Our releases dated September 12, 2022, contain the following improvements:


TABLE OF CONTENTS


More Improvements on the AEF Filing Validation

The first time that we released this enhancement on our AEF filing validation back in July, we continued the work to improve the user experience. 


Before the September 12th release, the system only shows "System Disapproved" on the action status of the filed form if it does not meet the configured criteria and conditions set on the AEF type. In this example, the employee is ineligible for OT. She probably forgot her profile and went ahead to file for overtime last September 7th for 2 hours. Watch this clip on how the system disapproval happened and the screens where the AEF appeared as system disapproved.


Before this release, the reason for system disapproval was not shown and there was no email notification sent to the user informing him that the form was system disapproved.


In this release, expect that these are the two (2) particular enhancements related to the AEF filing validation. 


  • On-Screen Prompt that Shows the Reason for System Disapproval of Filed AEFs


The reason for getting your filed AEF system disapproved will be displayed on the Attendance, AEF Filed, and AEF Inventory Screens.


ATTENDANCE SCREEN


From the attendance screen, go to the date where the AEF was filed for. By expanding the details of the attendance date (click on the arrow beside the date), you will see the Attendance Exception Forms box. Click on the filed AEF that will bring you to the Form Action History Section, shown in the sample below.


In the Form Action History section of the Attendance screen, there will be an entry with the Action Status as System Disapproved. This line item is collapsible, and it will show the "Remarks" field where the reason for being system disapproved.



On the same screen, if the filed AEF went through and was approved by the employee's AEF approver, there will be an entry with the Action Status returning as Approved. There will not be a collapsible Remarks field as the AEF has already been approved.



AEF FILED SCREEN

           

On the AEF Filed Screen, go to the date when the AEF was filed for.

By clicking on the gear icon (settings) below the Form #, it will bring you to the Form Action History Section, shown in the sample below. The user can immediately see the action status, "System Disapproved." This item is expandable upon clicking to show the remarks or reason for system disapproval.




AEF INVENTORY SCREEN


On the AEF Inventory Screen, go to the date when the AEF was filed for. The user will see the Form Action History by clicking the information (i) icon under the approver column, shown in the sample below. The user can immediately see the action status, "System Disapproved." This item is expandable upon clicking to show the remarks or reason for system disapproval. 



  • Email Notification includes the Reason for System Disapproval of Filed AEFs


       Similar to any email notifications generated from the system, there will be an email notification sent to the user right away containing the reason for system disapproval of filed AEFs. An example of the email notification is shown in the image below.


After the release, here's a screen recording of the notifications as our sample of how you will see the reason for system disapproval.




Frequently Asked Questions (FAQ)


Q: For past system-disapproved AEFs, will the "Remarks" field still show on the form action history?

A: Yes, the remarks field will also appear on the form action history of AEFs that were system-disapproved before the release.


Q: Will I be receiving an email notification once my AEF is system-disapproved?

A: Yes, this is the improvement included in this release. The email notification will be sent to the user right away after the AEF has been system-disapproved, and it will also contain the reason for system disapproval.


Q: Does myHR have this on the AEF report?

A: No, not yet. Users can opt to generate the AEF Inventory XLS Report in the meantime. 


Infographic: How to File an Attendance Exception Form

After the September 12th release, users who filed AEFs must check their filed AEFs right after filing to know if their forms are valid or system disapproved.