BusinessPlus System/Nucleus
BusinessPlus System/Nucleus
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TIMECARD APPROVAL WORKFLOW

TIMECARD APPROVAL WORKFLOW

 

Timecard Approval Workflow: Step-by-Step Process

  1. Start

  • The workflow begins automatically when a timecard-related event (like submission for approval) is detected in the system database.

  1. 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.

  1. 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.

  1. 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.

  1. Check for Entry Clerk Email Again

  • If the entry clerk email is missing now (system returns "UNK"), the workflow ends.

  1. Get Approver Notes (A23)

  • The system gathers any comments or notes provided by the approver.

  1. 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.

  1. 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.