Validation of employee documents

When an employee makes a leave request from the portal or from the Desktop Application, the manager must then process the request in order to validate or reject it. Also, when an employee inputs timesheet entries, expense reports or services, the manager must validate or reject them so they are taken into account.

A manager can validate four types of documents:

  • leave requests;
  • timesheets;
  • expense reports;
  • services.

The details of the document can be displayed before the manager validates or rejects it. The manager can also display the request in its context: the employee's schedule can be opened to validate a leave request or the project task tracking can be opened to validate timesheets. Depending on their responsibilities, managers can validate the documents of multiple teams or even validate their own documents.

Validations are managed from the Validations menu in the Manager module.

To access leave requests to be validated, click Leave requests under the Validations menu. At any time, click on on the screen's right to update the list displayed.

Click on the following tabs:

  • My team to display all the employees in your team, meaning all the employees you are directly managing.
  • My teams to display all the employees in all the teams.
  • My requests to display your own requests.
  • History to display the history of all the leave requests you have validated.

The Leave requests menu displays the list of employees that the manager is in charge of and that have leave requests to be validated. Unfold an employee to display all the leave requests from this employee, or click on and to show or hide all the requests from all employees.

Leave requests are displayed as tables, where a line represents a leave request. Requests have separate tables for each leave type: for example one table for paid leaves, another one for additional rest days, and so on.

For each leave request:

  • Click on to open the employee's schedule in a separate window to show the leave request in context. The manager can validate or reject the leave request from this window.
  • Click on to open the details of the leave request in a separate window. These details are the information specified by the employee when creating the leave request. The manager can validate or reject the leave request from this window.
  • Click on to reject the leave request. Specify the rejection reasons in the window then click Validate to confirm the rejection.
  • Click on to validate the leave request.

To cancel the validation or the rejection of a leave request, click on . The cancellation is only available for validated or rejected leave requests.

To access timesheets to be validated, click Time under the Validations menu. At any time, click on on the screen's right to update the list displayed.

Click on the following tabs:

  • My projects to display the timesheet entries inputted on your projects.
  • My team to display all the employees in your team, meaning all the employees you are directly managing.
  • My teams to display all the employees in all the teams.
  • History to display the timesheets validated by the connected user over the last two months.

The Time menu displays the list of timesheets to be validated for the given project or employee. Unfold a project or an employee to display all the timesheets linked. It is possible to validate timesheets:

  • by project if the connected user is a project manager;
  • by employee if the connected user manages employees.

Timesheets are displayed as tables, where a line represents a block of time.

For each time:

  • Click on to open the project's task tracking in a separate window to show the project's workload. The manager can validate or reject the time from this window.
  • Click on to open the details of the time in a separate window. These details are the information specified by the employee when creating the time.
  • Click on to reject the time. Specify the rejection reason in the window then click Validate to confirm the rejection.
  • Click on to validate the time.

To cancel the validation or the rejection of a time, click on . The cancellation is only available for validated or rejected time.

1 From the Time menu, select the desired tab to display the list of projects or the timesheets of a team, then unfold the project or the employee to display the time spent.
2 Check the boxes on the left to select each line. To select all the lines at once, check the box in the list's header, on the left of the Actions button.
3 Select the validation status code from the drop-down list in the list's header. Time validation status codes can be set up from the Desktop Application and are used to define different levels of validation, for example Validated by project manager and Validated by manager.
4 Click on in the list's header.

The time entries checked are validated with the selected validation status code.

1 From the Time menu, select the desired tab to display the list of projects or the timesheets of a team, then unfold the project or the employee to display the time spent.
2 Check the boxes on the left to select each line. To select all the lines at once, check the box in the list's header, on the left of the Actions button.
3 Click Actions > Reassign multiple time in the list's header.
4 In the window, specify the following fields:
  • the Customer;
  • the Project, Phase, Sub-phase and Task;
  • the Action code;
  • the Comment if needed.
5 Click Reassign.

The time entries checked are reassigned to the selected customer and project.

Important

If adding a receipt was set up as required for one or multiple of the expense types used in the expense report, there is a check during the validation. The expense report cannot be validated if required receipts are missing. However, it is still possible to reject it.

Note

If approvals are set up for expense reports, it is also possible to approve expense reports or deny individual expenses from the Approvals menu in the Manager module.

To access expense reports to be validated, click Expense reports under the Validations menu. At any time, click on on the screen's right to update the list displayed.

Click on the following tabs:

  • My team to display all the employees in your team, meaning all the employees you are directly managing.
  • My teams to display all the employees in all the teams.
  • History to display all the expense reports you have validated.

The Expense reports menu displays the list of employees that the manager is in charge of and that have expense reports to be validated. Unfold an employee to display all their expense reports.Depending on the processes used in the company, an expense report could have to be completed by the employee before it is transferred for validation.

Expense reports are displayed as tables, where a line represents an expense report.

For each expense report:

  • Click on to show the details of the expense report and its expense lines in a separate window. Click on an expense line in the table to display its details. The manager can validate or reject the expense report from this window and can also publish the report.
  • Click on to publish the expense report. You must previously set up report templates for expense reports.
  • Click on to reject the expense report. Specify the rejection reason in the window then click Validate to confirm the rejection.
  • Click on to validate the expense report.

To cancel the validation or the rejection of an expense report, click on . The cancellation is only available for validated or rejected expense reports.

Note

Depending on the manager's rights, it is possible to validate all the services or to validate services as the line manager or the project manager.

To access services to be validated, click Services under the Validations menu. At any time, click on on the screen's right to update the list displayed.

The period displayed by default is the current month. This period can be modified from the screen's header by clicking on the Period from ... to ... date fields. In this case, the period specified is kept every time you access the menu, until the Web Portal's tab is closed.

By default, the services to be validated are the only ones displayed but it is also possible to display validated or denied services by clicking on the filter icon:

  • If the icon is , only the services to be validated are displayed.
  • If the icon is , all services are displayed, and also the validated or denied services

Services are displayed in a table, where a line represents a service. From the search field , specify the searched keywords then press the Enter key to start the search and only display the matching services. The search only applies to the services displayed on the screen.

For each service:

  • Click on to show the service details. If you have the DMFs 192001 and 192003, you can directly modify the information specified by the employee and click on Validate to save the modifications.
  • Click on to validate the service. To validate multiple services at once, check the relevant lines in the first column of the table or check the box in the screen's header to check all services, then click on in the header.
  • Click on to deny the service. To deny multiple services at once, check the relevant lines in the first column of the table or check the box in the screen's header to check all services, then click on in the header.

To cancel the validation or the denial of a service, click on to show all services then click on for the relevant line. The cancellation is not available once the service is billed.

To publish the list of services, you must previously set up report templates for services. Click on the Publish button, specify the Publishing setup if needed then click on Download.

If a manager has the necessary rights or if the rights have been delegated, it is possible to select another manager in the validation screens of Leave requests, Time and Expense reports, in order to validate documents for this manager. Delegations are managed from the Desktop Application.

Example

The manager of the A department is on holidays from February 1 to 15. During this period, the rights are delegated to the manager of the B department.

When the manager of the B department connects to the portal, he can access the feature for changing managers. He can select the manager of the A department to validate the leave requests, the timesheets or the expense reports of the A department.

1 From one of the validation menus, click on on the top right of the screen.
2 In the window, select the manager then click Validate.

The validation menu displays the leave requests, the timeheets or the expense reports to be validated by the selected manager so the connected user can validate these documents for the manager. The name of the selected manager is added next to the icon.

To remove this manager, click on the icon associated with the manager's name, on the top right of the screen.