UniFi Identity Enterprise - Workflows & Approvals

Overview

The requests for time-off, work from home, capital expenditures, new recruits, document processing, contract reviews, and any other activity that requires approval from designated teams, all of which require automated approval features. A workflow can be thought of as a series of recurring tasks carried out by each organization to achieve a certain purpose.

A manual approval procedure causes confusion, time-wasting, and inefficiency and adds to effort. The Workflows & Approvals eliminated these issues. All employees need to do is submit a request, and the UniFi Identity Enterprise will ensure that the form is directed to the preset approver(s) for approval.

We secure your business process management (BPM) by:

  • Encrypting your sensitive data on the principle of least privilege.
  • Enabling you to pre-define the visibility and edit permission of each field in your approvals. If your employee has a request that needs to be approved by multiple departments yet contains sensitive information that can only be visible to specified departments, then you may need this feature.
  • Allowing you to create attribute-based approval policies to define if your approvers need to perform MFA when they try approving or rejecting a request.

With Workflows & Approvals, you can:

  • Automate your repetitive business processes in a matter of minutes.
  • Empower business users to automate their own workflows by combining conditional actions in an intuitive visual editor.
  • Customize your workflows on a zero-code page with ease.

Admin Permissions for Viewing and Editing Forms and Requests

Note: IT Admin, Site Admin, and Site IT Admin are only available by default in workspaces activated before February 2023.

Role Name Approval Form Approval Request
View Edit View
Owner All forms All forms All requests
Super Admin All forms All forms (unless specified otherwise in the Who Can Edit This Approval Form option) All requests (unless specified otherwise in the Who Can Edit This Approval Form option)
Workspace Read-Only All forms No No
Workspace HR All forms No No
Workspace-level custom roles with permission to view workflows All forms No No
Workspace-level custom roles with permission to edit workflows All forms All forms (unless specified otherwise in the Who Can Edit This Approval Form option) All requests (unless specified otherwise in the Who Can Edit This Approval Form option)
Site Admin Only the forms that belong to the sites that an admin manages All the forms that belong to the sites that an admin manages (unless specified otherwise in the Who Can Edit This Approval Form option) All requests
Site IT Admin Only the forms that belong to the sites that an admin manages No No
Site Read-Only Admin Only the forms that belong to the sites that an admin manages No No
Site HR Admin Only the forms that belong to the sites that an admin manages No No
Site-level custom roles with permission to view workflows Only the forms that belong to the sites that an admin manages No No
Site-level custom roles with permission to edit workflows Only the forms that belong to the sites that an admin manages All the forms that belong to the sites that an admin manages (unless specified otherwise in the Who Can Edit This Approval Form option) All the requests submitted from the sites that an admin manages (unless specified otherwise in the Who Can Edit This Approval Form option)

Create a Form

  1. Sign in to your Identity Enterprise Manager (https://[your workspace domain].ui.com/cloud).
  2. Click Workflows and Approvals > "+" icon.
  3. Select a template or click Create.
    • The templates:
      • Time-Off:
        • If the requested time-off duration is less than 7 hours, it needs to be reviewed by the submitter's direct manager.
        • If the requested time-off duration is equal to or greater than 7 hours, it needs to be reviewed by both the submitter's direct manager and their level-2 manager.
      • Purchase Request: The request needs to be reviewed by the submitter's direct manager and all fields are visible to approvers.
      • Work from Home:
        • If the requested WFH time is less than 7 hours, it needs to be reviewed by the submitter's direct manager.
        • If the requested WFH time is equal to or greater than 7 hours, it needs to be reviewed by both the submitter's direct manager and their level-2 manager.
      • Overtime:
        • If the requested overtime is less than 7 hours, it needs to be reviewed by the submitter's direct manager.
        • If the requested overtime is equal to or greater than 7 hours, it needs to be reviewed by both the submitter's direct manager and their level-2 manager.
  4. Follow the steps below to specify the form's basic information, form design, and workflow.

Specify the Basic Information

  1. Edit or specify the basic information:

    • Icon: Select an icon that will be visible on users' Approvals pages.
    • Name: Specify the approval form's name which will be visible on users' Approvals pages.
    • Category: Select the form category. The approval form will be displayed based on the category.
    • Belong to: Classify the form as Workspace-level or Site-level for inviting admins with different permission levels to edit the form collaboratively.
    • Execution Time: If a submitted approval request is not approved, rejected, or processed within the set period, its status will change to time-out, and it must be re-submitted.
    • Permissions: Select "Auto" or "Manual".
      • Who Can Submit Approval Requests: Only selected users, groups, and roles can view and submit approval requests using this approval form.
      • Who Can Edit This Approval Form: Only the selected users, groups, and roles can edit this approval form. Other admins can view but cannot edit this approval form.
      • Who Can Delete Approval Requests: Specify which admin roles can delete approval requests submitted using this approval form.
  2. Click Next in the right upper corner to design this approval form, or click Publish to use the default form design.

Design Your Form

In the Form Design section, you can customize your form using the design configurator:

  1. Drag a graphical widget or suite from the control library to the control panel.
  2. Click the widget in the control panel to edit the widget or suite.
  3. Click Next in the right upper corner to design the workflow of this approval form or click Publish.

Widget

Widget Name Description Edit a Widget
Text Allow users to enter a maximum number of 500 characters. Text wrapping is not supported. 1. Label: Specify the field's name.
2. Prompt text: Add a gray note to instruct users how to fill in the field.
3. Required: Specify whether this field is required.
Multiline Text Allow users to enter a maximum number of 1000 characters. Text wrapping is supported. 1. Label: Specify the field's name.
2. Prompt text: Add a gray note to instruct users how to fill in the field.
3. Required: Specify whether this field is required.
Multi Select Allow users to select multiple options. 1. Label: Specify the field's name.
2. Prompt text: Add a gray note to instruct users how to fill in the field.
3. Specify each option's name or click Add Another to add more options.
4. Required: Specify whether this field is required.
Single Select Allow users to select only one option. 1. Label: Specify the field's name.
2. Prompt text: Add a gray note to instruct users how to fill in the field.
3. Specify each option's name or click Add Another to add more options.
4. Required: Specify whether this field is required.
Date Allow users to select a date and time. 1. Label: Specify the field's name.
2. Prompt text: Add a gray note to instruct users how to fill in the field.
3. Select a date format.
4. Required: Specify whether this field is required.
Date Range Allow users to select the start time and end time. 1. Specify the second title.
2. Select a date format.
3. "Calculate hours, days, or time range automatically": When ticked, the system will calculate the duration automatically using the start time and end time and display the result in the Amount (Hours) field. When unticked, users must manually enter the amount.
Numbers Users can only enter numbers in this field. 1. Label: Specify the field's name.
2. Prompt text: Add a gray note to instruct users how to fill in the field.
3. Specify each option's name or click Add Another to add more options.
4. Required: Specify whether this field is required.
Rating Allow users to provide ratings. 1. Title: Specify the field's name.
2. Select a score point.
3. Required: Specify whether this field is required.
Image Allow users to upload up to 6 images. 1. Title: Specify the field's name.
2. Required: Specify whether this field is required.
Attachment Allow users to upload up to 6 files at once. The total file size cannot exceed 30 Mb. 1. Title: Specify the field's name.
2. Required: Specify whether this field is required.
Note Allow admins to provide a note outlining the criteria for filling out this approval form. 1. Select an icon.
2. Title: Specify the field's name.
3. Specify the description.
Users Allow users to select the workspace users or groups. 1. Label: Specify the field's name.
2. Prompt text: Add a gray note to instruct users how to fill in the field.
3. Required: Specify whether this field is required.

Suite

Suite Name Description Edit a Suite
Time-Off The suite includes the following components:
  • A single-select widget for selecting time-off type
A date range widget
  • A multiline text widget for providing reasons
  • An image widget
1. Select a date format.
2. Work Time: The duration of time-off is calculated based on the set work hours. If an employee requests time off that extends beyond the work hours, only the time within the work hours is considered. For example, if work hours are from 9:00 AM to 5:00 PM and the employee requests time off from 8:00 AM to 12:00 midnight, only the time between 9:00 AM and 5:00 PM is counted, resulting in an 8-hour time-off duration.
3. Time-Off Type: Single-select field. Click Add Another to create more types, click the "-" icon to remove time-off types, or click an existing type to edit it.
4. "Set Reason as a required field": When ticked, users must fill in their time-off reason.
5. "Calculate hours, days, or time range automatically": When ticked, the system will calculate the duration automatically using the start time and end time and display the result in the Amount (Hours) field.
6. Exclude holidays: When ticked, the system will calculate only the time taken off during work days.
WFH The suite includes the following components:
  • A date range widget
  • A text widget for home office location
1. Select a date format.
2. Work Time: The duration of WFH is calculated based on the set work hours. If an employee requests time off that extends beyond the work hours, only the time within the work hours is considered. For example, if work hours are from 9:00 AM to 5:00 PM and the employee requests time off from 8:00 AM to 12:00 midnight, only the time between 9:00 AM and 5:00 PM is counted, resulting in an 8-hour WFH duration.
3. "Set Home Office Location as a required field": When ticked, users must fill in their home office location.
4. "Calculate hours, days, or time range automatically": When ticked, the system will calculate the duration automatically using the start time and end time and display the result in the Amount (Hours) field.
5. Exclude holidays: When ticked, the system will calculate only the time taken off during work days.
Overtime The suite includes the following components:
  • A date range widget
  • A multiline text widget for reason
1. "Set Reason as a required field": When ticked, users must fill in their time-off reason.
2. "Automatically calculate the length of overtime": When ticked, the system will calculate the duration automatically using the start time and end time and display the result in the Amount (Hours) field.
3. "Required ticked as a process condition": When ticked, users must fill in the time range and amounts to submit requests.

Build an Automated Workflow

An automated workflow allows you to specify the request approvers and to whom a request is cc'ed based on certain conditions. The support for both tree and flow views lets you organize, check, and edit workflows efficiently.

Work with the Outline

Click X to hide the outline, and click Show Outline to show the outline. The workflow outline helps you to:

  • Easily examine the logic of your workflow.
  • Efficiently locate the step that needs to be modified with a simple click.
  • Concurrently create and optimize your workflow structure.

Advanced - Create Approval Forms for Automated Permission Assignment

Create Approval Form

Admins can create approval forms for users to request workspace role and resource permissions, including WiFi, VPN, SSO apps, and cameras. Users can seamlessly gain access to the resources once their approval requests are approved.

  1. Sign in to your Identity Enterprise Manager (https://[your workspace domain].ui.com).
  2. Go to Workflows and Approvals > Forms.
  3. Click the “+”  icon and selectNew“.
  4. Select an icon and specify the form name.
  5. Click Add Description if you want to add a form description, which won't be visible to users.
  6. Select the form category. Forms will be displayed based on the selected categories.
  7. You can create more categories in Workflows and Approvals > click the Settings icon > Form Category & Quantity.
  8. Belong to: Set the form asWorkspace-level“ orSite-level“ to enable collaborative editing by admins with different permission levels.
  9. Approval Time Limit per Stage: If a submitted approval request is not approved, rejected, or processed within the set period, its status will change to time-out, and it must be re-submitted.
  10. Permissions: SelectAuto“ orManual“.
    • Who Can Submit Approval Requests: Only the selected users, groups, and roles can view and submit approval requests using this approval form.
    • Who Can Edit This Approval Form: Only the selected users, groups, and roles can edit this approval form. Other admins can view but cannot edit this approval form.
    • Who Can Delete Approval Requests: Specify the admin roles authorized to delete approval requests submitted via this approval form.
  11. Click Next in the right-upper corner to design this approval form.

Design Approval Form

  1. On the Form Design page, you can customize your form using the design configurator.
  2. Drag theAssignment“ suite and other components as needed from the control library, and drop them into the control panel. See "Create a Form" above for details about other components.
  3. On the Assignment Suite panel > Resource, do the following:
    • Tick or untick the resource types to specify which can be requested.
    • Click Edit beside a resource type to specify whether users can request all or only specific resources. For example, you can tick theRole“ checkbox, click Edit, selectSpecific Roles“, and select roles. Users can then select the roles on the form. Note that users can select only one "Role" but can select multiple resources for other types.
  4. Tick theSet Reason as a required field“ checkbox as needed to request users to fill in their reasons.
  5. Tick theAutomatically assign resources when requests are approved“ checkbox. This must be ticked for automated resource assignment upon request approval.
  6. Tick theSet as required“ checkbox to request users to select all types of resources when submitting requests.
  7. Click Next to build an automated workflow.

Implement Approval Policy

Approval Policy allows admins to determine whether approvers need to be prompted for MFA based on the particular sign-in environment before granting or rejecting approval requests.

  1. Sign in to your Identity Enterprise Manager (https://[your workspace domain].ui.com).
  2. Go to Workflows and Approvals > Forms.
  3. Select a form and go to Settings in the prompted panel.
  4. Scroll down to Approval Policy and select an approval policy. Click Edit Approval Policy to add or edit existing policies. Learn more about configuring approval policies and rules
  5. Click Save.

Manage Approval Forms

  1. Sign in to your Identity Enterprise Manager (https://[your workspace domain].ui.com/cloud).
  2. Click Workflow and Approvals to enter the forms management page.
  3. In the Approval Forms tab, perform the following actions based on your tasks:
Tasks Actions
Activate, deactivate or duplicate a form Option 1:
  1. Hover over a form and click the ellipses icon.
  2. Click ActivateDeactivate, or Duplicate.
Option 2:
  1. Click a form. The form details panel appears.
  2. Click Settings.
  3. Scroll down to the Manage session and click Activate, Deactivate, or Duplicate.
Edit the form design or workflow Option 1:
  1. Hover over a form and click the ellipses icon.
  2. Click Edit Form to modify the form design and workflow.
Option 2:
  1. Click a form. The form details panel appears.
  2. Go to the Form Design tab.
  3. Click Edit Form.
Edit the form basic information
  1. Click a form. The form details panel appears.
  2. Go to the Settings tab.
  3. Edit the information and save your changes.
Manage categories
  1. Click the Settings icon. The category management page appears.

View and Export Approvals

View Approval Requests

Method 1

The workspace-level admins can view all approval requests, while the site-level admins can only view the approval requests belonging to the sites they manage.

  1. Sign in to your Identity Enterprise Manager (https://[your workspace domain].ui.com/cloud).

  2. Click Workflows and Approvals > Approval Requests. All approval requests will display, you can enter the site name, approval ID, applicant name, form name, or category name in the search bar to filter approval requests.

Method 2

To view the approvals related to you, such as the ones that await review by you, cc to you, or have mentioned you, you can:

  1. Sign in to your Identity Enterprise Workspace (https://[your workspace domain].ui.com).

  2. Click APPROVALS.
  3. Click All Approvals, Pending, Time Out, Done, My Requests, CC to Me, or Mentions on the left-side panel to filter approvals.
  • You can use the filter bar to filter the approvals based on the conditions: Site, Form, Categories, Applicants, Request Time, and Approved Time.
  • To filter the approvals by Status, you can click Pending, Timeout, and Done on the left-side panel.

Export Approval Requests

Export Approval Requests to a .xlsx File

  1. Sign in to your Identity Enterprise Manager (https://[your workspace domain].ui.com/cloud).
  2. Click Workflows and Approvals > Approval Requests.
  3. Click the Export icon.
  4. In the Export Approvals window, specify the conditions:
    • Approvals: Select form names.
    • From...To: Specify to export the approval requests submitted during a certain period.
    • Status: Select the approval requests' statuses.
    • Applicants: Select the applicants.
      • Site: You can choose to export the users' approval requests for certain sites if you choose" Specified Users".
  5. Click Export. A .xlsx format file is downloaded. You can view the Approval ID, Applicant, Alias Name, Email, Site, Form Name, Category, Request Time, Approved Time, Status, and more information from the file.

Export an Approval Request to a PDF File

A PDF file contains the approval request details, review timeline, and review status.

  1. Sign in to your Identity Enterprise Workspace (https://[your workspace domain].ui.com).

  2. Click APPROVALS.
  3. In the All ApprovalsPendingTime OutDoneMy RequestsCC to Me, or Mentions menu, select an approval request.
  4. Click Export. A preview file will be displayed.
  5. Click Export.
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