TIMECARD APPROVAL WORKFLOW
TIMECARD APPROVAL WORKFLOW
Timecard Approval Workflow: Step-by-Step Process
Start
The workflow begins automatically when a timecard-related event (like submission for approval) is detected in the system database.
Identify Entry Clerk Email (A22)
The system tries to look up the email address of the person ("entry clerk") who submitted the timecard.
If the system can't find the email address (returns “UNK”), the workflow ends immediately.
If it finds the email, the workflow proceeds.
Assign to Approver's Task List (A8)
The entry is added to an approver's task list, signaling that the timecard is ready to be reviewed by someone with approval authority.
Handle Timecard Approval (A21)
The approver reviews the timecard and decides whether to approve or reject.
If approved:
The system updates the status of the timecard in the database to “Approved”.
Any approval notes are collected.
Check for Entry Clerk Email Again
If the entry clerk email is missing now (system returns "UNK"), the workflow ends.
Get Approver Notes (A23)
The system gathers any comments or notes provided by the approver.
Approval Notification Sent (A14)
An email is sent to the entry clerk, telling them that their timecard has been approved and including any notes from the approver.
End
The workflow finishes. No further action is taken for this timecard in this workflow.
If the Timecard is Not Approved (Rejected):
After Step 4 (A21)...
The workflow diverts to handle rejection.
Handle Timecard Rejection (NotAccepted)
The system updates the timecard status in the database to "Rejected".
Get Rejection Notes (A24)
The system retrieves the reason for rejection or approver’s comments about what's wrong with the timecard.
Rejection Notification Sent (A13)
An email is sent to the entry clerk, stating that their timecard has been rejected and must be corrected and resubmitted. The reason is included.
End
The workflow process completes.