User role unable to approve or reject verifications

Query

"Unable to approve verification"

"Unable to decline verification"

"Manager is unable to approve or decline verifications"

"HR user is unable to approve or decline verifications"

"Cannot approve or decline as no access to changed fields or page"

“Unable to see a field or tab that other users can see”

“User role has page access but can’t see certain fields”

Answer

The approver user role must have at least the same level of access as the requestor, to be able to process the verification.

Access is controlled at page and/or field group security (and record group security if the approver is an HR user), so if the requester has access to a page or field within it, that the approver does not then the verification warning will display or the request may be hidden from the approver. This is to prevent the approver inadvertently verifying something that they did not have full visibility of.

There are three things to check, in this order:

The role’s page access
The role’s field group access
Whether the fields themselves are in the right field group

How to fix it

Page Access Check:

Go to System Configuration > Role Management
Select the User Role affected (that the approver is in)
Click the Pages tile
Use the search function to search for the type of verification that the user role cannot approve or decline
Ensure that Write Access has been provided for the page Subordinate Permissions.

Example of configuration options that would result in the message:

Requestor access

Approver access

To update the configuration click Write Access under Subordinate Permissions
Click Review Changes
Click Update to confirm

Field Group Access Check:

Go to System Configuration > Role Management
Select the user role the approver is in
Review the access in these tiles, and make sure the approver’s role has the same access as the requester’s role, or higher:
- Record & Field Group Security: the fields visible for certain record groups (HR users only)
- Subordinate Field Group Security: the fields visible to your subordinates (for manager direct and indirect reports)
- Own Field Group Security: the fields visible for your own record

Requestor access

Approver access

To update the configuration click Write Access against the relevant subordinate field group permission > Review Changes > Update

The following page can be used to identify which fields are attached to which field groups: System Configuration > Manage Field Groups & Fields

Field group contents check

If the role’s access is correct but the user still can’t see or approve the fields, check which field group the fields are in.

Note: You may see some field groups suffixed with _CF, which means they were “carried forward” from an older, desktop version of the system in a previous upgrade.

A group called HROnly_CF was created to contain any unused Further Information (FI) fields at that time (any unnamed Date, Number and Text fields between 1 and 20), and access to it was restricted by default. If you’ve since started using some of these fields, they may still be in HROnly_CF, so users outside those roles can’t see or approve them. Moving the fields to the correct group should resolve the issue.

To see which fields are in which group, run the V9 upgrade field list report. If you can’t see the report, check your user role access.

To move a field to the right group:

Go to System Configuration > Manage Fields Groups and Fields
Click the triangle next to the field group that the relevant roles can access
Click Add New Record
Select the Table and Field, then click Update
Ask the user to check again

Tip: A field can only be in one group at a time, so adding it to a new group removes it from the old one. If no suitable group exists, create one and give the right roles access in Role Management.

Page access security
Role management: applying field and record group security
Record Groups (related to HR users only)
Security - Field Group Management
Configure Further Information Fields

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