Time Entry - Customer Portal Setup

Overview

Updated 06/25/2021

 

A Web User can approve time in the Customer Portal through the Summary, Time Card Approval and Group Time areas. Before time can be approved, the Customer Portal and the Avionté Core Application must be configured to allow selected Web Users access to this functionality.

 

 

Prerequisites

Set up Config Options and Web Properties

Contact Role Properties

Web Options

Portal Properties

Portal Configuration

Sub-Menu Configuration

Approve Time

Summary Section

Time Card Approval Section

Group Time Section

Prerequisites

The following requirements must be met in order to set up the Customer Portal for time approval:

 

• Every contact that approves time must have a web login that is used to access the Customer Portal. At least one contact per customer must have a Web Role of "Web User." See the Admin Tools - User Tab - Web Login User article for more information on creating a Web Login.
  
  
• Time must be entered or submitted into the Customer Portal through a Time Clock, the Employee Portal or directly through the Customer Portal in order for it to be approved.

Set Up Config Options and Web Properties

Several config options must be set up in order to approve time in the Customer Portal. All required config options are marked as "Required" and optional config options are marked as "Optional."

There are three sections that require configuration. Click the links below for more information: 

Contact Role Properties

Web Options

Portal Properties

Contact Role Properties

The instructions below describe the process for updating the Contact Role properties. Click here to see the properties: 

1. Open the Avionté Core Application.
   
   
2. From the Main Menu, navigate to Front Office > Customer. 
   
   
3. Search for a customer using the search fields at the top of the screen.
   
   
4. Select a customer by double-clicking their name in the grid.
   
   
5. Select Contact Roles from the sub-menu.
   
   
6. Locate the contact who will approve time. 
   
   
7. Under the Property column, click the  button. The Web Portal Property window displays.
   
   
   
   
8. Search for each of the portal properties listed below in the blank field under Property. Ensure that the required contact role properties listed below are set to "True."
   
   
   
   

   Required Contact Role Properties

   Portal Property	Description	Valid Values	Additional Notes
   AllowApproveRejectWebTimeEntry	Controls if the user is able to approve and reject time in the Customer Portal.	True, False	A value of True is required for a web user to approve and reject time.
   AllowApproveTime	Controls if the user is able to approve time in the Customer Portal.	True, False	A value of True is required for a web user to approve time.
   AllowWebAccess	Controls if the user is able to access the Customer Portal.	True, False	A value of True is required for a web user to access the Customer Portal.

   
   
   

   Optional Contact Role Properties

   Portal Property	Description	Valid Values	Additional Notes
   ReceiveTimeEntryNotificationEmail	Controls if the user receives a notification email when time has been entered.	True, False	A value of True is required for a web user to receive an email when time has been entered.

9. Click Finish to save changes and close the Web Portal Property window.
   
   

Web Options

The instructions below describe the process for updating Web Options. Click here to see the properties.

1. Open the Avionté Core Application.
   
   
2. From the Main Menu, navigate to Front Office > Customer. 
   
   
3. Search for a customer using the search fields at the top of the application.
   
   
4. Select a customer by double-clicking their name in the grid.
   
   
5. Select Sales & Service from the sub-menu.
   
   
6. Click the Service Info tab on the right side of the window. 
   
   
   
   
7. Click the Web Option button in the Options section. The Web Portal Property window will display.
   
   
   
   
8. Search for each Web Option listed below in the blank field under Property. Ensure that the required Web Options are set to "True."
   
   
   

   Required Web Options

   Web Option	Description	Valid Values	Additional Notes
   Web_Customer_TimeEntry_Show_ApproveButton	Controls the visibility of the Approve Time button in the Customer Portal. This action submits and approves time if the time has not yet been submitted.	True, False	A value of True is required for use of Time Approval.

   
   
   

   Optional Web Options

   Web Option	Description	Valid Values	Additional Notes
   Use Time Clock	Check box indicating the Customer utilizes the Time Clock Portal.	Marked, not marked.	This is a checkbox located in the Service Info tab, but is not found in the Web Options.
   web_AllowEmployeeOnlineTimeEntry		True, False
   Web_Customer_TimeApproval_SP	Stored procedure used to approve time.	Stored procedure
   Web_Customer_TimeEntry_Approval_Email_Scheduled		True, False
   Web_Customer_TimeEntry_GenerateWebTransactionMode		Daily, Weekly
   Web_Customer_TimeEntry_RegHours_ShowType	Controls what values will be displayed and available to entry on the Time Entry portal.	0, 1, 2
   Web_Customer_TimeEntry_Show_OtherHours	Controls if additional transaction types will be shown in the Customer Portal.	True, False
   Web_Contact_Role_View_Option	Controls what information the contact is able to view in the Customer Portal.	CustomerContactRole, OrderContactRole

9. Click Finish to save changes and close the Web Portal Property window. 
   
   

Portal Properties 

The instructions below describe the process for updating the Portal Properties. Click here to see the properties.

1. Open the Admin Portal and log in. 
   
   
2. Navigate to Home and select Portal Property from the selections on the left menu bar.
   
   
   
   
3. From the Portals drop-down menu, select Customer. 
   
   
   
   
4. Locate each of the portal properties listed below in the Property list.
   
   
   

   Optional Portal Properties

   Portal Property	Description	Valid Values	Additional Notes
   Web_TimeEntry_Allow_SelectWeekEnding	Controls whether the staffing supplier is allowed to select the week ending date.	True, False	This setting is found in the Admin drop-down menu selection.
   Web_TimeEntry_Approve_Note	The message displayed on the Time Entry Approve page.	Alphanumeric value	This setting is found in the Admin drop-down menu selection.
   Web_TimeEntry_Approve_PopUp_Message	The message displayed in the pop-up after the time card is approved.	Alphanumeric value	This setting is found in the Admin drop-down menu selection.
   Web_Time_Entry_Customer_Approve_To_EmployeeEmail_Send	Allows the time approver to receive the copy of the approved email(s).	True, False	This setting is found in the Customer drop-down menu selection.
   Web_Time_Entry_Customer_Approve_To_Vendor_Begin	The beginning of the email sent to the vendor when time has been approved.	Alphanumeric value containing HTML tags.	This setting is found in the Customer drop-down menu selection.
   Web_Time_Entry_Customer_Approve_To_Vendor_End	The end of the email sent to the vendor when time has been approved.	Alphanumeric value containing HTML tags.	This setting is found in the Customer drop-down menu selection.
   Web_Time_Entry_Customer_Approve_To_Vendor_Subject	The subject of the email sent to the vendor when time has been approved.	Alphanumeric value	This setting is found in the Customer drop-down menu selection.
   Web_Time_Entry_Customer_Reject_Email_Begin	The beginning of the email sent to the employee when time has been rejected.	Alphanumeric value containing HTML tags.	This setting is found in the Customer drop-down menu selection.
   Web_Time_Entry_Customer_Reject_Email_End	The end of the email sent to the employee when time has been rejected.	Alphanumeric value containing HTML tags.	This setting is found in the Customer drop-down menu selection.
   Web_Time_Entry_Customer_Reject_Email_Subject	The subject of the email sent to the employee when time has been rejected.	Alphanumeric value	This setting is found in the Customer drop-down menu selection.
   Web_Time_Entry_Customer_Reject_SendEmail	Controls whether the employee receives an email when the time has been rejected.	True, False	This setting is found in the Customer drop-down menu selection.

5. Type the appropriate valid value per supplier in the field next to the supplier's name. 
   
   
   
   
6. Click Update at the bottom of the page to save each Portal Property setting. 
   
   
   
   
7. Repeat Steps 4-5 for each Portal Property.

Portal Configuration

Once the prerequisites listed above have been met, the Customer Portal can be set up to approve time.

1. Log into the Admin portal.
   
   
2. Navigate to Home > Menu.
   
   
3. Select Customer from the Portal drop-down menu.
   
   
   
   
4. Click the View link next to Time Entry. The Portal Menu window will display in a new window.
   
   
   
   
5. Place a checkmark in the box next to the individual branches in which the Time Entry section will be available or click the Select All button to select every branch.
   
   
   
   
6. Click Update. To configure additional sub-menu items, see the Sub-Menu Item Configuration section below.
   
   

Sub-Menu Item Configuration

Select which sub-menu items will be visible by choosing items listed under the Menu Label column.

1. Select Time Entry from the Menu drop-down menu. 
   
   
   
   
2. Click the View link next to the desired item under the Menu Label column. A window will display with the branch options.
   
   
   
   
3. Place a checkmark next the branch if the selected section should appear as a sub-menu item. Alternatively, click the Select All button to mark every branch. 
   
   
   
   
4. Click Update. 
   
   
   
   
5. Repeat steps 1-3 for all items that should be added.

Approve Time

Once the Customer Portal has been set up, time can be approved through the Summary Section, Time Card Approval section and the Group Time section. See the sections below for a brief description of each method and a link to more detailed instructions for using that method.

Summary Section

A web user can view all time cards for a selected work week in the Time Entry Summary section. To view a specific employee's time card, click the link with the employee's name. See the Time Entry - Customer Portal - Summary Section article for more information on approving time through the Summary section.

Time Card Approval Section

The Time Card Approval section allows a web user to select and approve multiple time cards at once. See the Time Entry - Customer Portal - Time Card Approval Section article for more information on approving time through the Time Card Approval section.

Group Time Section

The Group Time section allows web users to mass enter and approve time for an order. See the Time Entry - Customer Portal - Group Time Section article for more information on approving time through the Group Time section.

 

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