This section shows how to issue template-based via batch issuance.
1. Click Batch Issuancetab
2.Click “Create Batch” button
3. Select the Department under the "Department" field.
Only users and roles within the selected department can be chosen as approvers in Step 13.
4. Choose "Template-Based"under "Issuance Type".
5. Search or Select a template under "Choose Template".
6. Under "Batch Name",
Include relevant details such as shortcode and intake for easy searching.
Example: PGDipSHCM (ODP) - 16th and 17th intakes - Certificate & Transcript
7. Enter the Full Course Nameunder "Published Document Title"
Below are the examples:
- Certificate in Human Resource Management & Transcript
- Certificate in Payroll Administration & Transcript
- Diploma in Compensation & Benefits Management & Transcript
- Diploma in HR Leadership with Business Partnering & Transcript
- Diploma in Organizational Psychology & Transcript
- Foundation Certificate in Human Resource Management & Transcript
- PDSHCM with Specialization in Business Partnering & Transcript
- PDSHCM with Specialization in Organization Development & Psychology & Transcript
- PDSHCM with Specialization in Reward Management & Transcript
8. Under "Description", Input the necessary details. This will be a future feature to display Course/Programme Information related to the document.
9.Under "Course website", Input necessary details. This can be a URL related to the course/programme.
10.Under “Features”, there are three controller/toggle for Template-based issuance:
I. Send Processed Document to Recipient
Yes – there would be an email with attached file.
No – there would still be an email but there would be no attached file.
II. Schedule Release Date
Yes – the document will be sent to the recipient according to the set release date
No – there would no scheduled release date and will be sent to the recipient once approved
III. Document Release Controller
Yes – there would be additional approval for releasing
No – once the last approver approves the document it would be released or if there is a scheduled release date, it would release on that date
11. Under “Approval”, The system allows up to 9 approvers to be set up. This is subjected to the role setting under “Account”.
A) Type: Linear or Parallel
- Linear is a dependency approval workflow that requires 1st Approver to approve before going to the next level. Document will only be approved once the last approver approves the document.
- Parallel means all the approvers can approve in no order. The document will only be processed once all approvers have approved the document.
12. Under “How many levels of approval”, Select the level according to requirement. This can be up to 9 Approvers
13. Select role for the approvers.
14. Click the "Create Batch" button
15. Click the "Download Template" button on the right side.
16. Fill up the necessary details for the recipient’s document using the downloaded template.
17. Drag and drop the document or Upload from computer and click create.
18. A notification will pop out after successfully creating the document.
19. You can see all the documents that is needed to be approved in the "Approval List" Tab.
20. Select a batch and then click "View Batch".
21. To approve issued documents click the three dots at the right and click approve. You may also Reject the batch by clicking the “Reject” option. If there's no Approver in the account, the system will automatically process the document.
22. Go to “All” tab to see the status of the batch
23. If the Batch was already Approved but is scheduled to be released at a later time, Pending-Release status will be shown. This will be updated to Approved status once the document is released on the scheduled date.
24. Under the “Documents” Tab, the user will be able to see the list of documents in their respective status. Pending status document will remain in the “Approval” Tab if there are still approvers that needs to approve the document or batch, otherwise, it would not be there if it had been approved by all approvers. Pending-Release status document will be updated to Approved status once the document is released on the scheduled Date. For documents under “Processing” status, it will take about 1- 5 minutes for the document to be successfully processed before displaying “Approved” status.
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