The Delegated Approval function allows an approver to designate another user as a proxy to approve time and expenses. Based on User Settings, users can be turned on and off at will as a delegated approver. Indicators are used to disclose Status, Submitter, Owner and the Date.
To ensure proper workflow within your firm, write out a list of Approvers and Delegated Approvers. Under each, make a list of those users that can be approved by those chosen. This function is useful for users that go on vacation or are absent.
The image below displays the Approval Editor button and the Approvals summary in the My Time status pane.
The image below displays an Admin login. The Approval Editor button will not be displayed if a user does not have permission.
The Approval button allows you to launch the Approval Editor function for quick access to make changes. The Approvals category listed in the My Time pane shows the number of approvals for the user that is logged in.
In the My Time Status Details tab on the lower portion of the form, you can view the Status, Submitter, and Owner of the time entry.
The same information is located on the My Expenses pane.
Status details change based on the phase of the approval process. Some of the categories include:
- DRAFT - Draft status precedes Pending Approval.
- Pending Approval - Pending Approval requires an approver to approve the time entry.
- Delegated Pending Approval - Delegated Pending Approval requires the Delegated Approver to approve the time entry.
- Recorded - Approval has been completed and can be processed.
Delegated Approvers are assigned in the User Settings. You can also use the Approval Editor button for quick access to permissions. Both require permissions to make changes.
Example: To show how the status categories function, the table below is based on the following setup:
- AAA has an approver BBB
- BBB has a Delegated Approver CCC
Status details based on the above are:
| Status | Submitter | Owner |
|---|---|---|
| DRAFT | AAA | AAA |
| Pending Approval | AAA | BBB |
| Delegated Pending Approval | BBB | CCC |
| Recorded | CCC |
CCC |
It is best practice to have only Administrators make the approvers settings.