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Timesheet Approval Workflow Extension Knowledge Base

Estimated reading time: 19 min

Timesheets Approval Workflow Extension

Timesheets Approval Workflow is a Hub Planner Extension for the Hub Planner Timesheets component. The Approval Workflow is suitable for those who require more control over how their timesheets are managed within the team.

Adds sophisticated functions and features to help manage and control the time tracking element of your team, projects, events and consultants. Whether you enable the approval workflow for one or for all projects globally you can choose accordingly. Other options you have are to customize the colors of each time entry status? Either way, it’s easy to do and there are multiple options to choose from within settings.

Timesheet Approval Tab

Activating the Approval Workflow adds an Approval Tab to the sidebar. The Approval tab is where all timesheet entries are submitted to for approval. Here you will manage the timesheet entries one by one or indeed, there are bulk options to quick manage entries too.  Like all sidebars within Hub Planner, the Approval Workflow sidebar is consistent with all others. Grouping projects, resources, teams and project groups making it easy for the user to navigate to the right set of time entries to approve. Alongside the regular resource and projects, are other clever options like time entry status and quick filter settings. A new manage tab will allow Admins or Project Managers to Lock, Reject and Approve time.

Timesheet Approval Toolbar

You can also access the Timesheet Approval Toolbar within Timesheets directly. This allows PM’s and Approvers the ability to manage and review time entries from the project or resource timesheet.

Approval Workflow & Locking Time Entries

Further extend the power of timesheets by adding the Approval Workflow extension. By introducing the Approval Workflow to your Timesheets. A new manage tab will allow Admins or PM’s to Lock, Reject and Approve time. The sidebar encapsulates multiple options to manage and view timesheets by status, project, resource, groups and events.

The following features are highlights for this extension.
  • New Manage Tool available via Timesheets Sidebar
  • Approval Workflow Available for entire company
  • Turn On/Off Approval Workflow on Project Level
  • Quickly Lock Time down on Project Level
  • Tools to Approve, Reject, Delete, Lock, Submit time
  • View & Manage timesheets by Time Entry Status
  • View & Manage timesheets by Project, Resource, Project Group, Team or Event
  • Visual Pending State for Approval Flow
  • Lock and Unlock Time Entries
  • Manage Time Entries down to the day / entry level
  • Fully integrated approval statuses into Reports
  • Bulk Options for Mass Approval, Locking etc
  • Export Management Data to csv & Excel format
  • Customise the color schema as you like

Timesheet Approval Process

A timesheet approval workflow gives Admins and Project Managers the ability to directly Manage the Project and/or Event time submitted by teams. All data is fully represented in reports giving you a clear idea of what to invoice a client for example. The workflow is built with maximum visibility and flexibility allowing you to determine which Projects are required to go through the approval process or not. The Time Entry status is color coded to help provide the user with immediate feedback of what the timesheets for the week looks like. You can opt to change the colors for each status via settings -> timesheets.

Who can Approve? This depends on the role right and their permissions. for more information scroll up

Timesheet Approval Workflow

The Timesheets approval Workflow allows you to update and edit reported time on the day level. All time can be viewed by an resource with rights or a Project Manager in the Approval timesheets section.

Timesheet_Approval_Toolbar_Hub_Planner

Managers and Approvers can also manage and review time entries via the Timesheet Approval Toolbar within Timesheets.

See the illustration below for an overview of how the timesheets flows from a user standpoint.

Timesheet Approval

The Approval Workflow needs to be activated first before it can be used.

There are a couple of items to check to make sure it is running correctly.

  1. The Extension Must be Installed
  2. Approval Must be Enabled
  3. Approval on Existing Projects

The Approval Workflow Extension must be Installed.

The Approval Workflow Extension is a Hub Planner extension which adds significant features to the Hub Planner Timesheets. To try out the extension or install it do the following.

  • Navigate to Settings
  • Choose Manage Extensions from the Sidebar
  • Find the Manage Workflow Extension and then Try it or Add It.

Approval Must be Enabled

You need to make sure that Approval is enabled on Projects. To do this:

  • Navigate to Settings -> Manage Extensions
  • Choose Timesheets from the Sidebar
  • Make sure the “Enable Approval Process” is checked to “enable”
  • Press Save

Approval on Existing Projects

If you enabled the Approval process after time entry has already been submitted, you can activate Approval on existing projects by

  • Navigate to Settings
  • Choose Timesheets from the Sidebar
  • Check the box which says “Activate Approval on All Existing Projects”
  • Press Save

This will now activate the approval process on all existing and new projects. This can be turned off on a project level.

Activating / Deactivating Approval on Single Project

You have the option to activate or deactivate time approval on a specific project. To do this

  • Edit the Project
  • Choose Timesheets from the left menu
  • Check or Uncheck the box for “Time Approval Required.”

Workflow Functions

The main actions introduced in this workflow are:

  • Lock / Unlock Time
  • Approve / Unapprove Time
  • Reject Time
  • A Visual Pending State for Approval Flow
  • Approval Tool available via Timesheets Sidebar
  • Approval Workflow Available for entire company
  • Turn On/Off Approval Workflow on Project Level
  • Quickly Lock Time down on Project Level
  • Manage Time Entries down to the day / entry level
  • Fully integrated approval statuses into Reports
  • Bulk Options for Mass Approval, Locking etc
  • Export Management Data to csv & Excel format
  • Customise the color schema as you like

User Interface

The Approval timesheets is a table based interface with rows which can be expanded and collapsed.

The data appearing in the Approval table is controlled by a date range picker which is the top level grouping. By default the approval table pulls in the current week you are in.

Introducing an Approval workflow can save valuable time when you need to understand exactly how much to bill a client, how much a resource is reporting timewise and how efficient your projects and progressing!
HubPlanner_Timesheet_Approval_Workflow_Table_Headers

Quick Timesheet Approval Toolbar

Timesheet_Approval_Toolbar_Hub_PlannerProject Managers and Approvers can also quickly access and review time sheet entries directly within the project or resource timesheet. Activate to toolbar to quickly action a time entry there and then. PM’s with role rights to action can Approve, Reject, Delete or Unlock time entries.

Timesheets Status Colors

A closer look to what each of the colors represent in Hub Planner Timesheets.

Timesheet Status Hub Planner Timesheet Status Hub Planner

Change Colors of Timesheet Entry Status Cells

Within Settings, you can change the colors of each timesheet entry status cell to a preferred color as well as action an auto lock time state.
HubPlanner_Timesheet_Approval_Workflow_Settings