How do Timesheet Notifications get sent automatically without using a process definition?

Document ID : KB000021294
Last Modified Date : 14/02/2018
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Introduction:

Users receive email notifications on submitted timesheets from resources who they are not a Resource Manager of, or from resources that do not report to them based on the organizational structure. Some recipients do not want these notifications and they are considered spam or extra email notifications.  Email notifications for timesheets, out of the box without using a process, are purely driven by timesheet approval right. As an alternative, custom processes can be created to control the notifications sent.  Account settings modified by individual users can control if notifications are received.

Instructions:

Email notifications for timesheets, out of the box without using a process, are purely driven by timesheet approval right.

To check the rights between the affected users: the timesheet submitter (let's say this is Employee A), and the email recipient (let's say this is Employee B, you can check the following:

  1. Administration, Organization and Access: Resources
    • Select Employee B
    • Resource's Access Rights
    • Check all Instance, OBS Unit, Global level for timesheet approval right related to Employee B

  2. Home, Resource Management: Resources
    • Access to this Resource
    • Full View
    • Click on the key icon for Employee A
    • In the browse window that opens up, look for timesheet approval right

Global timesheet approval right should be avoided unless someone in the organization needs to get a notification every submitted timesheet; this right also has been found to work inconsistently on certain versions. In future versions we are working to change the behavior so that Global timesheet approval right will no longer trigger any timesheet notification

Custom process can be created to send action items based on resource/project hierarchy and/or properties, such as based on who the Resource Manager of the timesheet submitter is. At the same time, you can turn off email notifications for Timesheets, while turning on email notifications for Action Items on user's Account Settings. This will allow you to send timesheet notification emails to users based on your own set of criteria

If you prefer not to use a custom process, it is recommended that the system is configured to use instance to OBS, or OBS to OBS rights so that a specific user has the right over everyone on an OBS (and descendant if desired); or everyone on an OBS has the right over everyone on another OBS (and descendants if desired).

Additional Information:

 
Reference TEC439855 : Resource Manager and Project Manager Timesheet Approval Rights
Reference TEC444563 : How can I limit the project manager approval process to select groups?
Reference TEC439121 : SMS and Timesheets submitted for approval email alert