There are two types of verfication configuration in HR to manage the approval of changes and requests:

• Single level (simple one approver) - see linked guide
• Multi level, where more than one approver may be required - covered in this guide

Contents

• Overview
• To configure multi level verifications
• Rule options – verification rule
• Rule options – levels
• Rule options – top down/bottom up and relative position
• Rule options – configuring multiple levels
• Example
• Copy rule
• System configuration

Overview

• Various pages within HR can be configured so that if data is updated on that page, the change request is sent for verification prior to being accepted
• Once the page security has been determined for managers and employees during system implementation, then verifications should be configured to establish which person or area of the business can approve (or decline) the change that has been made

To configure multi level verifications

• Go to the following area:
  • Latest (left-hand) menu: System Configuration > Page Verification Configuration
  • Pre-2025 (top) menu: System > Security > Verification Settings
• The screen presented will display the page description, menu header and a high level view of the rules
• Click on a verification to view/amend the rules

• A default rule will be available
• Click on the rule to open it

Rule options – verification rule

• Page description – the page to which the rule applies
• Description – descriptive text for the rule. The default rule replaces the options of HR Only, HR & Manager, None available in single level verifications
• Enabled – if the rule is not enabled then the verification will assume the behaviour of None, ie there is no verification required on the data change

Rule options – levels

• System administrator – by default this is set to enabled and cannot be changed. This ensures that someone in a system supervisor role will always be able to approve the data change
• Notification email – an additional email address can be entered. The verification notification will be sent to this email address as well as HR and/or the manager
• Manager and Notify – is the change verifiable by the manager and will they get a notification email
• HR user roles and Notify – is the change verifiable by an HR user role and will they get a notification email
• All HR users / selected HR user roles – should the change be verifiable by all users in an HR user role or just selected HR user roles (eg level 1 HR administrator, level 2 Senior HR)

Rule options – top down/bottom up and relative position

• Bottom up – if the rule is set to operate from the bottom up, the verification notification will go up the hierarchical chain for verification. If the Relative Position is set to 1 then the verification will go to the employee’s direct line manager whereas if the position was increased to 2 it would be to the manager’s manager
• Top down – if the rule is set to operate from the top down, the verification notification will go down the hierarchical chain from the top (ie CEO first) for verification. If the Relative Position is set to 1 then the verification will go to the top position, whereas if the position was increased to 2 it would be the second highest level (one below the top position)

Rule options – configuring multiple levels

• Click Add to create a further verification level which can then be configured as required

Example

• In the below example the Job and Pay verification has been configured so that when a manager enters a job and pay change for one of their employees, a verification email will go to the manager's manager in the first instance – level 1, using relative position 2
• Once this is approved then a verification email will go to the senior HR user for a further verification - level 2

Notes:  If a verifier further along the chain happens to be on the verification page ahead of a lower level approver, then they can approve/decline the change and it will skip the lower level Levels can be re-ordered by dragging and dropping and can be deleted by clicking Remove System administrators always have access to approve verifications if needed and may see a warning against records if they are bypassing the hierarchy to process the verification.  In this instance the full details of the change would need to be viewed to be able to verify it

Copy rule

• Once you've configured the rules and levels for a verification, click Update to save and you can copy it for other verifications
• Click on a verification that is to have the same configuration applied to it and click Copy Rule
• From the pop-up box select the verification rule you wish to copy and click Select
• The same verification rules will be applied

System configuration

• There are some system configuration settings that apply to multi level verifications
• Filter the Group Name to Multi-level Verification

• Whether the module is enabled is read-only and can be amended upon request to Ciphr
• Who should verify when no bottom up verifier refers to where there may be more levels in the rules than exist in the hierarchy (eg 5 levels are required but the employee is only 3 levels from the CEO). There are two options:
  • Autopass: If the required levels aren’t available, the system approves automatically beyond the last level
  • Top person: Instead of auto-approving, the highest person in the hierarchy (like the CEO) must approve
• Display option for column approver in MLV history controls how much information you wish to display in verification history when viewing the approval trail

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