Setting up the Custom Approval Workflow

With the Custom Approval Workflow, you can select one or more reviewers. When you select multiple reviewers, only one of the reviewers needs to approve or reject the timesheet.

Optionally you can select Second Stage Approval Reviewers. Second Stage reviewers (four-eyes principle) give their approval after the initial reviewers approved the timesheet.

Example 1

Multiple approval reviewers, no second stage reviewers. For example, you configured eHour to approve weekly timesheets and selected John, Peter and Kirsten as the Approval Reviewers. No second stage reviewers have been specified. Andrew finished tracking all his hours for week 45 and wants to request approval:

The process is:

1. John, Peter and Kirsten are configured as the Approval Reviewers;
2. Andrew navigates to week 45 and clicks "Request approval";
3. After requesting approval, Andrew cannot modify this timesheet;
4. An email is sent to John, Peter and Kirsten notifying them that an approval request is received;
5. Kirsten follows the link in her email and approves the timesheet;
6. John and Peter do not have to approve the timesheet as Kirsten already did so;
7. Andrew receives an email notifying him that his hours are approved.

Example 2

Multiple approval reviewers and second stage reviewers. You configured eHour to approve monthly timesheets and selected the Line Manager as the Approval Reviewers and Sofia as the Second Stage Reviewer. Andrew finished tracking all his hours for December and requests approval:

The process is:

1. Andrew navigates to a week in December and requests approval
2. After requesting approval, Andrew cannot modify this timesheet;
3. An email is sent to the Line Manager of Andrew, notifying her that an approval request is received;
4. She approves the timesheet;
5. Andrew's approval status is still pending. Now an email is sent to Sofia, asking her to approve the timesheet;
6. Sofia approves the timesheet;
7. The timesheet is now approved, Andrew receives an email notifying him that his hours are approved.

Reviewer by role or by name

A reviewer can be selected based on a role or a specific user. Per step, you select multiple users or roles

Selecting Roles

1. Select the Team Manager role when you want team managers to be able to approve or reject only the timesheets of their team members. For example, when Joe is the manager of team Infinity, he can only approve timesheets of team members who are in team Infinity;
2. Select Line Manager when you want line managers to approve or reject timesheets;
3. Manager: All Users with role manager can approve or reject timesheets of all users in eHour;
4. Admin: All users with role admin can approve or reject timesheets of all users in eHour.

Take note, if you have selected a Line Manager or Team Manager to approve but the user submitting the timesheet does not have one; an Admin needs to approve the timesheet.

Selecting a specific User

You can also select specific users who then can approve or reject timesheets of all Users. A scenario is to first allow team managers to review the hours of their team and as a second stage have a finance person validate all hours against the contract.