Timesheet reminders

The process of submitting timesheets involves the routine reporting and posting of expired ones. To assist with this, you can setup reminders that will periodically send an email to resources or managers. In Pryme Time on PGS we have three reminder emails:

Unsubmitted timesheets to Resources
This email allows the resource to review and submit the entries in the timesheet. The resource can also open the timesheet from the email to review and adjust the timesheet. Before the email is created, the timesheet can be updated with any necessary work assignments.

Unsubmitted timesheets to Managers
This email is a list of unsubmitted timesheets of your team members. This can help ensure that your timesheets are accurate and up-to-date and make the process of submitting them more efficient.

Unapproved timesheets to Managers
This email is sent to approvers (Project Managers, Line Managers, and Project Executives) when they have timesheets pending approval.
It lists all resources and periods where time entries are waiting for their approval, helping to ensure that all time is reviewed and approved before invoicing.
Each approver will receive only the timesheets that match their specific approval type:

• Project Managers (PM) will receive entries marked as Waiting PM Approval.
• Line Managers (LM) will receive entries marked as Waiting LM Approval.
• Project Executives (PE) will receive entries marked as Waiting PE Approval.

This ensures that each approver is reminded only about the time entries that require their own action.

These reminders can be complemented with setting up reminder emails in Progressus

Basic setup for timesheet reminders

Before you get started working with your email reminders, there are a few decisions and steps that you should take to set up how the email will be sent. First, you have to set up both a recipient and a sender email account. For more information on how to do this, please see the instructions provided here.

Once these accounts are set up, the email scenario should be assigned to the sender account, and the recipient’s email address should be added to the resource. This will ensure that the emails are properly configured and delivered to the intended recipient. You also need to update the Timesheet configuration code where you set rules about the reminders.

Assign timesheet email scenario

1. Choose the 🔎 icon, enter Email accounts, and then choose the related link.
2. Select a relevant sender’s email address.
3. Navigate to the Email scenarios action.
4. Choose Assign scenarios action.
5. Select Timesheet workflow scenario for reminders to resources or Timesheet reminders for Managers, for the reminders to managers.

Add email address to the resource

1. Choose the 🔎 icon, enter Resources, and then choose the related link.
2. Select a relevant resource.
3. Under Personal data tab, check that the resource has an email address in the E-Mail field.

Update the Timesheet configuration code

1. Choose the 🔎 icon, enter Timesheet configuration list, and then choose the related link.
2. Select a relevant configuration.
3. Under the Timesheet tab, you can define the reminder rules for both unsubmitted and unapproved timesheets.

For unsubmitted timesheets

Use the fields Timesheet reminder LM1 and Timesheet reminder LM2 to set how reminders will be sent to line managers:

• None – nothing will be sent to the line manager.
• Summary – a summary of resources and the periods they have not submitted will be sent.
• Individual – one email per resource and period that has not been submitted will be sent.

For unapproved timesheets

Enable the field Email alert on not approved.
When this option is turned on, approvers (Project Managers, Line Managers, and Project Executives) will receive automatic reminders about timesheets that are waiting for their approval.

Run reports on schedule

You can easily schedule email reminders to run at regular intervals. With a single click, all settings are automatically configured, with the option to review and customize the job queue as needed.

1. Choose the 🔎 icon, enter Pryme Time Setup, and then choose the related link.
2. Under Schedule Reminders, choose the action for the reminder you want to setup.
3. The Job Queue Entry card opens where you can configure the emails by changing the Report parameters.

• Unsubmitted timesheet to Resources

  • Language selects if the reminder emails should be translated to a different language, then system language.
  • Update with Work assignments – enable if update of the timesheet is necessary before sending.
  • Pre-end period reminder days set the number of days before the end of the current time period for sending the reminder email, including the current period.
  • Resource – Leave blank to send to all resources.

• Unsubmitted timesheet to Managers

  • Language selects if the reminder emails should be translated to a different language, then system language.
  • Pre-end period reminder days set the number of days before the end of the current time period for sending the reminder email, including the current period.

• Unapproved timesheet to Managers

  • Language selects if the reminder emails should be translated to a different language, then system language.

4. Set the report recurrence and other settings per the standard instructions specified here.
5. Enable the job queue.

You can also, set reminder manually, in standard Business Central. Learn more on scheduling a report to run.