Setting up Timesheet Approval Route

Introduction

Timesheet is a record of the number of hours an employee has worked on a ticket or a project. Timesheet is recorded for every seven days. A timesheet has to be approved by the employee's manager or designated persons in the hierarchy. A timesheet can be approved by a single person or multiple persons at various levels in the hierarchy.

Prerequisite: You should have admin access to define a timesheet approval route.

Timesheet Approval Route

The Timesheet approval route is the route that is pre-defined by an admin for timesheet approval purposes. You can enter time against tickets or projects.

To set up a timesheet approval route, follow the below steps:

  1. Go to Admin > Business Process > Approval Routes.
  2. Click New.
  3. Route Name: Enter a name for the route.
  4. Route Description: Enter a brief description for the route.
  5. Active: Yes/No: Yes is the default selection. Leave the selection as it is if you want the approval route to be active immediately. Select No if you want the approval route to be activated later.

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  6. Click Save. Once you save, the page opens a new section below called Add Step.
  7. Click Add Step. A small popup opens.
  8. Step Name: Add a step name, similar to what you did for the route name.
  9. Step Type: Select a step type from the dropdown. You can select Specific Persons, Manager of Submitter, Project Manager or Recursive Approval. For detailed explanation on Project Manager, option see Using Project Manager for the Step Type for Approval Routes.
    • Specific Persons: Specific Persons is the default selection. If you select Specific Persons, click the checkbox next to the person's name. Click as many as you want.
    • Manager of Submitter: Select this option if you want the timesheet to go to your manager.
    • Project Manager: Select this option if you want the timesheet to go to your project manager.
    • Recursive Approval: Select this option if you want your timesheet to up the hierarchy levels to approve. Each number denotes the level to which your timesheet will go up for approval.

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  10. Click Save.
  11. Click Add Step again if you want to add another step. Repeat the process. You can add multiple steps.
  12. Once you are done with adding the steps, click Save. If you want to add another timesheet approval route, click Save and Add New.

Editing a Step

  1. Each step that you add can be edited later.
  2. Click the edit icon to edit the step. The Add/Edit popup opens. All three fields can be edited.

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  3. Make necessary changes.
  4. Click Save.

Deleting a Step

You can delete a step by clicking the bin icon under the Actions column.

Timesheet approval routes are used in tickets or projects. The below sections enumerate how timesheet approval route can be applied at the project level or ticket level.

Project Level

  1. After you have created a timesheet approval route, go to Projects > All Projects.
  2. Open the project for which you want map the timesheet approval route.
  3. Under the Project tab, go to Timesheet Route dropdown.
  4. Select the timesheet approver route that you created earlier from the dropdown.

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  5. Click Save. Any time entry that is logged against the project will now take this approval route.

Ticket Level

  1. After you have created a timesheet approval route, go to Admin > My Company > Company Settings > Service Desk tab.
  2. Go to the Default Time Sheet Approval Route dropdown.
  3. Select the timesheet approver route that you created earlier from the dropdown.

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  4. Click Save. Any time entry that is logged against the ticket will now take this approval route.

Imagine that you have logged time against a ticket. The time entry will look as follows.

Example


  1. Go to Service Desk > Tickets.
  2. Open the ticket for which you want to log time.
  3. Click Add Time at the bottom.
  4. In the Time Details tab, add number of hours.
  5. Click Save.

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Once you click the Submit for Approval button on the top middle, the status of your timesheet will be reflected on the top right. For example, if the timesheet is approved, it will now show the status as Approved.

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Once you submit the timesheet, the approver mentioned in the steps will get a message close to his login name. The message says that a timesheet requires the user's approval. The approver will go to his BMS > Home > My Approvals > Timesheet Approvals tab and approve your timesheet.

Under Home > My Timesheet > Approval History tab, you can see the status of your timesheet changing with each step of the route. For example if the person named in first step approved your timesheet, then you will see the status Approved next to the step under the Approval History tab. The timesheet will complete its cycle once all the persons named in the steps have approved the timesheet. If the timesheet is rejected at any point, the timesheet will come back to you, and the whole cycle will begin again.

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Using Project Manager for the Step Type for Approval Routes

Below is a summary of some scenarios and the respective outcomes when using the Project Manager step type for your Approval Routes

  1. Employee X is working on two projects at the same time:
    • Project A is managed by manager A.
    • Project B is managed by manager B.
    • The system will split the timesheet into two timesheets (behind the scene):
      • Sub-timesheet A will go to manager A.
      • Sub-timesheet B will go to manager B.
    • If Manager A approves it on the first day, the employee's timesheet will show as Submitted.
    • The next day Manager B can approve or reject.
    • Note that if Manager B rejects it, the employee will get an email stating that his timesheet was Partially Rejected, so they will need to fix this and submit it again.
  2. Recursive example: Approvals are forwarded from one supervisor to the next, ascending the levels of the organizational chart, for the number of levels you specify.
    • Employee works from 8:00 am until 6:00 pm
    • Ticket's last activity time was 5:00 pm
    • If the ticket is attached to an SLA (business hours)
    • The workflow will not trigger at 8:00 pm
    • The workflow will run at 10:00 am on the second day.

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