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Overview
The Filter for Approval feature provides users with a streamlined method for efficiently managing timesheet approval tasks. This process describes how to activate and enable/disable this feature in the Assign Access Code administration screen to allow for the automatic filtering of employees for respective approvers.
Process
Step 1: Activate Filter for Approver Feature
Pgm: SYSOPT – System Options; standard Treeview path: System > Setup > System Options – E-TimeSheet tab
Enable the 'Activate "Filter for Approver" in Access Code Administration Screen' checkbox on the E-Timesheet tab of the System Options screen in the System Data module. For more information, please refer to System Data - System Options - E-Timesheet - Tab.
PYACSGRP – Assign Access Code; standard Treeview path: E-Time > E-Timesheet > Access Code Administration – Employees tab
This will activate the Filter for Approval feature on both the Employees – Tab and Payruns – Tab of the Assign Access Code administration screen.
Step 2: Enable/Disable Filter for Approval Feature on the Employee Tab
Enabling the 'Filter For Approval' checkbox on the Employee tab of the Assign Access Code administration screen directs timesheets to the designated approver assigned to the access code, ensuring a streamlined and consistent approval process. When disabled, the system operates in a recursive mode, as explained below.
'Filter For Approver' Enabled on Employee Tab
PYACSGRP – Assign Access Code; standard Treeview path: E-Time > E-Timesheet > Access Code Administration – Employees tab
When the 'Filter by Approver' box is checked on the Employee tab of the Assign Access Code screen, timesheets associated with that access code, as well as any other timesheets submitted by that access code, are automatically made available to the approver designated in the Approver tab. While there may be multiple approvers configured under the Approver tab, the timesheet for the respective employee or timesheets entered for other employees by that access code will be defaulted on the Timesheet Approval screen.
NOTE: If the 'Filter for Approver' box is checked, all access codes must only have one employee under the Employee tab checked with this option. This is usually the employee associated with the access code with the 'Owner' box checked. If any access code is set up incorrectly, users will see employees they should not be seeing.
'Filter For Approver' Disabled on Employee Tab
PYACSGRP – Assign Access Code; standard Treeview path: E-Time > E-Timesheet > Access Code Administration – Employees tab
When the 'Filter by Approver' box is not checked on the Employee tab of the Assign Access Code screen, the system operates in a recursive mode, allowing timesheets for the employee to be displayed on the Timesheet Approval screen for all approvers listed on the Approver tab. The system will also drill down to the access code’s approvers (i.e., approvers on the Assign Access Code screen), regardless of the priority level assigned to the approvers.
Step 3: Enable/Disable Filter for Approval Feature on the Payruns Tab
Enabling the 'Filter by Approver box' on the Payruns tab of the Assign Access Code administration screen broadens the scope of what the approver can see by including all employees involved in a specific pay run. When disabled, the approver's visibility is restricted to only those employees directly under their approval purview. This distinction helps to streamline the approval process and ensures that approvers focus on reviewing and approving their designated employees.
'Filter For Approver' Enabled on Payruns Tab
PYACSGRP – Assign Access Code; standard Treeview path: E-Time > E-Timesheet > Access Code Administration – Payruns tab
When the 'Filter by Approver' box is checked on the Payruns tab of the Assign Access Code screen, it allows the approver designated in the Approver tab to view all employees included in that pay run. This setting overrides any restrictions imposed by the 'Filter For Approver' checkbox on the Employee tab. As a result, the approver is granted a comprehensive view of all employees within the pay run, regardless of whether they are directly assigned as the approver for those employees. This broader visibility is designed to streamline the approval process by ensuring that the approver can see and approve all relevant employees involved in the pay run, prevent any potential oversight (by displaying every employee in that pay run), and allows for more efficient management and approval.
'Filter For Approver' Disabled on Payruns Tab
PYACSGRP – Assign Access Code; standard Treeview path: E-Time > E-Timesheet > Access Code Administration – Payruns tab
When the 'Filter by Approver' box is not checked on the Payruns tab of the Assign Access Code screen, the visibility of employees is restricted to those for whom the approver is specifically assigned, regardless of the priority level. The approver will only see the employees for whom they are designated as the approver, based on any priority level assigned to them. This ensures that the approver's attention is focused on the employees they are directly responsible for, making the process more targeted and manageable.