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Approving Time from a Time Approver Email

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Overview

The approval or rejection of a submitted time card can be completed from a time-approval email. 



When this feature is enabled, a time approval email featuring "Approve" and "Reject" buttons is sent to a user with the role of "Time Approver."  These emails will only be sent to contacts with the role of "Time Approver" for the relevant order. 

 

 

 

Setup 

 

REQUIREMENT

LOCATION

ENTRY

Web_Time_Entry_Customer_Approve_AllowApprovalFromEmail**

Admin Portal > Customer Property

True

Web_Email_Send_From_Account

Admin Portal > Admin Property

Email Address

Web_Time_Entry_Employee_Submit_SendEmail

Admin Portal > Employee Property

True

Contact Role

Core App > Order > Contact Roles

Time Approver

Web User

Core App > Contact

Valid Username/Password

 

After these requirements are met, there are two ways to enable approval from submitted time card emails, through Portal Properties in Admin Tools or through Admin Portal > Email Format. 

 

Note: A user may have multiple email addresses associated to their username (Email, Email for Invoices, etc.), however, to approve time entry, a user must have one email address designated as "IsDefault" in the Order's Contact Roles section.

 

  1. Navigate to Start page > Actions Menu > Admin Tools > Category = System > Config Choice

  2. Click the ChoiceProperty tab.

  3. Filter the list by selecting "CustomerContactContactMethod" from the Category drop-down menu field. 

  4. In either the Email row or the Invoice Email row, wnter the value "True" in the IsDefaultEmail column of the email to be the default email.
    IsDefaultEmail_Config_Choice.PNG

 

 

 

 

 

 

 



Portal Properties

Web_Time_Entry_Customer_Approve_AllowApprovalFromEmail

The portal property Web_Time_Entry_Customer_Approve_AllowApprovalFromEmail can be set on a per-supplier basis

  1. Log into the admin portal.

  2. Navigate to the Home > Portal Property section.

  3. Select Customer from the Portals drop-down.

  4. Search for, or select "Web_Time_Entry_Customer_Approve_AllowApprovalFromEmail" from the available properties

  5. Enter "True" for all of the suppliers using this feature

  6. Click Update to save. 

 

Web_Time_Entry_Employee_Submit_SendEmail

The portal property Web_Time_Entry_Employee_Submit_SendEmail can be set on a per-supplier basis

  1. Log into the admin portal.

  2. Navigate to the Home > Portal Property section.

  3. Select Employee from the Portals drop-down.

  4. Search for, or select "Web_Time_Entry_Employee_Submit_SendEmail" from the available properties

  5. Enter "True" for all of the suppliers using this feature

  6. Click Update to save. 

 

 

Admin Portal > Email Format

This feature can be enabled during the creation of the email from the Email Format section

  1. Log into the admin portal

  2. Navigate to the Home > Email Format screen

  3. Select Employee Submit Time Card from the Email Type drop-down menu.

  4. Select Customer from the Recipient drop-down menu.

  5. Mark the Allow Approval From Email checkbox.
    • To configure this feature by supplier:

      1. Click the button in the settings column for this row. A new window will open
      2. Enter "True" for each supplier using this feature.
      3. Click Update to save.

  6. Continue editing this email template, or click Update to save.

 

Usage

When this feature is enabled, every email sent to a time approver when an employee submits a time card will have "Approve" and "Reject" buttons displayed under the submitted time card. 

  1. Open Time Card Submittal email.


  2. Click one of the two available buttons to approve or reject the time card.
    Note: The surrounding text in the email may vary based on customization.

  3. One of three screens will appear, fill out additional information.

    • Approval: The approval webpage will display a confirmation message that the time card has been approved. All other emails will then expire, but changes can still be made through the Customer Portal.

    • Rejection: The rejections webpage will display with a confirmation message. An optional rejection can be added at this time. All other emails will then expire, but changes can be made through the Customer Portal. 

    • Error: If an error is encountered (expired email, missing time card), a separate screen will appear detailing the error and available next steps.

  4. Open other emails for approval or rejection or go to the Customer Portal > Time Entry section to review the time card.

 


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