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

Contents:

What is a Pending time study?

Finding the time study in review / approve / reopen

Approve a Pending time study

Return a time study to a Reporter for changes

Video Tutorial:

What is a Pending time study?

If a Reporter is assigned to a Supporter who has the setting Support Staff Approve Time Records turned on, then when the Reporter submits a time form, it will be placed in a Pending Approval status. Time studies in this status:

• are not considered complete
• are not included in summary reports
• cannot be edited by the Reporter
• need to be reviewed and approved/rejected by a Supporter or Admin

When a Supporter has the designation Support Staff Approve Time Records, then they will be required to follow the Approval Workflow: review and approve/reject all records for all Reporters assigned to them.

Admins also have the ability to review and approve/reject records for all Reporters in the system. We don't recommend using the designation Support Staff Approve Time Records in their profile because their Dashboard experience doesn't offer the same visibility at a user-level, so it may be easy to miss the Pending Approval Records. Rather, they have an over-arching view of everybody.

Finding the time study to review / approve / reopen:

Supporters who use the Approval Workflow can find Pending Approval Records on their Dashboard:

Here is another way to access the Pending Records:

1. Click Reports on the navigation menu to the left* 
2. Click Admin Reports
3. Click Approval Status
   
   
4. Select Pending in the Status filter at the top
5. Enter your search criteria (optional) and click Search
   
   
   
   
6. Click the time study name to open the time study in another page and review the hours
   • in order to approve or return the record, return to the Approval Status report and use the dropdowns in the Status column
     
     
     

Approve a Pending time study: 

1. After finding and reviewing the record, return to the Approval Status report
2. Under the Status column, select Completed
3. Click Save (or Save All if editing multiple rows at once)
4. Now the record will be listed in the Approval Status Report under status "Completed"

Return a time study to a Reporter for changes:

1. After finding and reviewing the record, return to the Approval Status report
2. Under the Status column, select Returned
3. Required: enter instructions in the Notes column - these will be included in the email to the Reporter, as well as show at the top of the time study
4. Click Save (or Save All if editing multiple rows at once)
   
   
   
   
5. Now the record will be listed in the Missing Records Report, in a Hold status
6. An email will be sent to the Reporter alerting them that their time study has been returned for correction/update
   • Your name and email address will be included in that email, in case they have further questions
7. The Reporter can view the time study in their Outstanding Records table on the dashboard