What teams see
- Work waits between read timesheets and validate period.
- Owners reconstruct status from Time tracking platform and Database.
HR
Timesheet exception workflow
Supervisors review every timesheet instead of receiving only missing entries, allocation problems and meaningful anomalies.
Business problem
Supervisors review every timesheet instead of receiving only missing entries, allocation problems and meaningful anomalies.
Why it happens
- No shared state spans Time tracking platform, Database, Microsoft Teams.
- Decision and exception rules are applied inconsistently.
Why it becomes expensive
- Capacity is consumed by coordination and rework.
- Late exceptions weaken visibility and service quality.
Business outcomes
- Shorter approve period cycle
- Fewer handoff and missing-information exceptions
- Clear ownership from read timesheets to approve period
- Inspectable decisions and recovery
Measurable KPIs
- Turnaround time: Elapsed time from read timesheets to approve period.
- Manual intervention rate: Share of items needing a person outside defined review conditions.
- Exception age: Time unresolved exceptions remain without a completed action.
- Successful completion rate: Share of valid workflow items completing without terminal failure.
How the workflow works
- Read timesheets — Accept and identify the timesheet exception workflow trigger. Time tracking platform
- Validate period — Execute validate period with validated sample data and an auditable result. Time tracking platform
- Check missing entries — Execute check missing entries with validated sample data and an auditable result. Database
- Compare allocation rules — Execute compare allocation rules with validated sample data and an auditable result. Microsoft Teams
- Identify anomaly — Execute identify anomaly with validated sample data and an auditable result. Time tracking platform
- Route supervisor exception — Execute route supervisor exception with validated sample data and an auditable result. Database
- Correct record — Execute correct record with validated sample data and an auditable result. Microsoft Teams
- Approve period — Execute approve period with validated sample data and an auditable result. Time tracking platform
- Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store
Integrations and ownership
- Time tracking platform: Provide workflow input
- Database: Lookup and update context
- Microsoft Teams: Receive controlled outcome
Human responsibility: People operations lead
Failure and recovery
Time tracking platform is temporarily unavailable.
Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.
Required data for validate period is malformed or missing.
Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.
The trigger or provider event is delivered more than once.
Return the existing execution identified by the idempotency key and do not repeat downstream business actions.
The human decision expires before completion.
Escalate to the configured substitute, retain the original request and record both expiry and reassignment.
When not to build this
- Monthly volume is too low to justify integrating Time tracking platform, Database, Microsoft Teams.
- An existing configured platform already handles timesheet exception workflow with adequate ownership and reporting.
- Reliable source data or supported API access is unavailable.
- No business owner has authority to define the decision and exception rules.
Related workflows
Intelligent inbound lead routingLeads arrive through disconnected forms, inboxes and campaigns and are assigned too slowly or to the wrong owner.Lead qualification and account-fit workflowSales representatives spend valuable time manually investigating prospects that do not match the commercial profile.Sales discovery to structured CRMImportant details from discovery calls and notes do not reach the CRM consistently, weakening follow-up and forecasting.