Professional Documents
Culture Documents
1 User Guide
With Management and Accounting
Extensions
v2.1 MA
Table of Contents
1
Overview ............................................................................................................. 9
Enter Your Time-Track for the Current Week ...................................................... 9
Enter and Modify Your Time-Track for the Selected Date/Week .........................17
View Your Time-Track for a Selected Month ......................................................19
Delete Reported Time-Track ..............................................................................20
Remove Tasks From the Enter Time-Track Interface .........................................20
Complete Tasks From the Enter Time-Track Interface .......................................22
Enter and Modify Time-Track of Other Users .....................................................23
Overview ............................................................................................................26
Lock Time-Track History.....................................................................................26
Unlock Time-Track History .................................................................................27
Overview ............................................................................................................29
Browse Active Projects and Customers ..............................................................30
Edit Project & Customer Descriptions .................................................................32
Create New Customer ........................................................................................32
Create New Project ............................................................................................34
Edit Information of Active Customers..................................................................36
Edit Information of Active Projects ......................................................................37
Archive Projects & Customers ............................................................................39
Browse Archives.................................................................................................40
Edit Information of Archived Customers..............................................................41
Edit Information of Archived Projects ..................................................................42
Restore Projects & Customers from Archives .....................................................43
Delete Projects & Customers..............................................................................44
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Overview ............................................................................................................45
Browse Open Tasks ...........................................................................................46
Edit Task Deadline When Browsing Open Tasks................................................49
Edit Task Description When Browsing Open Tasks ............................................49
Create New Tasks ..............................................................................................50
View Open Task .................................................................................................55
Add and Edit Comments for an Open Task ........................................................56
Edit Open Task...................................................................................................57
Complete Tasks .................................................................................................59
Browse Completed Tasks ...................................................................................60
View Completed Task.........................................................................................62
Edit Completed Task ..........................................................................................63
Re-open Tasks ...................................................................................................65
Delete Tasks ......................................................................................................65
Report Description..............................................................................................68
Generate Staff Output Report (HTML Format) ....................................................70
Export Report Data in CSV Format.....................................................................72
Report Description..............................................................................................74
Generate Time-Track In Detail Report (HTML format) ........................................77
Export report data in CSV format ........................................................................80
Report Description..............................................................................................82
Generate Estimated vs. Actual Time Report (HTML format) ...............................84
Export Report Data in CSV Format.....................................................................87
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12 Billing Report................................................................................................... 98
12.1 Report Description..............................................................................................98
12.2 Generate Billing Report (HTML Format) ...........................................................101
12.3 Export Report Data in CSV Format...................................................................103
Overview ..........................................................................................................130
Create New Report Configuration .....................................................................130
Load Report Configuration ...............................................................................131
Update Report Configuration ............................................................................131
Delete Report Configuration .............................................................................132
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Overview ..........................................................................................................134
Browse Billing Types ........................................................................................134
Create New Billing Types .................................................................................135
Set the Default Billing Type ..............................................................................136
Edit Billing Type................................................................................................137
Change Order of Billing Types ..........................................................................138
Delete Billing Type ...........................................................................................138
Overview ..........................................................................................................139
Browse Leave Types ........................................................................................140
Create Leave Type ...........................................................................................141
Edit Leave Type Parameters ............................................................................142
Change Order of Leave Types .........................................................................144
Delete Leave Type ...........................................................................................144
Overview ..........................................................................................................145
Browse System Users ......................................................................................146
Create New User ..............................................................................................147
Edit User Information and Access Rights..........................................................152
Update User's Password ..................................................................................155
Modify Own Information and/or Password ........................................................155
Disable User Account .......................................................................................156
Enable User Account ........................................................................................156
Delete User ......................................................................................................157
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Getting Started
This section describes initial data setup up to the point when you are ready to start registering work time
with actiTIME.
Please note that this section does not describe the installation procedure. There is an
Administration Guide dedicated for this. It is assumed that you have just installed actiTIME.
Initial data setup consists of the following steps:
Create tasks
After completion of these steps you and your colleagues will be ready to start entering time-track.
You can skip this step and configure general setting later. However it would be a good idea to
spend a minute and at least review the default configuration.
To configure general system settings follow the instructions listed in the Adjust General System Settings
section.
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By changing the task project, you can move the selected task between registered projects.
By changing the project customer, you can move the selected project between registered
customers.
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Now you can start collecting time expenses for the added tasks. For description of how to enter timetrack see the following sections:
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2.1 Overview
Registration of time expenses consists of the following activities:
Time-track is actiTIME's term used to refer to working time submitted and stored in the system.
To access the interfaces for entering time-track use the 'Enter Time-Track' option of the top-level menu
'Time-Track'.
To access the interfaces for browsing your time-track use 'View My Time-Track' option of the top-level
menu 'Time-Track'.
Users should have 'Enter Time-Track' access right to access interfaces for entering and modifying their
time-track and 'Modify Time-Track of Other Users' access right to be able to enter and modify time-track of
other system users. Note that the users who do not have any of these rights will not see these interfaces at
all.
Note that users who do not have 'Modify Time-Track of Other Users' access right can view the
time-track submitted by other users in the system reports (see section Reporting).
Click 'Enter Time-track' option in the top-level menu 'Time-Track' to open the Enter Time-Track
interface.
The interface will be pre-set to the current week. If there is some time-track stored for the current
week, it will be shown in the interface.
Note that every time you open the interface Enter Time-Track using actiTIME menu it
(interface) is pre-set to the current week.
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2.
Click 'Insert existing tasks' link above the table. This will open 'Insert Existing Tasks to the Enter
Time-Track Page' pop-up window. By default this window will show all open tasks available for
you.
Figure 2-2 Insert Existing Tasks to the Enter Time-Track Page pop-up window
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If this list contains too many tasks, you can filter tasks by customers, projects, and/or task names.
To filter tasks by customers and projects, select customers and/or projects you are working on in
the customer and project selector:
To filter tasks by task names enter the first letters of the words contained in task names in the
'Filter Tasks by Name' field. For example, you may enter 'des' to find tasks containing word
'design' in their names.
Note that in this case task list will also contain tasks with words 'destination', 'description',
'desired', etc. To narrow the search results enter more letters of the words to find.
You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case
the system will show the tasks which names contain all the specified words.
3.
Select tasks you want to enter time-track for by setting the corresponding checkboxes.
4.
Click 'Add Selected Tasks to the List' button. This will show the selected tasks in the Enter TimeTrack interface and close the pop-up window.
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Click 'Create new tasks' link above the table. This will open 'Create New Tasks' pop-up window.
2.
Enter parameters of the tasks to create (see section Task Management: Create New Tasks for
more information).
3.
Click 'Create Tasks' button. This will create new tasks, add them to the Enter Time-Track
interface, and close the pop-up window.
Tasks added to the Enter Time-Track interface will be available for entering time-track until they are
completed or until you remove them from the list (see section Remove Tasks from the Enter TimeTrack Interface for more information).
Note that you do not have to select tasks each time you are going to enter some time-track.
When you open this interface again, the selected tasks will be automatically shown ready for
entering time.
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In both formats whole hours can be entered as HH. For example, 8 hours can be entered as '8', or as
'8:00', or as '8.0'.
Note that 'Week Total' row shows total time reported for the week as well as total time reported
for each day of the week.
4.
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Enter a comment and click 'OK' button. If you decided not to add a new comment click 'Cancel'
button.
Note that comments (as well as spent time) are stored in the system only when you submit
them by clicking 'Save Changes' button. If you enter some comments and then leave the
interface without saving time-track, all your modifications will be lost.
5.
Select leave type in the drop-down, enter leave time, and click 'OK' button to close the panel. If you
decided not to enter leave time, click 'Cancel' button.
For each day you can enter time for one leave type only.
Only planned leaves are available for time entry for future dates. If there are no planned leaves
registered in the system, option for entering leave time for future dates will be disabled.
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Note that information on leave time is stored in the system only when you submit it by clicking
'Save Changes' button. If you leave the Enter Time-Track interface without saving the
changes, all your modifications will be lost.
6.
If overtime/undertime tracking is enabled and you are allowed to enter overtime/undertime information
manually, you can specify overtime/undertime in addition to the spent time.
When undertime tracking is turned OFF in the general system settings, the system collects
overtime information only. So the Enter Time-Track interface will show (and allow to enter)
overtime information only.
There are two ways how you can enter overtime/undertime for a day:
1.
2.
Rules applied when calculating overtime/undertime automatically are described in the section
Reporting: Overtime & Leaves Report: Report Description.
Note that overtime value cannot be greater than hours worked reported for the corresponding
date.
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By default overtime/undertime fields are filled in with 'auto' value. If overtime/undertime is not specified
it is considered to be 0:00.
7.
Complete the tasks you have finished working on. See section Complete Tasks from the Enter
Time-Track Interface for more information.
You can complete tasks only if you have 'Manage Customers, Projects, and Tasks' access
right.
On time task completion will help you to shorten your task list shown in Enter Time-Track
interface.
When you are ready, save the time-track by clicking 'Save Changes' button at the bottom of the
interface. The system will store the entered time and show you the Enter Time-Track interface with a
confirmation message.
2.3 Enter and Modify Your Time-Track for the Selected Date/Week
To modify your time-track for the selected date/week follow the instructions below:
1.
Select the week in the Enter Time-Track interface using the calendar in the top right corner of the
page. Clicking a date in the calendar selects the week this date belongs to.
See section Enter Your Time-Track for the Current Week for information on how to get to Enter
Time-Track interface.
2.
Click the date to modify the time-track for on the View My Time-Track interface. This will open the
Enter Time-Track interface pre-set to the week this date belongs to.
See section View Time-Track for a Selected Month for information on how to get to the View My
Time-Track page.
Interface Enter Time-Track will show the time reported for the days of the selected week. The timetrack reported for open tasks will be editable. The time-track reported for completed tasks as well as
time-track reported for locked dates will not be editable.
2.
Modify the time-track data reported for the open tasks. If necessary, you can add the tasks to enter
time-track for to the interface.
For the description of how to select tasks to enter time-track for and how to enter time-track see the
section Enter Your Time-Track for the Current Week.
If you want to delete some previously reported time-track, just clear the time reported for the task on
the corresponding date.
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Note that the time reported for completed tasks and locked dates cannot be modified.
If you need to modify time-track for a completed task, re-open this task before doing the timetrack modification (see section Re-open Tasks for more information).
If you need to modify time-track for a locked date, unlock this date before doing the time-track
modification (see section Unlock Time-Track History for more information).
3.
Enter new and modify existing comments reported for open tasks.
To enter/edit a comment for a task for a particular date click an icon located in the corresponding cell.
This will open a pop-up window for entering comments.
Enter a comment and click 'OK' button. To discard the modifications click 'Cancel' button.
Note that comments (as well as spent time) are stored in the system only when you submit
them by clicking 'Save Changes' button. If you enter some comments and then leave the
interface without time-track submission, all your modifications will be lost.
4.
5.
Update overtime/undertime for the days with updated time-track data (optionally).
If overtime tracking is enabled and you are allowed to enter overtime/undertime information manually,
you can specify overtime in addition to the spent time. See the section Enter your time-track for the
current week for information on how to do that.
Note that overtime/undertime values are not updated automatically when you update time
spent for open tasks.
If overtime/undertime value specified for a day differs from the automatically calculated value,
it is marked with an exclamation mark. However all overtime modifications you should do by
yourself.
If overtime/undertime is not specified it is considered to be 0:00.
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When you are ready, save your modifications by clicking 'Save Changes' button at the bottom of
the interface. The system will store the entered time and show you the Enter Time-Track interface with
a confirmation message.
By default the interface shows the time-track reported for the current month on by-date basis. The dates
are sorted in the reverse chronological order. The topmost date is either today or the latest date with the
entered leave time.
For each date time-track is shown on a by-task basis. If some time is reported for a task on a date, the
interface will present you the following information about this task:
Task name
Name of the customer the task belongs to
Name of the project name the task belongs to
Time reported for the task
Comments reported for the task
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The dates are clickable. Clicking a date opens the Enter Time-Track interface allowing to modify the timetrack reported for the corresponding date. For more information see section Enter and Modify Your TimeTrack for the Selected Date/Week.
To view your time-track reported for a past month use the drop-down located near the interface title.
Removing tasks from the Enter Time-Track interface does not mean their deletion from the
system.
Tasks removed from the Enter Time-Track interface will be kept in the system, so you will be
able to add them to the Enter Time-Track interface again.
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To remove tasks from the Enter Time-Track interface follow the instructions below:
1.
If you do not have 'Manage Customers, Projects, and Tasks' access right, just click on the button
located to the right of the task row you want to remove:
2.
Click the 'Save Changes' button at the bottom of the interface. The system will save all your time-track
modifications and remove the selected tasks from the interface.
If there is some time-track data entered for the selected week for the task to remove, the
system will delete this time-track data when removing the selected tasks from the interface.
However please note that time-track data reported for this task for other weeks will be kept.
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Note that you cannot manually remove completed tasks from the Enter Time-Track interface. Instead the
system automatically hides completed tasks when the selected week does not contain any time-track
reported for them. See also section Task Management: Complete Tasks.
Also you cannot manually remove tasks from the Enter Time-Track interface when there is locked timetrack reported for them for the currently selected week. To remove these tasks from interface select a
week which does not contain locked time-track.
If you have 'Manage Customers, Projects, and Tasks' access right, you can complete and reopen tasks directly from the Enter Time-Track interface.
To complete tasks from the Enter Time-Track interface follow the instructions below:
1.
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Click 'Save Changes' button at the bottom of the interface. The system will save all your time-track
modifications and complete the selected tasks.
Time and comments reported for the completed tasks will become not editable. If there is no time
reported for a completed task for the selected week, this task will automatically disappear from the
page.
Tasks completion date will be set to the date of the last time-track reported for each task. If no time
and comments were reported for a task, it will be marked as completed directly on the date of the
completion.
In case you need to re-open a completed task, shown on the Enter Time-Track interface, select the task
to re-open and click 'Re-open' button located to the right of the task row.
Select the user whose time-track you would like to modify in the drop-down list on the top of 'Enter
Time-Track' interface. See section Enter Your Time-Track for the Current Week for information on
how to access this interface.
The drop-down with user list is shown in the interface only when you have 'Modify Time-Track
of Other Users' access right.
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Figure 2-19 The drop-down with user list on the top of the 'Enter Time-Track' interface
Once you have selected a user, actiTIME will reload the interface with her time-track for the selected
week.
Note the different interface colors indicating that you are modifying time-track and comments
for another user.
Figure 2-20 The 'Enter Time-Track' interface after you have selected a user
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Now you can enter and modify time-track for the selected user similarly to the way you enter and
modify your own time-track. For more information see the following sections:
3.
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To return to your time-track click the 'Back to my time-track' link in the top part of the interface or
select the 'Me' option in the drop-down with user list.
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3.1 Overview
You can protect reported time expenses from modification by locking the selected time periods. Time-track
reported for a locked time period becomes not modifiable for all system users.
In case you need to modify the locked time-track, you can unlock the locked time periods.
There are two (2) access rights defined for locking and unlocking the time-track:
You must have at least one of these access rights to be able to lock and unlock time-track history.
To access the interface for locking and unlocking time periods use 'Lock Time-Track' option of the top-level
menu 'Time-Track'.
Select 'Lock Time-Track' option in the top-level menu 'Time-Track' to open Lock Time-Track interface.
Time period to lock is automatically pre-configured as follows:
The "From" date is pre-configured with the first not locked date.
If the history of locked time periods is empty, date "From" is pre-configured to include all
time-track reported before the specified "To" date.
The date in the "To" field is that of yesterday (if yesterday is not locked), or that of today (if
yesterday is locked).
The bottom part of the interface shows the history of already locked time periods. For each locked
time period the following information is shown:
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2.
3.
Click 'Lock Time-Track' button. The system will lock the time period and reload the interface with the
updated history of locked time periods.
Time-track reported for the locked time period becomes not modifiable for all system users. See section
Unlock Time-Track History for information how to unlock the locked time periods.
Select 'Lock Time-Track' option in the top-level menu 'Time-Track' to open Lock Time-Track interface.
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To access Lock Time-Track interface you must have one of the following access rights:
2.
Click 'Unlock the last locked time period' link above the table listing the locked time periods.
You will be asked to confirm unlocking. If you confirm it, the system will unlock the last locked time
period and remove the corresponding record from the history of the locked time periods.
If you need to unlock several locked time periods, unlock them one after another.
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4.1 Overview
Project & Customer management includes the following activities:
Note that in User Guide the default names for the time-track hierarchy levels are used:
You can change the default names of the hierarchy levels in the general system settings. See the
Adjust General System Settings section for more information.
To access the interfaces for Project and Customer Management use top-level menu option 'Tasks'.
There are two (2) access rights defined for Project and Customer Management:
Users who have 'Manage Customers, Projects & Tasks' access right can access all system interfaces
related to task, project, and customer management. Grant this access right to those users who are
responsible for project/task management in your organization. For example, you can grant them to project
managers.
Users who have 'Enter Time-Track' access right only are allowed to browse tasks and modify task
comments, but are not allowed to modify other task information. Moreover such users will not see the
project & customer management interfaces at all.
Note that users having none of these access rights will not see any of the task, project & customer
management interfaces.
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See User Management section for information on how to grant access rights to system users.
By default this interface lists all active customers and projects registered in the system. The list is sorted
alphabetically by customer name and then by project name.
If you want to browse projects related to a particular customer, select this customer in the top part of the
interface and then click 'Show' button.
Active Projects & Customers interface provides you with brief description of active projects and customers.
For each customer/project this information includes:
Customer/Project name
Clicking a customer name opens Edit Customer Information interface (see section Edit
Information of Active Customers). Clicking a project name opens Edit Project Information
interface (see section Edit Information of Active Projects).
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You can switch pages by clicking the links under the customer/project list. To change the number of
customers simultaneously shown on one page select the corresponding option in the 'Show XX customers
on a page' drop-down under the list.
If you do not want the projects to be shown in the interface, unselect 'Show projects' checkbox in the top
part of the interface and then click 'Show' button. After that the interface will list customers only.
Click the description icon shown next to the name of the corresponding customer/project. This will
open a pop-up window for editing the description:
2.
Enter (or edit) the description. Size of description shall be less than 2000 characters.
3.
If you decided not to modify the selected description, click the 'Cancel' button. The system will discard the
modifications and close the pop-up window.
You can create new customers simultaneously with adding new tasks. See section Create
New Tasks for more information on how to do that.
To create a new customer from Active Projects & Customers interface follow the instructions below:
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Click 'Create New Customer' button on Active Projects & Customers interface to open Create New
Customer interface. For information how to get to the Active Projects & Customers interface see
section Browse active projects and customers.
2.
Enter customer information. The information in the fields marked with a red asterisk is mandatory.
Information that can be specified for a new customer includes:
Customer name
Customer name shall be unique among the registered customers. Verification of uniqueness is
case-insensitive. So customer names 'Actimind, Inc' and 'actimind, inc' will be considered as the
same.
Description
Size of customer description shall be less than 2000 characters.
3.
4.
When you are ready, submit the page by clicking 'Create Customer' button at the bottom of the
interface.
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The system will register a new customer with the specified parameters and show you an interface
according to your selection.
If you decided not to register a new customer, click 'Cancel' button at the bottom of the page. The system
will discard all the information entered in the interface and show you Active Projects & Customers
interface.
You can create new projects simultaneously with adding new tasks. See section Create New Tasks
for more information on how to do that.
To create a new project from Active Projects & Customers interface follow the instructions below:
1.
Click 'Create New Project' button located in the top part of the interface
The customer selected in the top part of Active Projects & Customers interface before the click
will be automatically pre-selected in the Create New Project interface.
Find a customer you want to register a new project for and click 'add project' link shown next to
the customer name.
The corresponding customer will be automatically pre-selected in the Create New Project
interface.
For information on how to get to the Active Projects & Customers interface see section Browse Active
Projects and Customers.
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2.
3.
Enter project information. The information in the fields marked with a red asterisk is mandatory.
Information that can be specified for a new project includes:
Project name
Project name shall be unique among the projects registered for the selected customer.
Verification of uniqueness is case-insensitive. So project names 'Corporate Web Site' and
'corporate web site' will be considered as the same.
Description
Size of project description shall be less than 2000 characters.
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Project team
Select users that should have access to this
project tasks
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Note that users having access rights "Manage Users" and/or "Manage Customers,
Projects, and Tasks" always have access to all projects of all customers
4.
5.
When you are ready, submit the page by clicking 'Create Project' button at the bottom of the interface.
The system will create a new project, associate it with the selected customer, and show you an
interface according to your selection.
If you decided not to create a new project, click 'Cancel' button at the bottom of the page. The system will
discard all the information entered in the interface and show you Active Projects & Customers interface.
Click a customer name on the Active Projects & Customers page to open Edit Customer Information
interface. For information on how to get to the Active Projects & Customers interface see section
Browse Active Projects and Customers.
2.
Modify customer information. The fields marked with a red asterisk are mandatory.
Customer information that can be modified includes:
Customer name
Customer name shall be unique among the registered customers. Verification of uniqueness is
case-insensitive. So customer names 'Actimind, Inc' and 'actimind, inc' will be considered as the
same.
Description
Size of customer description shall be less than 2000 characters.
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3.
If you are going to archive this customer, select 'Archive this customer after saving changes'
checkbox.
4.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will
save your modifications and show you Active Projects & Customers interface.
If you selected to archive the selected customer, it will be archived along with all its projects. If
customer projects contain open tasks, these tasks will be automatically marked as completed.
Customers and projects that were archived can be browsed on the Archived Projects &
Customers interface (see section Browse Archives).
If you decided not to edit the selected customer, click 'Cancel' button at the bottom of the page. The
system will reject all modifications of customer information and show you Active Projects & Customers
interface.
Click a project name on the Active Projects & Customers interface to open the Edit Project Information
interface. For information on how to get to the Active Projects & Customers interface see section
Browse Active Projects and Customers.
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2.
Modify project information. All the fields marked with a red asterisk are mandatory.
Project information that can be modified includes:
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Project name
Project name shall be unique among all projects registered for the selected customer (active and
archived). The check for uniqueness is case-insensitive. So project names 'Corporate Web Site'
and 'corporate web site' will be considered as the same.
Description
Size of project description shall be less than
2000 characters.
Note that users having access rights "Manage Users" and "Manage Customers, Projects,
and Tasks" always have access to all projects of all customers.
3.
If you are going to archive this project, select 'Archive this project after saving changes' checkbox.
4.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will
save your modifications and show you Active Projects & Customers interface.
If you selected to archive the selected project, all open tasks associated with this project will
be automatically marked as completed.
Customers and projects that were archived can be browsed on the Archived Projects &
Customers interface (see section Browse Archives).
If you decided not to edit the selected project, click 'Cancel' button at the bottom of the page. The system
will reject all modifications of the project information and show you the Active Projects & Customers
interface.
Go to Active Projects & Customers interface (see section Browse Active Projects and Customers for
information on how to get to this page).
2.
Select projects and customers to archive. To do that set corresponding checkboxes in the rightmost
table column.
When you select a customer to archive, customer's projects are automatically selected along
with the customer.
If you want to select all customers and projects shown on the page, click the 'All' link in the header of
'Select Customers & Projects' column.
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If you want to unselect all selected customers and projects, click 'None' link in the header of 'Select
Customers & Projects' column.
3.
Click 'Archive Selected' button at the bottom of the page. The system will archive the selected
customers and projects and show you Active Projects & Customers interface.
All open tasks of the projects selected for archiving will be automatically marked as completed.
Customers and projects that were archived can be browsed on the Archived Projects & Customers
interface (see section Browse Archives for information on how to get to this page).
If you want to browse projects related to a particular customer, select this customer in the top part of the
interface and then click 'Show' button.
Archived Projects & Customers interface provides you with brief description of archived projects and
customers. For each customer/project this information includes:
Customer/Project name
Clicking a customer name opens Edit Customer Information interface (see section Edit
Information of Archived Customers).
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Clicking a project name opens Edit Project Information interface (see section Edit Information of
Archived Projects).
An archived project can be associated with an active customer. In this case word 'active'
is shown in brackets after the customer name.
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See section Browse Archives for information on how to get to the Archived Projects & Customers interface.
See section Edit Information of Active Customers for the detailed description of editing customer
information.
If you select option to restore the customer from archives, the system will restore customer after
saving changes. However all customer projects will be kept archived.
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Go to Archived Projects & Customers interface (see section Browse Archives for information on how
to get to this page).
2.
Select projects and customers to restore. To do that select corresponding checkboxes in the rightmost
table column.
When you select a project to restore, the project's customer is automatically selected along
with the project (if this customer is not already active).
If you want to select all customers and projects shown on the page, click 'All' link in the header of
'Select Customers & Projects' column.
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If you want to unselect all selected customers and projects, click 'None' link in the header of the
'Select Customers & Projects' column.
3.
Click 'Restore Selected From Archives' button at the bottom of the page. The system will restore the
selected customers and projects from archives and show you Archived Projects & Customers
interface.
Customers and projects that were restored from archives can be browsed on the Active Projects &
Customers interface (see section Browse Active Projects and Customers for information on how to get to
this page).
Select projects and customers to delete either in the Active Projects & Customers or in the Archived
Projects & Customers interface. To do that set corresponding checkboxes in the rightmost table
column.
If you want to select all customers and projects shown on the page, click 'All' link in the header of
'Select Customers & Projects' column.
If you want to unselect all selected customers and projects, click 'None' link in the header of 'Select
Customers & Projects' column.
2.
Click 'Delete Selected' button at the bottom of the page. The system will delete the selected
customers and projects along with all their tasks and time-track reported for them.
Be careful when deleting customers and projects. This action cannot be undone.
When you delete a project with tasks and reported time-track, all this information is deleted
permanently. After deletion it will no longer be available in the system reports.
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Task Management
5.1 Overview
Task management includes the following activities:
Note that in User Guide the default names for the time-track hierarchy levels are used:
You can change the default names of the hierarchy levels in the general system settings. See the
Adjust General System Settings section for more information.
To access the interfaces for Task Management use top-level menu option 'Tasks'.
There are two (2) access rights defined for Task, Project, and Customer Management:
Users who have 'Manage Customers, Projects & Tasks' access right can access all system interfaces
related to task, project, and customer management. Grant this access right to those users who are
responsible for project/task management in your organization. For example, you can grant them to project
managers.
Users who have 'Enter Time-Track' access right only are allowed to browse tasks and modify task
comments, but are not allowed to modify other task information. Moreover such users will not see the
project & customer management interfaces at all.
Note that users having none of these access rights will not see any of the task, project & customer
management interfaces.
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See User Management section for information on how to grant access rights to system users.
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If you want to browse open tasks that are associated with specific customers and/or projects, select
the corresponding customers and projects in the filter located above the task list:
Select checkbox near a customer name to get all open tasks of all active projects of this customer
When you select a customer all its projects are automatically selected. When you deselect a customer, selection is cleared from all customer projects as well.
Select checkbox near a project name to get all tasks that are currently open for the selected
project.
To select all customer projects but one, select the corresponding customer and then
unselect the project you do not want to view.
In addition to filtering tasks by customers and projects, you can filter tasks by words contained in their
names.
To filter tasks by words contained in task names enter the first letters of these words in the 'Filter
Tasks by Name' field. For example, you may enter 'des' to find tasks containing word 'design' in
their names.
Note that in this case task list will also contain tasks with words 'destination', 'description',
'desired', etc. To narrow the search results enter more letters of the words to find.
You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case
the system will show the tasks which names contain all the specified words.
After you configured the filter, click 'Apply Filter' button.
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Open Tasks interface provides you with brief description of open tasks. For each of the tasks shown this
information includes:
Total time spent on the task as well as date of the last time-track submission may be hidden in
the interface if option 'Do not display reported time and comments of other users on pages
with detailed task information' is set in the system settings. See Adjust General System
Settings section for more information.
Task names, deadlines, and description icons are clickable:
Clicking a task description icon opens a pop-up window for editing the corresponding task
description.
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Click a deadline you want to edit. This will open a pop-up window for editing the deadline:
2.
3.
If you decided not to modify the selected deadline, click 'Cancel' button. The system will discard the
modifications and close the pop-up window.
Click the description icon shown next to the name of the corresponding task. This will open a pop-up
window for editing the description:
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2.
3.
If you decided not to modify the selected description, click 'Cancel' button. The system will discard the
modifications and close the pop-up window.
You can create new customers and projects when creating new tasks.
To create new tasks follow the instructions below:
1.
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2.
Figure 5-6 Create New Tasks page when '-- new customer --' option is selected
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To create a new customer select '-- new customer --' option in the 'Customer' drop-down and
enter a name of the customer to create.
3.
Figure 5-7 Create New Tasks page when '-- new project --' option is selected
If you selected to create a new customer on the previous step, you will be required to specify a
name of a new project to add tasks for.
4.
Task name
Task name shall be unique among the tasks registered in the selected project. The check for
uniqueness is case-insensitive. So task names 'User Management Interfaces' and 'user
management interfaces' will be considered as the same.
Time Estimate
Enter time estimate in the format hh:mm or
##.##. The entered value will be used for
calculations in the Estimated vs. Actual Time
Report.
You can leave this field blank. This will mean that you do not need to control budget
variance for this task.
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Deadline
Task deadline is shown in the Enter Time-Track interface. Fill in deadline, if you want to inform
task executors about it via actiTIME interfaces.
The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD,
YYYY", "MM/DD/YY", etc. So you can enter deadline using almost any date format you
like.
Billing type
Select one of the registered billing types.
By default billing type for all new tasks is pre-set to the default billing type configured for the
system (see section Billing Type Management for information on how to set the default billing
type).
Description
To enter a description for a task click an icon located next to the task name. This will open a popup window for entering description:
Enter a description and click 'OK' button. Size of task description shall be less than 2000
characters.
If you decided not to add a description click 'Cancel' button.
Note that if you specified a deadline and/or description for a task, you will be required to
enter a task name as well.
If you are granted the "Enter Time-Track" access right, you can mark tasks that should
be automatically added to your Enter Time-Track interface once they are created.
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Instead of entering tasks information manually you can copy it form an existing project.
To do that click 'Import tasks from other project' link located over the tasks table. This will open the
Import Tasks From Other Project pop-up window:
Figure 5-9 Pop-up window for selection of a project to copy tasks information from
Select a project to copy tasks information from and then click 'Import Tasks' button. This will copy
tasks information from the selected project and add it to list of tasks to create.
5.
When you are ready, submit the page by clicking 'Create Tasks' button at the bottom of the interface.
The system will create new tasks with the specified parameters and show you the Open Tasks
interface.
Tasks selected in the column 'Add to My Time-Track' will be automatically added to your Enter
Time-Track interface.
If you decided not to add new tasks, click 'Cancel' button at the bottom of the page. The system will
discard all the information entered in the interface and show you the interface from where you got to the
Create New Tasks interface.
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Figure 5-11 Time-Track Summary sub-section with different combinations of estimated and spent time
Information about task executors as well as time-track summary, time-track, and comments of
other users may be hidden in the interface if option 'Do not display reported time and comments of
other users on pages with detailed task information' is set in the system settings. See the Adjust
general system settings section for more information.
If selected task is not listed on your Enter Time-Track page, you can add it there by clicking the link
'list this task on your Enter Time-Track page' shown after the task status.
2.
To enter comments for an existing time report click either 'enter comment' or 'edit your comment' link
(if some comment already exists) in the corresponding time report row.
If you need to add a comment to the selected task, but you did not report any time-track for this task,
click 'Enter Comment for Today' link located over the table with time-track and comments.
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3.
4.
If you decided not to modify/enter task comments, click 'Cancel' button. The system will discard the
modifications and close the pop-up window.
Open the interface 'View Open Task' for the corresponding task (see section View Open Task).
2.
Click 'Edit Task Parameters' link to get to the Edit Open Task interface.
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3.
Modify task information. Fields marked with a red asterisk are mandatory.
Information that can be modified for an open task includes:
Task name
Task name shall be unique among the tasks registered in the selected project. The check for
uniqueness is case-insensitive. So task names 'User Management Interfaces' and 'user
management interfaces' will be considered as the same.
Time Estimate
Enter time estimate in the format hh:mm or
##.##. The entered value will be used for
calculations in the Estimated vs. Actual Time
Report.
You can leave this field blank. This will mean that you do not need to control budget
variance for this task.
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Deadline
Task deadline is shown in the Enter Time-Track interface. Fill in the deadline, if you want to
inform task executors about it via actiTIME interfaces.
Billing type
Select one of the registered billing types.
4.
Description
5.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page.
The system will store the modifications made in the interface and show you either the View Open Task
interface or the Open Tasks interface (depending on the selection made on the previous step).
Click 'Cancel' button at the bottom of the page, if you decided not to edit the selected task. The system will
reject all the modifications of task information and show you the View Open Task interface.
Go to the Open Tasks interface (see section Browse Open Tasks for information on how to get to this
page).
2.
Select tasks to complete. To do that set the corresponding checkboxes in the rightmost table column.
If you want to select all open tasks shown on the page, click 'All' link in the header of 'Select Tasks'
column.
If you want to unselect all selected tasks, click 'None' link in the header of 'Select Tasks' column.
3.
Click 'Complete Selected Tasks' button at the bottom of the page. The system will complete the
selected tasks and show you the Open Tasks interface.
Tasks completion date will be set to the date of the last time-track reported for each task. If no time
and comments were reported for a task, its completion date will be set to the date of task completion.
You can also complete the tasks you are working on directly from the Enter Time-Track
interface (see section Complete Tasks From the Enter Time-Track Interface).
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You can edit task completion date in the Edit Completed Task interface (see section Edit
Completed Task for more information).
Tasks that were completed can be browsed on the Completed Tasks interface (see section Browse
Completed Tasks for information on how to get to this page).
By default the interface is configured to show all completed tasks for all active customers and projects.
To browse all completed tasks registered in actiTIME select 'All projects of all customers (active and
archived)' option in the filter by customers and projects.
If you want to browse completed tasks that are associated with particular customers and/or projects,
select the corresponding customers and projects in the filter:
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Select checkbox near a customer name to get all completed tasks of this customer projects
When you select a customer all its project are automatically selected. When you de-select
a customer, selection is cleared from all customer projects as well.
Select checkbox near a project name to get all completed tasks of this project.
To select all customer projects but one, select the corresponding customer and then deselect the project you do not want to see.
To see archived customers and projects in the customers and projects selector, select 'Show
archived customers and projects...' checkbox above the list of customers and projects.
If you select a customer when option 'Show archived customers and projects...' is not
selected, tasks of the archived projects of this customer will not be shown.
Specify the 'from date' and the 'to date' if you want to browse tasks that were completed
within the specified date range
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Specify only the 'from date' if you want to browse tasks that were completed on the specified
date and later
Specify only the 'to date' if you want to browse tasks that were completed on the specified
date and before it
If you do not want to filter tasks by their completion dates, leave both 'from' and 'to' dates
unspecified
The Completed Tasks interface provides you with brief description of completed tasks. For each of the
tasks shown this information includes:
Total time spent on the task may be hidden in the interface if option 'Do not display reported time
and comments of other users on pages with detailed task information' is set in the system settings.
See the Adjust general system settings section for more information.
Task names and description icons are clickable:
Clicking a task description icon opens a pop-up window for viewing the corresponding task
description.
When there are more than 20 completed tasks to show, a pager appears. You can switch pages by
clicking the links under the task list. To change the number of tasks simultaneously shown on one page
select the corresponding option in the 'Show XX tasks on a page' drop-down above the task list.
For information on how to re-open selected tasks see section Re-open Tasks.
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The interface shows general task information as well as all time and comments reported for the task.
Information about task executors as well as time-track and comments of other users may be hidden
in the interface if option 'Do not display reported time and comments of other users on pages with
detailed task information' is set in the system settings. See the Adjust General System Settings
section for more information.
Open the interface 'View Completed Task' for the corresponding task (see section View Completed
Task).
2.
Click 'Edit Task Parameters' link to get to the Edit Completed Task interface.
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3.
Modify task information. All fields marked with a red asterisk are mandatory. Information that can be
modified for a completed task includes:
Completion date
Specify a completion date that is most suitable for your accounting procedure.
Completion date is used in the Billing Report for filtering tasks.
The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD,
YYYY", "MM/DD/YY", etc. So you can enter completion date as well as deadline using
almost any date format you like.
Task name
Task name shall be unique among the tasks registered in the selected project. The check for
uniqueness is case-insensitive. So task names 'User Management Interfaces' and 'user
management interfaces' will be considered as the same.
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4.
Time estimate
Deadline
Billing type
Description
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5.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will
store the modifications made in the interface and show you either the View Completed Task interface
or the Completed Tasks interface (depending on the selection made on the previous step).
If you decided not to edit the selected task, click 'Cancel' button at the bottom of the page. The system will
reject all the modifications of task information and show you the View Completed Task interface.
Go to the Completed Tasks interface (see section Browse Completed Tasks for information on how to
get to this page).
2.
Select tasks to re-open. To do that set the corresponding checkboxes in the rightmost table column.
If you want to select all completed tasks shown on the page, click 'All' link in the header of 'Select
Tasks' column.
If you want to unselect all selected tasks, click 'None' link in the header of 'Select Tasks' column.
3.
Click 'Re-open Selected Tasks' button at the bottom of the page. The system will re-open the selected
tasks and show you the Completed Tasks interface.
If you are re-opening tasks from an archived project, this project will be automatically restored
from the archives.
Tasks that were re-opened can be browsed on the Open Tasks interface (see section Browse Open Tasks
for information on how to get to this page).
Select tasks to delete on the Open Tasks interface and then click 'Delete Selected Tasks' button at the
bottom of the page. (See section Browse open tasks for information on how to get to the Open Tasks
page).
Click 'Delete This Task' button on either the View Open Task interface or the Edit Open Task interface
(see sections View Open Task and Edit Open Task for information on how to get to these pages).
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In both cases you will be asked to confirm task deletion. If you confirm it, the system will delete the
selected tasks along with all time and comments reported for them and show you the Open Tasks
interface.
Be very careful when deleting tasks. This action cannot be undone.
When you delete tasks with reported time-track, all this information is deleted permanently. After
deletion it will no longer be available in the system reports.
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Reporting Overview
actiTIME provides you with several reports which can be used for billing, management, and cost analysis
purposes:
Time Reports
o
o
o
o
o
Billing Report
Cost Report
Profit/Loss Report
You can also create PDF invoices on the base of information and parameters of Billing Report.
Each of the reports can be generated in the detailed and summary form. Records included into a report
may be grouped by projects, customers, dates, users and billing types. Availability of grouping options
depends on the selected report.
actiTIME users can save named configurations of report parameters individually for each of the reports.
Saved report configuration are public and available for all users who have access to the corresponding
report. See section Working With Report Configurations for more information on report configurations.
To access the reporting interfaces of actiTIME, use the top-level menu option 'Reports'.
The following access rights are defined for accessing system reports:
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Information on hours worked grouped according the selected grouping options. The available
grouping options are:
o
o
o
o
o
o
by customers
by projects
by projects having the same names (by project names)
by tasks having the same names (by task names)
by billing types
by dates
Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks with
same names that are created in a number of projects.
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Staff Output report may be generated in the detailed or summary form. In the detailed form, the report
contains information about tasks. In the summary form, the information about tasks is hidden and the
report presents only summary records according to the selected grouping options.
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The following filters are available for the Staff Output report:
System users - you can create a report for all staff or for the selected system users only.
Date range
Customers and projects - you can create a report for
o
o
o
To access Staff Output report interfaces, use sub-menu 'Staff Output' of the top-level menu 'Reports'.
Only the users who have 'Generate Time Reports' access right may generate Staff Output reports.
Note that the users who do not have this right will not see the reporting interfaces at all.
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To generate and view a Staff Output report in HTML format follow the instructions below:
1.
Select option 'Staff Output' in the top-level menu 'Reports' to open the report interface.
2.
Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format
always use decimal format for time data.
Date range - you can use one of pre-defined date ranges or configure a custom date range.
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If you select a customer when option 'Show archived customers and projects...' is not selected,
archived projects of this customer will not be shown in the report.
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
After you have generated a report, the interface saves its parameters and will pre-set them when you
open the report page next time.
3.
When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate Staff Output Report).
2.
When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom
of the interface. The system will generate and return a file with report data in CSV format.
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Save the generated file. For examining exported data open the saved file in Microsoft Excel or any
other spreadsheet software.
Report records will be delimited by the field separator configured in the general system
settings. You may need to change the default field separator if your spreadsheet software
does not automatically split the report data in columns (for more information see section Adjust
General System Settings).
Numbers shown in the report will be formatted using decimal symbol configured in the general
system settings.
In contrast to HTML reports, CSV reports always convert time to the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
You can also export the report data to CSV format just after generating a report in the HTML format. To do
that click on the 'Export to CSV format' link under the report. The system will generate and show you a new
report in the CSV format using the same report parameters as in the previously generated HTML report.
If some data were updated in actiTIME after you had generated the HTML report, the CSV
report may differ from the HTML report being viewed because it will include these data
modifications.
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Time-Track In Detail
Report
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Only the users who have the 'Generate Time Reports' access right may generate Time-Track In
Detail report. Note that the users who do not have this right will not see the reporting interfaces at all.
Time-Track In Detail report has the following columns:
Customer
Project
Task
Billing Type
Date
User
Time Spent
Comments
You can group the report data by any column except 'Time spent' and 'Comments'.
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If you have typical projects associated with different customers, you can group report data by
project names. Your report will contain data related to each typical project.
If you have typical tasks present in a number of projects, you can group data by task names. You
report will contain data related to each typical task.
Time-Track In Detail report allows you to select up to three levels of data grouping. For example:
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You can also use plain report format if you need raw data.
Customers and/or projects - you can create a report for any subset of active and archived
customers and projects registered in the system.
Date range
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Select option 'Time-Track In Detail' in the top-level menu 'Reports' to get to the report interface.
2.
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If you select a customer when option 'Show archived customers and projects...' is not
selected, archived projects of this customer will not be shown in the report.
Report format - you can select the number of grouping levels to use in the report and whether
you want to join comments by tasks.
Report form shows you a preview of the report structure while you are selecting
different report format options.
The following formats are available for selection:
o
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Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format
always use decimal format for time-track data.
Date range
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
After you have generated a report, the interface 'memorizes' its parameters and will pre-set them
when you open the report page next time.
3.
When you are ready, submit the page by clicking 'Generate HTML Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate Time-Track In Detail report).
2.
When you are ready, submit the page by clicking 'Generate CSV Report' button at the bottom of the
interface. The system will generate and return a file with report data in CSV format.
Save the generated file. For examining exported data open the saved file in Microsoft Excel or any
other spreadsheet software.
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Report records will be delimited by the field separator configured in the general system
settings. You may need to change the field separator symbol if your spreadsheet software
does not automatically split the report data in columns (for more information see section Adjust
general system settings).
In contrast to HTML reports, CSV reports always present time in the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
You can also export the report data to CSV format just after generating a report in the HTML format. To do
that click on the 'Export to CSV format' link under the report. The system will generate and show you a new
report in the CSV format using the same report parameters as in the previously generated HTML report.
If some data was updated in actiTIME after you had generated the HTML report, the CSV report
may differ from the HTML report being viewed because it will include these data modifications.
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Figure 9-1 Example of the Estimated vs. Actual Time Report, detailed form
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Estimated vs. Actual Time report supports up to 3 levels of data grouping. The available grouping options
include:
Customers
Projects
Projects having the same names (by project names)
Tasks
Task having the same names (by task names)
Billing Types
Grouping by project and task names allows to generate reports on "generic" projects and tasks, i.e.
those ones that are usually presented in a number of customers (in case of grouping by project
names) and projects (in case of grouping by task names).
For example, you can create Estimated vs. Actual Time report with the following structure:
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Figure 9-2 Example of the Estimated vs. Actual Time Report, summary form
(per-user information is hidden)
To access Estimated vs. Actual Time report interfaces, use sub-menu 'Estimated vs. Actual Time' of the
top-level menu 'Reports'.
Only the users who have the 'Generate Time Reports' access right may generate Estimated vs.
Actual Time report. Note that the users who do not have this right will not see the reporting
interfaces at all.
Select option 'Estimated vs. Actual Time' in the top-level menu 'Reports' to open the report interface.
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2.
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By default report shows only started tasks that have time estimates. In addition you can
configure how to process not started tasks and tasks without estimates:
o
If you want to get all time estimates specified for the selected projects - select option
'Include estimates of not started tasks'
o If you want to see all time spent on the selected project by the specified date
(including time spent on the not estimated tasks) - select option 'Include time spent
on the tasks without estimates'
Data grouping options
Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format
always use decimal format for time-track data.
Date to calculate spent time and variance between estimated and spent time on.
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
After you have generated a report, the interface saves its parameters and will pre-set them when you
open the report page next time.
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When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate Estimated vs. Actual Time Report).
2.
When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom
of the interface. The system will generate and return a file with report data in CSV format.
Save the generated file. For examining exported data open the saved file in Microsoft Excel or any
other spreadsheet software.
Report records will be delimited by the field separator configured in the general system
settings. You may need to change the default field separator if your spreadsheet software
does not automatically split the report data in columns (for more information see section Adjust
General System Settings).
Numbers shown in the report will be formatted using decimal symbol configured in the general
system settings.
In contrast to HTML reports, CSV reports always convert time to the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
You can also export the report data to CSV format just after generating a report in the HTML format. To do
that click on the 'Export to CSV format' link under the report. The system will generate and show you a new
report in the CSV format using the same report parameters as in the previously generated HTML report.
If some data were updated in actiTIME after you had generated the HTML report, the CSV report
may differ from the HTML report being viewed because it will include these data modifications.
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10 Overtime Report
10.1 Report Description
This report provides you with information about overtime/undertime and overall leave time reported by
actiTIME users within the selected date range.
Leave time tracking may be turned off in the system settings. In this case information on leave
time is hidden in the report (see section Adjust General System Settings).
Undertime tracking may be turned off in the system settings. In this case the report does not
provide undertime information (see section Adjust General System Settings).
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Figure 10-1 Example of Overtime report (leave time & undertime tracking are turned off)
For each user and/or date the report provides you with the following information:
Overtime/undertime manually entered by the users who are allowed to do that (see section User
Management: Create New User for the detailed description of overtime/undertime tracking settings
that can be configured for a user).
If a user is allowed to enter overtime/undertime manually, the system will inform this user when
the specified overtime differs from an automatically calculated value, but the final decision how
much time to report as overtime/undertime the user makes by him/herself.
Thus overtime submitted by a user may differ from the overtime automatically calculated by
the system.
If overtime/undertime calculation mode configured for a user is 'Automatic', this column shows
'-' instead of the entered overtime/undertime.
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Auto-calculated
overtime/undertime
= (
Hours worked
for nonworking
days
Hours worked
Leave
Time
)(
Workday
Duration
))
The system applies the following rules when calculating overtime/undertime automatically:
1.
All working hours submitted for nonworking days are considered as overtime
2.
When sum (time-track + leave time) reported by a user for a working day exceeds workday
duration set up for this user, the time exceeding workday duration is considered as overtime
(but no more than hours worked for this day).
3.
If a sum (time-track + leave time) reported by a user for a working day is less than workday
duration set up for this user, then
4.
when undertime tracking is turned on - time difference between workday duration and
this sum is considered as undertime
If leave time tracking is turned off in the system settings, all leave time is ignored (even if users
had reported some leave time before its tracking was turned off).
Note that overtime values are positive and undertime values are negative.
For information on how to specify workday duration for a user see section System
Administration: User management: Edit user information and access rights.
Total leave time reported by the user/for the specified date (if leave time tracking is not turned off in
the system settings)
System users - you can create a report for all staff with enabled overtime/undertime tracking or only
for the selected system users.
Date range
To access the Overtime report interfaces use 'Overtime' sub-menu of the top-level menu 'Reports'.
Only users who have 'Generate Time Reports' access right may generate Overtime reports. Note
that the users who do not have this right will not see the reporting interfaces at all.
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Select 'Overtime' option in the top-level menu 'Reports' to open the report interface.
2.
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Users to generate report for - all staff with enabled overtime/undertime tracking or selected
actiTIME users.
To show users with disabled access in the 'Selected Staff' list select 'Show users with
disabled access' checkbox under the list.
Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format
always use decimal format for time-track data.
Date range - you can use one of pre-defined date ranges or configure a custom date range.
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
After you have generated a report, the interface saves its parameters and will pre-set them when you
open the report page next time.
3.
When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate Overtime Report).
2.
When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom
of the interface. The system will generate and return a file with report data in CSV format.
Save the generated file. For examining exported data open the saved file in Microsoft Excel or any
other spreadsheet software.
Report records will be delimited by the field separator configured in the general system settings You
may need to change the default field separator if your spreadsheet software does not automatically
split the report data in columns (for more information see section Adjust General System Settings).
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Numbers shown in the report will be formatted using decimal symbol configured in the general system
settings.
In contrast to HTML reports, CSV reports always convert time to the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
You can also export the report data to CSV format just after generating a report in the HTML format. The
system will generate and show you a new report in the CSV format using the same report parameters as in
the previously generated HTML report.
If some data were updated in actiTIME after you had generated the HTML report, the CSV report
may differ from the HTML report being viewed because it will include these data modifications.
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Leave Time Report is available in actiTIME interface only when Leave time tracking is turned on
in the system settings (see section Adjust General System Settings).
Leave time information presented in the report includes:
Overall leave time reported for the selected leave types within the specified date range
Time reported for each of the selected leave types within the specified date range
Report results can be grouped by users, by dates, and by calendar months. For example:
The following filters are available for the Leave Time report:
System users - you can create a report for all staff or only for the selected system users.
Leave types - you can create a report for all leave types users reported time for or for the selected
leave types.
Date range
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To access the Leave Time report interfaces use the 'Leave Time' sub-menu of the top-level menu
'Reports'.
Only users who have the 'Generate Time Reports' access right may generate Leave Time reports.
Note that the users who do not have this right will not see the reporting interfaces at all.
Select the 'Leave Time' option in the top-level menu 'Reports' to open the report interface.
2.
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To see archived leave types in the selector, set the 'Show archived leave types...'
checkbox under the list of leave types.
Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format
always use decimal format for time-track data.
Date range - you can use one of pre-defined date ranges or configure a custom date range.
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
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v2.1 MA
After you have generated a report, the interface saves its parameters and will pre-set them when you
open the report page next time.
3.
When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate Leave Time Report).
2.
When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom
of the interface. The system will generate and return a file with report data in CSV format.
Save the generated file. For examining exported data open the saved file in Microsoft Excel or any
other spreadsheet software.
Report records will be delimited by the field separator configured in the general system
settings You may need to change the default field separator if your spreadsheet software does
not automatically split the report data in columns (for more information see section Adjust
General System Settings).
Numbers shown in the report will be formatted using decimal symbol configured in the general
system settings.
In contrast to HTML reports, CSV reports always convert time to the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
You can also export the report data to CSV format just after generating a report in the HTML format. The
system will generate and show you a new report in the CSV format using the same report parameters as in
the previously generated HTML report.
If some data were updated in actiTIME after you had generated the HTML report, the CSV report
may differ from the HTML report being viewed because it will include these data modifications.
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12 Billing Report
v2.1 MA
2.
Count only time reported for tasks completed within a date range
A Billing report of this type is based on the overall number of hours (starting from task creation) spent
on the tasks that were completed within the specified date range (according to their completion dates).
For both report types you can choose which information to show in the report. The available options are:
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Both time spent on the billable tasks and billable amounts calculated for them
Figure 12-3 Billing Report (spent time & billable amounts only)
Billing report supports up to 2 levels of data grouping. The available grouping options are:
by customers
by projects
by projects having the same names (by project names)
by tasks having the same names (by task names)
by users
by dates
Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks with same
names that are created in a number of projects.
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For example:
Date range
Customer and project - you can create a report for
o all projects of all customers
o all active projects of all active customers
o one or several selected customers and/or projects
To access the Billing report interfaces of actiTIME, use sub-menu 'Billing' of the top-level menu 'Reports'.
Only users who have the 'Generate Cost & Billing Reports' access right may generate Billing reports. Note
that the users who do not have this right will not see the reporting interfaces at all.
v2.1 MA
Select the 'Billing' option in the top-level menu 'Reports' to open the report interface.
2.
v2.1 MA
You can load a report configuration with pre-configured report parameters. See section
Working With Report Configurations for more information.
The report parameters include:
If you select a customer when option 'Show archived customers and projects...' is not
selected, archived projects of this customer will not be shown in the report.
Show spent time (for billable tasks, for non-billable tasks, or for both billable and
non-billable tasks)
Show billable amounts
Show spent time & billable amounts
Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format
always use decimal format for time-track data.
Date range - you can use one of pre-defined date ranges or configure a custom date range.
v2.1 MA
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
After you have generated a report, the interface saves its parameters and will pre-set them when you
open the report page the next time.
3.
When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate Billing Report).
2.
When you are ready, submit the page by clicking the 'Export Report to CSV Format' button at the
bottom of the interface. The system will generate and return a file with report data in CSV format.
Save the generated file. For examining exported data open the saved file in Microsoft Excel or any
other spreadsheet software.
Report records will be delimited by the field separator configured in the general system
settings You may need to change the default field separator if your spreadsheet software does
not automatically split the report data in columns (for more information see section Adjust
general system settings).
Numbers shown in the report will be formatted using decimal symbol configured in the general
system settings.
In contrast to HTML reports, CSV reports always convert time to the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
You can also export the report data to CSV format just after generating a report in the HTML format. To do
that click on the 'Export to CSV format' link under the report. The system will generate and show you a new
report in the CSV format using the same report parameters as in the previously generated HTML report.
If some data were updated in actiTIME after you had generated the HTML report, the CSV
report may differ from the HTML report being viewed because it will include these data
modifications.
13 Cost Report
v2.1 MA
To access Cost report interfaces, use sub-menu 'Cost' of the top-level menu 'Reports'.
Only the users who have 'Generate Cost & Billing Reports' access right may generate Cost reports.
Note that the users who do not have this right will not see the reporting interfaces at all.
Costs calculated for the selected customers and projects on the base of regular user rates
v2.1 MA
Figure 13-2 Cost report, Costs calculated for the selected customers and projects
This section shows costs calculated for the working time reported by the selected system users for
the selected customers and projects within the specified date range.
Note that costs shown in this report section are:
Always calculated for all working time reported by the users for the selected customers
and projects
In particular, this means that costs shown in this report section include cost of overtime
hours calculated on the base of regular user rates. See also description of the Overtime
Addition costs listed below in the description of the General costs report section.
You can configure how to group information shown in this section. The available grouping options
are:
by customers
by projects
by projects having the same names (by project names)
by tasks having the same names (by task names)
by billing types
by dates
There are 2 levels of data grouping available. For example:
First group results by customers, then group by projects
First group results by dates, then group by customers
First group results by projects, then group by dates
First group results by billing types, then group by customers
etc.
Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks
present in a number of projects.
The second grouping level is optional.
actiTIME automatically calculates subtotals when grouping report records.
v2.1 MA
General costs
This section shows costs that do not depend on the selected customers and projects and
depend only on the date range selected for the report.
General costs include:
Leave Time costs - costs calculated on the base of leave time user rates.
Overtime Addition costs - additional costs calculated for users' overtime hours reported
within the specified date range. Overtime Addition costs are calculated as specified below:
Overtime Addition Cost = (Overtime Hours) * (Overtime Rate - Regular Rate)
Where parameter 'Overtime Hours' means one of the following:
o
o
Overtime hours reported by the users who are allowed to enter overtime/undertime
manually
Auto-calculated overtime hours for the users with overtime calculation mode set to
'Automatic calculation'
Note that Overtime Addition does not depend on selected customers and projects. It
shows additional overtime costs for the selected dates independently of the tasks
users were working on at that time.
This means that Overtime Addition does not change when you filter report
records by customers and projects; thus in some cases report section with percustomer costs might not contain any spent time and costs (as they were filtered
out), but the Overtime Addition Costs will be greater than zero.
Grand Total
This section presents sum of costs shown in the other two report sections.
Note that when you filter report records by customers and/or projects, section with
general costs does not change, but the section with per-customer costs may depend on
your filters.
v2.1 MA
In this case summation of general costs and per-customer costs may provide you with
results that are hard for interpreting, especially when selected users were working on the
projects that were filtered out.
When displaying of leave time and overtime costs is turned off in report parameters, corresponding
report section is hidden.
Regular rate
This rate is shown in the section presenting costs calculated for the selected customers and
projects.
v2.1 MA
Average rate
Average rates are shown in the summary rows 'Total for Leave Time' and 'Grand Total'.
Average rates are calculated as (Cost / Spent Time).
You can turn off displaying of user rates in the report parameters.
If hourly rates were changed for a user within the date range selected in the report parameters, the
report will contain several sets of user-specific columns for each set of user rates.
For example, if rates for Billy Crown were changed on January 07, 2009, and report is generated for the
date range January 01, 2009 January 08, 2009, the report will contain two column sets for Billy Crown:
One for date range January 01, 2008 January 06, 2009
And another for date range January 07, 2009 January 08, 2009
Report columns:
o Spent time
o User rates
o Average rates
Report rows:
o Per-task costs
v2.1 MA
In the most detailed form cost report shows all available information on the calculated costs:
In the most compact form cost report shows only costs without any supplementary details.
You can also hide report rows displaying leave time and overtime addition costs.
v2.1 MA
Select option 'Cost' in the top-level menu 'Reports' to open the report interface.
2.
v2.1 MA
To show users with disabled access in the 'Selected Staff' list select 'Show users with disabled
access' checkbox under the list.
Data grouping options in the report section with customer- & project-specific costs.
Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format always
use decimal format for time data.
Spent time
Average rates
User rates
Date range - you can use one of pre-defined date ranges or configure a custom date range.
If you select a customer when option 'Show archived customers and projects...' is not
selected, archived projects of this customer will not be shown in the report.
v2.1 MA
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
After you have generated a report, the interface saves its parameters and will pre-set them when you
open the report page next time.
3.
When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate cost report).
2.
When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom
of the interface. The system will generate and return a file with report data in CSV format.
Save the generated file. For examining exported data open the saved file in Microsoft Excel or in any
other spreadsheet software.
Report records will be delimited by the field separator configured in the general system
settings You may need to change the default field separator if your spreadsheet software does
not automatically split the report data in columns (for more information see section Adjust
General System Settings).
Numbers in the report (time, rate, and cost) will be formatted using decimal symbol configured
in the general system settings.
In contrast to HTML reports, CSV reports always convert time to the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
v2.1 MA
You can also export the report data to CSV format just after generating a report in the HTML format. To do
that click on the 'Export to CSV format' link under the report. The system will generate and show you a new
report in the CSV format using the same report parameters as in the previously generated HTML report.
If some data were updated in actiTIME after you had generated the HTML report, the CSV report
may differ from the HTML report being viewed because it will include these data modifications.
14 Profit/Loss Report
v2.1 MA
Profit/Loss is calculated as
Profit/Loss = (Billable Amount - Cost)
Billable amounts are calculated on the base of hourly rates associated with billing types. Costs are
calculated on the base of hourly user rates.
Profit/Loss report provides only summary information on costs and billable amounts. To get more
detailed data generate Cost Report or Billing Report with the same parameters as you set for the
Profit/Loss report.
To access Profit/Loss report interfaces, use sub-menu 'Profit/Loss' of the top-level menu 'Reports'.
Only the users who have 'Generate Cost & Billing Reports' access right may generate Profit/Loss reports.
Note that the users who do not have this right will not see the reporting interfaces at all.
v2.1 MA
Figure 14-2 Profit/Loss Report, P/L calculated for the selected customers and projects
This section shows both costs and billable amounts calculated for the selected customers and
projects.
Costs shown in this section are calculated for the working time reported by the users for the
selected customers and projects. These costs are always calculated on the base of regular user
rates (see also section User Management: Create New User for information on how to configure
user rates).
Note that customer & project-specific costs are calculated on the base of all working time
reported by the users, and thus include cost of overtime hours calculated on the base of
regular user rates.
There are also additional costs of overtime hours that depend on the difference between
regular and overtime user rates. These costs are shown in the General Costs report section
(see more details in this section description).
Billable amounts are calculated on the base of hourly rates specified for billing types that are
configured for the tasks actiTIME users reported time for (see also section Billing Type
Management for information on how to configure billing rates).
Information shown in this section is always grouped by customers, then by projects, and then by
tasks. You can also choose to hide by-project and by-task information in the report parameters.
General Costs
This section shows general costs that do not relate to specific tasks and thus do not depend
on the selected customers and projects. These costs depend only on the date range selected for
the report.
v2.1 MA
Leave Time costs - costs calculated on the base of leave time user rates.
Overtime Addition costs - additional costs calculated for users' overtime hours reported
within the specified date range. Overtime Addition costs are calculated as specified below:
Overtime Addition Cost = (Overtime Hours) * (Overtime Rate - Regular Rate)
Where parameter 'Overtime Hours' means one of the following:
Overtime hours reported by the users who are allowed to enter overtime/undertime
manually
Auto-calculated overtime hours for the users with overtime calculation mode set to
'Automatic calculation'
Note that Overtime Addition does not depend on selected customers and projects. It
shows additional overtime costs for the selected dates independently of the tasks
users were working on at that time.
This means that Overtime Addition does not change when you filter report
records by customers and projects; so in some cases it is possible that report
section with per-customer costs will not contain any spent time and costs (because
they were filtered out), but the Overtime Addition Costs will be greater than zero.
This section does not show any billable amounts since general costs are not associated with
specific tasks.
You can turn off calculation of general costs in the report parameters.
Overall Profit/Loss
This section presents sum of billable amounts, costs, and profit/loss shown in the other two report
sections.
Note that when you filter report records by customers and/or projects, section with
general costs does not change, but the section with Profit/Loss calculated for the selected
customers and projects may depend on your filters.
In this case summation of general costs and per-customer profit/loss data may provide you
with results that are hard for interpreting, especially when working time was reported on the
projects that were filtered out.
When leave time and overtime costs display is turned off in report parameters, Profit/Loss report contains
only one section - Profit/Loss calculated for the selected customers and projects.
v2.1 MA
Report columns:
o
o
Spent time
Rates (billing rates and user rates)
Report rows:
o
o
Per-task profit/loss
Per-project profit/loss
In the most detailed form the report shows all available information on the calculated profit/loss.
In the most compact form cost report shows only billable amounts, costs, and profit/loss.
You can also hide report rows displaying leave time and overtime addition costs.
v2.1 MA
v2.1 MA
Select option 'Profit/Loss' in the top-level menu 'Reports' to open the report interface.
2.
v2.1 MA
If you select a customer when option 'Show archived customers and projects...' is not
selected, archived projects of this customer will not be shown in the report.
Report format and level of details in the report section with customer- & project-specific data.
You can choose to hide per-project and per-task data.
Spent time
Rates
Date range - you can use one of pre-defined date ranges or configure a custom date range.
Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes
format (HH:MM).
This option is not applicable to the reports in CSV format. Reports in the CSV format always
use decimal format for time data.
Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:
v2.1 MA
After you have generated a report, the interface saves its parameters and will pre-set them when you
open the report page next time.
3.
When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the
interface. The system will generate and show the report according to the specified parameters.
If you want to modify parameters of the generated report, click the link 'Change report parameters' above
the table. This will return you to the page with report parameters. Modify them and generate the report
again.
Specify report parameters in the same way as for generating an HTML report (for more information
see section Generate Profit/Loss Report).
When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom
of the interface. The system will generate and return a file with report data in CSV format.
Save the generated file. For examining exported data open the saved file in Microsoft Excel or in any
other spreadsheet software.
Report records will be delimited by the field separator configured in the general system
settings You may need to change the field separator symbol if your spreadsheet software does
not automatically split the report data in columns (for more information see section Adjust
General System Settings).
Numbers shown in the report will be formatted using decimal symbol configured in the general
system settings.
In contrast to HTML reports, CSV reports always convert time to the decimal format. This
means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".
You can also export the report data to CSV format just after generating a report in the HTML format. To do
that click on 'Export to CSV format' link under the report. The system will generate and show you a new
report in the CSV format using the same report parameters as in the previously generated HTML report.
If some data were updated in actiTIME after you had generated the HTML report, the CSV report
may differ from the HTML report being viewed because it will include these data modifications.
15 PDF Invoices
v2.1 MA
15.1 Overview
You can create invoices in PDF format on the base of billable information shown in Billing Report (see
section Billing Report for more information on the report).
Though both Billing reports and invoices contain similar data, the invoice data structure differs from the
data structure of Billing Report:
When you configure grouping options for a Billing report, you define how to group the report rows and
which sub-totals to calculate.
When you configure grouping options for an invoice, you define the information that will be shown in the
invoice lines and how much detailed their description will be:
The first configured grouping level defines what will be shown in the invoice lines.
Additional grouping levels (2nd grouping level and level of details) define the information that will be shown
as additional description of invoice lines.
You can turn off both the 1st and 2nd grouping levels. In this case 'the first configured
grouping level' in fact will be the details level, and invoice will contain a list of tasks.
Invoice is always created on the base of the time reported for billable tasks. If Billing Report
shows time reported on non-billable tasks, it will be filtered out from the invoice data.
v2.1 MA
Examples:
If you configure data grouping options as Customers / Projects / Tasks, the invoice will contain one line
for each pair 'customer / billing type' (with customer names accompanied by the related project and task
names):
Billing Type 1
33.00 $/mh
Billing Type 2
25.00 $/mh
Spent
Amount
Spent
Amount
34:00
1122.00
49:00
1225.00
23:00
759.00
26:00
650.00
Task A-1-X
12:00
396.00
16:00
400.00
Task A-1-Y
11:00
363.00
10:00
250.00
11:00
363.00
23:00
575.00
Task A-1-W
7:00
231.00
11:00
275.00
Task A-1-Z
4:00
132.00
12:00
300.00
Customer A
Project A-1
Project A-2
ITEM
QTY
RATE
($/mh)
AMOUNT
($)
Customer A
- Project A-1
- Task A-1-X
- Task A-1-Y
- Project A-2
- Task A-2-W
- Task A-2-Z
Billing Type 1
34.00
33.00
1122.00
Customer A
- Project A-1
- Task A-1-X
- Task A-1-Y
- Project A-2
- Task A-2-W
- Task A-2-Z
Billing Type 2
49.00
25.00
1225.00
DESCRIPTION
v2.1 MA
If you configure data grouping options as Projects / Tasks, the invoice will contain one line for each pair
'project / billing type' (with project names accompanied by the related task names):
Billing Type 1
33.00 $/mh
Projects / Tasks
Billing Type 2
25.00 $/mh
Spent
Amount
Spent
Amount
23:00
759.00
26:00
650.00
12:00
396.00
16:00
400.00
11:00
363.00
10:00
250.00
11:00
363.00
23:00
575.00
7:00
231.00
11:00
275.00
4:00
132.00
12:00
300.00
Project A-1
Project A-2
DESCRIPTION
ITEM
QTY
RATE
($/mh)
AMOUNT
($)
Project A-1
- Task A-1-X
- Task A-1-Y
Billing Type 1
23.00
33.00
759.00
Project A-1
- Task A-1-X
- Task A-1-Y
Billing Type 2
26.00
25.00
650.00
Project A-2
- Task A-2-W
- Task A-2-Z
Billing Type 1
11.00
33.00
363.00
Project A-2
- Task A-2-W
- Task A-2-Z
Billing Type 2
23.00
25.00
575.00
v2.1 MA
If you configure data grouping options as Projects and turn off the 2nd grouping level and details, the
invoice will contain one line for each pair 'customer / billing type' without additional details:
Billing Type 1
33.00 $/mh
Projects
Billing Type 2
25.00 $/mh
Spent
Amount
Spent
Amount
23:00
759.00
26:00
650.00
11:00
363.00
23:00
575.00
ITEM
QTY
RATE
($/mh)
AMOUNT
($)
Project A-1
Billing Type 1
23.00
33.00
759.00
Project A-1
Billing Type 2
26.00
25.00
650.00
Project A-2
Billing Type 1
11.00
33.00
363.00
Project A-2
Billing Type 2
23.00
25.00
575.00
DESCRIPTION
Please note that created invoices are not stored in actiTIME. If you need to get a copy of a
previously created invoice, you will need to re-create it.
v2.1 MA
Select the 'Billing' option in the top-level menu 'Reports' to open the Billing Report interface.
v2.1 MA
Configure report parameters to define the information that will be included into the invoice (see section
Billing Report for the general description of the report parameters).
If you want to create an invoice for a specific customer or project, select it in the customers and
projects selector.
If you select a customer when the option 'Show archived customers and projects...' is not
selected, the archived projects of this customer will not be shown in the invoice.
Specify how you want to calculate working time for the invocie (configure Report type parameter)
- one of:
o
o
If you are creating an invoice for a specific project, you may need to turn off the 1st and
2nd grouping levels, and keep only the details:
3.
Click 'Prepare Invoice' button to proceed to the interface for editing the invoice data.
If you want to pre-view the data in Billing Report, you can click 'Generate Report' button,
review the report data, and then click 'Prepare Invoice' link under the report.
v2.1 MA
v2.1 MA
Discounts and taxes can be entered either as % of the invoice sub-total or as flat amounts.
When discount is entered as a flat amount, it is evenly distributed between taxable and nontaxable invoice lines.
Discounts are applied to the invoice sub-total amount before calculating taxes.
When you specify several discounts, they are calculated independently of each other.
Taxes are applied to the taxable part of the invoice sub-total amount after applying the discounts.
When you specify several taxes, they are calculated independently of each other.
5.
When you are ready, click 'Create Invoice' button at the bottom of the interface to get the invoice in
PDF format.
You can click this button as many times as you need. For example, you can preview your
invoice in PDF format, then edit its parameters, and then create it again.
When you create the invoice in PDF format, actiTIME saves all its parameters, except for the lines
with the invoice data, and will pre-set them when you create the next invoice.
v2.1 MA
Configure all report parameters up to the point when you are ready to generate a report.
2.
Select 'Save configuration of this report as' option at the bottom of the report form and enter the name
of new report configuration.
Note that the name of report configuration should be unique for the report you are working
with. If you enter the name which already exists in the system, actiTIME will update the report
configuration stored under this name with the new report parameters.
3.
Generate report in HTML or CSV format. The system will store report configuration under the specified
name and show you the report in the chosen format.
Note that saved report configurations will store date range only if it was set to one of the
following: 'current month', 'current week', 'previous month', or 'previous week'. If stored, date
range will also be loaded as 'current month', 'current week', 'previous month', or 'previous
week'.
v2.1 MA
Note that saved report configurations may contain date range settings stored as 'current month',
'current week', 'previous month', or 'previous week'. In this case loading of a report configuration
will also pre-set date range parameters of your report form.
Configure all report parameters up to the point when you are ready to generate a report.
You can also load a report configuration and then change report parameters.
2.
Enter the name of the report configuration to update in the field 'Save configuration of this report as'
(or select a configuration to update in the drop-down list).
3.
Generate report in HTML or CSV format. The system will update the selected configuration according
to the configured report parameters and show you the report in the chosen format.
Note that saved report configurations are public. So changes in a report configuration will
affect all system users who have access to the corresponding report.
v2.1 MA
2.
You will be asked to confirm deletion of the selected configuration. If you confirm it, the system will
delete this report configuration.
Note that saved report configurations are public. So deletion of a report configuration will affect
all system users who have access to the corresponding report.
v2.1 MA
To access the system administration interfaces of actiTIME, use the top-level menu options 'Users', 'Work
Schedule', and 'Settings'.
There are four (4) access rights defined for accessing the System Administration interfaces:
Each of these access rights regulates user access to the corresponding subset of the system interfaces.
System users may have any combination of these access rights. For example:
A user who has only 'Manage Users' access right will be able to create new system users and
modify registered ones, but will not be allowed to create new billing types and manage work
schedule and system settings.
A user who has only 'Manage Billing Types' access right will be able to create and modify billing
types but will not be able to register new system users and manage work schedule and system
settings.
Grant these access rights to users according to their responsibilities in everyday work.
Note that the users who do not have an access right will not see the interfaces associated with it.
See section User Management about information on how to grant access rights to system users.
v2.1 MA
To access the interfaces for billing type management, use sub-menu 'Billing Types' of the top-level menu
'Settings'.
Only the users who have the 'Manage Billing Types' access right can access the billing type
management interfaces. Note that the users who do not have this right will not see billing type
management interfaces at all.
v2.1 MA
Use form in the top part of the interface to filter list of billing types by their type and status.
Names of billing types are clickable. Click on a billing type name opens the Edit Billing Type interface.
Click 'Create New Billing Type' button on the Billing Types interface to open the Create New Billing
Type interface. For information on how to get to the Billing Types interface see section Browse Billing
Types.
v2.1 MA
2.
3.
4.
5.
If you decided not to add new billing type, click the 'Cancel' button at the bottom of the page. The system
will discard all the information entered in the interface and show you the Billing Types interface.
The default billing type is used as pre-configured billing type when you create new tasks. Note that
only an active billing type can be configured as the default billing type.
To set the default billing type follow the instructions below:
1.
Open the Billing Types interface (see section Browse Billing Types for information on how to do that).
2.
Click the 'set as default' link shown next to the name of the billing type you want to configure as the
default billing type.
The system will set the selected billing type as the default billing type and update the Billing Types
interface.
v2.1 MA
Click a billing type name on the Billing Types interface to open the Edit Billing Type interface. For
information on how to get to the Billing Types interface see section Browse Billing Types.
2.
3.
4.
If you decided not to edit the selected billing type, click the 'Cancel' button at the bottom of the page. The
system will reject the modifications of the billing type name and show you the Billing Types page.
v2.1 MA
For information on how to get to the Billing Types interface see section Browse Billing Types.
v2.1 MA
To access the interfaces for leave type management, use sub-menu 'Leave Types' of the top-level menu
'Settings'.
Only the users who have 'Manage General Settings' access right can access the leave type
management interfaces. Note that the users who do not have this right will not see leave type
management interfaces at all.
v2.1 MA
v2.1 MA
You can delete only the leave types users did not enter leave time for. If there is some leave time reported
for a leave type, text 'in use' is shown instead of the option for the leave type deletion.
Leave type names are clickable. Click on a leave type name opens the Edit Leave Type interface.
Click 'Create New Leave Type' button on the Leave Types interface to open Create New Leave Type
interface. For information on how to get to the Leave Types interface see section Browse Leave
Types.
2.
3.
If you are going to allow entering leave time for this leave type for future dates, mark it as 'planned
leave'.
4.
v2.1 MA
You can select one of 20 predefined icons. Different leave types can share the same icon.
5.
Enter optional text to show on the Enter Time-Track interface when time reported by user for this
leave is equal to user's workdays duration.
For example, for the preconfigured leave type 'Time Off' this text is 'day off'.
7.
When you are ready, submit the page by clicking 'Create Leave Type' button at the bottom of the
interface. The system will create a leave type with specified parameters and show you the Leave
Types interface.
If you decided not to add new leave type, click 'Cancel' button at the bottom of the page. The system will
discard all the information entered in the interface and show you the Leave Types interface.
Click a leave type name on the Leave Types interface to open the Edit Leave Type interface. For
information on how to get to the Leave Types interface see section Browse Leave Types.
v2.1 MA
Status
When you archive a leave type, time already entered for it is not blocked from modifications.
However users will not be able to report time for this leave type for the new dates.
Note that you can change leave type status directly in the Leave Types interface.
3.
Optional text to show on the Enter Time-Track interface when time reported by user for this
leave is equal to user's workdays duration.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will
update parameters of the selected leave type and show you the Leave Types interface.
If you decided not to edit the selected leave type, click 'Cancel' button at the bottom of the page. The
system will reject the modifications of the leave type parameters and show you the Leave Types interface.
v2.1 MA
For information on how to get to the Leave Types interface see section Browse Leave Types.
Click an appropriate 'delete' link on the Leave Types interface (see section Browse Leave Types for
information on how to get to this page).
Open the Edit Leave Type interface (see section Edit Leave Type Parameters for information on
how to get to this page) and click 'Delete This Leave Type' button.
Note, that if there is some leave time reported by users for this leave type, 'Delete This
Leave Type' button is disabled.
In both cases you will be asked to confirm the leave type deletion. If you confirm it, the system will delete
the selected leave type and show you the Leave Types interface.
v2.1 MA
20 User Management
20.1 Overview
User management includes the following activities:
There are a number of access rights that define a user's permission to access actiTIME interfaces and
data.
Each user can be granted one or more access rights. The role executed by a user, as well as the category
a user belongs to, depend on the access rights granted to the user. There are no pre-defined user
categories (or roles) in actiTIME. You just grant a user those access rights that are necessary for his/her
everyday work, and that is all.
To access the user management interfaces, use top-level menu 'Users'.
Only users who have 'Manage Users' access right can access the user management interfaces. Note that
the users who do not have this right will not see the user administration interfaces at all.
For the security purposes change the predefined password of 'admin' user before creating system
users.
v2.1 MA
The User List interface allows you to get summary information and status of system users at a glance. For
each user this information includes:
User names, statuses of the users' accounts, and access rights are clickable:
Clicking status of the user's account switches it from the 'enabled' to the 'disabled' state and viceversa
Clicking an access right grants/revokes it to/from the user (depending on the current status of the
access right)
When there are more than 20 users, a pager appears. You can switch pages by clicking the links under the
user list. To change the number of users simultaneously shown on one page select the corresponding
option in the 'Show XX users on a page' drop-down under the user list.
v2.1 MA
Click 'Create New User' button on the User List interface to open the Create New User interface.
v2.1 MA
Enter user information. The information in the fields marked with a red asterisk is mandatory.
User information that can be specified for a new user includes:
Username
Username shall be unique among the registered users. The check for uniqueness is caseinsensitive. So usernames 'john' and 'John' will be considered as the same.
First name
Last name
Middle initial
E-mail address
If you provide an e-mail address for the user, it (e-mail address) should be valid. For example,
address yournick@domain.com is valid, but addresses yournick.domain.com and
yournick@com are invalid.
Phone #
Fax #
Mobile #
Other contact #
Workday duration
Workday duration is used for tracking user's leave time and overtime/undertime.
you should
also
specify
v2.1 MA
Automatic calculation, hidden from the user - if this mode is selected, section displaying
overtime/undertime is not shown on the user's interface Enter Time-Track.
Automatic calculation, visible for the user - if this mode is selected, section displaying
overtime/undertime is shown on the user's interface Enter Time-Track, but user cannot
modify the automatically calculated values.
See also sections Enter Your Time-Track for the Current Week and Overtime & Leaves Report.
When overtime/undertime tracking is disabled, section for entering overtime/undertime is hidden
on the user's interface Enter Time-Track.
When undertime tracking is turned OFF in the general system settings, the system
collects overtime information only, and the corresponding option is named 'overtime
tracking settings'.
Hourly rates
Hourly rates that can be specified for the user
include:
Overtime rate can be entered only when overtime/undertime tracking is enabled for the
user.
v2.1 MA
Note that you cannot specify rates for archived leave types when creating a new user.
However, if you need to specify a rate for an archived leave type, you can do that in the
Edit User Settings interface.
When you enter a regular rate, overtime and leave time rates are automatically filled in with the
default values. These default values are calculated on the base of coefficients specified in
general system settings - for overtime rate (see section Adjust General System Settings)
leave type management interfaces - for leave time rates (see section Leave Type
Management)
The specified rates come into effect on the corresponding effective date. If there are no rates
specified for a user, all the rates are considered to be '0.00'.
All working and leave time reported by the user before the first effective date is
processed using zero ('0.00') rates.
If you want to allow user's access to all projects of all customers (including customers and
projects that will be created in the future), choose the "All projects of all customers (active and
archived)" option. Otherwise, just select a set of projects the user should have access to.
To select/unselect all project of a customer, double click on the line with customer name.
v2.1 MA
Users having access rights "Manage Users" and/or "Manage Customers, Projects, and
Tasks" always have access to all projects of all customers.
3.
When you are ready, submit the page by clicking 'Create User' button at the bottom of the interface.
The system will create a new user and set his/her login access according to the selected option.
If you decided not to add a new user, click 'Cancel' button at the bottom of the page. The system will
discard all the information entered in the interface and show you the User List interface.
v2.1 MA
Click a user name on the User List interface to open the Edit User Settings interface. For information
on how to get to the User List interface see section Browse System Users.
v2.1 MA
Note that you cannot modify your own contact information and access rights via the user
management interfaces. To modify your password and/or contact information use the My
Account interface instead (see section Modify Own Information and/or Password).
2.
Modify user information. All the fields marked with a red asterisk are mandatory.
User information that can be modified includes:
Username
A username shall be unique among the registered users. The check for uniqueness is caseinsensitive. So usernames 'john' and 'John' will be considered as the same.
If you try to assign a duplicate username to the selected user, the system will not save the
modifications made in the interface and will ask you to select another user name.
First name
Last name
Middle initial
E-mail address
If you provide or modify e-mail address for the user, it (e-mail address) should be valid address.
For example, address yournick@domain.com is valid, but addresses yournick.domain.com and
yournick@com are invalid.
Phone #
Fax #
Mobile #
Other contact #
Workday duration
v2.1 MA
Hourly rates
Hourly rates that can be specified for the user
include:
o
o
o
for
more
You can configure project
assignments with Management
Extension only
If you want to allow user's access to all projects of all customers (including customers and
projects that will be added in the future), choose the "All projects of all customers (active and
archived)" option. Otherwise, just select a set of projects the user should have access to.
To select/unselect all project of a customer, double click on the line with customer name.
Users having access rights "Manage Users" and/or "Manage Customers, Projects, and
Tasks" always have access to all projects of all customers
3.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page
If you decided not to edit information of the selected user, click 'Cancel' button at the bottom of the page.
The system will reject all the modifications of user information and show you the User List interface.
v2.1 MA
Go to the Edit User Settings interface (see section Edit User Information).
2.
Provide two (2) copies of the new password in the fields 'New Password' and 'Retype Password'.
When creating a password, note that it is case-sensitive.
3.
Submit the new password by clicking 'Save Changes' button at the bottom of the page.
You can update user password along with other user's information (see section Edit User Information).
To update your own password use the My Account interface (see section Modify Own Information and/or
Password).
2.
3.
v2.1 MA
Provide two (2) copies of the new password in the fields 'New Password' and 'Retype Password', and
your current password in the field 'Current Password'. When creating a password, note that it is casesensitive.
4.
Submit the modifications by clicking 'Save Changes' button at the bottom of the page.
Go to the Edit User Settings interface (see section Edit User Information).
2.
3.
Submit the page by clicking 'Save Changes' button at the bottom of the page. The system will disable
login access of the selected user and show you the User List interface. You can re-enable the user's
login access later, if necessary.
You can disable user access and update his/her information simultaneously (see section Edit User
Information).
Go to the Edit User Settings interface (see section Edit User Information).
2.
3.
Submit the page by clicking 'Save Changes' button at the bottom of the page. The system will enable
the login access of the selected user and show you the User List page.
You can enable user access and update his/her information simultaneously (see section Edit User
Information).
v2.1 MA
Go to the Edit User Settings interface (see section Edit User Information).
2.
Click 'Delete This User' button. You will be asked to confirm the user deletion. If you confirm it, the
system will delete the user and show you the User List page.
Note that in the following cases users cannot be completely removed from the system:
user has locked some time period from modifications (see section Locking and Unlocking
Time-Track History)
You can disable their login access instead (see section Disable User Account).
If the system knows that a user cannot be deleted beforehand, 'Delete This User' button is disabled.
v2.1 MA
There are two (2) access rights defined for management of work schedule and system settings:
Users who have the 'Manage Work Schedule' access right can configure non-default working and
nonworking days. To access the interfaces for configuring non-default working and nonworking days use
the top-level menu 'Work Schedule'.
Users who have the 'Manage General Settings' access right can configure general system settings. To
configure general system settings use the sub-menu 'General Settings' of the top-level menu 'Settings'.
Select the top-level menu option 'Work Schedule' to open the interface for configuring working and
nonworking days. The system will show you the interface with three months:
v2.1 MA
Working days will be shown on the white background. Nonworking days will be shown on the light blue
background in dark red font.
You can change the number of months shown in the interface. To do that click on the 'Select the
Number of Months to View' link and select the interface layout you prefer:
actiTIME will memorize the selected interface layout and will automatically use it when you
open the interface the next time.
2.
Select the month the days of which you want to modify. If this month is already shown in the interface,
just skip this step.
v2.1 MA
To select a month click on the name of the currently selected month and choose the month you need
in the pop-up panel:
The pop-up panel for month selection shows months of the following four years:
If you need to view or modify a month in the past which is not currently available in the panel,
you will have to do this in two steps:
1.
2.
Select the 'General Settings' option in the top-level menu 'Settings' to open the interface.
v2.1 MA
v2.1 MA
Top level:
o Client
o Customer (the default name)
o Product
o Product Line
o Project
Middle level:
o Job
o Project (the default name)
o Product
o Release
o Task
Lowest level:
o Task (the default name)
o Subtask
To use a custom name for a hierarchy level, select the '-- custom name --' option for the
corresponding level and enter the name in the singular and plural forms.
Figure 21-6 Using custom name for the top hierarchy level
v2.1 MA
Note that different hierarchy levels cannot have the same name. Time-track is always reported
for the lowest hierarchy level.
Time estimates support
Disable this feature if you do not need support of time
estimates on the time entry level. This will hide all
interface elements for entering and displaying time
estimates, including the Estimated vs. Actual Time report.
When this calculation mode is selected, the system does not allow collecting undertime, and all system
interfaces related to overtime/undertime (including reports) reference overtime only.
v2.1 MA
Character set configured on the computer where actiTIME is installed (selected by default).
If you select this option, you will have to use only one character set, but will be able to select a
field separator for CSV reports.
Most likely, the character set configured on the computer where actiTIME is installed is your
national character set. So if your reports will not contain data in other languages, you may
select this option to be able to use a specific field separator in CSV format.
If Microsoft Excel shows the data of your CSV reports improperly, choose the same field
separator as configured in the Regional Options of your computer.
Default time format in HTML reports
You can pre-configure how to format time shown in the HTML reports. The available options are:
Time format - HH:MM (using this format "24 hours and 45 minutes" will be formatted as 24:45)
Decimal format - ##.## (using this format "24 hours and 45 minutes" will be formatted as 24.75)
Note that this option does not affect reports generated in the CSV format. Reports in CSV
format always use decimal format (##.##) for time entries.
Calendar layout
You can set any day of the week to be the first working day displayed by the system:
v2.1 MA
Date format
This setting affects all pages where a date is displayed, for example, task lists and reports.
Note that there is an example of a date in the selected format shown next to the 'Date Format'
drop-down.
Numbers format
You can configure decimal separator and digit grouping symbol to be used in actiTIME.
Currency sign
You can configure currency sign to be used in actiTIME for money amounts and rates.
3.
When you are ready, submit the page by clicking the 'Save Changes' button on the bottom of the
interface.