Activity Time Change Requests: Reviewing Time Change Requests

Learn how to easily review time change requests all in one place using the Activities reporting tab in Hi Rasmus!

⚠️ A Few Important Dependencies / Notes

We recommend thoroughly reading through this information, prior to implementing a time change request process within your organization.  

1. There are no time change requests notifications: When a Time Change Request is submitted, there will be no notification to any particular user.

• Notes / Activities with a time change request will be designated by the status [Pending Review] .
• When filtering a client's activities or an organization's activities by the [Pending Review] status all time change requests can be viewed in one place. 

2. Only Manager level users can approve or reject time change requests.

3. Time change requests must be approved before sending to an integration. 

4. Once a note with a time change request is submitted (either saved or signed), it cannot be edited or removed. 

5. If a time change request is rejected, the user submitting the request must re-submit an amended request and that request must be approved in order to move their note to [Complete].

ℹ️ How to Review, Approve and Reject Time Change Requests

1. Navigate to [Reporting] >> [Activities] from the left hand navigation menu.

2. Filter the activities to the ones in [Pending Review] status (and clear or add any other filters such as a specific date range or Business Unit).

• Select [Add Filter]
  
• Select [Status]

• Select [Pending Review] and then [Apply]

NOTE: You can also choose to exclude any activities with an existing rejection. i.e. those that have been rejected and need to be re-submitted by the user to get approval.

• To do this select [Add Filter] again. 
•  Scroll down to the bottom of the filter options and select [Change Request]
  
• Select [Change Rejection]
  
• Check the filter option for [Without Change Rejection] then select [Apply]

To easily review any activity WITH a change rejection, just select the option for [Change Rejection] and save as a filter view!

3. In order to review the details of the change request on the activities page, add the change request fields to the activities table. 

• Select the gear ⚙️ icon in the top right corner of the activities table. 
• Check off all of the [Change Request] fields you would like to add to the table (you can also uncheck any you may not want to see) and select [Submit]

4. You'll now be able to see an overview of all the activities in [Pending Review] status (without a change rejection) and the information submitted on the change request: the Requested start and end times and the change request reason. 

5. To review an individual change request, reject a request, or to look at a request in more detail, click into the activity to view the session note.

In order to [Reject] a request, you must click into the activity.

• You'll see a banner at the top of the note stating that this note has pending changes. Click [Go to Pending Changes] to go immediately to the change request.
• Review the summary of changes at the bottom of the note. 
  
  • Select [Reject] to reject the changes and notify the user of the rejection. 

• • Select [Approve] to approve the changes and move the note to a [Completed] Status. 

• If you choose to [Reject] you can undo the rejection by selecting the trash can icon. 

6. To approve multiple requests at once, select multiple activities by checking the individual boxes next to the activity, or select the top checkbox on the activities page to select all line items on the page. 

• Once you select at least one activity, an [Approve] button will appear in the top right corner of the screen. Select [Approve] to approve all selected activities.

Setting up Filter Views to Easily Review Time Change Requests

We recommend setting up filter views for: 

• Activities with a status of pending review but no rejection: this will represent requests that need to be reviewed. 
• Activities with a status of pending review but with a rejection: this will show you any unresolved rejections. 
• Activities with a status of [Completed], [Pending Signature] or [Transferred to Integration] with a change request: this will show any notes that have had a completed change request. 

Steps to Set up Filter Views

1. Once you have the desired filters set and selected your desired activity table columns to display, select the bookmark icon int he top right corner. 

2. You'll see a list of all existing views set up by you or your org. Select [Save Current View]

3. Enter a name to describe your filter view and check the box to make it available to all users in your organization if you would like other manager or supervisor level users to access this same filter view.

• Select [Save].

4. To apply your saved filter view to the activities page simply select the bookmark icon again and choose from the list of saved views.