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View form approval details in an employee file

Updated

Available for the following plans: Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Premium, Platinum
Available for the following User Access levels: Manager, Admin

The form approval audit trail allows you to view the final decision details for any Basic form (previously called a custom form) or Request form submission directly within an employee's file. This feature removes the need to navigate to the administrative responses tab, giving you immediate visibility into who actioned a form and the date the decision occurred.

This article will show you how to manage the following:

View approval and decline details in the employee file


 

Access decision details for approved or declined forms in the employee file
  1. Log in to the Employment Hero.
  2. Click the People icon on the left-hand menu.
  3. Select People list and click on the specific employee.
  4. Click the Documents tile. 
  5. Select the Forms tab.
  6. Locate the form submission and click the expand chevron on the right side of the row.
  7. Review the following fields in the expanded view:
    • Last actioned by: This displays the name of the person who made the most recent decision in the workflow. This includes the final approver, the person who declined the form, or the most recent reviewer to approve an in-progress sequential or parallel stage.
    • Last action date: This displays the date and time that the most recent decision or stage approval was recorded.

Helpful Hint

If a form was originally approved and then later reversed, the status badge will show as Declined. In this case, the Last actioned by field will display the name of the person who reversed the submission and the Last action date will show when the reversal took place.

Check progress for pending submissions

Identify the latest actors in a multi-stage workflow

For forms that require multiple approvals, you can monitor progress while the submission is still in a Pending state, provided at least one decision has been recorded.

  1. Open the employee's file.
  2. Click Documents then click Forms.
  3. Find the submission with a Pending status badge.
  4. Click the expand chevron.
  5. View the Last actioned by and Last action date fields. By viewing these fields, you will see the name of the most recent person to approve a stage in the parallel or sequential workflow. You will also see when they made that approval.

Further information

Why are the decision fields missing from some forms?

There are specific scenarios where the Last actioned by and Last action date fields will not appear in the expanded row:

  • The form does not use an approval workflow.
  • The submission has a Submitted status.
  • The submission is Pending but has not yet received any approval decisions.
Where can I see the full decision log?

The expanded view in the employee file only surfaces the most recent action. To view the full history of all approvals and decisions for a multi-stage workflow, click the Responses tab for the specific form. You can also export the responses via CSV (spreadsheet).

This spreadsheet will have audit trail compliance columns. The export file displays the form's current Status (Submitted, Approved, Pending, or Declined), the name of the Last actioned by user, and the Last action date timestamp. If any declined forms apply, the spreadsheet will also include information under the column Decline reason.

Do Request form tickets appear in the employee file?

They appear on the Forms tab, labelled with a "Request form" badge, when the form manager has turned on Show submitted tickets in employee file for that form.

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