The Routing feature allows appraisers to electronically send appraisals and Forms to other users within Performance Pro for their approval and/or input.
Items that have been routed to a user will appear in the Routing Inbox on their Home Screen. Items routed by a user will appear in the Routing Outbox.
Activate Routing
From the main menu, click System Setup, then Company Settings.
Under Advanced Features, check the Routing checkbox.
Click Save.
A Routing Setup button will now appear in the System Setup menu where routing configuration can occur.
Routing Setup
Following is an explanation of the options available when customizing the Routing feature. The options chosen will apply to the entire system.
Routing Enabled
When checked, it allows you to specify if you would like to turn routing on for appraisals only, Forms only, or both.
Routing Method
Routing can be set up to happen manually by recipient or path selection, automatically, or be disabled. The "Default Routing Method" dropdown applies to appraisals. The "Forms Routing Method" dropdown applies to Forms. Make a selection for both types of documents.
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Disabled. Routing feature disabled for this type of item.
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Auto Route. The item routed will follow a pre-determined Routing Path set by the Performance Pro admin and allow the item to automatically move through the approval path to the assigned route recipients.
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Manual Recipient Selection. The person routing the item will select the routing recipient(s).
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Manual Path Selection. The person routing the item will select the Routing Path.
Routing Period (Days)
The Routing Period (Days) option allows you to determine the amount of time an item remains routed to a user, awaiting a response. If no response is given within the time period, it expires and returns to the original sender (if using Manual route) or moves to the next person in the routing path (if using Auto Route). The number of days selected will also determine how long an item appears in the Routing Outbox.
Allow Approval w/o Signature
When enabled, users receiving a routed item will have an option of "Approved without Signature" in the response dropdown. If chosen, the user will not receive any notifications to e-sign the document.
Require Routing
The Require Routing option forces appraisals and/or Forms to be routed to appropriate users before they can be marked as Complete. If routing is required and, because of special circumstances, an item doesn't need to be routed, Administrative Users have the ability to bypass routing on the item. See "Bypass Routing Feature" article for more information.
Post Approval Lock
Post Approval Lock applies to all appraisals, including non-default appraisals if Concurrent Appraisals is turned on in Company Settings.
The Post Approval Lock feature limits edits after an appraisal is approved by the routing recipients during the routing process. It works with the following routing methods:
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Auto Route: When the appraisal is Approved, Approved with Edits, or Approved without Signature by the last person in the Routing Path, or Skipped by an Administrative User, the appraisal will be locked from further editing by the appraiser and all upline managers who lack Downline Edit. An upline manager with Downline Edit can still edit the appraisal.
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Manual Route: When the appraisal is Approved, Approved with Edits, or Approved without Signature by the first person to whom it was routed, or Skipped by an Administrative User, the appraisal will be locked from further editing by the appraiser and all non-AU upline managers who lack Downline Edit. The appraisal can be routed additional times for approval. An upline manager with Downline Edit can still edit the appraisal.
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Not Approved: When Require Routing is activated, and any routing recipient chooses to Not Approve (in both auto and manual routing), the appraisal will not be locked and will return to the appraiser, clearing any approval statuses of other routing recipients. However, routing notes will be retained. The appraisal will need to be routed again for approvals.
When Post Approval Lock is activated, an "Unlock" button will appear for the Administrative User on the Routing tab of the Finish Appraisal screen. This enables the Administrative User to unlock a locked appraisal, if necessary, for editing by the appraiser. (See "Post Approval Lock/Unlock" article for more information.)
Routing E-mail Notification
If the Routing E-mail Notification setting is enabled, an email will be sent to the user when an appraisal or Form is routed to them. This is in addition to the item appearing in their Routing Inbox on their Home screen.
Complete Notification
The Complete Notification option is an e-mail that notifies the appraiser when the document has passed through all intended users. This is applicable only when auto routing is used.
Allow Routing Notes
The Allow Routing Notes feature lets users add notes relating to routed items. See "Responding to a Routed Item" article for more information on adding routing notes.
Deactivate Route Button After Approval
This option will only appear if Auto Route is selected as the routing method. If the Deactivate Route Button After Approval is checked and saved, the Route button will be deactivated on the Finish Appraisal Route tab for non-admins, after the final person in the auto Routing Path marks Approved, Approved with Edits, Approved without Signature, or the Administrative User marks it as Skipped. This will prevent additional routing.
Note: If Concurrent Appraisals is turned on in Company Settings, the Deactivate Route Button setting will apply to both the default and non-default appraisals.
Auto Completion and Signature Upon Approval
This option appears if the Routing Method is set to Auto Route. It functions as follows: When an appraisal has completed the entire Routing Path and all routing recipients have marked "Approved" or "Approved w/o Signature," the appraisal will automatically complete and, if e-signature is turned on for any of the following roles, it will mark the signature complete.
- Appraiser
- Multi-Appraiser
- Upline
- Admin
However, it will NOT sign for the employee. The employee will receive an email notification and the appraisal will appear in the "To Be Signed" widget on their home screen. This will apply to both default and concurrent appraisals, if the Concurrent Appraisal feature is turned on.
If any other status is selected by routing recipients (Approved with Edits, Not Approved, Skipped, or Bypassed), the completion and e-signatures will not auto complete and will need to be performed manually.
If the appraisal is ever un-completed, it will remove the completion status and all e-signatures associated with the appraisal. It will return to the last step in the appraisal process (on the complete tab w/complete button), keeping all routing history, statuses and routing notes intact. The appraisal then must be completed and e-signatures made manually. The appropriate email notifications will go out and the appraisal will appear in the “To Be Signed widget.”
To Activate Routing Features
From the main menu, click System Setup, then Routing Setup.
Make your selections according to which features you'd like to activate.
Click Save.
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