FastTrack360 Version 12 Online Help
Approve, Reject a Timesheet from an Email Notification
- Fiona Sims
Description
FastTrack360 supports a few different ways to view and action submitted timesheets via timesheet email notifications - for example, the ability to add a merge tag to a timesheet email template, that where clicked allows a user to bypass FastTrack360 login and open directly into the related timesheet. To expand on the existing options, In this release Timesheet Approvers will be able to view a submitted timesheet's details and approve or reject directly from the email notification.
New Merge Tags have been created to display timesheet components, plus approve and reject actions. In addition, to make the creation of the template easier, we have included a Timesheet email Template called 'FT Template Approve-Reject Submitted TS via Email'. This template incorporates the important timesheet component merge tags and has email compatible styling, to provide a professional presentation of the timesheet to the email recipient. To improve the experience when configuring timesheet template emails, the Maintenance > Time & Attendance > Templates 'Add' or 'Edit' pop up screens have also been increased in width.
The screenshot below shows a submitted timesheet notification email that has the FT Template Approve-Reject Submitted TS via Email body applied:
Where this feature is used, the agency needs to consider the risk that whilst the email will be dispatched to the intended recipient's email, there is no validation that the person clicking approve or reject is the actual timesheet approver as there is no login process in this circumstance. For example the email could be forwarded to another user who would be able to approve or reject the timesheet.
As per the existing process the approver is recorded in the Timesheet Audit, however as there is no login process, the system will assume the approver is the person the notification was dispatched too.
A one time use token is issued to provide the recipient with the ability to complete an action on the timesheet via the email. This token will expire automatically after 7 days.
Depending on your client's Outlook policy and settings, images for the Approve, Reject and Login items (and other images) may not immediately render and may display as an icon with a red cross. In this circumstance the user will need to right mouse click and select Download Pictures. Some clients may have a restriction that supresses the ability to download pictures, in this circumstance in-email approval may not be a viable option for these clients at this present time. We will look to see what we are able to achieve in a future release to assist with this issue.
Configuration
Timesheet email templates are created and managed via Maintenance > Time & Attendance > Templates, click on the 'timesheet', then 'Email' item in the left hand panel. For instructions on how to copy and utlise the FT Template Approve-Reject Submitted TS via Email body, click here.
You can use the template, or create your own using the existing merge tag items, plus the new component merge tags. The following additional merge tags have been created to ensure all items in the timesheet header are covered:
Timesheet Merge Tags | Details |
Rate Type | TS Header > Pay & Bill Agreement - Rate Type |
Timesheet Code | TS Header > Timesheet - Timesheet Code |
Status | TS Header > Timesheet – Status |
Office Code | TS Header > Job Order – Office Code |
Client Position | TS Header > Job Order – Client Position |
Cost Centre | TS Header > Job Order – Cost Centre |
Purchase Order Number | TS Header > Job Order – Purchase Order Number |
Corporate Name | TS Header > Client – Corporate Name |
Client Code | TS Header > Client – Client Code |
Client Name | TS Header > Client – Client Name |
Payee No | TS Header > Payee – Payee No |
Payee FirstName | TS Header > Payee – Payee Name |
Payee Surname | TS Header > Payee – Payee Name |
Candidate No | TS Header > Payee – Candidate No |
Initiated By User | TS Header > Timesheet – Initiated By User |
Initiated Date | TS Header > Timesheet – Initiated Date & Time |
Initiated Time | TS Header > Timesheet – Initiated Date & Time |
Updated By User | TS Header > Timesheet – Updated By User |
Updated Date | TS Header > Timesheet – Updated Date & Time |
Updated Time | TS Header > Timesheet – Updated Date & Time |
Pay Agreement | TS Header > Pay & Bill Agreement – Pay Agreement |
Bill Agreement | TS Header > Pay & Bill Agreement – Bill Agreement |
The new component merge tags are described below:
Timesheet Merge Tags | Details |
Timesheet | Renders all of the individual components in one merge tag. Attendance / Absence, Additional Items, Reimbursements, Attachments, Comments |
Timesheet Attendance Summary | Incorporates the Timesheet Attendance Section items and the Additional Items section, grouped by Date, so for example a user could have an attendance item on one date and below it an additional item for the same date. |
Timesheet Project Summary | This displays a summary version time against Project Codes for the Timesheet period, grouped by Project Code (no dates) |
Timesheet Reimbursement Summary | Displays a table of reimbursement items claimed for the Timesheet period, including Day, Item, Net, Tax and Total |
Timesheet Summary Link | Displays number of comments, number of attachments and number of project codes. Includes a link to the login page, and when user logs in takes them straight to the timesheet. |
Timesheet Work Period | Shows the Start Date and End Date for the timesheet. |
Timesheet Submitted Actions | All of the actions (Login, Approve, Reject). |
Related pages
Classification-Public