Feature Overview
The time approval feature modifies the time tracking functionality to prevent the adding of time to a case until the time has been approved. Additionally, it adds the ability to pay all approved fees, using the attached account.Changes to Time Tracking
When the Time Approvals and Bill Time features are enabled, several core changes to the base Time Tracking functionality will occur.
After logging time to a case, the charges for the time will no longer be added to the case
Time will only be added to the case once the time entry has been approved
Approving Time
After time has been billed, at the interval of your choosing, the appropriate personnel should review and approve the time entries. Tim approval can be done by anyone with permission to approve time, and can be done in bulk, ad hoc, by department or in full.
To approve time, navigate to the Time Tracking option in the More menu
Based on your configuration, this option may be in a different location in the menu
You should notice a new data grid action button labeled “Approve Time” above the data grid
If you do not see the button shown above, you may not have permission to the button or the feature has not been enabled. Please contact your system administrator.
Clicking on this button will bring up the time approval dialog.
This screen allows for the user to filter, review and approve time entries.
Only unapproved time entries will be shown on this dialog
Time Approval Dialog Anatomy
The following screenshots highlight the different aspects of the dialog.
Date Filter
The date filter allows for the limiting of what time entries you would like to view. By default the time frame default s to the oldest and newest unapproved times.
Department Filter
The department filter allows for the filtering of unapproved time entries to a single department or all. By default all departments are displayed.
This filter is based on the department the case belongs to, not the department of the user performing the work.
Work By Filter
The department filter allows for the filtering of unapproved time entries to a single work by department or all. By default all work by departments are displayed.
This filter is based on the department the user performing the work belongs to, not the department of the case.
Selecting Time and Approving Time
To approve time, the time entries shown in the table can be individually selected by clicking on the row or can all be selected via the Toggle All button
After selecting the appropriate entries, the time can be approved by clicking on the Approve Selected and Close button.
This will add the time entries to all of the approved cases.
Billing Time
After the time has been approved and added to the case, the time entries can be paid manually on the case or through the new Bill Time feature.
To approve time, navigate to the Time Tracking option in the More menu
Based on your configuration, this option may be in a different location in the menu
You should notice a new data grid action button labeled “Bill Time” above the data grid
If you do not see the button shown above, you may not have permission to the button or the feature has not been enabled. Please contact your system administrator.
Clicking on this button will bring up the Bill Time Dialog
This screen allows for the user to filter, review and bill approved time entries.
Only approved time entries will be shown on this dialog
Bill Time Dialog Anatomy
The following screenshots highlight the different aspects of the dialog.
Date Filter
The date filter allows for the limiting of what time entries you would like to view. By default the time frame default s to the oldest and newest approved times.
Selecting and Billing Time
To bill time, the time entries shown in the table can be individually selected by clicking on the row or can all be selected via the Toggle All button
For a time entry to be billed, the case must have a related account and the account must have sufficient funds to cover the full amount of the time entry.
By default, if a case has multiple attached accounts, the system will select the first account added to the case as the paying account. Make sure you verify the correct account is being used.
After selecting the appropriate entries, the time can be billed by clicking on the Bill Time to Accounts button.
This will start the process of paying all selected amounts using the selected pay account.