Period Approvals allow you organization to have Time, Mileage and Expenses approved on a User/Time Period basis. Period Approvals can be used in place of, or in combination with, the Project Approvals. This section discusses Period Approvals in their entirety. For more information on Project Approvals in Timesheet, including information regarding using Period Approvals concurrently with Project Approvals,please see the Project Approvals portion of this documentation.

Time Approvals

Time Period Approvals in Timesheet are created and maintained in the Time Approval Template Creation Screen and Time Approval Template Modification Screen, which are accessed via the Time Approval Management link located under the Approval Management header on the main Admin Screen. This section of the documentation discusses the processes for creating, modifying and assigning Time Approvals Templates to your organization's Users.

Creating A Period Approval

Period Approvals for Time Records are created via the Time Approval Template Creation Screen. To create a new Time Period Approval Template, simply enter a name for the new Template and click the Button. Timesheet will then display the Time Approval Template Modification Screen, which can be used to configure the details of the new Approval Template. The process of configuring a new template is identical to the process of modifying an existing template, which is discussed immediately below.

Modifying A Period Approval

The process of modifying a Time Period Approval Template, whether previously existing or newly-created, involves toggling the "on/off" status of the Approval Template and adding or removing Primary and Backup Approvers. The Time Approval Template Modification Screen is used to perform these modifications.

To modify a Time Period Approval template:

• Turn Approval off or on
  The Currently Active? select box allows you to choose between "yes" and "no." If you want the Period Approval to be in effect, you should set this option to "yes." The "no" option is provided as a way to turn off the Approval Process if you should ever find a need to have that process disabled. Please Note: If you turn a Period Approval process off, any records that are "in process" at the time you disable the process will continue through to completion.
• Select the Primary Approver(s) for this Period Approvals process
  Timesheet allows you to select as many levels of Primary Approvers for each Period Approval process as you desire; however, you may only select one level at a time. You may choose to select each Primary Approver from either the Login or Full Name columns. These columns are tied together, so the column you do not use reflects the selection made in the column you do use. To add additional approval levels to this Period Approval process, select the next level approver in this section after clicking the Button.
• Select the Backup Approver(s) for this Period Approvals process
  Timesheet allows you to select as many levels of Backup Approvers for each Period Approval process as you desire; however, you may only select one level at a time. You may choose to select each Backup Approver from either the Login or Full Name columns. These columns are tied together, so the column you do not use reflects the selection made in the column you do use. To add additional approval levels to this Period Approval process, select the next level approver in this section after clicking the Button.

When you have made your selections, click the Button. Timesheet will then refresh the Time Approval Template Modification Screen, including a green text message confirming your changes to the Approval Template.

Deleting And Moving Approvers

If you have created a Approvals Template and find that you need to move or delete an approver from the template, Timesheet doesn't leave you stranded.

To delete one or more approvers (primary or backup) from the Time Approval process, simply click the Remove? checkbox next to the name(s) of the approvers in question and click the Button. Timesheet will refresh the Time Approval Template Modification Screen, including a green text message confirming the modifications.

To change the order of approvers (primary or backup) within the Time Approval process, change the numbers in the Level text boxes to the left of each approver's name to reflect the new order of approvers. Hint: If you need to change only one approver level, use a decimal number to make the change. In the example pictured below, dchance will be moved from level three to level two, because Timesheet will automatically place "1.5" between level one and level two - thereby pushing djordan to level three.

Once you have entered your changes, click the Button. Timesheet will refresh the Time Approval Template Modification Screen, including a green text message confirming the modifications.

Assigning A Period Approval

Time Period Approval Templates need to be assigned to specific Timesheet Users before they will actually operate. This simple process is outlined in this section.

Searching For Users

Timesheet reduces the hassle of assigning Approvals Templates to Users by allowing you to limit the number of Users that are "open" for assignment via the User Search Screen. This screen can be used to specify any combination of Groups, Project access and name/description strings to be used as search parameters. For more on using the User Search Screen, please see the Search section of this documentation.

Once you have entered the desired search parameters, click the Button. Timesheet will then display the Approval Assignment Screen, detailed below, where you will be able to assign Approvals Templates to the Users who met the search criteria you selected.

Assigning An Approval Template To Users

The Approval Assignment Screen is used to assign Approval Templates to one or more Users who matched the search criteria used to populate this screen. This screen also allows you to manage the Approval processes for specific Users and even create new templates for selected individuals.

To assign an Approval Template to one or more Users:

• Select the Users to whom you wish to assign a template
• Choose the template to be assigned from the dropdown list of available templates
• Click the Button

Timesheet will the display the Template Assignment User Search Screen, including a green text message confirming the assignment of the template to the selected Users. You may then use the Template Assignment User Search Screen to search for new Users to whom Approval Templates need to be applied.

You may also use the Template Assignment User Search Screen to create a new Approval Template for one or more Users by selecting those Users from the list of Users on this screen and then entering a name for the new Approval Template in the New Template Name box at the bottom of this screen and then clicking the button. Timesheet will then display the Approval Template Modification Screen, where you will be able to establish the Primary and Backup Approvers for the new Template as discussed above in the Modifying A Period Approval section.

Re-opening Records That Have Already Been Approved

If the record you wish to modify is in any state during the approval process (submitted for approval or completely approved), you can make corrections to the record by using the sheet "Open" feature. You can access this feature as an approver if you are designated as the approver for the record in question. You can also access this feature as an Administrator either through the Approvals area or via Timekeeping. The Open button appears below the submitted/approved sheet. When a sheet is re-opened, the approval process gets completely reset. Once a sheet is re-opened, anyone who has the ability to enter time for the employee (the employee, timekeepers) will be able to modify the records just as if the sheet had never been submitted for approval. This includes the ability to modify the records in Record Modification. The sheet re-open process does not maintain the original records that were submitted or approved via an approval process, and the modifications must be submitted for approval again. This option is only recommended when the correction requires that the original record be completely removed from the database (i.e., the employee's comments reveal confidential information or the employee entered and submitted time for the wrong period).

Expense Approvals

Expense Period Approvals in Timesheet are created and maintained in the Expense Approval Template Creation Screen and Expense Approval Template Modification Screen, which are accessed via the Expense Approval Management link located under the Approval Management header on the main Admin Screen. This section of the documentation discusses the processes for creating, modifying and assigning Expense Approvals Templates to your organization's Users.

Creating A Period Approval

Period Approvals for Expense Records are created via the Expense Approval Template Creation Screen. To create a new Expense Period Approval Template, simply enter a name for the new Template and click the Button. Timesheet will then display the Expense Approval Template Modification Screen, which can be used to configure the details of the new Approval Template. The process of configuring a new template is identical to the process of modifying an existing template, which is discussed immediately below.

Modifying A Period Approval

The process of modifying a Expense Period Approval Template, whether previously existing or newly-created, involves toggling the "on/off" status of the Approval Template and adding or removing Primary and Backup Approvers. The Expense Approval Template Modification Screen is used to perform these modifications.

To modify a Expense Period Approval template:

• Turn Approval off or on
  The Currently Active? select box allows you to choose between "yes" and "no." If you want the Period Approval to be in effect, you should set this option to "yes." The "no" option is provided as a way to turn off the Approval Process if you should ever find a need to have that process disabled. Please Note: If you turn a Period Approval process off, any records that are "in process" at the time you disable the process will continue through to completion.
• Select the Primary Approver(s) for this Period Approvals process
  Timesheet allows you to select as many levels of Primary Approvers for each Period Approval Template as you desire; however, you may only select one level at a time. You may choose to select each Primary Approver from either the Login or Full Name columns. These columns are tied together, so the column you do not use reflects the selection made in the column you do use. To add additional approval levels to this Period Approval process, select the next level approver in this section after clicking the Button.
• Select the Backup Approver(s) for this Period Approvals process
  Timesheet allows you to select as many levels of Backup Approvers for each Period Approval process as you desire; however, you may only select one level at a time. You may choose to select each Backup Approver from either the Login or Full Name columns. These columns are tied together, so the column you do not use reflects the selection made in the column you do use. To add additional approval levels to this Period Approval process, select the next level approver in this section after clicking the Button.

When you have made your selections, click the Button. Timesheet will then refresh the Expense Approval Template Modification Screen, including a green text message confirming your changes to the Approval Template.

Deleting And Moving Approvers

If you have created a Approvals Template and find that you need to move or delete an approver from the template, Timesheet doesn't leave you stranded.

To delete one or more approvers (primary or backup) from the Expense Approval process, simply click the Remove? checkbox next to the name(s) of the approvers in question and click the Button. Timesheet will refresh the Expense Approval Template Modification Screen, including a green text message confirming the modifications.

To change the order of approvers (primary or backup) within the Expense Approval process, change the numbers in the Level text boxes to the left of each approver's name to reflect the new order of approvers. Hint: If you need to change only one approver level, use a decimal number to make the change. In the example pictured below, dchance will be moved from level three to level two, because Timesheet will automatically place "1.5" between level one and level two - thereby pushing djordan to level three.

Once you have entered your changes, click the Button. Timesheet will refresh the Expense Approval Template Modification Screen, including a green text message confirming the modifications.

Assigning A Period Approval

Expense Period Approval Templates need to be assigned to specific Timesheet Users before they will actually operate. This simple process is outlined in this section.

Searching For Users

Timesheet reduces the hassle of assigning Approvals Templates to Users by allowing you to limit the number of Users that are "open" for assignment via the User Search Screen. This screen can be used to specify any combination of Groups, Project access and name/description strings to be used as search parameters. For more on using the User Search Screen, please see the Search section of this documentation.

Once you have entered the desired search parameters, click the Button. Timesheet will then display the Approval Assignment Screen, detailed below, where you will be able to assign Approvals Templates to the Users who met the search criteria you selected.

Assigning An Approval Template To Users

The Approval Assignment Screen is used to assign Approval Templates to one or more Users who matched the search criteria used to populate this screen. This screen also allows you to manage the Approval processes for specific Users and even create new templates for selected individuals.

To assign an Approval Template to one or more Users:

• Select the Users to whom you wish to assign a template
• Choose the template to be assigned from the dropdown list of available templates
• Click the Button

Timesheet will the display the Template Assignment User Search Screen, including a green text message confirming the assignment of the template to the selected Users. You may then use the Template Assignment User Search Screen to search for new Users to whom Approval Templates need to be applied.

You may also use the Template Assignment User Search Screen to create a new Approval Template for one or more Users by selecting those Users from the list of Users on this screen and then entering a name for the new Approval Template in the New Template Name box at the bottom of this screen and then clicking the button. Timesheet will then display the Approval Template Modification Screen, where you will be able to establish the Primary and Backup Approvers for the new Template as discussed above in the Modifying A Period Approval section.

Re-opening Records That Have Already Been Approved

If the record you wish to modify is in any state during the approval process (submitted for approval or completely approved), you can make corrections to the record by using the sheet "Open" feature. You can access this feature as an approver if you are designated as the approver for the record in question. You can also access this feature as an Administrator either through the Approvals area or via Timekeeping. The Open button appears below the submitted/approved sheet. When a sheet is re-opened, the approval process gets completely reset. Once a sheet is re-opened, anyone who has the ability to enter time for the employee (the employee, timekeepers) will be able to modify the records just as if the sheet had never been submitted for approval. This includes the ability to modify the records in Record Modification. The sheet re-open process does not maintain the original records that were submitted or approved via an approval process, and the modifications must be submitted for approval again. This option is only recommended when the correction requires that the original record be completely removed from the database (i.e., the employee's comments reveal confidential information or the employee entered and submitted time for the wrong period).

Mileage Approvals

Mileage Period Approvals in Timesheet are created and maintained in the Mileage Approval Template Creation Screen and Mileage Approval Template Modification Screen, which are accessed via the Mileage Approval Management link located under the Approval Management header on the main Admin Screen. This section of the documentation discusses the processes for creating, modifying and assigning Mileage Approvals Templates to your organization's Users.

Creating A Period Approval

Period Approvals for Mileage Records are created via the Mileage Approval Template Creation Screen. To create a new Mileage Period Approval Template, simply enter a name for the new Template and click the Button. Timesheet will then display the Mileage Approval Template Modification Screen, which can be used to configure the details of the new Approval Template. The process of configuring a new template is identical to the process of modifying an existing template, which is discussed immediately below.

Modifying A Period Approval

The process of modifying a Mileage Period Approval Template, whether previously existing or newly-created, involves toggling the "on/off" status of the Approval Template and adding or removing Primary and Backup Approvers. The Mileage Approval Template Modification Screen is used to perform these modifications.

To modify a Mileage Period Approval template:

• Turn Approval off or on
  The Currently Active? select box allows you to choose between "yes" and "no." If you want the Period Approval to be in effect, you should set this option to "yes." The "no" option is provided as a way to turn off the Approval Process if you should ever find a need to have that process disabled. Please Note: If you turn a Period Approval process off, any records that are "in process" at the time you disable the process will continue through to completion.
• Select the Primary Approver(s) for this Period Approvals process
  Timesheet allows you to select as many levels of Primary Approvers for each Period Approval process as you desire; however, you may only select one level at a time. You may choose to select each Primary Approver from either the Login or Full Name columns. These columns are tied together, so the column you do not use reflects the selection made in the column you do use. To add additional approval levels to this Period Approval process, select the next level approver in this section after clicking the Button.
• Select the Backup Approver(s) for this Period Approvals process
  Timesheet allows you to select as many levels of Backup Approvers for each Period Approval process as you desire; however, you may only select one level at a time. You may choose to select each Backup Approver from either the Login or Full Name columns. These columns are tied together, so the column you do not use reflects the selection made in the column you do use. To add additional approval levels to this Period Approval process, select the next level approver in this section after clicking the Button.

When you have made your selections, click the Button. Timesheet will then refresh the Mileage Approval Template Modification Screen, including a green text message confirming your changes to the Approval Template.

Deleting And Moving Approvers

If you have created a Approvals Template and find that you need to move or delete an approver from the template, Timesheet doesn't leave you stranded.

To delete one or more approvers (primary or backup) from the Mileage Approval process, simply click the Remove? checkbox next to the name(s) of the approvers in question and click the Button. Timesheet will refresh the Mileage Approval Template Modification Screen, including a green text message confirming the modifications.

To change the order of approvers (primary or backup) within the Mileage Approval process, change the numbers in the Level text boxes to the left of each approver's name to reflect the new order of approvers. Hint: If you need to change only one approver level, use a decimal number to make the change. In the example pictured below, dchance will be moved from level three to level two, because Timesheet will automatically place "1.5" between level one and level two - thereby pushing djordan to level three.

Once you have entered your changes, click the Button. Timesheet will refresh the Mileage Approval Template Modification Screen, including a green text message confirming the modifications.

Assigning A Period Approval

Mileage Period Approval Templates need to be assigned to specific Timesheet Users before they will actually operate. This simple process is outlined in this section.

Searching For Users

Timesheet reduces the hassle of assigning Approvals Templates to Users by allowing you to limit the number of Users that are "open" for assignment via the User Search Screen. This screen can be used to specify any combination of Groups, Project access and name/description strings to be used as search parameters. For more on using the User Search Screen, please see the Search section of this documentation.

Once you have entered the desired search parameters, click the Button. Timesheet will then display the Approval Assignment Screen, detailed below, where you will be able to assign Approvals Templates to the Users who met the search criteria you selected.

Assigning An Approval Template To Users

The Approval Assignment Screen is used to assign Approval Templates to one or more Users who matched the search criteria used to populate this screen. This screen also allows you to manage the Approval processes for specific Users and even create new templates for selected individuals.

To assign an Approval Template to one or more Users:

• Select the Users to whom you wish to assign a template
• Choose the template to be assigned from the dropdown list of available templates
• Click the Button

Timesheet will the display the Template Assignment User Search Screen, including a green text message confirming the assignment of the template to the selected Users. You may then use the Template Assignment User Search Screen to search for new Users to whom Approval Templates need to be applied.

You may also use the Template Assignment User Search Screen to create a new Approval Template for one or more Users by selecting those Users from the list of Users on this screen and then entering a name for the new Approval Template in the New Template Name box at the bottom of this screen and then clicking the button. Timesheet will then display the Approval Template Modification Screen, where you will be able to establish the Primary and Backup Approvers for the new Template as discussed above in the Modifying A Period Approval section.

Re-opening Records That Have Already Been Approved

If the record you wish to modify is in any state during the approval process (submitted for approval or completely approved), you can make corrections to the record by using the sheet "Open" feature. You can access this feature as an approver if you are designated as the approver for the record in question. You can also access this feature as an Administrator either through the Approvals area or via Timekeeping. The Open button appears below the submitted/approved sheet. When a sheet is re-opened, the approval process gets completely reset. Once a sheet is re-opened, anyone who has the ability to enter time for the employee (the employee, timekeepers) will be able to modify the records just as if the sheet had never been submitted for approval. This includes the ability to modify the records in Record Modification. The sheet re-open process does not maintain the original records that were submitted or approved via an approval process, and the modifications must be submitted for approval again. This option is only recommended when the correction requires that the original record be completely removed from the database (i.e., the employee's comments reveal confidential information or the employee entered and submitted time for the wrong period).

Managing Period Approval Emails

This section of the documentation explains the individual Approvals email notifications and describes the customization possible for each. Timesheet uses Journyx Tags to help you customize these email notifications. Journyx Tags and the customization process are covered below.

Please Note: For approvals emails to function properly, your organization's Timesheet Administrator must enable email notification in the Global Preferences section of Timesheet. For more information on the Global Preferences section of Timesheet, please see the Global Preferences portion of this documentation.

User Notification of Rejection

When this email notification is enabled, Timesheet sends an email to users when their sheet is rejected by an approver.

User Notification of Project Approval

When this email notification is enabled, Timesheet sends an email to users when their sheet is approved by an approver.

Approver Notification of Project Submit

When this email notification is enabled, Timesheet sends an email to the approvers for this Template when a user submits a sheet.

Approver Notification of Project Resubmit

When this email notification is enabled, approvers associated with this Template are sent an email when users resubmit entries that have previously been rejected.

User Notification of Sheet Due

When this email notification is enabled, Timesheet will send a reminder email to Users a specified number of days before their sheet is due to be submitted.

After this email notification has been enabled and the Approval Email Modification Screen has been refreshed, a text box appears where you can specify the number of days before the due date that this email should be sent.

User Notification of Sheet Late

After this email notification has been enabled and the Approval Email Modification Screen has been refreshed, a text box appears where you can specify the number of days before the due date that this email should be sent.

Approver Notification of Sheet Late

After this email notification has been enabled and the Approval Email Modification Screen has been refreshed, a text box appears where you can specify the number of days before the due date that this email should be sent.

Backup Approver Notification

After this email notification has been enabled and the Approval Email Modification Screen has been refreshed, a text box appears where you can specify the number of days before the due date that this email should be sent.

Email Options

The Email Options for each Approval Template relate directly to the email log, which should generally only be used if you are having difficulties with the emails for the selected Approval Template. Please enable these options only if instructed to do so by Journyx support.

Customizing And Enabling Email Notifications For Approval Templates

Each of the eight email notifications associated with an Approval Template can be turned off or on as needed. The Enable? dropdown box allows you to select "yes" or "no" to turn each individual notification type off or on. Simply change the dropdown selection to suit your needs.

The Subject Line and Body of each of the six types of email notification can be modified to meet the needs of your organization. Both of these fields can accept plain text, HTML tags, or Journyx Tags.

Journyx Tags