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Time Entry - Customer Portal Setup

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A Web User can approve time in the Customer Portal through the Summary, Time Card Approval and Group Time areas. Before time can be approved, the Customer Portal and the Avionté Core Application must be configured to allow selected Web Users access to this functionality.
 
 
 
 
In this Article...

 

 

 

Prerequisites
The following requirements must be met in order to set up the Customer Portal for time approval:
 
  • Every contact that approves time must have a web login that is used to access the Customer Portal. At least one contact per customer must have a Web Role of "Web User." See the Admin Tools - User Tab - Web Login User article for more information on creating a Web Login.

  • Time must be entered or submitted into the Customer Portal through a Time Clock, the Employee Portal or directly through the Customer Portal in order for it to be approved.

 

 

 

Set Up Config Options and Web Properties

Several config options must be set up in order to approve time in the Customer Portal. All required config options are marked as "Required" and optional config options are marked as "Optional."

There are three sections that require configuration. Click the links below for more information: 

Contact Role Properties

Web Options

Portal Properties

 

 

 

Contact Role Properties

The instructions below describe the process for updating the Contact Role properties. Click here to see the properties: 

  1. Open the Avionté Core Application.

  2. From the Main Menu, navigate to Front Office > Customer

  3. Search for a customer using the search fields at the top of the screen.

  4. Select a customer by double-clicking their name in the grid.

  5. Select Contact Roles from the sub-menu.

  6. Locate the contact who will approve time. 

  7. Under the Property column, click the propertybutton.png button. The Web Portal Property window displays.

    contact_property.png


  8. Search for each of the portal properties listed below in the blank field under Property. Ensure that the required contact role properties listed below are set to "True."

    webportalproperty.png

     

    Required Contact Role Properties
    Portal Property Description Valid Values Additional Notes
    AllowApproveRejectWebTimeEntry Controls if the user is able to approve and reject time in the Customer Portal.  True, False A value of True is required for a web user to approve and reject time.
    AllowApproveTime Controls if the user is able to approve time in the Customer Portal. True, False A value of True is required for a web user to approve time.
    AllowWebAccess Controls if the user is able to access the Customer Portal.  True, False A value of True is required for a web user to access the Customer Portal.


    Portal Property Description Valid Values Additional Notes
    Optional Contact Role Properties
    ReceiveTimeEntryNotificationEmail Controls if the user receives a notification email when time has been entered.  True, False A value of True is required for a web user to receive an email when time has been entered.


  9. Click Finish to save changes and close the Web Portal Property window.

    finish.png

 

 

 

 

Web Options

The instructions below describe the process for updating Web Options. Click here to see the properties.

  1. Open the Avionté Core Application.

  2. From the Main Menu, navigate to Front Office > Customer

  3. Search for a customer using the search fields at the top of the application.

  4. Select a customer by double-clicking their name in the grid.

  5. Select Sales & Service from the sub-menu.

  6. Click the Service Info tab on the right side of the window. 

    serviceinfo.png


  7. Click the Web Option button in the Options section. The Web Portal Property window will display.

    weboption.png


  8. Search for each Web Option listed below in the blank field under Property. Ensure that the required Web Options are set to "True."

    webportalproperty_sales.png

     

     

    Required Web Options
    Web Option Description Valid Values Additional Notes
    Web_Customer_TimeEntry_Show_ApproveButton Controls the visibility of the Approve Time button in the Customer Portal. This action submits and approves time if the time has not yet been submitted.  True, False A value of True is required for use of Time Approval.



    Optional Web Options
    Web Option Description Valid Values Additional Notes
    Use Time Clock Check box indicating the Customer utilizes the Time Clock Portal. Marked, not marked. This is a checkbox located in the Service Info tab, but is not found in the Web Options. 
    web_AllowEmployeeOnlineTimeEntry   True, False  
    Web_Customer_TimeApproval_SP Stored procedure used to approve time.  Stored procedure  
    Web_Customer_TimeEntry_Approval_Email_Scheduled   True, False  
    Web_Customer_TimeEntry_GenerateWebTransactionMode   Daily, Weekly  
    Web_Customer_TimeEntry_RegHours_ShowType Controls what values will be displayed and available to entry on the Time Entry portal. 0, 1, 2  
    Web_Customer_TimeEntry_Show_OtherHours Controls if additional transaction types will be shown in the Customer Portal.  True, False  
    Web_Contact_Role_View_Option Controls what information the contact is able to view in the Customer Portal.  CustomerContactRole, OrderContactRole  


  9. Click Finish to save changes and close the Web Portal Property window. 

    webportalproperty_sales_finish.png

 

 

 

Portal Properties 

The instructions below describe the process for updating the Portal Properties. Click here to see the properties.

  1. Open the Admin Portal and log in. 

  2. Navigate to Home and select Portal Property from the selections on the left menu bar.

    portalproperty.png


  3. From the Portals drop-down menu, select Customer

    portalsdropdown.png


  4. Locate each of the portal properties listed below in the Property list.

    propertylist.png

     

     

    Optional Portal Properties
    Portal Property Description Valid Values Additional Notes
    Web_TimeEntry_Allow_SelectWeekEnding Controls whether the staffing supplier is allowed to select the week ending date.  True, False This setting is found in the Admin drop-down menu selection.
    Web_TimeEntry_Approve_Note The message displayed on the Time Entry Approve page.  Alphanumeric value This setting is found in the Admin drop-down menu selection.
    Web_TimeEntry_Approve_PopUp_Message The message displayed in the pop-up after the time card is approved.  Alphanumeric value This setting is found in the Admin drop-down menu selection.
    Web_Time_Entry_Customer_Approve_To_EmployeeEmail_Send Allows the time approver to receive the copy of the approved email(s).  True, False This setting is found in the Customer drop-down menu selection.
    Web_Time_Entry_Customer_Approve_To_Vendor_Begin The beginning of the email sent to the vendor when time has been approved.  Alphanumeric value containing HTML tags. This setting is found in the Customer drop-down menu selection.
    Web_Time_Entry_Customer_Approve_To_Vendor_End The end of the email sent to the vendor when time has been approved.  Alphanumeric value containing HTML tags. This setting is found in the Customer drop-down menu selection.
    Web_Time_Entry_Customer_Approve_To_Vendor_Subject The subject of the email sent to the vendor when time has been approved.  Alphanumeric value This setting is found in the Customer drop-down menu selection.
    Web_Time_Entry_Customer_Reject_Email_Begin The beginning of the email sent to the employee when time has been rejected.  Alphanumeric value containing HTML tags. This setting is found in the Customer drop-down menu selection.
    Web_Time_Entry_Customer_Reject_Email_End The end of the email sent to the employee when time has been rejected.  Alphanumeric value containing HTML tags. This setting is found in the Customer drop-down menu selection.
    Web_Time_Entry_Customer_Reject_Email_Subject The subject of the email sent to the employee when time has been rejected.  Alphanumeric value This setting is found in the Customer drop-down menu selection.
    Web_Time_Entry_Customer_Reject_SendEmail Controls whether the employee receives an email when the time has been rejected. True, False This setting is found in the Customer drop-down menu selection.


  5. Type the appropriate valid value per supplier in the field next to the supplier's name. 

    portalproperties.png


  6. Click Update at the bottom of the page to save each Portal Property setting. 

    update.png


  7. Repeat Steps 4-5 for each Portal Property.

 

 

 

Portal Configuration

Once the prerequisites listed above have been met, the Customer Portal can be set up to approve time.

 

  1. Log into the Admin portal.

  2. Navigate to Home > Menu.

  3. Select Customer from the Portal drop-down menu.

    customerportal_1.png


  4. Click the View link next to Time Entry. The Portal Menu window will display in a new window.

    timeentry_view.png


  5. Place a checkmark in the box next to the individual branches in which the Time Entry section will be available or click the Select All button to select every branch.

    portalmenu.png


  6. Click Update. To configure additional sub-menu items, see the Sub-Menu Item Configuration section below.

    portalmenu_update.png

 

 

 

Sub-Menu Item Configuration

Select which sub-menu items will be visible by choosing items listed under the Menu Label column.

  1. Select Time Entry from the Menu drop-down menu. 

    menu_timeentry.png


  2. Click the View link next to the desired item under the Menu Label column. A window will display with the branch options.

    timeentry_viewsubsection.png


  3. Place a checkmark next the branch if the selected section should appear as a sub-menu item. Alternatively, click the Select All button to mark every branch. 

    portalmenu_1.png


  4. Click Update

    portalmenu_update__1_.png


  5. Repeat steps 1-3 for all items that should be added.

 

 

 

Approve Time

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2 Comments

  • Avatar
    Katie Shrader

    Articles linked within this article (Customer Portal Time Entry- Summary Section and Time Entry - Customer Portal - Time Card Approval Section) lead to internal articles and are not outward facing for clients.

  • Avatar
    Kevin Tompkins

    "Each contact that will be approving time must have a web login.
    Note: Web users who will be approving time must have the contact role property AllowApproveTime set to True."

    A visual to call out this step would be helpful. I didn't initially look to the blue arrows under "Property" in the Contact Role section.


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