Time
      Back to home
      1. Help Centre
      2. HR Modules
      3. Time

      Timesheet Approval History

      The Timesheet Approval History screen allows users to view the timeline of the changing approval status of a timesheet, including the time and date of when each status changed and the user who changed it.

      This article explains the following sections:

      1. Viewing the Timesheet Approval History
      2. Changing the Status of a Timesheet
      3. Reporting on Timesheets using Search

      1. Viewing the Timesheet Approval History

      To open the Timesheet Approval History Screen, click on the History button at the top right of any timesheet screen:

      1. In a person's navigation menu, navigate to:
        • Time Recording >> Timesheets >> Select a Timesheet (HR Professionals).
        • Time Recording >> Select a Timesheet (Line Managers and Self Service Users).
      2. Click History.
      • A pop-up screen will open displaying a timeline of the different approval stages of a timesheet:

      Note:

      • The above example shows a timeline of a timesheet that has been involved in a process flow.

      2. Changing the Status of a Timesheet

      Depending on the permissions set for users and the settings of a timesheet plan, some users will be able to see the Change Status button on a Timesheet Approval History Screen.

      An example of when this can be used is if you have a process flow set up for timesheets and you want to put a timesheet back into a process flow for editing and / or approval after the process has been completed, HR Professionals can manually change its status to 'Open', allowing users to re-start a process:

      1. Click Change Status at the top of the Approval History Screen:
      2. This will open the fields 'Status' and 'Approved By':
      3. Under Status, select 'Open' from the picklist.
      4. Under Approved By, type or search for the user who you want to connect to the action.
      5. Click the tick to save the changes.
        • The timesheet will now be open, and the History screen will appear as below:
      6. Once the timesheet has been reopened, the Timesheet Authorisation button will appear on the timesheet. Clicking this will restart the process flow from the first stage.

      Note:

      • The Change Status button will only appear outside of a process flow e.g.:
        • When a process flow has been completed and closed.
        • When no process flow exists.
      • When manually changing the status of a timesheet, the only available status are Open and Approved.
      • HR Professionals can change the status of timesheets and can assign a status to another user in the system.
      • If you ticked 'Line Manager can Edit Subordinate Timesheet' when setting up your Timesheet Plan, Line Managers will be able to:

      3. Reporting on Timesheets using Search

      The Timesheet Approval History search makes it easier for HR Professionals to report on employee timesheets.

      To use this search, open up the searches tab in the right hand sidebar.

      1. Within People searches, click on the manage button:
      2. The Manage Person Searches pop up will open. Using the search bar, find and tick the box for Timesheet Approval History:
      3. Click Apply.
        • The search will now be added to the list of available Person Searches:

      It is possible to find timesheets by searching for the Employee Name, the Approver Name, the Approval History Status, and / or whether they are an Active Employee, as well as useful additional criteria such as the Approval Date.

      Using these criteria, you can search for timesheets that have been approved within a certain time frame. Any of these searches can then be saved, added to a new set, or exported to a spreadsheet.