Adding a Document to a Timesheet

Attachments can be added by users to timesheets. This will enable employees to upload supporting documentation for their timesheets e.g. where they are working on specific tasks or locations. Managers will also be able to manage documents for employees.

This article will outline the various functions and platforms associated with adding a document to a timesheet:

• Timesheet documents via WorkZone
• Timesheet documents via the Employee Portal/Create Timesheets page
• Timesheet documents via the approve timesheets page

Timesheet documents via WorkZone

Attaching a document

Employees can add, delete or edit an attachment to a timesheet at any stage before it has been approved or rejected. After this time, attachments are only able to be viewed. To get started, click on the + symbol in the top right-hand corner of the timesheet screen and enter the timesheet earnings as needed. 

Then, the following options are available to employees when you select the attachment icon:

• Camera (take photo with the phone’s camera)
• Gallery (select an existing photo from the phone’s gallery) 
• Document (select a document from the saved files on the phone)

N.B - If the employee adds a document and then uses the ‘apply this timesheet to’ option and selects multiple days to apply the timesheet to, the document will only be attached to the original date that was selected for the timesheet.

Within WorkZone, the employee can also edit the attachment, and they will have the following options:

• Select a new attachment (this will give the user the same 3 options they originally had when adding the attachment - Camera, Gallery & Document) 
• View attachment (this will download the attachment for viewing) 
• Remove the attachment (this removes the attachment from the timesheet)

Once the attachment has been added to the timesheet, a paperclip icon will indicate the presence of it. 

N.B. A maximum of 1 attachment per timesheet can be added.

Viewing an attached document

There are 2 ways that you can view an attachment within WorkZone:

1. You can go to the actual timesheet where the attachment was added to and click on the paperclip icon:
   
   
   
   
2. Timesheet attachments are also conveniently stored in Documents > Other Documents under ‘Timesheets’:
   
    
   
   
   

Editing/removing an attached document

Attachments can be removed/replaced from timesheets prior to saving, or from saved timesheets with a 'submitted' status.

To edit/remove an attachment from a timesheet in WorkZone:

1. Select the timesheet that the attachment belongs to;
2. To edit this attachment (i.e. add a different one), choose the 'select a new attachment' option;
3. To remove the attachment, select the 'remove attachment' option:
   

Timesheet documents via the Employee Portal/Create Timesheets page

Attaching a document

Employees (and mangers using the 'create timesheets page) are able to attach a document to any timesheet as long as it is not in the 'submitted' or 'rejected' phase. 

1. Go to the ‘Timesheets’ page from the dashboard and enter the timesheet earnings as required.
2. To add a document, click the paperclip icon:
   
   
   
   
3. Click the 'Select file' option, and then navigate to the saved file on your computer that you would like to attach:
   
   
   
   
4. Select 'confirm upload', and don't forget to save the timesheet.

Viewing an attached document

You'll know that there is an attachment on a timesheet because the paperclip icon is darker, and when you hover over it, the label will indicate 'attachment':

By clicking on the paperclip icon and the subsequent attachment link you are able to open the document file. You are able to view an attached document on all timesheet statuses. 

Edit/remove an attached document

You cannot edit an attachment via the employee portal or 'create timesheets' page, so if you want to replace it with another document you need to remove it first before adding the new one. Attachments can be removed from timesheets prior to saving, or from saved timesheets with a 'submitted' status. In order to remove a document, click on the paperclip icon within the timesheet and then select the 'remove attachment' option as shown below:

You'll then need to confirm that you would like to remove the document. 

Timesheet documents via the approve timesheets screen

Full access and employee managers are able to attach/view/edit/remove documents via the 'approve timesheets' screen, to timesheets that have already been created. 

Attaching a document

To attach a document, select the pencil icon to edit the timesheet. Then, select the 'Add' option as shown below:

You'll then need to select the file from your computer, and after doing this, the system will attach the file and record the date that is has been attached. 

Viewing an attached document

In order to view an attached document from the approved timesheets page, you simply need to click on the paperclip icon, and the system will automatically download the attachment for viewing. 

You can also view the document by clicking on the pencil edit icon, and then clicking on the document link from within the edit modal.

Edit/remove an attached document

You cannot edit an attachment via the 'approve timesheets' screen, so if you want to replace it with another document you need to remove it first before adding the new one. Attachments can be removed from timesheets prior to saving, or from saved timesheets with a 'submitted' status. In order to remove an attached document from the 'approve timesheets' page, you'll need to click on the pencil edit icon first, then hover over the attachment. You;ll see a red cross that you can click to remove the attachment:

Document permissions

In relation to managers, when a manager opens a particular timesheet, they can see the attachment and will have the ability to view/replace/delete, based on the status of the timesheet and their level of access (which is configured via the Payroll settings > Manage users page). For example:

In relation to full access users and attachments, they have the same permissions as managers with ‘Approve & create’ access, i.e. if the timesheet is in ‘approved/rejected/processed’ status they can only view the attachment, and if it’s still in ‘submitted’ status they can select a new attachment, view attachment and remove attachment.

How many attachments can I add?

Only one document can be attached to a timesheet line - if you add multiple lines to a timesheet, you can add an attachment to each of those lines. For example, if I add two lines to Monday 3 August, on each of those lines, I can attach a document.

Can I add an attachment to an empty timesheet?

No. You must first begin to fill the timesheet eg by selecting a work type or start time, before the paperclip icon is activated. If you don't fill one of the columns in a timesheet you are not able to save it, so we’ve consequently blocked the capacity to add a document to an empty timesheet to avoid confusion.

Can I add or delete an attachment to an approved or processed timesheet?

No. Managers and full access users can unapprove a timesheet and then add or delete the attachment. Processed timesheets are not able to be edited and likewise, attachments are not able to be added or deleted from timesheets with this status.

All users can view attachments on approved or processed timesheets.

Can I access attachments from a pay run?

Yes. Via the trusty paperclip icon!

If you have any questions/comments please contact us via support@yourpayroll.com.au