SAP Knowledge Base Article - Public

2738965 - Time Sheet Automatic Submission and Workflow Processing Behavior

Symptom

This KBA explains the automatic submission logic in Time Sheet. 

For example, 

  • When is a time sheet submitted automatically by Submit Time Sheet background job?
  • What are the conditions considered by the Submit Time Sheet job for triggering workflow or not for the current time sheet week?
  • Is there any possibility to set up customer logic in time sheet auto submission ?
  • Is it possible to decide a customer auto submission date for time sheets ?
  • Is it possible to set up an auto submission date different from time sheet approval period ? For example, is it possible to set up auto submission based on payroll period rather than time sheet period ?
  • How far into the past can the time sheet submission job pick up the pending time sheets ?

Environment

  • SAP SuccessFactors Employee Central - Time Sheet
  • SAP SuccessFactors Time Tracking

Resolution

  • After the current time sheet week, job 'Submit Time Sheet' is executed automatically by the system to select relevant time sheets in status 'Pending' and submits them for payroll processing. 'Submit Time Sheet' job runs daily, but it only submits time sheets whose end date is today or in the past. 

Note: All time sheet background jobs runs automatically based on the configuration for TLMTriggerTasks job in Provisioning.
The Time Sheet Submit job is part of the TLMTriggerTasks job. 
When TLMTriggerTasks is started, the following jobs are triggered automatically one after another: Trigger Recalculation job → Import External Times job → Generate Working Times job → Submit Time Sheets job
By default, TLMTriggerTasks job is scheduled in provisioning and runs every day (usually, in the small hours). If the job is not scheduled, it needs to be done like follows: go to company provisioning → Manage Scheduled Jobs → Create New Job → create a job of type TLMTriggerTasks and schedule it.
The 'TLMTriggerTask' Job can be referred to for more details.
For testing purposes, it is also possible to create a job of type Submit Time Sheets in provisioning and schedule it, or to start it each time manually. This, however, is not the recommended way to use time sheet jobs.

Optional:
It is possible to define how far into the past automatic submission of time sheets should be done. For this reset the field 'Weeks relevant for time sheet submit job' in Time Management Configuration object. By default the field is not visible and set to 13 weeks counting back from the job run date. Can be set from 1 to 60. For any value outside of this range, the system will use the default of 13.

2305 Time Tracking Enhancement: 

2311 Time Tracking Enhancement: 

    • With 2311 release, it possible to change below auto submission system logic for positive recorders with Time Sheet Submission Rule, now custom critria can be defined for time sheets automatic submission. For example, Manual Entries only timesheet can also be auto-submitted.
      If no Time Sheet Submission Rule is used, then default auto submission logic as shown in below chart will be followed.
    • With 2311 release, it's possible to define a time sheet submission with a deviation, which means that time sheets are automatically submitted some days before or after the end date of the time sheet. For example, time sheets can be defined to auto-submitted one day later.
    • With 2311 release, to pay employee on time, now it's possible to auto-submit and auto-approve timesheet before based on calendar date with Calendar-Based Automatic Time Sheet Submission. Please note, with 2311 release, the calendar based auto-approval of time sheet has no workflow process involved.

2405 Time Tracking Enhancement: 

    • With 2405 release, it is possible to auto-approve pending time sheet workflow requests via Calendar-Based Automatic Approval of Pending Time Sheet Workflow Requests. The Processing User field is automatically available in the time recording calendar for SAP SuccessFactors Time Tracking customers. And it is needed to make sure the user assigned to the Processing Users field has been given the permissions required to approve time sheet workflows. 

A summary of auto submission and workflow triggering depending on Time Sheet Submission Rule and Workflow Configuration is like below.

  • If there is a workflow approval process configured in the system for time sheet and there is also Time Sheet Submission Rule assigned, then relevant conditions defined in the Time Sheet Submission Rule assigned to the employees and existing entries are considered to determine whether the time sheet should be submitted with workflow.
    Workflow will always be triggered with the auto submission as long as the workflow approval process is defined.
  • If there is a workflow approval process configured in the system for time sheet and no Time Sheet Submission Rule configured, then relevant conditions depending on the time recording method assigned to the employees and existing entries are considered by the system to determine if a workflow should be triggered upon submission of the time sheet.
    Below table shows the different default auto submission actions taken by the system with respect to given conditions and existing time sheet entries:

Time Recording Method Existing Entries / Conditions Action Taken
Positive Time Recording External Time Data (Imported Entries) Only Submit with Workflow
Absences Only + Full Work Schedule Covered Submit with Workflow
Absences Only + Full Work Schedule Not Covered No Action
Manual Entries Only No Action
Absences + Manual Entries No Action
Absences + External Time Data (Imported Entries) Submit with Workflow
Manual + External Time Data (Imported Entries) Submit with Workflow
Absences + External Time Data (Imported Entries)+ Manual Entries Submit with Workflow
No Entries No Action
Negative Time Recording System Generated Entries Only Auto approve
Absences Only Auto approve
Manual Entries Only Submit with Workflow
Absences + Manual Entries Submit with Workflow
Absences + System Generated Entries Auto approve
Manual Entries + System Generated Entries Submit with workflow
Absences + System Generated Entries + Manual Entries Submit with Workflow
No Entries Auto approve
Overtime Recording
 No Action

On-call times: are handled as attendance (manual or imported entry). Allowances are handled as manual entry.

You can find more details in blog post: Automatic Time Sheet Submission and Approval Capabilities in SAP SuccessFactors Time Tracking

See Also

Implementation of Time Sheet

Implementation of SAP SuccessFactors Time Tracking

Creating a Calendar for Automatic Time Sheet Submission and Approval

2778044 - Time Sheets Are Auto Submitted And Workflow Triggered

Keywords

tms, ttr, auto, submit, TLMTriggerTasks, trigger, task, job, Time Sheet, Workflow, Submit Time Sheet, Negative Time Recording, Positive Time Recording, Overtime Recording, TIM-35299, Automatic Submission, Workflow Processing, TIM-37649, TIM-34797, TIM-37849, TIM-37648, TIM-35299 , KBA , LOD-SF-EC-TMS , Time Sheet , LOD-SF-TTR , Time Tracking , How To

Product

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM Core all versions ; SAP SuccessFactors Time Tracking all versions