Business Example 1 - Unauthorize Rule

This example covers these business needs:

  • Supervisors must confirm the holiday pay or overtime paid out to employees on public holidays. This need is addressed with Condition Set 1.
  • Supervisors must authorize any timesheet where the number of clock ONs and OFFs do not match or the clocks are out of order. This need is addressed with Condition Set 2
  • Supervisors must authorize the timesheets of employees who record work during unscheduled time. This need is addressed with Condition Set 2.
  • Supervisors must authorize the timesheets of employees who take more sick or vacation days than they are entitled. This need is addressed with Condition Set 2.
  • Supervisors must authorize any timesheets that were changed after their last manual authorization. This need is addressed with Condition Set 2.

Configuration

Condition Set 1:

Condition: Is Holiday

Parameter Value
Always Unauthorize Selected
Always Unauthorize - Custom Reason Code All timesheets are unauthorized on holidays

Condition Set 2:

Condition: Always True

Rule parameters:

Parameter Value
Unauthorize If Clock Ons Not Equal Offs Selected
Unauthorize If Clocks Out Of Sequence Selected
Unauthorize If During Unscheduled Time Codes List WRK
Unauthorize Balances When Below Minimum SICK, VACATION
Unauthorize If Edit After Manual Work Summary Authorization Selected

Additional configuration:

SICK and VACATION balances must be configured with a minimum value:

VACATION balance:

Minimum = -3

SICK balance:

Minimum = 0

In addition, on their configuration pages the VAC and SICK time codes are configured with the Affects Balances check box selected and the appropriate balance selected using the Balance Name lookup.

Results

Condition Set 1:

In this example result, the rule examines an employee’s timesheet on December 25th, which has been configured in the application as a public holiday.

The Is Holiday condition evaluates to true, so the first set of rule parameters is used. The Always Unauthorize parameter is selected, so the rule unauthorizes every work summary and work detail.

The employee’s timesheet on December 25th is unauthorized, which means the employee’s supervisor must review and authorize the timesheet. The issue displayed uses the custom reason code for the Always Unauthorize parameter.

Condition Set 2:

These conditions exist:

  1. The employee’s timesheet contains these clock records on Saturday:
    • Clock ON at 10:00
    • Clock OFF at 14:00
    • Clock ON at 14:30
  2. The clock records are recorded on Saturday, when the employee is not scheduled to work. This condition creates work details with the WRK time code.
  3. The employee has a SICK balance of 0, but records Monday off sick on their timesheet.

The Is Holiday condition evaluates to false, so the second set of rule parameters is used. The Unauthorize If Clock Ons Not Equal Offs parameter executes first and unauthorizes the work summary on Saturday. The Unauthorize Balances When Below Minimum parameter executes, and the rule unauthorizes the timesheet on Monday.

The timesheet displays an issue on the unauthorized records. When the supervisor clicks the icon on Saturday, the reason code of the parameter that triggered the unauthorization is displayed in the Issues pop-up.

The supervisor confirms with the employee and adds an additional clock OFF, at 16:00, and resubmits the timesheet. The rule unauthorizes Saturday’s work summary again, but because of the WRK time code during the employee’s day off. The reason code of the Unscheduled Time Codes List parameter is displayed in the Issues pop-up.

After the supervisor has made the manual authorizations, the employee changes Friday’s timesheet, to add more work, and resubmits the timesheet. The Unauthorize Rule runs again and unauthorizes Friday because of the edits made after the supervisor’s manual authorization. The reason code of the Unauthorize If Edit After Manual Work Summary Authorization parameter is displayed.