Internal Approval | Help

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</ul> </li> </ul> </div> <div class="help-content " id="content"> <div class="product-logo to-print"><img src="/books/kb/images/books.png"/></div> <div id="searchbox-in-help-container"></div> <h1 id="internal-approval-for-time-entries">Internal Approval for Time Entries</h1> <p>The Internal Approval for time entries feature allows you to submit your logged time entries to a <strong>project manager or another user</strong> for their approval. This ensures that the manager is aware of the hours being logged and the tasks done by each of their subordinates. The approved time entries can be invoiced, or sent for the <a href="/books/help/timesheet-approval/customer-approval.html">customer’s approval</a> later.</p> <div class="side-grid no-print"><h5 id="in-this-page">IN THIS PAGE..</h5> <ul> <li><a href="/books/help/timesheet-approval/internal-approval.html#enable">Enable Approval</a></li> <li><a href="/books/help/timesheet-approval/internal-approval.html#create">Create Approvals</a></li> <li><a href="/books/help/timesheet-approval/internal-approval.html#process">Approval Process</a> <ul> <li><a href="/books/help/timesheet-approval/internal-approval.html#submit">Submit an Approval</a></li> <li><a href="/books/help/timesheet-approval/internal-approval.html#approve">Approve an Approval</a></li> <li><a href="/books/help/timesheet-approval/internal-approval.html#reject">Reject an Approval</a></li> </ul> </li> <li><a href="/books/help/timesheet-approval/internal-approval.html#other-actions">Other Actions</a> <ul> <li><a href="/books/help/timesheet-approval/internal-approval.html#edit">Edit an Approval</a></li> <li><a href="/books/help/timesheet-approval/internal-approval.html#delete">Delete an Approval</a></li> <li><a href="/books/help/timesheet-approval/internal-approval.html#filter">Approval Filters</a></li> <li><a href="/books/help/timesheet-approval/internal-approval.html#disable">Disable Approvals</a></li> </ul> </li> </ul> </div> <div class="tips-scenario"><div class="tips-scenario-img"></div> <p><b>Scenario:</b> Patricia works on a project and gets paid on an hourly basis. Each day, she logs the time spent working and then, once in a week, she sends the time entries to her project manager for internal approval. This way, the manager is always in the loop about the work done by each of his employees. The manager then cross-checks the approvals, approves it and later invoices them to the customer. This ensures a smooth internal approval workflow for both, the employee and the manager.</p> </div> <h3 id="enable">Enable Approvals</h3> <p>To enable internal approval for your time entries:</p> <ul> <li>Go to <strong>Settings</strong> on the top right corner fo the page.</li> <li>Selct <strong>Timesheet</strong> under <em>Preferences</em>.</li> <li>Check the <strong>Enable Approvals for time entries</strong> option.</li> </ul> <img alt="Enable Approval" src="/books/help/images/internal-approval/enable.png" width="800" /> <ul> <li>Click <strong>Save</strong>.</li> </ul> <p>Internal approvals are available only for the projects that have it enabled. To enable internal approvals for a project:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Projects</strong>.</li> <li>Click the <strong>+ New Project</strong> button in the top right corner of the page.</li> <li>Enter the necessary details.</li> <li>Click <strong>Yes</strong> against the <strong>Enable Approvals for time entries</strong> option. Select the <strong>Project Manager</strong> to whom the time entries of that project should be submitted for approval.</li> <li>Click <strong>Save</strong>.</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> Only users of your organization who can access time entries can be assigned as a <strong>Project Manager</strong>.</p> </div> <img alt="Enable Approval" src="/books/help/images/internal-approval/enable-proj.png" width="500" /> <h3 id="create">Create Approvals</h3> <p>Once you <a href="/books/help/timesheet-approval/internal-approval.html#enable">enable internal approval</a>, a tab named <strong>Approvals</strong> will appear in the Time Tracking module. You can create a set of approval workflows for different time entries, submit approvals, accept and reject the approval created in this module. To create an approval:</p> <ul> <li>Go to the <strong>Time Tracking</strong> > <strong>Approvals</strong>.</li> <li>Click the <strong>+ New Approval</strong> button. You can also click the <strong>Create Approval</strong> button which will be available when you鈥檙e creating an approval for the first time.</li> </ul> <img alt="Create Approval" src="/books/help/images/internal-approval/create.png" width="500" /> <ul> <li>In the <strong>Projects</strong> field, select the project for which the time entries you want to submit for an approval.</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> Only the projects that have internal approval enabled will be listed here. You can edit an existing project to <a href="/books/help/timesheet-approval/internal-approval.html#enable">enable approvals</a> for it.</p> </div> <ul> <li>Enter an <strong>Approval Name</strong> and provide a short <strong>Description</strong>, if needed.</li> <li>Under <strong>Timesheet</strong>, the time entries that can be submitted for the selected projects will be listed. Select the time entries you want to include in the approval.</li> <li>Click <strong>Save and Submit</strong> to submit the approval to the project manager immediately.</li> <li>Click <strong>Save</strong> to save the approval and submit it later.</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> An internal approval can be submitted only to one approver. So, ensure to select time entries which has the same approver.</p> </div> <img alt="Create Approval" src="/books/help/images/internal-approval/create2.png" width="500" /> <h3 id="process">Approval Process</h3> <p>All the internal approvals created will be listed under the <strong>Approvals</strong> tab in the Time Tracking module. Once an approval is submitted, it can either be approved or rejected by the project manager.</p> <h4 id="submit">Submit an Approval</h4> <p>You can either submit an approval as soon as you create it, or save it and send it later. If you have only saved the approval, here’s how you can send it:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Approvals</strong>.</li> <li>Select the approval that you want to submit.</li> <li>Verify all the details and add any <strong>Comments</strong>, if necessary.</li> <li>Click the <strong>Submit</strong> button in the top-right corner of the approval.</li> <li>Click <strong>Yes</strong> and the approval will be submitted.</li> </ul> <img alt="Submit Approval" src="/books/help/images/internal-approval/submit.png" width="500" /> <h4 id="approve">Approve an Approval</h4> <p>Here鈥檚 how you can approve a pending approval:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Approvals</strong>.</li> <li>Select the approval that you want to approve.</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> An internal approval can be approved only by the project manager or approver you had assigned it to.</p> </div> <ul> <li>Click the <strong>Approve</strong> button in the top-right corner.</li> <li>Click <strong>Yes</strong> in the following pop-up, to approve.</li> </ul> <img alt="Approve Approval" src="/books/help/images/internal-approval/approve.png" width="500" /> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> Once approved, it can be invoiced, or sent to your client for their approval.</p> </div> <h4 id="reject">Reject an Approval</h4> <p>You can both reject a pending approval or reject an approval that has already been approved. Here鈥檚 how:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Approvals</strong>.</li> <li>Select the approval that you want to reject.</li> <li>Click the <strong>Reject</strong> button in the top-right corner.</li> </ul> <blockquote> <p>Note: An approval can be rejected only by the project manager.</p> </blockquote> <img alt="Reject Approval" src="/books/help/images/internal-approval/reject.png" width="500" /> <ul> <li>In the following pop-up, provide a reason for the rejection and click <strong>Save</strong>.</li> </ul> <img alt="Reject Approval" src="/books/help/images/internal-approval/reject2.png" width="500" /> <ul> <li>The submitter can view the reason for rejection under <strong>Comments & History</strong> section. You can also add or delete your comments there.</li> </ul> <div class="tips-protip"><div class="tips-protip-img"></div> <p><b>Pro Tip:</b> You can use the comments section to share important details about the time entry with your manager.</p> </div> <img alt="Comments and History of Approval" src="/books/help/images/internal-approval/comm-hist.png" width="500" /> <h3 id="other-actions">Other Actions</h3> <p>The following are the other actions that can be carried out in an approval.</p> <h4 id="edit">Edit an Approval</h4> <p>To edit an internal approval:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Approvals</strong>.</li> <li>Select the approval that you want to edit.</li> <li>Click the <strong>Edit</strong> icon in the top-right corner.</li> <li>Click <strong>Save</strong> after making the necessary changes.</li> </ul> <div class="tips-insight"><div class="tips-insight-img"></div> <p><b>Insight:</b> You cannot edit an approval that has already been approved.</p> </div> <h4 id="delete">Delete an Approval</h4> <p>To delete an internal approval:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Approvals</strong>.</li> <li>Select the approval that you want to delete.</li> <li>Click the <strong>Delete</strong> button in the top-right corner.</li> <li>In the following pop-up, click <strong>Yes</strong> to confirm that you want to delete the approval.</li> </ul> <h4 id="filter">Approval Filters</h4> <p>There are a set of filters using which you can view the list of approvals based on their status and nature. To filter and view:</p> <ul> <li>Go to <strong>Time Tracking</strong> > <strong>Approvals</strong>.</li> <li>Select the <strong>Status</strong> drop down to choose from the list of statuses below: <ul> <li>All</li> <li>Approved</li> <li>Rejected</li> <li>Pending Submission</li> <li>Pending Approval</li> </ul> </li> <li>To view the nature of the approval, choose an option from the list of filters below: <ul> <li>All Approval</li> <li>Submitted for Approval</li> <li>Received for Approval</li> </ul> </li> </ul> <img alt="Filter Approval" src="/books/help/images/internal-approval/filter.png" width="500" /> <h4 id="disable">Disable Approvals</h4> <p>To disable the approval feature for time entries, you have to first disable it in the projects in which it is enabled. 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