---
title: "Approval Process Example"
slug: "approval-process-example"
description: "An example of approval workflow for terminating an employee - from setup to initiating approval and approving the request."
tags: ["HR"]
updated: 2023-09-25T09:44:14Z
published: 2023-09-25T09:44:14Z
canonical: "help.lanteria.com/approval-process-example"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.lanteria.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Approval Process Example

***Scenario:*** According to the company policy, the terminations are initiated by direct managers. Each termination is to be approved by the org unit manager and CTO. After that, a termination record is created and HR processes it.

***Setup:*** This case requires a content approval workflow. The steps to go through are:

1. Create an [approval workflow](/v1/docs/approval-process-example#create-an-approval-workflow) for terminations.
2. Create a [temporary list](/v1/docs/approval-process-example#create-a-temporary-list) for items pending approval.
3. Set up the [approval process](/v1/docs/approval-process-example#set-up-approval-process).

***Example:*** [Terminate an employee](/v1/docs/approval-process-example#terminate-an-employee) based on the newly created process.

## Create an Approval Workflow

First of all, create a workflow and the steps within it that the system will follow while approving the terminations.

1. Go to **Settings** > **Settings and Configuration** > **Core HR**.
2. Click **Processes and Approval Workflows** in the left panel and click **Edit** next to the **Approval Workflows** setting name on the **Basic** tab.
3. The **Approval Process Settings** form will appear.
4. Click the **Approval Workflows** button to open the **Approval Workflows** form.
5. Click the **Add New** button to create a workflow.  
![img035](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img035.png)Specify the title and description for the workflow in the **Title** and **Description** fields respectively, for example, "Termination workflow" and "Approval steps before creating a termination record", respectively and click **Save**.  
The **Approval Workflow Steps** window will open. Use it to add steps to the workflow.  
![img036](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img036.png)
6. Click the **Add New Step** button to create a step.
7. Specify the title for the step, set **Step Order** to *1*, **Step Type** to *Approval*, **Duration in Days** to *5*, for example, **Approver** to *Department Manager* and click **Save**.  
![img037](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img037.png)
8. Add another step the same way. Set **Step Order** to *2*, **Step Type** to *Approval*, **Duration in Days** to *5*, for example, **Approver** to *Select by Job Role,* **Job Role** to *CTO* and click **Save**.

## Create a Temporary List

Create a SharePoint list with the same internal field names as the **Terminations** list (this can be done under **Settings** > **Site Lists and Libraries**). To be able to track the record approval status, you can add a **Status** field to the temporary list and **Terminations** list.

![img038](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img038.png)

## Set up Approval Process

Define the approval process settings, that is, the rules that will trigger the workflow for a specific list, and the approval result type. Follow these steps:

1. Go to **Settings** > **Settings and Configuration** > **Core HR**.
2. Click **Processes and Approval Workflows** in the left panel and click **Edit** next to the **Approval Workflows** setting name on the **Basic** tab.
3. The **Approval Process Settings** form will appear.
4. Click the **Add New Process** button on the ribbon or at the top of the form.  
![img047](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img047.png)
5. The **Approval Process Settings** Edit form will appear.  
![img039](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img039.png)
6. In the **Title** field, specify the process title, for example, **Termination Approval**.
7. In the **List for Approval**, select the temporary approval list that you created. Initially, the items will be created there and moved to the **Terminations** list only after being approved.
8. In the **Workflow** field, select the newly created workflow.
9. Set **Workflow Result Type** to **Content Approval**.
10. In the **Target List**, select **Terminations**.
11. For the approval process to be triggered only from the **My Approval Requests** page, select the **Request Approval Manually** and **Show on Approval Requests Page** check boxes. Set the order of the current approval process in relation to the other manually started processes on the **Approval Requests** page.*NotePlease note that for HR not to be able to terminate the employees from the **Employee** card without approval, the access to the **Terminate** option in the card must be denied.*
12. In the **ES Roles** field, select the roles that will have access to initiating the termination approval.
13. Click **Save**.

## Terminate an Employee

Follow the steps below to terminate an employee:

1. From the **Employee** role, click **My Details** > **My Approval Requests** or in the **HR** role, click **Core HR** > **Approval Requests**.  
![img040](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img040.png)
2. Click **Start Approval Process** > **Termination Approval** that appeared on the **My Approval Requests** page after the **Termination Approval** process was set up. This will display a form for creating a new item the temporary list.  
![img041](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img041.png)
3. Specify the termination details and save the record. This record will be saved to the **TerminationsTemp** list.
4. After saving the record, the approval process is created in the **Draft** status. From **Approval Requests** (as HR) or **My Approval Requests** > **Created by Me** (as Employee), select the created process and click **Approve/Reject** and then **Request Approval** in the **Action** field. This launches the workflow and initiates the first step. In this case the first person to approve is the org unit manager. The unit manager receives notification that the termination approval is required. The unit manager can view and approve the request under **My Details** > **My Approval Requests**, on the **Require My Action** tab or under **Tasks Requiring My Action** on the Employee role homepage.  
![img444](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img444.png)
5. If approving from the homepage, click the approval request name to open it on the **My Approval Requests** page.
6. Click **Approve/Reject**.
7. In the **Comments** field type any comments to the action being taken (this is mandatory for rejection).  
![](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/003.png)
8. There are three buttons available: **Approve**, **Reject** or **Request Change**. If your you also have HR or Local HR role, the **Stop Process** (auto approve all the following steps) and **Approve for All** (displayed in case there are several approvers that must approve this step) buttons will be available. For this case, select **Approve**.
9. Click **Save**. The approval workflow will move to CTO approval step, which will be done in the same way.
10. After both approvers approve the termination, a termination record is created in the **Terminations** list. Go to **Settings** > **Site Lists and Libraries** > **Terminations**.  
![img044](https://cdn.document360.io/c315c68d-2799-4fcc-9a39-084315b58f14/Images/Documentation/img044.png)