Introduction
Time sheet is a record of the number of hours an employee has worked on a ticket or a project. Time sheet is recorded for every seven days. A time sheet has to be approved by the employee's manager or designated persons in the hierarchy. A time sheet can be approved by a single person or multiple persons at various levels in the hierarchy.
Prerequisite
You should have admin access to define a time sheet approval route.
Creating a time sheet approval route
The time sheet approval route is the route that is predefined by an admin for time sheet approval purposes. You can enter time against tickets or projects.
To set up a time sheet approval route, follow the below steps:
Go to Admin > Business Process > Approval Routes.
Click New.
Route Name: Enter a name for the route.
Route Description: Enter a brief description for the route.
Active: Yes/No: Yes is the default selection. Leave the selection as it is if you want the approval route to be active immediately. Select No if you want the approval route to be activated later.
Click Save. Once you save, the page opens a new section below called Add Step.
Click Add Step. A small popup opens.
Step Name: Add a step name, similar to what you did for the route name.
Step Type: Select a step type from the dropdown. You can select Specific Persons, Manager of Submitter, Project Manager or Recursive Approval.
Specific Persons: Specific Persons is the default selection. If you select Specific Persons, click the checkbox next to the person's name. Click as many as you want.
Manager of Submitter: Select this option if you want the time sheet to go to your manager.
Project Manager: Select this option if you want the time sheet to go to your project manager.
Recursive Approval: Select this option if you want your time sheet to up the hierarchy levels to approve. Each number denotes the level to which your time sheet will go up for approval.
Click Save.
Click Add Step again if you want to add another step. Repeat the process. You can add multiple steps.
Once you are done with adding the steps, click Save. If you want to add another time sheet approval route, click Save and Add New.
Editing a step
Each step that you add can be edited later.
Click the edit icon to edit the step. The Add/Edit popup opens. All three fields can be edited.
Make necessary changes.
Click Save.
Deleting a step
You can delete a step by clicking the bin icon under the Actions column.
Time sheet approval routes are used in tickets or projects. The below sections enumerate how time sheet approval route can be applied at the project level or ticket level.
Project level
After you have created a time sheet approval route, go to Projects > All Projects.
Open the project for which you want map the time sheet approval route.
Under the Project tab, go to Time Sheet Route dropdown.
Select the time sheet approver route that you created earlier from the dropdown.
Click Save. Any time entry that is logged against the project will now take this approval route.
Ticket level
After you have created a time sheet approval route, navigate to Admin > Service Desk > Ticket Configuration page.
Go to the Default Time Sheet Approval Route dropdown.
Select the time sheet approver route that you created earlier from the dropdown.
Click Save. Any time entry that is logged against the ticket will now take this approval route.
Imagine that you have logged time against a ticket. The time entry will look as follows.
Example
Go to Service Desk > Tickets.
Open the ticket for which you want to log time.
Click Add Time at the bottom.
In the Time Details tab, add number of hours.
Click Save.
Once you click the Submit for Approval button on the top middle, the status of your time sheet will be reflected on the top right. For example, if the time sheet is approved, it will now show the status as Approved.
Once you submit the time sheet, the approver mentioned in the steps will get a message close to his login name. The message says that a time sheet requires the user's approval. The approver will go to his PSA > Home > My Approvals > Time Sheet Approvals tab and approve your time sheet.
Under Home > My Time Sheet > Approval History tab, you can see the status of your time sheet changing with each step of the route. For example if the person named in first step approved your time sheet, then you will see the status Approved next to the step under the Approval History tab. The time sheet will complete its cycle once all the persons named in the steps have approved the time sheet. If the time sheet is rejected at any point, the time sheet will come back to you, and the whole cycle will begin again.
