Document transfer options &
Change Engine
Emanuele Ornella
Golden rule
The golden rule for change of manager in Performance
Management forms is:
If there is a change of manager in future steps the new
manager will replace the old manager.
*Exception is if the change engine is on to keep form with old manager
NOTE: Current step only changes if they have the
template transfer option “Automatic Inbox Manager
transfer” enabled and it is currently in EM inbox.
Refer clients to our solution: Performance Management:
Manage Templates - Document Transfer Options
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Example 1 of golden rule
Based on the golden rule:
Old Manager
Manager A
New Manager
Manager B
- If the current step is step 1
Manager A
E step 1
EM step 2
Manager A
E step 3
EM step 4
- The new manager will be in step 2 and step 4
Manager B
E step 1
3
EM step 2
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Manager B
E step 3
EM step 4
Example 2 of golden rule
Based on the golden rule:
Old Manager
Manager A
New Manager
Manager B
- If the current step is step 2
Manager A
E step 1
EM step 2
Manager A
E step 3
EM step 4
- The new manager will be in step 4 only
Manager A
E step 1
4
EM step 2
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Manager B
E step 3
EM step 4
Visibility
The new manager will have visibility of the form only
when the form will reach him/her.
This is a general rule: the form will be visible to a
specific user only when the user will become the current
owner.
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Document transfer options: Automatic insertion of new manager as next
document recipient if not already
- If the next step is for the manager, nothing will happen
- If the next step is for a role different than a manager, the
system will create a new step (Alternate Route User Step)
for the manager
- The idea behind this is that in this way the new manager
will get visibility of the form sooner, but the old manager
will continue to work on the current step
- Refer clients to: Performance Management: Routing Alternate Route User Step - U Step
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Example 1 of Automatic insertion of new manager as
next document recipient if not already
- If the current step is step 1
Old Manager
Manager A
New Manager
Manager B
Manager A
E step 1
EM step 2
Manager A
E step 3
EM step 4
- The new manager will be in step 2 and step 4
Manager B
E step 1
EM step 2
Manager B
E step 3
EM step 4
- No new steps are created because the next step is
with the manager
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Example 2 of Automatic insertion of new manager as
next document recipient if not already
- If the current step is step 2
Old Manager
Manager A
New Manager
Manager B
Manager A
E step 1
Manager A
EM step 2
E step 3
EM step 4
- A new step will be created between step 2 and 3
E step 1
Manager A
Manager B
EM step 2
Alternative step for
EM
Manager B
E step 3
EM step 4
- The new manager will be in the alternative step and
step 4
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Document transfer options: Automatic Inbox Document Transfer To New
Manager
-
This option only applies IF the form is actually IN the inbox of the
manager. (Only EM & EX roles supported)
-
If the form is IN the inbox of the manager, then the form will be
transferred to the new manager in that same step
-
If the form is not with the current manager in their inbox then
future steps will be affected
-
The idea is that the new manager will immediately work on the
form and the old manager will see the form «disappearing» from
the In Box
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Example 1 of Automatic Inbox Document Transfer To
New Manager
- If the current step is step 1
Old Manager
Manager A
(not in the inbox of current manager)
New Manager
Manager B
Manager A
E step 1
EM step 2
Manager A
E step 3
EM step 4
- The new manager will be in step 2 and step 4
Manager B
E step 1
EM step 2
Manager B
E step 3
EM step 4
- No new steps are created because the next step is
with the manager
- No routing is performed
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Example 2 of Automatic Inbox Document Transfer To
New Manager
- If the current step is step 2
(It Is in the inbox of the current manager)
Manager A
E step 1
EM step 2
Old Manager
Manager A
New Manager
Manager B
Manager A
E step 3
EM step 4
-
The new manager will be in step 2 and step 4.
-
No new steps are inserted, form remains in current step but with
the new manager, and the old manager will now see it in their
enroute folder.
Manager B
E step 1
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EM step 2
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Manager B
E step 3
EM step 4
Example 3 of Automatic Inbox Document Transfer To
New Manager
- If the current step is iterative step 2
(and Its in inbox of employee not manager)
With E in iterative step
E step 1
I E + EM step 2
Old Manager
Manager A
New Manager
Manager B
Manager A
E step 3
EM step 4
-
The new manager will be in step 2 & 4.
-
No new steps are inserted, form remains in current step with the
employee, and the old manager will now see it in their enroute
folder.
Employee + Manager B
E step 1
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I E + EM step 2
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Manager B
E step 3
EM step 4
Document transfer options: Automatic En Route Document Transfer To
New Manager
- The new manager receives immediately all forms that
are in the En Route folder for the old manager
- The forms for the new manager will be in the En Route
folder as well
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Document transfer options: Automatic Completed Document Copy to New
Manager
- The new manager will receive all completed forms in
the completed folder
- Otherwise the old completed forms will not be visible to
the new manager
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Change Engine: Keep forms with old manager
The exception to the Golden rule is the option Keep
forms with old manager in Change Engine Configuration:
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Change Engine: Keep forms with old manager
- The Change Engine is instance wide (cannot be
enabled for some PM templates only).
- Only forms created with the Change Engine enabled at
the time of a manager change via an import will stay
with the old manager
- More information available at: Employee Change
Engine Guide - freeze-user-to-role
- It is not possible to use the Document Transfer
options together with the Change Engine.
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Thank You
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