How do I review (approve or return/reopen) Pending Records?

Contents:

What is a Pending time study?

Finding a Pending time study

Approving a Pending time study

Returning a time study to a Reporter for changes

What is a Pending Time Study?

A time study is marked as Pending when a Reporter submits their time forms and is assigned to a Supporter with the Support Staff Approve Time Records setting enabled. Time studies in this status:

• Are incomplete
• Are excluded from summary reports
• Cannot be edited by the Reporter
• Require review by a Supporter or Admin

Supporters will follow the approval workflow to review and either approve or reopen records for their assigned Reporters.

Admins can approve or reopen records for all Reporters. However, we recommend against using the Support Staff Approve Time Records setting for Admins, since their Dashboard is designed to provide an overview of all users and doesn't contain a detailed user-level Pending Records table.

Finding a Pending time study

Supporters can find Pending Records on their Dashboard:

To access Pending Records another way:

1. Click Reports in the left menu, then:
   • Admin
     • Workflow

       • Manage Approvals
         
         
         
          

         
         
          

2. Choose Pending in the State filter.

3. Enter other search criteria (optional) and click Search
   
    

   
   
    

Click the time study name to open it for review. To approve or return the record, return to the Manage Approvals report and use the dropdown in the Status column.

 

Approving a Pending time study: 

1. Find and review the record, then return to the Manage Approvals report.
2. Under Status, select Completed.
3. Click Save (or Save All for multiple rows).
4. The record now appears in the Manage Approvals report with a Completed status.

Returning a time study to a Reporter for changes:

1. Find and review the record, then return to the Manage Approvals report.
2. Under Status, select Returned.
3. Enter instructions in the Notes column. These will appear in the email sent to the Reporter and at the top of the time study.

4. Click Save (or Save All for multiple rows).
    

   
    

5. The record is now in the Review Missing Studies report under Hold status.
6. An email is sent to the Reporter, notifying them that changes are needed.
   • Your name and email are included in the email in case the Reporter has questions.
7. The Reporter can find the time study in their My Outstanding table on their dashboard.