From version 3.23 Definitiv now supports photo and image attachments on timesheets via both the Mobile App and web platform. This feature enables users to provide visual documentation for work completed, streamlining verification and approval processes while reducing paperwork. It also helps maintain audit trails for compliance and record-keeping.
Getting Started - Prerequisites
Before you can use timesheet attachments, your system administrator must enable the appropriate permissions for your role:
For Employees:
Add Attachment to Personal TimeClock Events - Required for mobile app uploads
Add Attachment to Timesheets - Required for web-based timesheet uploads
For Managers:
To add or remove attachments on behalf of employees, managers require both of the permissions below: Without the correct permissions, managers will only be able to view attachments. Contact your system administrator if you need access to attachment functionality.
Timesheet approval rights - Manage Approvals permission (Global or Line Manager)
With one of the following Manage Attachments permissions:
Manage Attachments (Global) - Manage attachments for all employees
Manage Attachments (Line Manager) - Manage attachments for your team (org hierarchy)
Manage Attachments (Project Manager) - Manage attachments for your project team
Using Attachments on Mobile (Personal Timeclock)
Attaching Photos While Clocked On
Clock on using the Personal Timeclock in your Definitiv Mobile App
Tap the Attach button that appears after clocking on
Choose from the following options:
Take Photo - using your device camera or Photo Library - select an existing photo from your device, Confirm your selection.
The photo will be uploaded and attached to your timesheet.
You'll see "File Name. Extension" displayed.
You can see the upload progress while your photo is being attached. If the upload fails due to network issues, retry with the same photo.
Managing Attachments After Clock Off
If your organization's timesheet settings create timesheets in a Draft state, you can still add or modify attachments after clocking off:
If your organisation's settings automatically submit timesheets for approval upon clock-off, you cannot add or modify attachments after clocking off.
Access your draft timesheet from the mobile app
Tap Add Attachment (if no attachment exists)
Or tap the delete button next to the existing attachment to Remove and then repeat the Attachment steps.
Make your changes and Submit the timesheet for approval.
Previewing Your Attachments
Before submitting your timesheet, you can preview your attached photo:
Tap on the attachment area on your timesheet
A pop-up preview screen will open, showing your photo with the filename at the top
Use pinch to zoom to inspect details
Tap the X button in the top right or tap Back to return to your timesheet
Using Attachments on Web (Manual Timesheets)
Adding Attachments to New Timesheets
Navigate to Timesheets in Definitiv to create a new manual timesheet, or from a PayRun, click Add Timesheet. The attachment functionality works the same way in both locations.
Create a new manual timesheet or open an existing draft.
Scroll to the bottom of the timesheet form.
Click the Add Attachment button.
Select an image file from your computer (eg, JPEG, PNG, GIF, HEIC, etc).
The file will upload, and you'll see "File uploaded" confirmation.
Adding or Replacing Attachments on Existing Timesheets
Open an existing draft or submitted timesheet (not yet approved)
In the attachments section, you'll see any existing attachments
To replace an attachment:
Click the Change button, select a new image file from your computer.
The new file will replace the existing attachment.
Click Save to confirm the changes.
To remove an attachment without replacing:
Click the red Remove button.
Click Save to confirm the removal.
Previewing Attachments
Click on the filename of any attachment.
A pop-up window will display the image.
You can download the attachment if needed.
Click the X button in the top right corner of the pop-up to close and return to the timesheet.
Viewing Upload Progress
While uploading larger files, you'll see a progress indicator showing the upload status. This helps you know if something has gone wrong during the upload process.
Approving Timesheets with Attachments
Managers with approval rights can view attachments during the approval process.
For managers with approval rights but without Manage Attachments permission, you can view and download attachments but cannot add, replace, or remove them.
Navigate to Pending Requests > Timesheet Approvals
You'll see a new Attachments column in the approval grid
Timesheets with attachments will show a paperclip icon
Click the paperclip icon to open the Attachment Preview pop-up window
In the preview window, you can:
View the attached image
See the filename displayed at the bottom
Click Download to save the attachment
Click Close to return to the approval grid
Approving Timesheets
Review the attached documentation alongside the timesheet hours.
Click the paperclip icon in the Attachments column to view any attached images.
Verify the image supports the timesheet entries.
Click Approve to complete the approval.
Note: If an attachment fails to upload or is corrupted, a visual indicator will appear in the Attachments column. You'll receive a warning if you attempt to approve a timesheet with a failed attachment, but you can proceed with approval if needed.
For Managers with Both "Manage Approvals" and "Manage Attachments" Permissions
If you have Manage Approvals and Manage Attachments permissions (via Global, Line Manager, or Project Manager roles), you can use the Timesheet Approvals screen to view attachments in a preview pop-up and download them by clicking the paperclip icon.
To add, change, or remove attachments:
Click the View button to open the actual timesheet
In the timesheet, you can:
Add attachments on behalf of employees within your scope.
Change (replace) attachments that are incorrect or inappropriate.
Remove attachments from timesheets within your scope.
Download attachments.
Your scope depends on your role:
Global - Manage attachments for any timesheet in the system.
Line Manager - Manage attachments only for your org hierarchy team.
Project Manager - Manage attachments only for your project team members.
Important: The Attachment Preview from the Timesheet Approvals screen is view-only. You must open the actual timesheet using the View button to add, change, or remove attachments. All actions performed on attachments are logged in the audit trail with your user credentials, not the employee's. This ensures proper accountability for manager-initiated changes.
Cross-Platform Functionality
Viewing Attachments Across Devices
Attachments uploaded via the mobile Personal Timeclock are automatically copied to the timesheet when it's created. This means:
Mobile uploads can be viewed in web-based timesheet screens.
TimeClock event attachments are visible in the TimeClock Events section of the timesheet.
Timesheet attachments appear in a separate Attachments section.
Managers can review attachments regardless of how they were uploaded.
Important Notes on Cross-Platform Use
Original TimeClock event attachments are preserved separately in the TimeClock Events section for auditing purposes.
A new Attachments section is added to the timesheet with a copy of the TimeClock attachment.
The Attachments section is what gets submitted for approval and reviewed by managers.
Changes to the timesheet Attachments section do not affect the original TimeClock event attachment.
If there's a query about what was attached, you can always compare the TimeClock Events attachment (original) with the Timesheet attachment (submitted for approval).
All modifications are recorded in the audit trail.
File Requirements and Limitations
Supported File Types
Image files only: JPEG, PNG, GIF, HEIC, etc.
Other file types (PDF, video, documents) are not supported.
File Size
Maximum file size: 10MB per attachment when using web timesheets. For Mobile larger file sizes will be compressed to achieve to 10MB size limit.
System automatically compresses images to optimize storage
Compressed images maintain sufficient quality for readability
Original filename is preserved when uploading
Attachment Limits
One (1) attachment per timesheet
To attach a different image, you'll need to replace the existing attachment
Troubleshooting
Upload Failed - Network Error
Problem: Your photo failed to upload due to connectivity issues
Solution:
Check your network connection
Tap the Retry button when prompted
You won't need to recapture or reselect the photo
If retry fails repeatedly, try uploading a smaller file or wait for better connectivity
Invalid File Type Error
Problem: You selected a non-image file (PDF, video, etc.)
Solution:
Only valid image files types are supported (eg JPEG, PNG, GIF, HEIC, etc).
If you have a PDF invoice, take a screenshot or photo of it
Select an appropriate image file and try again
Attachment Not Visible
Problem: You uploaded an attachment but can't see it
Solution:
Refresh your screen (web) or pull to refresh (mobile)
Verify the upload completed successfully (look for "File uploaded" message)
Check if you have appropriate permissions to view attachments
Contact your line manager or system administrator if the issue persists
Cannot Add Attachment After Clock Off
Problem: The attachment option is unavailable after clocking off
Solution:
This is expected behavior if your organization's timesheet settings are configured to automatically submit timesheets upon clock-off
You can only add attachments while clocked on or if timesheets are created in draft state
If you need to add or change an attachment after clock-off, contact your timesheet approver
If the approver has the appropriate Manage Attachments permission, they can add or change the attached image on your behalf
Contact your system administrator to review timesheet settings if this impacts your workflow
Failed to Load Attachment
Problem: Preview shows "Failed to load attachment"
Solution:
The file may be corrupted, or the upload didn't complete
Remove the failed attachment
Retry uploading the photo
If the issue persists, try a different photo or device
Best Practices
For Employees
Capture clear photos - Ensure invoice details are readable
Upload immediately - Attach photos while on-site when possible
Preview before submitting - Verify the image quality before submitting your timesheet
Use appropriate lighting - Make sure invoice text is visible
Check orientation - Ensure photos are correctly oriented
For Managers
Review attachments first - Check attachments before approving timesheets
Download for records - Save important documentation locally if needed
Act promptly on failed attachments - Follow up with employees when attachments fail
Use manage permissions appropriately - Only modify attachments when necessary
Document reasons - If removing/replacing attachments, communicate with the employee
For Administrators
Enable permissions gradually - Roll out to pilot groups first
Train users - Ensure employees understand how to use the feature
Monitor storage - Track attachment usage and storage consumption
Review audit trails - Regularly check attachment activity logs
Set clear policies - Define when and what types of photos should be attached
Audit and Compliance
Audit Trail
All attachment activities are automatically logged, including:
Who performed the action (user ID)
What action was taken (upload, remove, view)
When the action occurred (timestamp)
Which timesheet was affected (timesheet ID and employee)
File details (filename, file size)
Manager Actions
When managers add or remove attachments on behalf of employees:
The manager's user ID is logged (not the employee's)
Actions are clearly marked as manager actions
Full audit trail is maintained for compliance purposes
Data Retention
Attachments are retained with the timesheet record
Minimum retention period: 7 years (for legislative compliance)
When a timesheet is deleted, associated attachments are also deleted
Attachments remain accessible for as long as the timesheet exists
Summary
Key points to remember:
✅ Upload images from mobile or web
✅ One (1) attachment per timesheet (maximum 10MB)
✅ Image files only (eg JPEG, PNG, GIF, HEIC, etc.)
✅ Original filename preserved
✅ Attachments can be added, replaced, or removed before approval
✅ Approved timesheets have read-only attachments
✅ Full audit trail for compliance
✅ Managers can manage attachments based on role permissions
✅ Cross-platform visibility for attachments
We also suggest for this feature that you have the auto approval of timesheets disabled if your managers are required to review all attachments before approving.
Still require assistance? FAQ's for attaching photos and images to timesheets