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How To Set Up Workflow in Jarrison Time

Workflow is a hierarchical notifications function in Jarrison Time, based on Supervisor designation. Workflow notifications can be set to apply for Overtime Pre-Authorizations, Overtime Authorizations, Manual Clockings, or Adjustments. Email SMTP will need to be configured in order to receive Workflow notifications.

1) Navigate to Setup > System Configuration > Workflow, in order to enable features that are available within the Workflow function.

WorkflowConfig

2) To include an aspect into Workflow, tick its Use…Workflow option and assign the number of levels of approval required. The first level is the task initiator, not an actual approval level. In the image above all aspects are included and any authorized or pre-authorized overtime will require three approvals while adding or removing clockings or adjustments will require one approval.

3) The Escalation Schedule determines when Workflow notifications will be sent. The above configuration will allow for notifications to be sent from Monday to Thursday, between 06:00 and 18:00, Friday 06:00 to 14:00. A holiday calendar may also be set to align Public Holidays if notifications are required on public holidays as well.

4) Users who should be included in Workflow can be added in two ways: if they are employees then they should be marked Is a Supervisor in Employee Details.

WFSupervisor

If the user is not an employee in Jarrison Time then from User, Details tab, a selection should be made in the Reports To dropdown menu.

WFUser

Once all supervisors have been activated and assigned to their superior, where applicable, navigate to Setup > System Configuration > General1 and tick the Link Supervisor to User checkbox. You can also tick the setting to ‘Use Dynamic User Filters’. Once you have the relevant checkbox selected, click on the ‘Link Now’ button. The system will generate users that can be located in the ‘User Profiles’ window, based on the supervisor assignments that were made previously.

When using the Link Supervisor option user names will be generated according to the employee numbers as populated within the system. Therefore, the users will have to login with their employee numbers as their user names once Workflow is enabled and initiated. This will become evident once you navigate to the User Profiles after the Link Now button has been selected.

When setting user filters, dynamic user filters can be applied that will apply a filter to each supervisor, which will allow for them to view the employees that are linked beneath each subordinate user of the supervisor. So, if supervisor A has supervisors B and C linked underneath their user profile, then supervisor A will have the ability to view and/or modify the employees of supervisors B and C from the moment they log into Jarrison with their profile.

5) Once users have been created and linked the next step will be to link appropriately configured user groups, which will dictate the access allowed for each user. Navigate to User > User Groups and either create a new group, or copy from the existing groups and modify the access accordingly. Click on the View tab and select the applicable checkboxes (as per the image below). Lastly, the relevant user group must be assigned to the users in order for them to have access to the tasks.

WFUserGroup

The ‘Workflow Adminstrator’ setting will allow the user to view all tasks that have been initiated and require approval.
The ‘Reassign Workflow Tasks’ setting will allow the users to reassign tasks to other users within the Workflow hierarchical structure.

Note there is an escalation override setting in User Profiles that can be applied on each user account; this Escalate Workflow After setting overrides the general system setting and will notify the user and their supervisor if the user has not completed their tasks within the time set.

Please refer to the User manual for more on working with Workflow.

Related How To Set Up Workflow in Jarrison Time Articles

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Glossary of Terms

.Net Framework

(known as “dot net”) .Net is a software development framework for building and running applications on Windows.

Access Control

Access control refers to the restriction of people’s ability to clock on biometric devices based on location and/or time. Advanced access control includes anti-passback and zone sequencing.

Access Groups

Access Groups in Jarrison Time are combinations of Devices and Time Zones, used to determine on which devices and at which times members of the Access Groups may clock. Access Groups also facilitate restrictions based on too much or too little clocking in specified time-frames.

Access Groups can by synchronized or imported by Third-Party Import, or by users.

Access Zone

In Jarrison Time an Access Zone is how devices are grouped together to form logical zones for the purposes of access control. The option is available with the JT Live module.

Adjustments (Manual Adjustments)

Adjustments are the method of covering absence of time by employees in Jarrison Time. Examples of adjustments would be Annual leave and Sick leave. Adjustments are typically applied by a user via Daily Details as needed, or can be imported from file. It’s very important that Adjustments are correctly configured and applied as paid or unpaid. (Unpaid will result in Short Time.)

Anti Passback

Anti Passback is a form of access control where people are restricted from clocking on the device most recently clocked on, until they have clocked at another device.

Approval Bypass

Approval Bypass is a feature of Jarrison Time Approvals that allows for the first approval tier to be approved without any exceptions being cleared.

Approvals

Approvals are a system-wide setting that forces users to correct Exceptions and then lock periods from further editing, ready for submission to payroll.

Jarrison Time allows for up to three tiers of Approvals: Daily Summary (timesheet), Pay totals, Department totals. Starting at timesheet level, each tier needs to be approved before the next one can process.

Area

An Area in Jarrison Time refers to a GPS location with a set radius, which designates a permitted T&A clocking area for JT Clock users.

Area Schedule

The Area Schedule is used in conjunction with JT Clock to determine where JT Clock users should clock on a given day.