Multi-Level Using Approval Groups

Learn how to setup multi-level approval using approval groups.

Note: The example is for eTimesheets. To set multi-level approval with approval groups for eExpenses involves the same steps, except that you can edit expense fields instead of the timesheet fields.

Access the eTimesheets Module Control form under System > eTimesheets > Setup > Module Control.

eTimesheets Tab Tasks

On the eTimesheets tab:

Ensure that Multi Level approval is selected in the eTimesheets Approval field.
Access approval groups under Workflow > Approvals and Alerts > Approval Groups.
Enter the name of the approval group.
Select the user from the list of Available Users and allocate them to the assigned users by clicking the > button.
Save the approval group.

eTimesheets Employee Configuration

Access eTimesheets Employee Configuration under System > eTimesheets > Employee Configuration.

To configure eTimesheet employees:

Select the Approver (Employee to Approve Timesheet).
On the Main tab, ensure that Can approve Timesheets is selected.
Save your entries.
Select the Timesheet Entry Employee.
On the My Approvers tab, Tsh Approval Groups sub-tab, select all the approval groups which can approve the employee's timesheets.

Approval Code Maintenance

Access Approval Code Maintenance under Workflow > Approvals and Alerts > Approval Code Maintenance.

Enter a name for the approval code you require.
The approval code is used on the approval rule actions.
Select the sequential option.
Expand the list of users or groups and allocate the approvers by clicking the < button.
Ensure the approvers are in the order you require.

Rule Maintenance

Access Rule Maintenance under Workflow > Approvals and Alerts > Rule Maintenance.

On the Operation tab:

Select Show form driven Record types only.
Select CRMWebInputTimesheetHeader in the Operates On field.
Note: For eExpenses, select APInvoice in the Operates On field.
Select Programmatic and the option eTimesheet Submit in the Operates When field
Select All Records as Condition.
Select Require Approval on this document as Action.
Select Assign a specific Approval code and select the Approval Code from the dropdown list.
Select Process eTimesheet on the If Approved tab.
Select Reject eTimesheet on the If Rejected tab.
Note: If the process or reject action is not set, then the timesheet is not changed when approval or rejection occurs in the Approvals and Alerts module. The status of the timesheet in eTimesheets stays waiting for approval.
Save the rule.

Processing

In eTimesheets, the Timesheet Employee creates a timesheet and submits the timesheet once completed. The timesheet is then ready to be approved.

The first approver logs into eTimesheets and view the list of timesheets awaiting approval. The approver selects the timesheet and approves or rejects the timesheet. eTimesheets displays the status of a timesheet in red if an approver views the timesheet and the approval sequence has not been completed up to the logged-in approver. An approver cannot approve a timesheet out of the specified order.

If:

There are no approvers set for a timesheet, Greentree Desktop automatically rejects the timesheet, unless the employee setup specifies Don't require approval.
Don't require approval is selected, Greentree Desktop automatically approves the timesheet.

Any rules-based approvals change the Don't require approval flag. For example, An Employee who has this option selected, will still require approval if a rule includes them within its conditions.