Workflows

Workflows establish which manager(s) must approve an employee’s time or expense submissions before those entries can be processed for project costs, billing, payroll, reports, etc. When multiple approvals are required for the same submission (e.g., first the Project Manager and then the HR Manager), the workflow also controls which manager approves first, second, and so on.

A workflow is first created in the Workflow view and then assigned to individual employees. When the employee submits a time or expense entry, the designated manager then approves the time and expenses using the Time & Expense approval view. When signing on, an approving manager is notified when submitted entries are awaiting approval.

The workflow view uses independent approval workflows for time entries and for expense entries. This, for example, permits an Accounting Manager to approve an expense without having to approve that employee’s time.

Prerequisite:

• The employees (managers) designated to approve time and expenses should first be established.

To add a workflow:

1. Click the Workflow button located in the Advanced section of the side navigation bar.

2. Click the New button on the toolbar.

3. Enter a unique workflow name (up to 100 characters).

4. Select the approval type (i.e. Timesheet or Expense). Note that the approval type cannot be modified after the workflow is created.

5. From the list of Managers available, select and transfer the managers that need to approve the time or expense entries to the Approval order list. The Managers available list includes all employees with access to administrative views (assigned to "All" in the employee properties Software access field). To approve time and expenses, employees listed as a manager must also have a security level giving them access to the Time & Expense Approval view.

6. The order of the managers displayed in the Approval order list represents the approving order. The first manager shown will need to approve the time or expenses before the second manager listed (if any) can approve the time or expenses, and so on. To change the order of an approving manager, select the manager and click the up or down arrow buttons.

7. (Optional) Enter a description (up to 250 characters).

8. (Optional) Check the Flag for archive box if you want to remove this workflow from the database the next time the Archive Database function is run.

9. Click Save .

Once a workflow is created, use the Additional tab in the employee properties window to assign it to an employee.