To enable manager approval and e-mail notifications, you must perform the following setup steps.

Step 1: Setting up database mail

TimeTrack e-mail notifications require SQL Server Database Mail to be set up. Database Mail allows you to set up an account that uses an SMTP server and e-mail address to automatically send e-mails. The account is assigned to a profile, and the default Database Mail profile can be used to send manager approval request notifications from TimeTrack.

If you already have a profile and account set up, make sure the profile you want to use for TimeTrack notifications is set as the default profile. If you need to create a new profile, complete the steps below. Refer to the Microsoft SQL Server help for further details on account and parameter setup.

The following instructions are for Database Mail setup on SQL Server 2008 R2. Setup steps may vary for different SQL Server versions.

1. Open SQL Server Management Studio.
2. In the Object Explorer sidebar, expand Management.
3. Right-click Database Mail, and select Configure Database Mail.
4. On the first screen of the Database Mail Configuration Wizard, choose Next >.
5. Mark the Set up Database Mail... radio button, and choose Next >.
6. On the New Profile page, enter a Profile Name and Description. Use the Add... button to add an SMTP account to this profile.
7. On the Add Account to Profile window, use the drop-down menu to select an existing account, or use the New Account... button to set up a new account. Once you have selected an account, choose OK to close this window and add the account to the profile.
8. When you are finished setting up the profile, choose Next >.
9. On the Manage Profile Security page, mark the Public check box next to the profile. Set this profile as the default by selecting Yes from the Default Profile drop-down menu. Choose Next >.
10. On the Configure System Parameters page, specify the options that you want to use for Database Mail. Choose Next >.
11. When you are done setting up the profile, choose Finish. Additionally, if you are using Microsoft Office x64 as the default mail client, the server type must be set to Exchange on the System Preferences window (Microsoft Dynamics GP > Tools > Setup > System > System Preferences).

Step 2: Enabling manager approval and e-mail notifications

Complete the following steps to enable the manager approval feature and customize the e-mail notifications that you want to use.

1. Choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Setup Options.
2. Mark the Require Manager Approval check box to require that time cards be approved before they can be committed.

3. Mark the E-Mail Notification check box to enable e-mail notifications. This check box is enabled only when the Require Manager Approval setting is turned on. 

   Email notifications only work if you are using TimeTrack for manager approval. If you will be using Clock for time entry and approval, these settings will not apply.

4. Mark the additional check boxes as necessary to customize e-mail notification options.
   • Notify Manager when Employee Submits Time Card for Approval
     Mark this check box to send a notification to the employee's manager when a time card is submitted for approval. The employee will not need to notify the manager personally when the time card is ready for approval.
   • Notify Employee when Time Card is Rejected by Manager
     Mark this check box to send a notification to the employee when a time card is rejected. The manager will not need to notify the employee personally when a time card is rejected.

   • Notify Manager when Employee has Updated Rejected Trx
     Mark this check box to send a notification to the manager when an employee updates a rejected transaction. The employee will not have to re-submit the time card after it is updated. 

     This option only works when transactions are updated in TimeTrack. If a technician updates a rejected time entry in MobileTech, an email notification is not sent to the manager - however the manager will receive an email when the time entry is resubmitted if Notify Manager when Employee Submits Time Card for Approval is marked.

   • Notify Employee when Manager Prints the Time Card Entries Exception Report
     Mark this check box to send a notification to the employee when the exception report is printed by the manager. This report is printed when an employee lists fewer than 40 hours of time for the week. Employees on this list will receive a notification.
5. Choose Save.

Step 3: Verify that e-mail addresses and managers are set up

Before e-mail notifications can be sent to employees and managers during the time card approval process, e-mail addresses must be set up for all registered TimeTrack users.
You must also specify the manager of each employee on the Signature Registered Users Setup window. See Signature registered users for more information.

Setting up e-mail addresses in Microsoft Dynamics GP

E-mail address entered on the Employee Maintenance window in Microsoft Dynamics GP will automatically populate on the Signature Registered Users Setup window.

1. Choose Cards > Payroll > Employee. The Employee Maintenance window opens.
2. Choose the employee and select the Internet Addresses button located next to the Address ID field. The Internet Information window opens.
3. In the E-mail field, verify or enter an e-mail address.
4. Choose Save, then Save again in the Employee Maintenance window.

Setting up e-mail addresses in TimeTrack

If e-mail addresses were set up on the Employment Maintenance window in Microsoft Dynamics GP, they will populate on the Signature Registered Users Setup window in Time Track. Otherwise, you can enter them manually.

1. Choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Registered Users. The Signature Registered Users Setup window opens.
2. In the E-Mail Address field, enter the employee's e-mail address.
3. Choose Save. The window closes.

Specify a manager for each employee

You must specify a manager for each employee to use the manager approval feature.

1. Choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Registered Users. The Signature Registered Users Setup window opens.
2. For each TimeTrack user, use the lookup to select a Manager ID.
3. Choose Save.

Giving managers permission to approve other managers' timecards

To give managers the ability to approve other managers' timesheets, you must set up the approving manager as a power user.

1. Choose Microsoft Dynamics GP > Tools > Setup > TimeTrack > Registered Users. The Signature Registered Users Setup window opens.
2. Locate the user and mark the Power User check box.
3. Repeat this step for every manager authorized to approve employee timecard transactions.
4. Choose Save.