posting action in any function access profile (FAP) assigned to reviewers.

Avoid delays by configuring a silent approval deadline that automatically moves the process to the next reviewer or auto-completes the process when it is on the last step.​

Workflow notifications update each stakeholder with approval status.

Posting Manager

After navigating to the Schedule Planner, the posting manager right-clicks on any employee in the location, and then selects GoTo > Business Processes.

The Business Process Library opens where the posting manager must first select the schedule period and location query before selecting the Schedule Posting workflow. The posting manager must follow this sequence because selections from the Schedule Planner are not carried forward to the Business Process Library.

Limitations

  • Schedule Posting is a location-based functionality; Hyperfinds are not supported.
  • Only 1 location can be selected in the workflow. If multiple locations are selected, the posting manager is prevented from proceeding until the location query is refined. Similarly, posting managers with multiple manager role assignments are prevented from proceeding when All Home Locations is selected.
  • When schedule rule validation is enabled, posting limits include a maximum of 2 weeks and 50 employees in the selected location.

When the workflow begins, the system validates schedule rule violations and presents any violated rules. Upon resolving violations in the Schedule Planner, the manager relaunches the business process and is presented with 2 options:

Quick Post — Used when all jobs in the selected locations are to be posted.

Manage Schedule Posting — Used when more granular control over the jobs is needed.

When Manage Schedule Posting is selected, the status of posted and unposted jobs in the selected location displays. All jobs are preselected and ready for submission to the schedule posting. However, the posting manager can choose to unselect jobs that are not ready to be included in the posting, and then return later to complete the posting.

Upon submitting the workflow, the posting manager is informed about the reviewers who are next in the approval process.

Reviewing Manager

The first manager in the reviewer list receives a notification that the posting manager assigned a task.

Upon opening the task, the reviewing manager is presented with an overview of the jobs that are being posted, and any jobs that remain unposted. If enabled, the reviewer sees the automatic approval deadline.

If the schedule is approved by the reviewer, the process moves on to the next reviewer. When the schedule is declined, the workflow ends, and the posting manager must create and post a different schedule.

Both the posting and reviewing managers receive a schedule posting status notification.

Employee

After all reviewers approve, the workflow initiates the schedule post by way of an API.

By default, all employees scheduled to work in the posted location receive a workflow notification that the schedule is posted.

Optionally, when the Schedule Post Acknowledgment extension is also deployed, employees are asked to accept or decline the posted schedule.

Reviewing, Unposting, or Posting remaining jobs

The same workflow is used for 3 different actions:

  • Posting jobs, either for the entire or partial location — accomplished by selecting jobs listed in the Status: Unposted section.
  • Unposting previously posted jobs — accomplished by unselecting jobs listed in the Status: Posted section.
  • Reviewing jobs status for a location — Posted or Unposted.

  1. Make sure that a reviewer list containing the appropriate steps and stakeholders is configured in UKG Pro Workforce Management™; assign to employees in People Information. See the Reviewer Lists topic.

  2. Edit the stakeholders' Function Access Profile (FAP) assignment and set the Schedule Posted and Mark Schedule Unposted functions to Disallowed. See the Manager - Department Manager ACPstopic.

  3. Configure generic workflow notifications that inform stakeholders about a schedule review or the occurrence of schedule posting errors. See the Generic notifications topic. Examples include:

Subject: Multiple Reviewers Response Notification

Long Message:
 The schedule for <LocationName> and timeframe <Timeframe> has been <ReviewerAction> by <ReviewerName>.
Comments: <ReviewerCommentNote>

Subject: Multiple Reviewers Schedule Posting Error Notification

Long Message:
The following business process failed.
Error: <Error>

Version history
Version Description
1 Initial release.
Posting and unposting a schedule is suspended until all stakeholders have approved the schedule.
2 Enhancement.
A new feature provides validation of schedule rule violations before posting the schedule.
3 Enhancement.
A new feature provides optional use of the reviewer list.

Migrate the business process model to the tenant

Migrate the Multiple Reviewers Schedule Posting process model to the customer tenant using Setup Data Manager (SDM).

  1. Log in to the appropriate tenant.

  2. Go to Main Menu > Administration > Setup Data Manager.

  3. Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.

  4. Click Tap Review and Publish. The Publish Summary panel appears.

  5. Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.

  6. Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.

  7. To view details, click tap the appropriate row and click tap View Selected.

  8. On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.

Configure the decision tables

Configure the Multiple Reviewers Schedule Posting decision tables.

  1. Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.

  2. Select the MultipleReviewersSchedulePost_v3 process and click tap Edit. The process model enters edit mode.

  3. Select the Decision Tables tab.

  4. Click Tap Everyone's, and then select the decision table to edit.

  5. Click Tap Decision Table Editor to add or update the rows in the table.

  6. Click Tap Save and close.

Caution: Values entered in the decision tables are case-sensitive, and must match configured values in UKG Pro Workforce Management™

MultipleReviewersSchedulePost_v3_Parameters

Allows configuration of the parameters used in the workflow.

Multiple Reviewers Schedule Post Parameters decision table
Parameter name Description Default value
SilentApprovedAfter

Determines the amount of elapsed time before the form is automatically approved.
The value must be formatted as HH:mm.

 null
ManagerNotification

Name of the notification sent to the posting manager and reviewers when a decline or approval occurs.

 Multiple Reviewers Response Notification
ErrorNotification Name of the error notification sent to the configured email address, such as Admin. Multiple Reviewers Schedule Posting Error Notification
OrgPathNodesToDisplay Number of levels of the organizational hierarchy to display. 2

MultipleReviewersSchedulePost_v3_InternalParameters

Contains internal parameters for multiple reviewers schedule posting functionality.

Multiple Reviewers Schedule Post Internal Parameters decision table
Parameter name Description Default value
Admin

Internal user; do not change.

 SERVICES-LEVEL3
LocationActivitiVariableKey

Internal parameter; do not change.
Key variable for location.

 WFD_employees
TimeframeActivitiVariableKey

Internal parameter; do not change.
Key variable for timeframe.

 WFD_timeframe
PostingManagerPersonNumberActivitiVariableKey

Internal parameter; do not change.
Key variable for the posting manager's person number.

 initiator

MultipleReviewersSchedulePost_v3_ReviewerList

Used to specify the reviewer list for the designated location.

Multiple Reviewers Schedule Post Reviewer List decision table
Column name Description
Location

Identifies the location for which the reviewer list is retrieved.

Wildcards are not supported.
ReviewerList

Identifies the reviewer list.

To disable the functionality, set ReviewerList = None.

Reviewer list values must be configured in UKG Pro Workforce Management™ and must match the tenant default locale.
RuleSeverity

Semicolon-separated list of schedule rule severity values that support the schedule rule violation functionality.

To disable the functionality, set RuleSeverity = None.

Supported values include:

None (default)

Warning

Informational

No Save

EmployeeRules

Semicolon-separated list of employee rules that support the schedule rule violation functionality.

To exclude employee rules from validation, set EmployeeRules = None.

Employee rule values must be configured in UKG Pro Workforce Management™ and must match the tenant default locale.
OrganizationRules

Semicolon-separated list of organization rules that support the schedule rule violation functionality.

To exclude organization rules from validation, set OrganizationRules = None.

Organization rule values must be configured in UKG Pro Workforce Management™ and must match the tenant default locale.
RuleSelectionOperator

Determines whether EmployeeRules and OrganizationRules values are included or excluded during schedule rule validation.

Supported values include:

Include (default) — Include all EmployeeRules and OrganizationRules values during schedule rule validation.

Exclude — Exclude all EmployeeRules and OrganizationRules values during schedule rule validation.

MultipleReviewersSchedulePost_v3_Locale

Allows customization of the workflow form and notifications related to Multiple Reviewers Schedule Posting functionality for different locales.

Multiple Reviewers Schedule Post Locale decision table
Variable name Variable type Description
Locale Parameter Name Text Internal field label; do not change.
Locale Policy Text

Name of the locale policy for which the text applies.

When the text applies to all locales, retain the empty value.
Locale Message Text Text displayed in the workflow form or notification.
Locale Description Text (Optional) Additional information.
Note:

  • Localization of business process workflows remains optional, but is supported.

  • The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).

  • Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.

  • Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.

  • The last row in the decision table must remain empty ("!=empty".)

Locale Parameter Names
Locale parameter name value Description

Error_APIFailure

API call failed in the workflow.

Error_BlankReviewerList

Reviewer steps are not present in reviewer list.

Error_ConsecutiveReviewerNotSupported

Consecutive duplicate reviewers are configured in the reviewer list.

Error_HyperfindTypeNotCorrect

Posting manager selected a Hyperfind/employee as Location & Hyperfind type.

Error_InvalidSilentApprovedAfterFormat

Parameter 'SilentApprovedAfter' is not in HH:mm format.

Error_LocationNotFound

No Reviewer List found for the selected location in the decision table.

Error_MultipleLocationsSelected

User selected multiple locations.

Error_ReportToNotFound

Posting manager does not have a Reports To assignment.

Error_ReviewerListNotFound

Reviewer List does not exist in UKG Pro Workforce Management™

Error_ScriptFailure

Script failed in workflow.

Error_SymbolicReviewerNotSupported

Reviewer list contains reviewer types other than manager, previous reviewer's manager, and named user.

Label_AutoApproalTimer

Automatic approval timer label.

Label_Location

Location in posting manager form label.

Label_ManageSchedulePosting

Radio button option of manage scheduling posting label.

Label_PostedJobsHeaderManageSchedulePostForm

Posted jobs header label.

Label_QuickPost

Radio button option of quick post label.

Label_ReviewerActionApprove

Reviewer action approve label.

Label_ReviewerActionDecline

Reviewer action decline label.

Label_ReviewerActionSubmitButton

Reviewer form submit button label.

Label_ReviewerFormButtonApprove

Reviewer form approve button label.

Label_ReviewerFormButtonDecline

Reviewer form decline button label.
Label_ReviewerFormComment

Reviewer form comment section label.
Label_ReviewerFormHeader

Reviewer form header label.
Label_ReviewerFormLocation

Reviewer form location label.
Label_ReviewerFormManager

Reviewer form manager label.
Label_ReviewerFormTimeframe

Reviewer form timeframe label.
Label_ReviewerListText

Reviewer list label.
Label_ReviewerUserFormRadioButtonHeader

Reviewer user form radio button header label.
Label_SchedulePostFormRadioButtonHeader

Schedule post form radio button header label.
Label_SchedulePostReviewerFormRadioButtonHeader

Schedule post reviewer form radio button header label.
Label_StepIndexHeader

Step in reviewer list form label.
Label_Timeframe

Reviewer form timeframe label.
Label_UnpostedJobsHeaderManageSchedulePostForm

Unposted jobs checkbox label.
Label_UnselectedJobsInForm

Unselected jobs label.
Message_GenericErrorString

Generic runtime error message.
Message_SilentApprovalAutoComment

Automated approval comment default message.

Message_SysAdminErrorString

System admin string message.
Label_SchedulePostFormSubmitButton

Submit button for Schedule Post Form label (Form1).
Label_ManageSchedulePostFormSubmitButton

Submit button for Manage Schedule Post Form label (Form2).
Label_ReviewerListFormSubmitButton

Submit button for Reviewer List Form label (Form3).
Label_FormHeading User form name.
Error_InValidHyperfindCountRange Error that displays when the employee count exceeds 50 or the date range exceeds 14 days.
Label_ViolationFormHeading User form heading.
Label_ViolationFormSubmitButton Submit button label on violations form.
Label_Warning Rule severity - Warning label.
Label_Informational Rule severity - Informational label.
Label_NoSave Rule severity - No Save label.
Error_SupportUserNotSupported Support user access is not supported.
Error_MultipleOrgNodeRefsNotSupported Multiple org node references are not supported.
Error_MultipleEmpGroupsAssignmentNotSupported Multiple employee groups are not supported.
Label_ErrorFormSubmitButton Submit button label on error form.
Label_CancelButtonThirdForm Cancel button label on third form.
Label_CancelButtonSecondForm Cancel button label on second form.
Label_UnpostedJobsHeaderReviewerForm Unposted jobs header label on reviewer form.
Label_PostedJobsHeaderReviewerForm Posted jobs header label on reviewer form.

Deploy the updated business process model

Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.

Model deployment steps:

  1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

  2. Select the MultipleReviewersSchedulePost_v3 model, and then click tap Deploy.

  3. Configure the fields on the business process page:

    • Template Categories = Scheduling Workflow

    • Status = Active

    • Action List = Hide

    • Tile List = Hide

    • GoTo List = Show
      Star

  4. Click Tap Save, and then select Return.

  5. Click Tap Refresh.

API details
API name Type Resource path Description
Retrieve User Preferences for Current User GET /v1/commons/user_preferences/locale_policy?userCurrent=true Retrieves manager’s locale policy.
Retrieve Reviewer List POST /v1/commons/reviewer_lists/?name={reviewer_list_name} Retrieves reviewer list.
Retrieve Persons POST /v1/commons/persons/extensions/multi_read Retrieves reviewer details.
Retrieve Locales POST /v1/commons/locale_policies/multi_read Retrieves all locale policies.
Post Schedule POST /v1/scheduling/schedule_management_actions/apply_update Posts the schedule for a location.
Unpost Schedule POST /v1/scheduling/schedule_management_actions/apply_update Unposts the schedule for a location.
Retrieve Posted Schedule POST /v1/scheduling/schedule_management_actions/multi_read Retrieves schedule status for a location.
Retrieve Locations POST /v1/commons/locations/multi_read Retrieves all jobs in a location.
Hyperfind Query POST /v1/commons/hyperfind/execute Executes a Hyperfind query by ID or qualifier, and then returns the result.
Schedule Rules GET /v1/scheduling/schedule_rules Retrieves all employee and organization rules from the location.
Rule Violations POST /v1/scheduling/violations Retrieves violations from the location