Overview
The Enhanced Timesheet Auto Approval feature introduces intelligent source-level control over your timesheet approval automation. This powerful enhancement allows you to specify which types of timesheet entries (timeclock vs. manual) qualify for automatic approval, giving you greater oversight and compliance capabilities while maintaining automation efficiency.
What's New?
Your existing Auto Approval functionality now includes a new Auto Approval Source setting that works alongside your current Auto Approval Mode to provide more granular control over which timesheets can be automatically approved.
How It Works
The Auto Approval system now checks two criteria before automatically approving a timesheet:
Auto Approval Mode (Existing): Determines if timesheet data matches roster expectations (Exact, Exact Primary Costing, Total Hours).
Auto Approval Source (New): Determines if timesheet entry sources meet requirements.
Both checks must pass for a timesheet to be auto-approved. If either check fails, the timesheet routes to your existing manual approval workflow.
Important: A timesheet must satisfy ALL enabled criteria to be auto-approved, including:
Auto Approval Mode criteria
Auto Approval Source criteria
Custom Field Approval settings (if enabled)
Configuration
Accessing Auto Approval Settings
Navigate to Admin → Configuration → Organisation Settings → Approvals.
Locate the Automatic Approvals section (new in v3.23).
You'll see both settings grouped together:
Auto Approval Mode (Existing dropdown)
Auto Approval Source (New dropdown)
Auto Approval Source Options
The Auto Approval Source setting offers four configuration options:
1. All Sources (Default)
Description: Any timesheet gets auto-approved based on existing auto-approval rules, regardless of entry source
Entry Types Approved: Timeclock-only, Manual-only, or Mixed (timeclock + manual)
When to Use: Maintain current behavior; trust all entry sources equally
Best For: Organizations with high trust levels and minimal time recording issues
Technical: This maintains the original behavior where both timeclock-generated and manually-entered timesheets are evaluated equally
2. Timeclock Only
Description: Only timesheets with 100% timeclock entries are eligible for auto-approval
Entry Types Approved: Timeclock-only (ALL entries must be from timeclock)
Entry Types Requiring Approval: Manual-only or Mixed
When to Use: Prefer automated clock-in/out data over manual entries
Best For: Organizations prioritizing objective time recording, reducing manual entry errors, or with high compliance requirements for time tracking
Important: If a timesheet contains even one manually-entered line, it will be excluded from auto-approval
3. Manual Only
Description: Only timesheets with 100% manual entries are eligible for auto-approval
Entry Types Approved: Manual-only (ALL entries must be manually entered)
Entry Types Requiring Approval: Timeclock-only or Mixed
When to Use: Trust manual timesheet entry over timeclock data
Best For: Remote workers who don't use timeclock devices, salaried employees with consistent schedules, organizations transitioning from manual to timeclock entry, or specific roles that don't require timeclock verification
Important: If a timesheet contains even one timeclock-generated entry, it will be excluded from auto-approval
4. Disabled
Description: Source-based auto-approval is completely disabled
Entry Types Approved: None
Function: Completely disables auto-approval. NO timesheets will be auto-approved, regardless of entry source or other auto-approval criteria
When to Use: Temporarily suspending auto-approval without changing other settings, during policy reviews or audits, transitioning to different approval workflows, or troubleshooting auto-approval issues
Important: All timesheets will require manual approval when this option is selected
Important Configuration Notes
Auto Approval Source is only available when Auto Approval Mode is enabled (set to Exact, Exact Primary Costing, or Total Hours)
If Auto Approval Mode is set to "Disabled", the Source setting does not display
All existing customers will be migrated to "All Sources" during the version upgrade to maintain current behavior (backward compatibility)
Configuration changes apply to all future timesheet processing for the organisation
Changes do not affect historical timesheets already processed
This is an organisation-level setting and can be configured independently for each organisation
Understanding Mixed-Source Timesheets
A mixed-source timesheet contains both timeclock entries and manual entries. Common scenarios include:
Employee clocks in via timeclock but manually enters clock-out time
Employee forgets to clock out, timeclock creates entry, employee manually adjusts end time
Employee adds manual break entries to a timeclock-recorded shift
Employee uses timeclock for some shifts and manual entry for others in the same pay period
How Source Control Handles Mixed Timesheets
Auto Approval Source Setting | Mixed-Source Timesheet Behavior |
All Sources | Auto-approved if Auto Approval Mode criteria met |
Timeclock Only | Requires manual approval (excluded from auto-approval) |
Manual Only | Requires manual approval (excluded from auto-approval) |
Disabled | Requires manual approval (all timesheets require manual approval) |
Key Point: Even if the Auto Approval Source condition is satisfied, automatic approval may still fail if the timesheet does not satisfy the Auto Approval Mode criteria (Total Hours, Exact, etc.). When this occurs, the timesheet will be set to Pending status for manager approval, and a corresponding approval log message will be recorded.
Approval Workflow
When a Timesheet is Auto-Approved
Timesheet is submitted
System checks if there's at least one scheduled roster entry for the date
System checks Auto Approval Mode criteria (Exact, Total Hours, etc.)
System checks Auto Approval Source criteria
System checks Custom Field Approval settings (if enabled)
If all checks pass: Timesheet is automatically approved
Approval is logged in timesheet history
Note: Auto-approval only occurs if there's at least one scheduled roster entry for the date. If no scheduled entries exist, the timesheet cannot be auto-approved.
When a Timesheet Requires Manual Approval
Timesheet is submitted
System checks Auto Approval Mode criteria
System checks Auto Approval Source criteria
System checks Custom Field Approval settings (if enabled)
If any check fails: Timesheet is routed to manual approval workflow
Reason is logged in timesheet approval log
Manager sees timesheet in their standard approval queue
Manager reviews and approves/rejects as normal
No changes to your existing manual approval interface or process.
Approval Hierarchy Process
When manual approval is required, the system follows this hierarchy:
Start with employee's position in Organisation Chart
Find line manager position(s) above employee
Identify active incumbents in manager positions
If no active incumbents, traverse up one more level
Continue until approvers found or top of hierarchy reached
If top of hierarchy reached with no approvers, fall back to Default Approver Position
If no Default Approver configured, raise error
Timesheet Approval Log
The timesheet approval log now includes enhanced information about source-related approval decisions:
Log Entry Examples
Auto-Approved (All Sources):
Automatically approved - Met Exact criteria with All Sources
Pending Approval (Source Check Failed - Timeclock Only):
Pending approval - Mixed source timesheet (Timeclock Only configured)
Pending Approval (Source Check Failed - Manual Only):
Pending approval - Contains timeclock entries (Manual Only configured)
Pending Approval (Mode Check Failed):
Pending approval - Times do not match Exact criteria
Pending Approval (No Roster):
No scheduled entries on this day. Timesheet cannot be automatically approved
Where to Find Approval Logs
Approval logs are visible on the timesheet approval screen for each timesheet, showing the complete audit trail of approval activities.
Detailed Scenarios
Scenario 1: All Sources (Default Behavior)
Configuration:
Auto Approval Mode: Total Hours
Auto Approval Source: All Sources
Expected Hours: 40 hours
Example:
Employee: John Smith Timesheet Entries: - Monday: 8 hours (Timeclock) - Tuesday: 8 hours (Manual) - Wednesday: 8 hours (Timeclock) - Thursday: 8 hours (Manual) - Friday: 8 hours (Timeclock) Result: ✓ APPROVED Reason: Total hours match (40 = 40), entry source is not considered
Scenario 2: Timeclock Only
Configuration:
Auto Approval Mode: Total Hours
Auto Approval Source: Timeclock Only
Expected Hours: 40 hours
Example:
Employee: Jane Doe Timesheet Entries: - Monday: 8 hours (Timeclock) - Tuesday: 8 hours (Timeclock) - Wednesday: 8 hours (Timeclock) - Thursday: 8 hours (Timeclock) - Friday: 8 hours (Timeclock) Result: ✓ APPROVED Reason: All entries are timeclock-generated AND hours match
Scenario 3: Manual Only
Configuration:
Auto Approval Mode: Total Hours
Auto Approval Source: Manual Only
Expected Hours: 40 hours
Example:
Employee: Sarah Lee (Remote Worker) Timesheet Entries: - Monday: 8 hours (Manual) - Tuesday: 8 hours (Manual) - Wednesday: 8 hours (Manual) - Thursday: 8 hours (Manual) - Friday: 8 hours (Manual) Result: ✓ APPROVED Reason: All entries are manual AND hours match
Scenario 4: Disabled
Configuration:
Auto Approval Mode: Total Hours (or any mode)
Auto Approval Source: Disabled
Expected Hours: 40 hours (matches perfectly)
Example:
Employee: Any Employee Timesheet Entries: Any combination Result: ✗ NOT AUTO-APPROVED Reason: Auto Approval Source is set to Disabled Note: All timesheets require manual approval
Common Use Cases
Use Case 1: High Trust, Maximum Automation
Configuration: All Sources
Auto-approve all timesheets meeting Mode criteria regardless of entry method
Maintain current behavior with minimal manager intervention
Suitable for mature processes with low error rates
No distinction between timeclock and manual entries
Use Case 2: Timeclock Preference with Oversight
Configuration: Timeclock Only
Auto-approve pure timeclock entries
Flag mixed-source entries for manager review
Catch forgotten clock-outs and manual adjustments
Balance automation with exception management
Enforce stricter approval policies for manually-entered time
Reduce risk of timesheet manipulation
Use Case 3: Manual Entry with Controls
Configuration: Manual Only
Auto-approve manually entered timesheets
Require oversight for any timeclock data
Useful for organisations transitioning to timeclock usage
Ensures manual processes remain trusted while timeclock adoption grows
Ideal for remote workers or salaried employees with consistent schedules
Use Case 4: Strict Compliance Requirements
Configuration: Timeclock Only or Manual Only
Enforce human oversight of specific entry types
Meet regulatory requirements for time recording verification
Maintain audit trails for compliance purposes
Ensure only verified data is auto-approved
Use Case 5: Temporary Suspension of Auto-Approval
Configuration: Disabled
Temporarily suspend auto-approval during policy reviews or audits
Troubleshoot auto-approval issues without changing other settings
Transition to different approval workflows
All timesheets require manual review regardless of other criteria
Best Practices
Choosing the Right Configuration
Assess Your Current Process
How often do mixed-source issues occur?
What level of manager oversight is needed?
Are there compliance requirements to consider?
Do you have remote workers or on-site workers?
Start Conservative
Begin with "All Sources" to maintain current behavior
Monitor approval patterns and identify issues
Gradually tighten controls if needed
Review approval logs to understand failure reasons
Balance Automation and Control
More automation = less manager workload, but potentially less oversight
More controls = better exception management, but more manual approvals
Find the balance appropriate for your organization's risk tolerance
Consider workforce composition (remote vs. on-site)
Communicate Changes
Inform managers if changing from "All Sources" to more restrictive options
Explain why certain timesheets now require manual approval
Provide training on reviewing mixed-source timesheets
Set clear expectations about approval volumes
Monitoring and Optimization
Review Approval Patterns: Check how many timesheets are being manually routed vs. auto-approved
Analyse Log Entries: Understand why timesheets fail source checks
Gather Manager Feedback: Ask if the right timesheets are flagged for review
Adjust as Needed: Change configuration based on real-world results
Track Compliance: Ensure configurations meet regulatory requirements
Troubleshooting
Q: Why are more timesheets requiring manual approval than before?
A: If you recently changed from "All Sources" to "Timeclock Only" or "Manual Only", mixed-source timesheets that were previously auto-approved now require manual review. This is expected behavior and provides the additional oversight you configured.
Q: Why doesn't the Auto Approval Source setting appear?
A: The Source setting only displays when Auto Approval Mode is enabled (set to Exact, Exact Primary Costing, or Total Hours). If Auto Approval Mode is set to "Disabled", the Source setting does not appear since auto approval is not active.
Q: Can I set different source controls for different employee groups?
A: The Auto Approval Source setting applies organization-wide. All employees within an organization follow the same source control rules. However, this is an organization-level setting, so you can configure it independently for each organization in your system.
Q: Will this affect my historical timesheets?
A: No. The Auto Approval Source control only applies to timesheets processed after the configuration is set. Existing approved timesheets remain unchanged. This setting only affects future auto-approval evaluations.
Q: What happens if an employee forgets to clock out and manually enters their time?
A: The behavior depends on your Source configuration:
All Sources: If the Auto Approval Mode criteria are met (after manual clock-out entry), the timesheet auto-approves
Timeclock Only: Timesheet requires manual approval because it contains a manual clock-out entry (mixed source)
Manual Only: Timesheet requires manual approval because it contains timeclock entries
Disabled: Timesheet requires manual approval (all timesheets need manual approval)
Q: What happens to timesheets that don't meet the source criteria?
A: They are excluded from auto-approval and will appear in the pending approvals queue for manual review by the appropriate manager(s) based on the approval hierarchy.
Q: How do I know if a timesheet was auto-approved?
A: Check the timesheet's approval status and history in the approval log section. The log will show whether the timesheet was automatically approved and which criteria were met.
Q: What if there's no scheduled roster entry for a day?
A: If no scheduled roster entries exist for a date, the timesheet cannot be auto-approved regardless of the Auto Approval Source setting. The system requires at least one scheduled roster entry for auto-approval to occur.
Interaction with Other Settings
Custom Field Approval Mode
The Auto Approval Source works in conjunction with Custom Field Approval settings:
Check None: Custom fields are ignored for approval purposes
Check All: If ANY timesheet custom field has a value, manual approval is required (overrides auto-approval)
Check Specific: Only specified custom fields trigger manual approval when they have values
Important: Custom field checks happen AFTER Auto Approval Mode and Source checks. If a custom field triggers manual approval, it overrides any auto-approval decision.
Approval Policy Mode
This setting controls how multiple approvers handle decisions when manual approval is required:
All Approvers Must Approve: All approvers at each level must approve before proceeding
Any Approver Can Approve: Once any approver approves, the item moves to the next level
Default Approver Position
When the approval hierarchy cannot be resolved (no manager, no position, etc.), the system falls back to the Default Approver Position. This works the same way whether auto-approval fails due to Source settings or other reasons.
Permission Requirements
Who Can Configure Auto Approval Source?
Users with the Manage Organisation Settings permission
Support and Additional Resources
For additional assistance:
Contact your system administrator for organisation-specific configuration questions
Review timesheet approval logs for detailed approval decision information
Reach out to Definitiv support for technical issues or clarification
Release Information
Feature Release: November 2025 (Version 3.23)
Availability: All Definitiv customers
Migration: Existing customers automatically migrated to "All Sources" configuration to maintain backward compatibility.