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 custom form approval audit trail allows you to view the final decision details for any 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
- Check progress for pending submissions
- Further information
View approval and decline details in the employee file
- Log in to the Employment Hero.
- Click the People icon on the left-hand menu.
- Select Employee List and click on the specific employee.
- Click the Documents tile.
- Select the Forms tab.
- Locate the form submission and click the expand chevron on the right side of the row.
- Review the following fields in the expanded view:
- Last actioned by: This displays the name of the person who made the most recent decision, such as the approver or the person who declined the form.
- Last action date: This displays the date and time the most recent decision 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
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.
- Open the employee's file and navigate to Documents Forms.
- Find the submission with a Pending status badge.
- Click the expand chevron.
- View the Last actioned by and Last action date fields to see the name of the most recent person to approve the form and when they did so.
Further information
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.
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, you must navigate to the administrative Responses tab for that specific form or export the responses via CSV.