Resource Management approvals

To activate approvals, go toAccount Settings>Approval Workflow.

Set who approves time and/or expenses in the person'sprofile settings.

Approval settings:

• For time entries
  • Enables time approvals
• For expenses
  • Enables expense approvals
• Project owners can approve for their projects
  • Automatically includes project owners as approver for people assigned to their projects
  • Project owners can only see and approve time or expenses on their projects
• Send email notifications for time and expense approvals
  • Sends an email notification to the approver(s) when time or expenses are submitted
  • Sends a notification and notes to the submitterwhen time or expenses are approved or rejected

This setting is separate from activity notifications

• Allow approvers to unlock time and expenses
  • When disabled only Resourcing Admins will be able to unlock time

Project-based approvals

When the project owners can approve for their projects setting is enabled, project owners can approve any time and expense entries logged for their projects. Project owners can only approve for time and expenses related to their projects.

Team, department, or other managers can still be approvers in a person’s profile to provide backup managers and to approve leave time. Existing approvers will remain in place when project owners can approve time for their projects is enabled.

How approvals affect incurred hours and amounts

Activating approvals for time entries adds approved hours only toAccount Settings>Incurred Hours and Amounts.

When you track approved hours only, Resource Management limits incurred project hour calculations to approved time only and applies a default approval status filter to reports. Only approved hours appear as incurred by default.

Changing the approval status filter allows you to filter reports on unapproved hours.

How approvals impact incurred expenses

Activating approvals for expenses addsApproved expenses onlytoAccount Settings>Incurred Expenses.

When you trackApproved expenses only, Resource Management limits incurred project expenses to approved expenses only.

Bulk approve past time and expenses

1. InAccount Settings, scroll down to the Approval Workflow section and selectBulk Approve.
2. SelectSave and Continue.
3. On the bulk approve page, select the options you want to use. You can approve all time entries, expense entries, or both up to and including a date you choose.
4. SelectApprove all.

Double-check your selections; you cannot undo bulk approve.

1. On your personal page, go toTime & Expenses.
2. In time tracking, enter changes as needed and click Confirm.
3. At the bottom of the timesheet, click Submit for Approval.

People can submit hours at any time, but it’s good to follow a schedule that works for your organization (daily, weekly, biweekly, etc).

Resources who submit time against a project will not be visible to the Project Owner unless the Resource is added to the project as a Team Member and has submitted time against the project. Please ensure you have added that resource as a Team Member to your project in order to approve time.

Approvals Tab for Team Members

All users have a my time & expenses view under the Approvals tab. You can review all of your approved, pending approval, and rejected time or expense entries from the approval tab on your personal profile.

You can review approved, pending approval, and rejected time (and/or expenses) from the Approval tab on your personal profile.

Review submitted time

• On the approvals tab, click My Time & Expenses.

The left sidebar has filters you can apply to your time and/or expenses:

• Time Frame: use a preset or custom date range.
• Type: switch between time and expenses (if your organization approves both).
• Approval Status: show approved, rejected, or are pending approval status.

Resubmit time

You can resubmit a timesheet any time before it's approved.

• Edit the time entry you’d like to adjust and then click Re-Submit for Approval.

1. On your personal page, clickTime & Expenses, and then clickExpenses.

2. ClickAdd an Expenseand fill out the form. When you've added all your expenses, clickSubmit for Approval.

Use the approvals tab

You can review approved, pending approval, and rejected time (and/or expenses) from the approval tab on your personal profile.

Review submitted expenses:

• On theApprovalstab, clickMy Time & Expenses.

Use filters on the left side bar to see time by:

• Time Frame: Use a preset or custom date range.
• Type: Switch between time and expenses (if your organization tracks both).
• Approval status: Show approved, rejected, or are pending approval status.
• Approver: Filter items on specific approvers.

Resubmit expenses

You can edit resubmit a expense report any time before it's approved.

• Edit the time entry you’d like to adjust and then clickRe-Submit for Approval.

Approval filters in reports

Use approval-based filters to view time entries based on their associated approver or approval status. For example, use a time & fees report grouped by team member and filtered by approval status to see any unsubmitted hours for each team member across the organization.

• Approved by: Resourcing Administrators or Project Managers who approve time will have their names appear in this filter so you can filter time that specific people have approved.
• Approval status: You can filter what time entries appear in your report by filtering for approved, pending approval, or unsubmitted time.

You can also group report data by approval status and approved by.

1. InAccount Settings, scroll down toApproval Workflowand then clickBulk Approve.
2. SelectSave and Continue.
3. Select the items you want to approve, hours, expenses, or both.
4. Select the date at which you want to lock and bulk approve all hours or expenses.
5. Double check your entries; you can not undo bulk approve. When you’re sure you have the settings right, clickBulk Approve. This locks all entries; your team will not be able to make any more changes.

Warning: bulk approval can not be undone.

解锁时间或费用报告

Make sure you’veenabled approvals for time entries. If you don’t enable time-entry approvals, you won’t see the Approvals tab in your profile page.

1. To go to your profile page, in the menu bar, select your name.
2. Go toApprovals>Approver View.
3. In theApproval Statuslist, selectApproved.
4. Optional: In the time frame list, select the timeline of the time report you want to unlock:
   • this year
   • this quarter
   • this month
   • this week
   • last quarter
   • last month
   • last week
   • last 30 days
   • 自定义日期范围:选择开始和结束日期to look at a specific timeline
5. In thePeoplelist, select a person or people. After selecting a person(s), you’ll see their time in the approver view.
6. Go to the time report you want to unlock, and then selectUnlock.
   

To enable an approver to unlock time and expense reports

If you’re an Admin and you want to allow an approver to unlock time and expense reports, follow these steps:

1. In the menu bar, selectSettings>Account Settings.
2. In theApproval Workflowsection of Account Settings, selectAllow approver to unlock time and expenses.

Resourcing Admins and Approvers have access to these views:

• Time & Expenses
• Approver View

To go to the time & expenses tab

1. Go to your profile page.
2. Select theTime & Expensestab.

To go to the approver view

1. Go to your profile page.
2. Select theApprovalstab.
3. In the left pane, selectApprover View.
   If you're an approver, you'll see this view by default. Project editors see this view by default when project owners are approvers.

What you'll see in the approver view

Set who approves time and expenses in the person'sprofile settings.

Approvals as a project owner

You can configure Resource Management so project owners can review and approve time and expenses for projects they own. If you are a project owner, you will see timesheets for time-related to your projects but won't see time entered for projects owned by others.

Approver view shows time sheets for everyone whose time or expenses you can approve. You can filter the time sheets you see by the following categories:

• Time frame: view time sheets by this year, this quarter, this month, this week, last year, etc.
• Approval status: view time sheets by their current approval status.
  • Rejected: time sheets you didn't approve
  • Approved: time sheets you approved
  • Pending approval: time sheets users have submitted for your approval
  • Unsubmitted: time sheets users have accessed but haven't edited the value or accepted the schedule
  • [none]: time sheets of users who haven't yet taken action on the schedule you assigned them
• Approver: view time sheets assigned to you or other approvers.
• Project owner: filter time sheets by their project owners.
• People: view time sheets of specific users.
• Project: view time sheets associated with a specific project.
• Client: view time sheets of users assigned to a specific client.
• Discipline: view time sheets by the nature of users' work (for example: HR, IT, etc.).
• Role: filter time sheets by the users' role (for example: Manager, copywriter, etc.).
• People tags: filter time sheets by the users'People Tags.
• Phase name: view time sheets associated with a specific project phase.
• Project tags: filter time sheets by their project category.
• Leave type: filter time sheets by the users' leave types.
• Skills: filter time sheets bypeople's skills.

The time entries in the approver view are grouped into weekly time sheets. Each time sheet shows hours tracked for each project per person per week.

For each project, the total confirmed and scheduled hours are shown along with a computed difference (positive for more than scheduled, negative for less than scheduled).

Resources who submit time against a project will not be visible to the Project Owner unless the Resource is added to the project as a team member and has submitted time against the project. Please ensure you have added that resource as a team member to your project in order to approve time.

Project Owners can not view time submitted by resources assigned to other projects unless they have Portfolio Editor permissions or higher, or the project owner is mapped as a resources approver, or the Resources are added to the project as a team member and have submitted time against the project. Please ensure you have added that resource as a team member to your project in order to approve time.

View time and expense details

You can view more details in the time sheets you see in your approver view.

To do this	Follow this step
Check the day-by-day breakdown of hours, including categories and notes.	In the time sheet, select a project row.
View the detailed breakdown of expenses, including categories and notes.
Go to a person's profile page and view their time entries.	Select the person's name.

Filter time or expense sheets

You can approve time for specific projects rather than the entire time or expense sheet. To display time entries for a specific project or set of projects and approve them:

1. In the left pane, use the project or project tags filters.
   • After setting up those filters, you'll see only time sheets for projects or project categories you selected.
2. In the timesheet, select Approve & Lock.

Entries for other projects you didn't select in the filter won't be affected

To approve time or expenses

Use notifications提醒人们当他们的时间或费用条目get rejected or approved.

• At the bottom of the time sheet, selectApprove & Lock.

After doing this step, the time or expense entry will be approved.

To reject time or expense sheet

1. In the lower-left area of the time or expense sheet, enter a note in the text box.
   • If you reject the time entry without leaving a note, you'll be prompted to leave a note.
2. SelectReject.

After rejecting the time or expense sheet, it will be reset toUnsubmitted. The submitter will need to adjust their time or expense entry and resubmit it for approval.

Use my views

Create a saved view or multiple saved views for different scenarios.

When you create a saved view, you'll see the view you created in theMy Viewsection. You'll then be able to access them easily.

To create a saved view

1. Go to theApprovalstab.
2. In the left pane, selectApprover View.
3. 在左窗格中,调整所需的时间,pproval status, and other filters.
4. Scroll up to theMy Viewssection.
5. Select+ Save Current View.