Introduction
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Guide to using InTime with the email approval facility.
This facility enables timesheets to be approved or rejected through email responses without the need for the approver to log in to the system.
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Email approval is enabled or disabled for the agency via system configuration. The default setting can be overridden on each placement by going into the Timesheet and/or the Expenses tab and using the Email Approval box. You will see it is greyed out if you have Use Default ticked, however, if you untick this box you will be able to choose between Yes or No.
Email configuration
Email Approvers must have their Reminder Format set to HTML Email.
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InTIME is an external system that needs to connect to your desired email server. If connections externally are IP restricted, our IP address is 46.236.31.126
Frequently Asked Questions
Q: An approver sent an approval email but the timesheet status is still Submitted.
If you've received reports that email approvals haven't updated the timesheets accordingly then the STATUS widget on the dashboard would be the first place to check.
Email Approval Events: If there are any timesheets or expenses which InTime could not update, there will be an “Email Approval Events” alert in the STATUS widget, or you an access these by going to Import/Export > Email Approval Events to find the reason for the timesheet not being updated.
Message | Explanation | Solution |
An approval email was received but no approval is active for this item. | When the approval user clicked on the link in the email the timesheet was not active. This is probably because the approval was not responded to before the system timed out. Check the Approval Routes in the System Configuration menu (the cog icon) to determine what the timeout parameters are. | The Worker will need to resubmit the timesheet and the manager must respond to the most recent approval email that they receive. |
An approval email was received but there is no record of the email address. | The email address that the Manger used to respond to the approval email is not set up in InTime. Go to Profiles > Managers and check which email address the user should be using. | The Manager must send the approval/rejection email from the email account that is set up in their InTime profile. If they have more than one mailbox, they must select the correct mailbox before sending the email. |
An approval email was received but the timesheet was already approved. | The timesheet has already been approved, possibly by another Manager. | Check the History tab of the timesheet to determine which Manger approved the timesheet. Check the Approval Routes in the System Configuration menu (the cog icon). Check who the approvers are. |
An approval was received but the timesheet has been deleted or replaced. | The timesheet was submitted by the Worker and an approval email has been sent. The timesheet was subsequently reverted before the Manager clicked on the link to approve the timesheet. | If the Worker resubmits a timesheet a new approval email will be sent to the Manager. |
Email Account Access: If there is an issue preventing InTime from connecting to the approval mailbox you will see an "Email Account Access" alert in the STATUS widget, or you can access this by going to Configuration (cog icon) > Email Server Settings and check for any warnings.
The message on the server setting page should indicate the reason for the connection issue e.g. socket timeout issues, invalid credentials. If there is a recurring issue you could pass the details to your IT support to check. It could be the client server rebooting after an update, or something similar which causes the connection to drop.
You will need to click on the link to re-enable the connection and the email approvals that were waiting to be processed will now been actioned. In order for InTime to process these, the approval emails need to be in the Inbox of this mailbox, and they need to be Unread. If you have accessed the mailbox directly, please ensure any emails that you want InTime to process are in the correct state.
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