Is it possible to pre-filter notification e-mails so approvers are only quoted the total hours for their particular project?

  • 1
  • Idea
  • Updated 3 years ago
  • Under Consideration

Every month our external approvers reply to their notification e-mail saying the number of hours quoted looks wrong.  This is because it sends out the total hours worked by an individual on all projects to them and not just those worked on that particular project.

Surely it must be quite easy to pre-filter the notification to change the total hours quoted to those that must be approved by the approver in question?! 

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Richie Brown

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  • this could be done easily by default, so why isn't it?

Posted 3 years ago

  • 1
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Evans Martin

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We have the same problem. It seems that it should be a configurable option to approve non billable time. It's really confusing for our approvers.
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Lingaraj Dharwad, Product Champion

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Hi Richie,

Thank you for using Replicon community,

We are reviewing this and will revert shortly. 

Thanks,
Lingaraj
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Lingaraj Dharwad, Product Champion

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Hi Richie,

This is currently by design, I have marked this as an idea and our product management team will look at the feasibility of making this change. 

Regards,
Lingaraj
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Richie Brown

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Thanks Lingaraj, it's an odd design then - all feedback we've had back from clients is that they only want to see the time they have to approve, they don't need or want to know how our time is used otherwise!

Hope you can make the change soon.

Richie.

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Evans Martin

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We have a similar issue because ALL hours are sent to the customer, not just billable hours. I wish there was a configuration item that allowed only billable time to be sent to an approver.
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Lingaraj Dharwad, Product Champion

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This has been brought to the attention of the respective PM. 
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Baranidharan Madhavamurthy, Sr. Product Manager

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Hi Richie, Evans

Good suggestion - it makes sense to show only relevant details to external approvers. I'm going to mark this as Not Planned as we don't currently have plans for this, but we'll definitely review this during future planning sessions.

Evans - We have separate tags that you can use for Total Hours and Billable Hours. You can choose to use either one or both in email notifications. But yes, the Billable Hours will reflect the billable time from ALL projects logged by the user.

Thanks,
Baranidharan
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Jo Steel

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Hi, any chance that this can be reconsidered?  We are still getting clients very confused by the email notification they receive which states all the employee's hours rather than just the hours the client has to approve.  Would it not be possible to just remove the number of hours from the email notification completely?


Thanks

Jo

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Richie Brown

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Good idea, Jo.  If it's too difficult for Replicon's programmers to filter the hours completely per client on the e-mail then why not just remove them altogether?  Surely that wouldn't need to go through a planning session?

The main problem is we might be asking a client to approve 8 hours in any month but they get an e-mail asking for approval of hundreds of hours and it makes us look bad.

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Evans Martin

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It continues to be a point of major confusion for our customers. We should have the option to show total hours, total billable hours, and total non billable hours for each project when we send the notifications out to approvers.
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Charlene Eriksen, Product Manager

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Hi all,

A few notes on this topic...
  • You can edit the email notification template to remove the hours altogether.
  • Unfortunately this will affect all recipients, not just clients. We have been working on a new email notification system that allows you to create multiple emails of the same type. So in the future you could create an email for a client without the hours and for other approvers with the hours.
  • We are looking at improving how client and project manager approvals are handled. I will pass this feedback on to the team.
Thanks,
Charlene
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Charlene Eriksen, Product Manager

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Just wanted to add one more comment that we do understand this is an issue for you. The way the system is currently built, it is not easy for us to limit the data to the specific projects. So there's no quick fix here but we do want to address this. I'll update the status to Under Consideration on this.