General (v10.xx)

General (v10.xx)


To access the Setup & Administration section of the Timesheets database, the Admin user must click on the gear icon  at the top-right corner of the screen and select [Timesheets] from the drop-down list.


General


Parameters in this section apply to the entire database.
  1. Select "General" from the contextual navigation menu.
  2. Open the ‘General’ document from the content window.



Miscellaneous tab



Fields Use

Input range from ... to ... To set the input range for the creation of Timesheets or Expense

report documents in order to prevent resources from creating timesheets starting before a given date, or too far in the future.


It is possible to:
  1. Leave both fields empty (no control will be performed),
  2. Define any of the two dates (allowing the creation of timesheets for any period in the past or future)
  3. Enter both dates to restrict the range.
Only the timesheet or expense report start date must belong to the defined interval.



Timesheets tab



Fields

Use

Workload unit

Defines the workload unit for task assignments.

This parameter should not be modified if there are existing timesheets in the databases. Modifying it may lead to unexpected results.

Range of authorized values per cell

Specifies the input range allowed in each cell of a 'Timesheet' document.

- Minimum: the minimum value allowed. A value of '0' means negative values are not allowed. Default is '-24'.

- Maximum: the maximum value allowed. Default is '24'.

Both values are expressed in the workload unit defined above.

Use two different timesheets on month change

Enables the creation of a second timesheet if the new month starts during the week.




Fields

Use

Approval mode

Defines whether timesheets must be submitted for approval.

If an approval mode is defined, the user must submit their timesheets for approval using the [Workflow > To be approved] menu option.

Approval mode options:

- None: The user changes the timesheet status to 'Completed' on their own, using the [Workflow > Complete] menu option.

- On the timesheets: Once a timesheet’s status is 'To be approved', the resource responsible for its approval can approve or deny it.

- On the details: Once timesheets are submitted for approval, project leaders will be responsible for approving the detail lines corresponding to their projects.

Approval by the team lead

This option is only available if ‘Approval mode' is set to ‘On the timesheets’. It specifies whether the resource’s team lead is responsible for approving their timesheets or if this task is delegated to resources with the [Approver] role.

- If set to 'Yes': Approval is done by the team lead defined in the resource’s profile document in the 'Resources' database. The team lead does not need to have the [Approver] role (any resource defined in the 'Resources' database can be a team lead). The resource document must be published into the 'Timesheets' database, and this parameter must be enabled in order to function properly.

- If set to 'No': Only resources with the [Approver] role can approve the timesheets.

Note: Resources with the [Approver] role can always approve any timesheet in the status 'To be approved'.

Update the actual workload of the assignments

This option is unavailable if 'Approval mode' is set to 'On the details'. In that case, the update of the actual workload occurs directly during detail approval by the project leader.

- After approval/ When completed: Time is pushed to the 'Projects' database only after the entire timesheet is approved or marked completed. Timesheet lines are not pushed to the 'Projects' database until the timesheet is approved or completed.

- Directly: Time is pushed into the 'Projects' database regardless of the status of the 'Timesheet' documents.

Update the final status of the assignments

This option is only available if ‘Update the actual workload of the assignments' is set to 'Directly'.

- After approval/When completed: If a task assignment is marked ‘Completed’ in a timesheet, it will be only be considered completed once the timesheet is approved or completed. This prevents tasks from being marked completed before approval.

- Directly: If a task assignment is marked ‘Completed’ in a timesheet, it is taken into account regardless of the status of the 'Timesheet'.

Type of automatic generation

The default type used by the 'Automatic generation of generation timesheets' agent.

- If the option 'Use the default value of each user' is set to Yes, the agent uses the value chosen by each user. If the user has not set a default value, the general value will be used.




To automate unavailability time reporting, you need to assign the relevant tasks from you Global Company Project to the unavailability type.


Expense reports tab


Fields Use

Default currency Symbol of the default currency. This is not used in the Timesheets database but retained for potential future use. The list of options comes from the currencies defined in the General setup document of the 'Portfolio' database. This field is mandatory.

Reference currency Symbol of the reference currency, displayed by default in all database views showing amounts. The list of options comes from the currencies defined in the 'General' setup document of the 'Portfolio' database. This field is mandatory.

Other currencies List of currencies for use in the Timesheets database (e.g., in the Expense report documents). The list of options comes from the 'Other currencies' field in the 'General' setup document of the 'Portfolio' database. The default currency is automatically included in this list.

Approval mode             Defines whether expense reports must be submitted for approval. General setup document of the 'Portfolio' database. This field is mandatory.

If an approval mode is defined, the user must change the status of their expense report using the [Workflow > To be approved] menu option.

- None: Users can mark expense reports as 'Completed' using the [Workflow > Complete] menu option.

- On the expense reports: If an expense report's status is 'To be approved', the assigned approver can approve or deny the document.

- On the details: Project leaders can approve or deny the expense details for their projects in expense reports marked 'To be approved'.

Approval by team lead This option is only available if 'Approval mode' is set to 'On the expense reports'. It is used to indicate whether the resource’s team lead is responsible for approving their expense reports or if this task will be delegated to resources with the [Approver] role.

- 'Yes': The team lead specified in the resource’s profile document in the 'Resources' database is responsible for approving expense reports. Team leads do not require the [Approver] role. Any resource in the 'Resources' database can be defined as another resource’s team lead. The resource document must be published into the 'Timesheets' database, and this parameter must be enabled for the approval method to function properly.

'No': Only resources with the [Approver] role can approve expense reports.

Regardless of the option selected, resources with the [Approver] role can always approve any expense report with a status of 'To be approved'.

Expense types List of expense types for use in the Timesheets database (e.g., in the List of the types of expenses to be used in the expense reports). This is a Keywords selection field.




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