The Timesheet Workflow defines the participants and notifications used in the online timesheet process. It determines who initiates, approves, or escalates timesheets and specifies what notifications are triggered throughout the process.
⚠ Important: A default workflow automatically applies to all Contract or Temporary Job Orders. Agency Users can adjust workflow items as needed for specific Job Orders.
Configure Timesheet Workflow Action
Apply and adjust Timesheet Workflow settings within the Job Order to define initiators, approvers, escalators, and notifications used in the timesheet process.
Purpose:
The Timesheet Workflow Action allows users to:
Define participants involved in timesheet processing (initiator, approver, and escalator).
Configure notifications for each participant during submission, rejection, approval, or escalation.
A default workflow is configured in the maintenance module and applies automatically to all Temporary and Contract Jobs. From the Job Order, Agency Users can edit these settings via the Timesheet Workflow action.
New Timesheet Tab
Define the process for submitting new timesheets.
Step 1. Initiator
Select the initiator who will key or submit the timesheet.
Choose Instant Notifications that apply when a timesheet is rejected or approved.
Select Schedule Notifications to send reminders to the initiator.
Step 2. Approval Levels
Create up to four levels of approval required for a timesheet.
Assign up to two Client Contact approvers and two Agency User approvers.
Configure notifications for submission, recall, or reminders.
Step 3. Escalation
Define an Escalation Contact responsible for unapproved timesheets.
Select the Escalation Notification that will be triggered if approvals are delayed.
Adjustment Timesheet Tab
Set up approval processes for timesheet adjustments initiated by the agency.
Step 1. Initiator
Choose the Initiator (typically an internal Agency User) for adjustment timesheets.
Configure Instant Notifications for when adjustments are approved or rejected.
Step 2. Approval Levels
Create up to four levels of approval for an adjustment.
Assign up to two Client Contact approvers and two Agency User approvers.
Select notifications for submission, recall, and reminder messages.
Step 3. Escalation
Assign an Escalation Contact to manage overdue approvals.
Select the Escalation Notification that triggers when the process exceeds the set timeframe.
💡 Best Practices
Review and test default workflows in a sandbox environment before applying changes.
Keep notification templates concise and relevant for each participant.
Regularly review escalation contacts to ensure accuracy.
Align approval levels with your organization’s compliance requirements.
🤔 FAQs
Q1: Can I apply different workflows to different Job Orders?
Answer: Yes. While a default workflow applies automatically, you can edit settings for individual Job Orders via the Timesheet Workflow action.
Q2: How many approval levels can be configured?
Answer: You can define up to four approval levels, including a mix of Client and Agency approvers.
Q3: What happens if an approval is delayed?
Answer: The system triggers the configured Escalation Notification to the assigned Escalation Contact for follow-up.