Refer to the sections below to learn more about the steps involved in creating new authorizations:
Where to Create New Authorizations
Authorizations can be created in a couple of ways:
Authorization (from left-side menu)
Navigate over to the Company level, and select the Authorization option from the left-side menu. Clicking on this option will redirect you to the Authorization History screen.
Click
in the header row to create a new authorization.
An existing one can also be edited by clicking on
.
There are also additional places from which users can create new authorizations:
Select Employee/Assignment screen
From the Select Employee/Assignment screen, which is accessed by clicking on the Assignments tab, click
.
Create Authorization from Assignment Screen
Authorization Settings screen
If the "Allow Authorization Creation from Existing Assignment" tick box is checked under the Authorization Settings screen, then the
button will be visible in an assignment record which isn't currently connected to an authorization record.
Click on
to create an authorization for the assignment record.
Mobility Manager Widget
If authorization templates are enabled on the widget, they will be displayed in the 'Start a new authorization' section:
For external clients, authorizations can be created in two ways:
Under the Portal menu item, click on View/Find Authorizations, and navigate over to the Authorization History screen. Click
.
Under the Portal menu item, click on View/Find Assignments, and select Select Employee/Assignment. Click
. This button also displays for an employee in the Search Results grid.
Note: the Equus Platform only allows one authorization to be in progress at a time, and enforces this by not displaying the
button when an authorization is already in progress for the employee.
In addition, specific authorization templates can be configured to be hidden from the Mobility Manager Widget if required.
Authorization Details
When creating a new Authorization, the user is prompted for some required information needed to create the Authorization record.
The fields are as follows:
Company: The company with which the Employee is associated.
Authorization Coordinator: This drop down list will include all resources that have been associated with the Authorization Coordinator role and the given Company. The resource selected here is generally the individual creating the Authorization.
Authorization Template: This drop down list will include all active Authorization Templates that have been established for the given Company. The selection made here will determine what Authorization steps are seen when the Authorization Wizard is launched.
This field is only displayed when the given Company has more than one active Authorization template.
If the Company only has one template, the user will not be prompted to select an Authorization Template, and that one template will be used.
Last Name: A Last Name for the Employee needs to be provided.
First Name: A First Name for the Employee needs to be provided.
Gender: A Gender needs to be selected for the Employee
If the Employee Last Name, First Name, and Gender that are entered match another employee in the Platform, it will display the Possible Employee Matches grid with a list of employees that may be the one that the authorization should be associated with. If the employee being created is in the list, select that employee and continue using the
button.
When the Authorization is created for an existing employee, its Spouse/Domestic Partner and Children & Dependents are copied from the employee’s most recently-created assignment that is active.
This eliminates the need to re-enter family information on another assignment if it has not changed. A warning displays when this occurs. See the “Family Step” section for details.
Changing the Authorization Template
The Authorization Template can be modified after the Authorization has been created. To change the template used by the Authorization simply select the Change link next to the Authorization Template field.
Once the Change link is selected, the Authorization page will launch. Select a value in the Authorization Template drop down and select
.
The Authorization Template can be changed for an existing Authorization only when the Authorization is in a <Not Submitted> status. Once routing has begun for the Authorization, or the Authorization has been Approved or Canceled, the template can no longer be changed.
If the Authorization Template is changed for an existing Authorization the data entered on the Employee, Approval and Cancellation steps will remain. The data from any other steps on the Authorization will be deleted.
The Change link can also be disabled for individual User Roles. The visibility of the link is controlled by the Edit setting of the “Authorization – Change Template” Page Section on the Role Maintenance page.
Authorization Steps
Depending on which template is chosen for the authorization that is being created, steps will appear as tabs on the header of the screen.
Each step of the authorization will ask the user for specific information. An authorization will usually include some of the following steps:
Employee
Contact Information
Relocation
Family
Policy
Services
Assignment Package
Approval
Cancellation
Authorization steps are not limited to the ones listed above. To learn more about the different steps included in authorization templates, click here.
Custom Steps in Authorizations
If the chosen authorization template also includes a custom prompt set, then this will appear as a tab on the header of the authorization.
Click here to learn more about custom steps in authorization templates.
Thing to Note
If a company does not have any authorization templates, or a user does not have access to the Authorization page, then no tiles will appear on the Mobility Manager widget.
Authorization Status tracks the authorization progress, making it clear where each request stands and what actions are needed.