Introduction

While most time sheet edits occur in the primary Time Sheets module, administrators can also make corrections through the Workflow module during the approval process. This secondary access point offers approvers the ability to make necessary changes to submitted time sheets without disrupting their administrative duties. 


A. Problem Statement

Administrators reviewing time sheets often encounter errors that require inline correction. These approvers need a streamlined method to edit submissions while performing their approval duties. 


B. Solution

Administrators already working in the Workflow module can access and edit submitted time sheets by navigating to the appropriate Time Sheets queue and using the pencil icon on any document not yet sent to Payroll. This secondary editing approach allows approvers to make corrections during their normal review process, submitting changes that will restart the document's path through workflow queues. 


Access the Workflow Module

1. Using the top navigation bar, click Workflow.



Access a Time Sheets Workflow Queue

2. Along the left side of the Workflow page, find the Time Sheets workflow, and select a Queue within the workflow situated above the "Submit to USPS" queue. (Your list of queues will vary with the needs of your organization.)


Access an Editable Time Sheet in Workflow

3. In the right-hand pane, a number of time sheets should now be visible. Click the pencil icon corresponding to any individual time sheet that has not yet been submitted to Payroll. This brings up the Edit Document popup, which, in the context of a Time Sheet, allows you to edit the Time Sheet. See Article Time Sheets: Submitting Time Sheets for Approval for a breakdown of the buttons and their functions.




Of particular note is the "Save Draft" button, which is disabled when editing from Workflow. This is because only "Submitted" Time Sheets are present in Workflow, and it is impossible to "Save Draft" when something is already "Submitted".



Edit the Time Sheet in Workflow

4. Perform necessary alterations to the Time Sheet, then click the "Submit" button to submit the edits. Select "Yes" on the Confirm Submission popup to confirm the edits. Even though these operations are being performed within Workflow, submitting a Time Sheet edit sends it back to the beginning of its path in the Workflow Queues.



If a Time Sheet has already been sent to Payroll, then the Time Sheet will present the message, "Record was sent to Payroll", and have the "Submit" button disabled, as shown below.



C. Best Practices

  1. Administrators should access and edit submitted time sheets from the Workflow module.
  2. Navigate to the appropriate Time Sheets queue and click on the pencil icon to edit documents that have not yet been sent to Payroll.
  3. All alterations must be performed before the time sheet has been submitted to Payroll.
  4. Click on "Submit" after performing necessary changes rather than "Save Draft", because the latter is disabled in the Workflow stage.


D. Troubleshooting

  • If the "Save Draft" button is disabled, it is because the Time Sheet is already "Submitted" and is in the Workflow stage.
  • Editing can't be done if a Time Sheet has already been sent to Payroll. In this case, the "Submit" button would also be disabled and a message stating "Record was sent to Payroll" would be displayed.


E. Related Articles

Time Sheets: Submitting Time Sheets for Approval

Time Sheets: Time Sheet Manager


Conclusion

Utilizing the Workflow module for secondary edit of submitted time sheets provides an additional layer of review and correction before the ultimate submission to Payroll. This ensures fewer errors and greater efficiency in time sheet management within the organization. However, one has to ensure these checks are performed before the sheets get dispatched to Payroll as post this, no changes can be implemented.