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Level 2 and Above - Workflow Progress and Actions
Workflow Progress
Once the workflow is set up and enabled, the Timekeeper at Level 2, on logon, will view the timesheets sent from Level 1 that require approval. Timekeepers MUST have access to the Company and Schedule and can only view the workflow at each of their designated Levels.
Workflow Actions
For each individual timesheet, you may select any of the specific Workflow Actions below:
- Move Forward: Timekeepers at Level 2 can move timesheets forward.
- Move Backward: Timekeepers at Level 2 can move the timesheets backward to the previous approval levels if there is a discrepancy found.
- Post Record: Timekeepers at Level 2 or Higher can post and approve timesheets ONLY if this is the Timekeeper who is at the final Approval Level.
- Batch Actions: This is used to edit multiple timesheets at the same time.
Timesheets that have been sent backward/forward to previous/next levels MUST undergo ALL the timesheet approval steps until final approval. As such, timesheets may be back and forth until all queries are satisfied. All Comments at each Approval Level are tracked and maintained.
Step 1. View Notification Messages for Timesheets to be Approved
Step 2. View the Timekeeper Timesheet
Step 3. View all Workflow Progress
The Workflow Progress will display previous and current workflow Steps and Comments.
Step 4. Option 1 - Move the Timesheet Forward
Move Forward: To move forward a timesheet means to approve and send it to the next approval level. Select Move Forward from the drop-down, enter a Comment and click Submit Comment. Click Submit when data entry is complete.
The grid will be refreshed or click the Refresh button - the timesheets that have been sent forward will no longer be displayed at this Level.
For each Timesheet, repeat the process to move it forward or use the Batch Workflow Actions to edit more than one timesheet.
Step 5. Option 2 - Move the Timesheet Backward
5.1 The Timesheet Sent Backward is No Longer Visible
Move Backward: To move a timesheet backward means to send it back to the previous approval level. This may be in situations where there may be queries to the timesheet/s. Select Move Backward from the drop-down, enter a Comment and click Submit Comment. Click Submit when data entry is complete.
The grid will be refreshed or click the Refresh button - the timesheets that have been sent backward will no longer be displayed at this Level.
For each Timesheet, repeat the process to move it backward or use the Batch Workflow Actions to edit more than one timesheet.
5.2 The Previous Timekeeper Sees Notification for Timesheet Sent Backwards
5.3 The Previous Timekeeper Reviews Progress History of Timesheet Sent Backwards
5.4 The Timesheet is Sent Forward Again with Comment Explaining Discrepancy
Step 6. Option 3 - Post Timesheet Record
Only Timekeepers at the final Approval Level can post records.
Click Submit when data entry is complete.
6.1 View Approved Timesheets
Click Submit when data entry is complete. The grid will be refreshed or click the Refresh button - the Approved box will be checked for the Timesheets that have been posted/approved.
For each Timesheet, repeat the process to post/approve it or use the Batch Workflow Actions to edit more than one timesheet.
6.2 The Date the Timesheet was posted will be reflected in the Workflow Progress
The workflow is complete and the next step would be for Payroll Personnel to post the Timesheets to the Cycle Changes in the Payroll module for processing.
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