Introduction
The purpose of this document is to provide a 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.
Process
1. Worker fills in a timesheet online and Submits it.
2. An email with the timesheet attached is sent to the Timesheet approver containing links to approve or reject the timesheet. There is one Approve link and a Reject link for each configured rejection reason.
3. The approver clicks the appropriate link which generates a new email with the appropriate response text in the subject line. It is important that the subject is not edited as this is read by InTime.
4. The approver sends the new email.
5. The email is received by InTime and the timesheet is approved or rejected as appropriate.
General Information
The approver needs to have an InTime account and the approval email response must be sent from the address that is associated with this account. The process checks this email address matches for security.
If there is an issue processing a received email approval response a notification is generated for pre-configured users. This could occur if an approval response is received for an already authorised timesheet or the timesheet has been reverted.
Email approval and faxback can be enabled for an agency at the same time but it is not logical to enable both on the same placement.
Configuration
Email approval is enabled or disabled for the agency via system configuration. A default setting for enabling email approval on all placements can also be set via system configuration and this can be overridden on each placement with the "Timesheet Email Approval Enabled" setting.
If any Reject reasons are configured for the agency a link for each will be included in the authorisation email. If none are configured a single generic Reject link is included.
Email Approvers must have their Reminder Format set to HTML Email.
The email body text can be customised as per other email templates.
An IMAP Email account such as gmail must be set up to receive the emailed responses. The same account can be used for faxback if enabled.
The following configuration information is required from the agency:
Email approval enabled: Y/N
Email approval enabled default: Default setting for all placements
Users who should receive notifications of email approval issues
Configuration for the IMAP email account to receive faxback responses:
Email address: e.g. approval@gmail.com
Email host: e.g. imap.gmail.com
Host port: 995
Username: approval@gmail.com
Password:
Uses SSL: Y/N