Introduction
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
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 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.
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
An IMAP Email account must be set up to receive the email responses, which we can connect to from InTIME. The details can be entered into InTime by clicking on Configuration .PNG?version=1&modificationDate=1566990091000&cacheVersion=1&api=v2&width=20&height=25){kind=small}
> System > Email Server Settings. The following configuration information is required for connection to the IMAP enabled email account.
- Email Server e.g. imap.gmail.com or outlook.office365.com
- Protocol - imap or imaps. IMAPS is preferred.
- Port - 143 for imap OR 993 for imaps
- SSL Required - No for imap OR Yes for imaps
- Email address: e.g. approval@gmail.com
- Username: approval@gmail.com
- Password:
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