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Time Sheet Approval Process

Introduction​

You can add an approval process to have your manager, or a designated approver, review and approve or reject your submitted time entries.

Approval Process Submission Preview

*Approval Process Submission Preview*

Approval Process Activation​

1. Create The Approval Process​

The following section is a step-by-step guide for creating a standard approval process, where some actions are mandatory and others are optional. (The mandatory steps are highlighted in bold)

  • Go to the setup page
  • Access the approval processes
  • Manage approval processes for: time period
  • Create new approval process: use standard setup wizard

Approval Process Creation Intro

Step 1: Enter Name And Description​

Approval Process Creation Step 1

Step 2: Specify Entry Criteria​

No Action To Do
Approval Process Creation Step 2

Step 3: Specify Approver FielD And Record Editability Properties​

  1. Specify Approver Field (for automated approval routing) Select: Manager This step is important only if you wish to designate the manager as the approver (after completing the approval process creation)

  2. Record Editability Select: Administrators or the currently assigned approver can edit records during the approval process.

Approval Process Creation Step 3

Step 4: Select Notification Templates​

No Action To Do
Approval Process Creation Step 4

Step 5: Select Fields To Display On Approval Page Layout​

No Action To Do
Approval Process Creation Step 5

Step 6: Specify Initial Submitters​

  1. Initial submitters
    Select: Time period owner, record creator

  2. Submission settings
    Select: Allow submitters to recall approval requests

Approval Process Creation Step 6

2. Manage The Approval Process​

After completing the creation of the approval process, you will be able to manage actions (initial submission, final approval, final rejection, and recall).

These actions must be included for the approval process to function as intended.

Actions And Approval Steps Preview

*Actions And Approval Steps Preview*

2.1. Initial Submission Actions​

  1. Add existing
  2. Add: Field Update: Update Status to Submitted

Initial Submission Add Action

Initial Submission Add Action 2

2.2. Final Approval Actions​

  1. Edit record lock and select: Unlock record for editing
  2. Add existing and add: Field Update: Update Status to Approved

Final Approval Edit And Add Action

Final Approval Edit Record Lock

Final Approval Add Action

2.3. Final Rejection Actions​

  1. Add existing
  2. Add:
    a. Field Update: Update Status to Rejected
    b. Email alert: Send Email Notification to Assignee on Rejection (this is an email alert sent to the timesheet submitter if their timesheet is rejected by the approver. if not needed, this email alert should not be added)

Final Approval Add Action

Final Approval Add Action 2

2.4. Recall Actions​

  1. Add existing
  2. Add: Field Update: Update Status to Draft

Recall Add Action

Recall Add Action 2

3. Choose The Approver​

3.1. Assign The Approver On The Approval Process​

The approver may be the submitter's manager or a specific user responsible for all submitters, such as the hr manager, ensuring that all timesheets are directed to one individual for approval. This is also controlled at the level of the approval process after its creation.

Approval Steps

Approval Step Change Approver

3.2. Permission Set Assignment​

In Setup > Users, set the Mobee Approve All Timesheets permission set on the approver user.

Edit Permission Set On User

Edit Permission Set On User

Approval Process Usage​

1. Submitter​

User submits his time sheet for approval
This action is recallable (1)
Submission comment (2)
Time entries submitted indicator (3)

Submitted Time Sheet

2. Approver​

Assigned approver can approve/reject on submitter's contact
the assigned approver reviews the timesheet (submitted time entries) and has the option to either approve or reject the submission.

Submitted Time Sheet

Approval Process Behavior And Considerations​

  • Partial approval is possible

Example A:
the user submits a request for days off, which gets approved. later, they submit their assigned workload for the remaining days

Partial Approval Process Example
Partial Approval Process Example

Example B:
the user submits the last days of the month for approval. in the following month, for the same assignment, they submit the remaining weekdays for approval

Partial Approval Process Example
Partial Approval Process Example

  • When a timesheet is approved, a notification is sent to the submitter
  • When a timesheet is rejected, both a notification and an email are sent to the submitter (the email is sent if added according to 2.3. final rejection actions)
  • When any pending time entries on a timesheet are rejected, the entire timesheet becomes editable
  • Hovering over the following icons Submitted Icon, Approved Icon and Rejected Icon displays comments from the submitter or approver related to the submission, approval, or rejection, respectively
  • The following icons Submitted Icon Cell and Approved Icon Cell serve as indicators showing the status of the time entry