Approval paths define which users are responsible for approving items like TimeSheet, Time Off and Expense Sheet.

Web TimeSheet allows a TimeSheet, Time Off or Expense Sheet to be approved by the respective client. An External User can be setup to act as a client approver. The external approver will be a client representative who would need to approve the hours entered against the respective projects for the client or the expenses raised against it.

To create a Client Approval setup for TimeSheets/Expense Sheets/Time Off, follow the steps listed below. Please note that only an administrator or a user with administrative rights can setup approval paths as well as setup client representatives in Web TimeSheet.

  • Identify the client representative and set them up as an 'External User' in Web TimeSheet. (Please refer solution: "How to create external users?"). Ensure that the External User is created for the correct 'Client'. Web TimeSheet differentiates the external users based on the client that they represent. If an external user is not setup under the right client, then the user will not appear when choosing a client approver for the Client's project.
  • You can select an external approver for a project from the 'Edit Project' page. In order to assign approval authority to an external user for a given project, ensure that you have the permission to view the 'Projects' icon and can edit 'Projects'. Generally, only an Administrator or a Project Leader can view and edit projects.
  • Log in to Web TimeSheet and click on the 'Projects' icon at the top
  • Identify the Project, whose hours/expenses need to be approved by the client representative. Double click on the Project or click on the edit button. The edit button is represented as a small notepad with a pencil.
  • Under the Project Structure, Select the 'Project name' link and double click on it.
  • Under the 'Client/External Approver' drop down, select the external user you would like to have approval authority for this project.
  • Click on 'Save'.

After a client approver is selected for a specific project or a list of projects, the Approval path needs to be set up based on what the client representative needs to approve.

If the client approver, needs to approve expenses or time entered against specific projects, then an Approver Type needs to be created as listed below:

  • Click on 'System–>Administration' at the top, and on the left side pane, under Approval Setup -> click on 'Approver Types'.
  • Click on the 'Add' Button found at the bottom of the 'List Approver Types' page.
  • Create an Approver type by the name, Client Approver (The name can be setup as per organizational standard) and choose the role as 'Client/External Approver'. It is best recommended to leave the 'Override approver's permissions' option unchecked, so that the default permissions for a Client approver are retained.

Based on whether the Client Approver is required to approve time entered against its projects or expenses raised, you can create 'Approval Paths' for each of these option as discussed below:

Creating an Approval Path for Timesheets:

  • Click on System–>Administration and go to 'Approver Types' under Approval Setup.
  • Under the 'TimeSheet' tab click on the 'Add' button at the bottom of the page.
  • Define an 'Approval Path Name' (eg: Client Approver)
  • Under the 'Approver Type' drop down choose 'Client Approver' (Provided that is the name that has been given when creating an Approval Type for the client approver)
  • Set the 'Approval Sequence' as '1'
  • Click on 'Save'

Now this approval path should be set as the 'TimeSheet Approval Path' for the list of users entering time against the Clients project by following the steps listed below:

  • Click on System–>Administration and choose Users, under 'Users/Departments'
  • Double Click on the user who needs the TimeSheet to be approved by the client representative.
  • Under the 'Advanced' Tab, scroll down towards the 'TimeSheet Approval Path' drop down and choose the newly created Client Approver Path.
  • Click on 'Save'

Creating an Approval Path for Expense Sheets:

  • Click on System–>Administration and go to 'Approver Types' under Approval Setup.
  • Under the 'Expense' tab click on the 'Add' button at the bottom of the page.
  • Define an 'Approval Path Name' (eg: Client Approver)
  • Under the 'Approver Type' drop down choose 'Client Approver' (Provided that is the name that has been given when creating an Approval Type for the client approver)
  • Set the 'Approval Sequence' as '1'
  • Click on Save

Now this approval path should be set as the 'Expense Approval Path' for the list of users raising expenses against the Clients project by following the steps listed below:

  • Click on System–> 'Administration' and choose Users, under 'Users/Departments'
  • Double Click on the user who needs the TimeSheet to be approved by the client representative.
  • Under the 'Advanced' Tab, scroll down towards the 'Expense Approval Path' drop down and choose the newly created Client Approver Path.
  • Click on 'Save'

This will ensure that when a user submits time against a specific project or raise expenses against it, the approval will be done by the client representative that has been setup for the client. This client representative is represented as an 'External User' in Web TimeSheet.