TimeCard Workgroup Manual
Contents
1. 2 4 14 Resource booking solution 7 7 15 Documentation 1 4 16 SharePoint system 1 3 4 17 Testing 3 4 7 18 S Internal 3 5 4 8 0 5 25 5 19 Marketing 0 5 0 5 20 Swedsih grammar 0 5 0 5 21 Planning 3 5 4 3 25 22 Grand Total 14 9 4 2 11 i 2 5 0 5 50 23 24 Home D1 EM ci RM co A cs K a cc a READY Each report is shown as a pivot table and as a chart H S5 Crs TimeCardReports Excel PIVOTCHART TOOLS FILE HOME INSERT PAGELAYOUT FORMULAS DATA REVIEW VIEW ANALYZE DESIGN FORMAT Chart Name Active Field e dh Expand Field Ce ES Ee LA SCH 13 Le j y R7 d ei a G wm Drill Drill Collapse Field neet Insert Filter Refresh Change Data Clear Move Fields Items OL Be Options Eg Field Settings Down Up 8 Slicer Timeline Connections y Source X Chart amp Sets Tool PivotChart Active Field Filter Data Actions Calcula Cen ger at ge Came cb 45 L ye 40 35 25 20 m 2013 15 10 c2 Jacab Maahi TimeCard Workgroup V5 User Manual www kalmstrom com 23 TimeCard for Outlook kalmstrom com leveraging your Microsoft Business Solutions Under the first tab D1 you can find all info from the database Al v fe Customer A B C D E F G H J K 1 dron y Resting y MES 5 worktvd Subject e ERT NOT y pDate e DEI c 2 IKEA Almhult Sweden Planning Internal Quality Assurance Solution October Monday 10 14 2013 4 00 4 380 3 Kalmstrom2. Workgroup V5 User Manual www kalmstrom com 25
3. appointments You have to select the appropriate tag values or value for each appointment otherwise you can handle them just as you normally would You can for example extend the appointments or move them without the TimeCard properties being disturbed When the week or any other preferred period is done you can review the existing data and send them directly to the database You may also export the data of each reporting to an Excel sheet and when you have reported time with TimeCard for a while you can study your data in the Excel statistics reports 5 1 THE TIMECARD RIBBON GROUP TimeCard creates a new ribbon group in the calendar view It may look in two ways depending on if an appointment is selected or not This is how the ribbon group looks when no appointment is selected del ES the calendar ribbon group The group has three buttons and by clicking pe them you will reach your Personal Settings your Reporting dialog and Personal Report Statistics your statistics Settings In Outlook 2007 this group looks a bit different TimeCard gt Personal Settings ES Report El Statistics When an appointment is selected the ribbon group will change and A instead show the tag values for that appointment the appointment Customer Chillt amp Blue Ir ribbon group This way you can select or change values of an Task Building a play gt appointment without even opening it The same ribbon group
4. is shown in the open appointment TimeCard Below you can see how the appointment ribbon group looks when the Expenses feature has been enabled by the administrator ha Customer Mercedes ki CH ee Task Testing se Expenses TimeCard 5 2 CREATING NEW APPOINTMENTS WITH TIMECARD VALUES Create a new appointment as usual but to use your calendar with TimeCard select the extra information the TimeCard tag values from the dropdown list or lists in the appointment TimeCard Workgroup V5 User Manual www kalmstrom com 12 TimeCard for Outlook kalmstrom com teveraging your Microsoft Business Solutions You can handle the appointments just as you normally would For example you can extend or copy your appointments without losing the TimeCard properties Fla e O Wedding Photo Appointment FILE APPOINTMENT INSERT FORMAT TEXT REVIEW m x Fs el Hi EO L i Na Los Customer Cohen 7 l l Task Fainting S Save amp Delete Copy to My A Appointment Scheduling Lyme Meeting Invite Close Calendar Meeting Notes Attendees Actions Show Lyne Me Meeting Attendees TimeCard Subject Wedding Photo Location Start time Wed 10 16 2013 EZ 10 00 AM gt All day event End Ume Wed 10 16 2013 EZ 6 30 PM Wedding in old style black and white photos 5 3 SETTING TIMECARD VALUES ON EXISTING APPOINTMENTS You can add or change TimeCard values in an existing appointment two ways Open the appointment and t
5. the terms in the License Agreement TimeCard Workgroup V5 User Manual www kalmstrom com 4 TimeCard kalms tr om com leveraging your Microsoft for Outlook Business Solutions By default the TimeCard is installed in Program files kalmstrom com TimeCard Workgroup User but you can choose another folder by pressing the Change button Destination Folder Click Next to install to the default folder or click Change to choose another KC all kalmstrom oom Business Solution Install TimeCard Workgroup User to C Program Files x86 kalmstrom com TimeCard Workgroup User Click Next and then Install to start the installation TimeCard Workgroup V5 User Manual www kalmstrom com 5 TimeCard for Outlook kalms tr om com leveraging your Microsoft Business Solutions Ready to install TimeCard Workgroup User kalmstrom Business Solutions Click Install to begin the installation Click Back to review or change any of your installation settings Click Cancel to exit the wizard kalmstrom com Business Solutions Please wait while the Setup Wizard installs TimeCard Workgroup User Copying new files e When the installation is over click Finish to exit the installation wizard TimeCard Workgroup V5 User Manual www kalmstrom com 6 TimeCard kalmstrom com leveraging your Microsoft for Outlook Business Solutions E TimeCard Wo
6. via Active Directory The Client Tool installer will install the same files on the client machines as on the administrator machine except the files for the Global Settings TimeCardUserSetup msi also creates a My TimeCards folder under My Documents Here the Excel files for the user s own statistics reports and Reporting sheets will be saved 3 1 START INSTALLATION Click on the file TimeCardUserSetup msi to start the installation Now you are shown a Welcome dialog TimeCard Workgroup V5 User Manual www kalmstrom com 3 TimeCard kalms tr om com leveraging your Microsoft for Outlook Business Solutions Welcome to the TimeCard Workgroup User Setup Wizard The Setup Wizard will install TimeCard Workgroup User on your computer Click Next to continue or Cancel to exit the Setup Wizard kalmstrom com Business Solutions Then you are asked to accept the license agreement When you do that you will be able to click Next End User License Agreement Please read the following license agreement carefully eee kalmstrom Business Solutions End User License Agreement The installation of this software is conditional to the user accepting this agreement and thereby agreeing to abide by its terms The products from kalmstrom com Business Solutions have been thoroughly tested and are created in such a way that they interfere K ac little ac nnccihlse with tha finetinnina af anther nrnanramc I accept
7. Enterprises Borgholm Sweden Planning Internal Swedish grammar October Monday 10 14 2013 8 00 4 380 4 IKEA lmhult Sweden Development Billable Quality Assurance solution October Monday 10 14 2013 13 00 2 190 5 Toyota Tokyo Japan Documentation Billable SharePoint system October Monday 10 14 2013 16 00 1 95 6 Mercedes Berlin Germany Testing Billable SharePoint solution October Monday 10 14 2013 19 00 3 285 7 Mercedes Berlin Germany Testing Billable SharePoint solution October Tuesday 10 15 2013 11 00 4 380 8 IKEA lmhult Sweden Planning Intermal Quality Assurance solution October Tuesday 10 15 2013 16 00 5 475 9 Kalmstrom Enterprises Borgholm Sweden Planning Internal Kalmstrom Enterprises October Wednesday 10 16 2013 13 00 4 330 10 IKEA Almhult Sweden Development Billable Quality Assurance solution October Thursday 10 17 2013 10 00 2 190 11 Kalmstrom Enterprises Borgholm Sweden Planning Internal Kalmstrom Enterprises October Friday 10 18 2013 8 00 3 285 12 Toyota Tokyo Japan Documentation Billable SharePoint system October Friday 10 18 2013 13 00 3 285 13 IKEA lmhult Sweden Planning Intermal Quality Assurance solution October Friday 10 18 2013 18 00 5 475 14 IKEA lmhult Sweden Development Billable Resource booking solution November Monday 11 18 2013 11 30 7 665 15 Mercedes Berlin Germany Development Billable Helpdesk solution November Tuesday 11 26 2013 15 30 2 5 237 5 16 Kalmstrom Enterprises Borgholm Sweden Marketing Internal Swedsih gr
8. Format ort in Y 8 2 A 3 e Formattingy Table Styles y y y Clear Filter Select Clipboard fx Font P Alignment P Number F Styles Cells Editing A B16 z fe v A B E D E F G H J K L M N O a 1 2 Reports 3 4 Cost per Customer 5 Hours per Customer 6 Number of appointments per Customer 7 Cost per Task Hours per Task Number of appointments per Task ne Di Ni j9 e 0 ch LA wech Ss ech nu amp Ech H N sch sch O Oo Home D1 G1 G2 G3 G4 G5 ee gt 7 1 DEFAULT REPORTS The default reports are grouped by tag and there are three statistics reports for each tag Hours per Tag Cost per Tag and Appointments per Tag When the Expenses feature is enable there will be one more default report per tag You can drill down from tags to values to appointments by clicking on the plus signs If your organization uses category and type for the tag values you can drill down from category to type to tag to tag value to appointment subject TimeCard Workgroup V5 User Manual www kalmstrom com 22 TimeCard kalmstrom com leveraging your Microsoft for Outlook Business Solutions B6 Fe 2013 B C D E F D H J A 5 Hours per Task 6 2013 Grand Total 7 aatra E Oct Now 9 14 Oct 15 Oct 16 Oct 17 Oct 18 Oct 18 Nov 26 Nov 28 Nov 10 EBillable 6 A 2 3 H 2 5 24 5 11 Development 2 2 H 2 5 13 5 12 Helodesk solution 2 5 2 5 13 Quality Assurance Solution A
9. TimeCard for Outlook kalmstrom com leveraging your Microsoft Business Solutions TIMECARD WORKGROUP USER MANUAL CONTENT 1 INTRODUCTION caceceuvcauedeauanecus E E E E 3 2 USER ROLES nrnna nrnna nannan nnn R RRR ERRER RERE REEERE ERRER ERRER Ennn nnne nnna 3 3 WFR INS LALA ON dis 3 3 1 START ING TAE ON rica E EE E 3 3 2 DATABASE SELECTION ME 7 4 PERSONAL SETTINGS micres weeder ee Eege EE eege NEE ege 8 4 1 PING o E e UE A 8 4 2 GENERAL SETTI N ES oia dos 9 4 2 1 FILTER APPOINTMENTS scada daran burdas 10 4 2 1 1 e Ei gailen e 10 dezd 2 Private giele En e cacvcesratee sees corveseuedcceensareyceecasueaentecovanerateeconsces ae 10 A 2 123 All Day ADPOINTMENES rasante ea 11 4 2 2 TIME MANIPULATION 11 4 2 3 LANGUAGE SELECTION DEE 11 4 2 4 EXPORT TO EXCEL OPTION LEE 11 4 2 5 oia 12 5 WORK WITH TIMECARD IN THE OUTLOOK CALENDAR 12 5 1 THE TIMEGARD STEESEL e See SE ge SS SE Se Se 12 5 2 CREATING NEW APPOINTMENTS WITH TIMECARD VALUES cecececececucecucececececenetenenenenanens 12 5 3 SETTING TIMECARD VALUES ON EXISTING APPOINTMENTS cono ra rana 13 5 4 COPYING APPOINTMENTS ccocococococo nor 13 5 5 CATEGORIES FIELD arrean a EE E E a E EE EE A ENA 14 5 5 1 COLOR CopDETaGVALUEe 14 5 5 2 REMOVE TIMECARD TAG VALUES ocococonononon narra 15 5 6 ADMIN ENABLED FEATURES steet si A erte 15 5 6 1 AEE e E E E E E NE A E E A EE daran 15 5 6 2 et GE RAR a ONE 15 6 REPORT WITH TIMECARD 16 6 1 REPORTING DIALOG MAIN PURPOSE c0co
10. abled in the Global Settings by the TimeCard administrator 5 6 1 EXPENSES With TimeCard you can report your expenses at the same time as you report your time if this feature is Customer Mercedes 7 enabled by the TimeCard administrator This is done in Task Testing e the Expenses dialog which you reach by pressing the xpenses Expenses button in the appointment ribbon group TimeCar In the Expenses dialog fill out your Ke Add Edit Expenses expenses and they will automatically follow the appointment when you Mileage report your hours Mileage Cost D Description abc Si TimeCard for Outlook You can see the Expenses button in two ways Inthe calendar select an appointment and the Expenses button will be visible in the TimeCard ribbon group This method is especially convenient if you want to add or edit expenses as you can do it without having to open the appointment Open an appointment to reach the TimeCard appointment group in the ribbon 5 6 2 E MAILS DOMAINS SETTINGS The E mails Domains settings is a useful feature when you often get work orders via e mail If the administrator has enabled this feature and mapped e mail or domain settings with tag values you can drag e mails to your Outlook calendar and make appointments of them and those appoitments will be tagged automatically with the values the administrator has specified When you drag an e mail to the calendar in the same window the ap
11. ammar November Thursday 11 28 2013 15 30 0 5 47 5 Home D1 G1 G2 c RR co Bi E lt d 7 2 CUSTOM REPORTS All the standard Excel features may be used with the default reports so it is easy to modify these reports If the changes are saved the modified reports will be used instead of the default one To create a totally new report go to the Di tab and insert a new pivot table It is often best to select a new worksheet for it Then customize the sheet as you like before you save the report H S5 o gt TimeCardStatistics 9 xlsx Excel TABLE TOOLS HOME INSERT PAGE LAYOUT FORMULAS DATA REVIEW VIEW TEAM DESIGN Sales kalmstrom com Business Solutions 7 Ken nal Line e Slicer RK ce gt i EN il i l m Line E Slicer ss 4 Q r YOX AA LC i i jt Column ES Timeline gg PivotTa lecommended Table Illustrations Apps Recommended PivotChart Power Hyperlink Text Symbols Vins SE Y a e 2 W Wa pa Win Loss i hd P PivotTables Charts Ez View LOSS bles Charts Reports Sparklines Filters Links A Tablet z Customer B C G H gt 1 Customer Mi Town EA Country EEN lonth y week Date 2 IMonkeybusinessLtd Frankfurt Germany New prog Choose the data that you want to analyze Monday 3 lHappy go Lucky Co Berlin Germany Building 3 Select a table or range Tuesday 4 Happy go Lucky Co Berlin Germany Building Tabl
12. atistics tool the statistics reports will be refreshed with Personal Report Statistics any new data Settings TimeCard If the Statistics button is used by an administrator statistics for all users will be shown If another user presses the Statistics button he or she will only see his her own statistics The reports themselves are the same The only difference is what data is fetched from the database all data or just TimeCard Workgroup V5 User Manual www kalmstrom com 21 TimeCard for Outlook kalmstrom com _e racino your Microsoft Business Solutions data for one user Therefore the description below will be the same for both administrators and users You can use all the Excel features with these reports so you can select to study any time period or detail in the data If you are not used to working with Excel you might find the Excel tips on the kalmstrom com website a good introduction The image below shows the first tab of the Excel workbook H TimeCardReports xls Excel 20 O xX FILE HOME INSERT PAGE LAYOUT FORMULAS DATA REVIEW VIEW Sign in Se oD a X mmmn 1 co co l amp i A m Ch J Calibri vlt JA a y e Wrap Text General v HA A IJ em ax 2 AutoSum Aw Pai z 2 4 D FH E Z P eh Conditional F Cell Del F Wm Sort amp Find amp astte B IU l A SS e EE H Mege amp Cente gt on 29 onditional Formatas Ce nsert Delete
13. cino your Microsoft Business Solutions 4 PERSONAL SETTINGS The dialog Personal Settings is shown when the User installation is finished and the TimeCard database has been specified Here you can select those tag values that you will be working with and needs to report on i 1 a E AN The Personal Settings also contains other choice possibilities It may be E Si reached anytime via the Personal Settings button in the Outlook ribbon Personal Report Statistics or by running the file TCPersonalSettings exe in the TimeCard settings Workgroup User installation folder TimeCard Below is the main screen of the Personal Settings De TimeCard Personal Settings 5 0 0 10 x J General Settings CH Report To www kalmstrom com TimeCard for Outlook 4 1 TAGS The Personal Settings Tags screen contains the tags specified by the administrator and their values Here you can uncheck the values that are not needed for example tasks that this customer never performs Unchecked values will not be shown in the TimeCard dropdowns in the appointments This way you will have fewer alternatives to select from when tagging the appointments with time reporting data When the box for Write tag values in the subject is checked the values you select for each appointment will be entered in the subject of the appointment also TimeCard Workgroup V5 User Manual www kalmstrom com 8 TimeCard kalms tr om com lev
14. cocococononona narrar 17 TimeCard Workgroup V5 User Manual www kalmstrom com 1 TimeCard for Outlook kalmstrom com leveraging your Microsoft Business Solutions Oa CHOOSING DATE RANGES EE 17 Ge Me E Ee 17 6 4 CHANGE APPOINTMENTS WITHIN THE REPORTING DiALOG 17 Ee GRID O OO E OE A E E EEE E tatambenetiene ss 18 GO REPORTON BEHALF OF cierta aire hiba recae ceda 19 57 EXPORFTO EXCEL eegene 20 6 0 CUSTOMIZATION OF THE EXCEL TEMPLATE occitano 20 O PRIN REPORT convirtiera ir Ee Ee Ehe 21 SEA ENO A e 21 EE 21 Fuk IDEFAVIET e 22 Jia CUSTOMREPORT O sii ae 24 SN O 0 E E rena ae eee E E 25 2 REMOVE TIMECAR ER 25 TimeCard Workgroup V5 User Manual www kalmstrom com 2 TimeCard for Outlook kalmstrom com everaging your Microsoft Business Solutions 1 INTRODUCTION With TimeCard users both plan and report their time inside the Outlook Calendar We hope that you will get a good understanding of TimeCard by studying this manual and the online video demonstrations You are welcome to print the manual or parts of it and use it within your Organization You may also change or add text or images so that the manual better suits your needs All screen shots in the manual are taken from a PC with Microsoft Windows 8 and Office 2013 English versions but TimeCard also works with lower Office versions from 2007 and with the operative systems Windows Vista and 7 To use TimeCard it is also necessary to have In
15. e Range Table Fits Thursday 5 Monkeybusiness Ltd Frankfurt Germany New prod Use an external data source Friday 6 TinyBirds Industries Stockholm Sweden Healtha Choose Connection Wednesday 7 White and Purple Developn Birmingham UK Sales tea Connection name Monday 8 OrangeTree Invest Los Angeles USA Staff trail Choose where you want the PivotTable report to be placed Monday 9 white and Purple Developn Birmingham UK Team mef New Worksheet Wednesday 10 INapkinLine factory Chicago USA Insurance Existing Worksheet Monday Location Fig Choose whether you want to analyze multiple tables O Add this data to the Data Model ENS o mi ct T2 c2 3 os mH c O al o Next time you run the statistics tool your modified or custom report will be refreshed with the new data just like the default reports TimeCard Workgroup V5 User Manual www kalmstrom com 24 kalmstrom com Business Solutions TimeCard for Outlook leveraging your Microsoft 8 UPGRADE When the Administrator has upgraded TimeCard the User installations also have to be upgraded with the file TimeCardUserSetup msi This upgrade may be performed centrally using Active Directory Each user may also use the file and run it to upgrade his her own installation 9 REMOVE TIMECARD Uninstall TimeCard from the Control Panel Add Remove programs Programs and Features TimeCard
16. e this feature you must have Microsoft Excel installed This Excel report is opened automatically when the button is pressed The report is saved as TCExcelReport xlsx under My Documents My TimeCards The file can be printed for signatures if that is needed before the reporting H n TCExcelReport xlsx Excel FILE HOME INSERT PAGE LAYOUT FORMULAS DATA REVIEW VIEW E Bn S Calibri li lA AIS Ge Wrap Text General id ES EN Paste e B I Us iis ES 8 A e SE e e Es Merge amp Center o s S 28 Conditional Format as EE Formatting Table Styles Clipboard Fa Fant Ta Alignment Ta Mumber Ta Styles 3 g Ip H L A B C D E i 1 kalmstrom com Support g 2 TimeCard Report 3 Start Date End Date 4 11 11 2013 11 17 2013 5 10 20 2013 15 41 i 3 6 stomer Task Date Hours 8 25 f 10 IKEA Total F 4 11 Swedish grammar Kalmstrom Enterprises Development 11 14 2013 10 30 4 5 12 Project management solution Kalmstrom Enterprises Testing 11 15 2013 9 00 6 5 j 13 Kalmstrom Enterprises Total 11 15 Kalmstrom Software Total 5 5 17 Mercedes Total 55 19 Toyota Total ai 20 Grand Total 33 5 dl 1 22 23 1 24 d 25 f DE Sheet i READY 6 8 CUSTOMIZATION OF THE EXCEL TEMPLATE The Excel sheet can be customized according to your own needs When the data is exported to Excel make the changes you wish and save them Then the changes will be preserved and available for subsequen
17. eraging your Microsoft for Outlook Business Solutions Select All C Write tag values in the subject x Chilli amp Blue Inc Happy go Lucky Co Monkeybusiness Lid Mousy Froductions NapkinLine factory OrangeTree Invest Sparkle Blue Cruise lines TinyBirds Industries White Purple Development Co YellowHouses Ltd xl K K M1 RT M1 RI I S QE TimeCard for Outlook 4 2 GENERAL SETTINGS In the Personal Settings General Settings screen you can define some other settings TimeCard Workgroup V5 User Manual www kalmstrom com 9 kalmstrom com Business Solutions TimeCard for Outlook leveraging your Microsoft 05 TimeCard Personal Settings 5 0 0 4 gt General Settings Filter appointments Language Options Baie a Use System Language A O Select language English Ei Events 24 h Time manipulation Export to Excel Convert all day events into hours When exporting to Excel group data by Remove lunch time from appointments longer than 7 hours Include body 255 characters 1 TimeCard for Outlook 4 2 1 FILTER APPOINTMENTS You may decide what types of appointments should be excluded from reporting These appointments will not be displayed in the reporting summary even if they exist in the calendar and they will not be entered into the database Not even if they are tagged with TimeCard values will they be reported Filter appointments Pr
18. hen select or change the TimeCard values in the ribbon group Select the appointment in your calendar by clicking on it once The TimeCard appointment group is now activated in the ribbon Select or change the TimeCard values and the changes will be applied to the selected appointment 5 4 COPYING APPOINTMENTS A very fast way to enter information into your calendar is to drag amp drop an appointment while holding down the CTRL key That will create a copy of your appointment with all the TimeCard properties intact You may also use CTRL C for copy and CTRL V for paste If a reported appointment is copied the reported mark is removed so that the appointment can be reported again TimeCard Workgroup V5 User Manual www kalmstrom com 13 TimeCard kalmstrom com leveraging your Microsoft for Outlook Business Solutions 5 5 CATEGORIES FIELD TimeCard uses the Outlook Categories field to store TimeCard tag values in appointments Private If you use the Categories field for another type l High Important of appointment classification TimeCard will not interfere with your existing data However if you add TimeCard values to an appointment with non TimeCard categories filled out they will be overwritten de Low Importanc e m det m r t ei be II Fe Sa a A UE DU Se l e d A a e Red Category This means that you have to first tag the Blue Category appointment with TimeCard value
19. ivate This way you don t have to use a separate calendar for your work time Recurring tracking By default private recurring and all day appointments are excluded Events 24 h from the reporting but you can uncheck the appropriate box es to include them 4 2 1 1 RECURRING APPOINTMENTS sy If you want to include Recurring appointments in the reporting you should be aware that recurring series of appointments are treated as one group by TimeCard Any changes in the TimeCard values of one appointment will be applied to the whole series 4 2 1 2 PRIVATE APPOINTMENTS E By default private appointments will not be included in TimeCard reports TimeCard Workgroup V5 User Manual www kalmstrom com 10 TimeCard kalmstrom com leveraging your Microsoft for Outlook Business Solutions 4 2 1 3 ALL DAY APPOINTMENTS When this box is unchecked it is possible to manipulate the time for all day events If the time is not manipulated all day appointments are considered to be exactly 24 hours work time in the TimeCard reports Therefore you should set another number of hours in the Time manipulation checkbox see below All day event 4 2 2 TIME MANIPULATION When the all day events are set to be reported with TimeCard it is possible to convert all day events into hours so that fewer hours than 24 are reported for that day It is also possible to remove time from appointments that are longer than seven hours _ E
20. or the OK button The new appointment will be saved to an empty period of the correct day but if you want to specify the hour you have to go into the calendar and do that TimeCard Reporting 5 0 0 14 From Week 10 14 2013 42 Add Get values A Grid Customer Task Mon Tue Wed Thu Fri Sat Sun Toyota Documentatio 3 Mercedes Testing T n TimeCard tag values S Kalmstrom Softwa Planning Kalmstrom Enterpi Planning Customer m Enterprises D IKEA Development IKEA Planning Task Development General Motors Testing p Ba Sum 10 0 0 Day Customer Cance P Saye Hours 66 TimeCard Workgroup V5 User Manual www kalmstrom com 18 TimeCard for Outlook kalmstrom com everaging your Microsoft Business Solutions 6 6 REPORT ON BEHALF OF If the feature Report on behalf of is enabled in the Global Settings users who has the right to share another person s calendar may report the appointments in it and get the name of the person who made the appointment into the database The report on behalf of feature works like this 1 Select the other person s calendar 2 Tag appointments if this is not done 3 Click the TimeCard Reporting button in Outlook to open the Reporting dialog 4 Make changes if necessary 5 Select the right name from the TimeCard user dropdown The selected calendar owner is shown as default 6 Report time and expenses by clicking the OK button From To Show 12 01 2013 12 08 2013 Tagged a
21. pointment will be created at the current date and time When you drag an e mail in one window to a calendar open in another window you can drop the e mail on the date and time you prefer Open the calendar in a new window by right clicking the Calendar label and selecting Open in New Window TimeCard Workgroup V5 User Manual www kalmstrom com 15 TimeCard kalmstrom com leveraging your Microsoft for Outlook Business Solutions l Open in New Window Dock the peek show the peek Options D Mic PERMITE Mail C 6 REPORT WITH TIMECARD Open the reporting dialog by pressing the Report button in the TimeCard calendar ribbon group From To 10 01 2013 10 31 2013 TimeCard planning short update meeting TimeCard planning TimeCard for Outlook TimeCard Workgroup V5 User Manual www kalmstrom com 16 TimeCard for Outlook kalmstrom com leveraging your Microsoft Business Solutions 6 1 REPORTING DIALOG MAIN PURPOSE The Reporting dialog lets you select a time period view and edit a summary of your work time and report the work time to a database Also the expenses are reported if your administrator has enabled that feature and you have used it In order to get the best possible data input you can verify the data in TimeCard three times When you enter the appointment in your calendar Inthe TimeCard Reporting dialog
22. ppointments P Book time at the ministry Send mSparkle Blue Cruise lines New product developmeniSun 12 01 2013 Book time at the ministry Send niMonkeybusiness Lid Insurance for cars sun 12 01 2013 Send receipts White Purple DevelopmiSales team meeting sun 12 01 2013 File the papers Chilli amp Blue Inc Health and safety progranMon 12 02 2013 Book time at the ministry Send niVWhite amp Purple Developm insurance for cars Tue 12 03 2013 Forward memos MapkinLine factory Health and safety progran Tue 12 03 2013 Send receipts Monkeybusiness Ltd Building a playground Tue 12 03 2013 Hours 19 00 TimeCard user l TimeCard wi for Outlook Reporting for another person is possible even if the box is not checked in Global Settings but then no choice is shown in the Reporting dialog and the name of the logged in person will be entered into the database instead of the calendar owner s name TimeCard Workgroup V5 User Manual www kalmstrom com 19 TimeCard for Outlook kalmstrom com _e racino your Microsoft Business Solutions 6 7 EXPORT TO EXCEL The Export to Excel button produces an editable Excel sheet with data about all the appointment listed in the TimeCard Reporting dialog where hours and expenses are summarized Q TimeCard In the Personal Settings you can select which TimeCard tag the data should be grouped by and if you should include the appointment body or not refer to Export to Excel Options To us
23. rkgroup User Setup SE Completed the TimeCard Workgroup User Setup Wizard Click the Finish button to exit the Setup Wizard kalmstrom Business Solutions 3 2 DATABASE SELECTION Once the installation of the client tool is finished you are asked to specify the TimeCard database the administrator has created and configured be TimeCard With TimeCard you can report time from the Outlook calendar to a central database In this dialog you should specify what database to report to Please select the database the TimeCard administrator has created for reporting and sharing Select either an Access database or an SQL Server database and enter your login details if necessary r Momar 6 A Microsoft Access database A Access An existing Access database Path E BE SA Micronet _ A Microsoft SQL Server database SCH L S e rve r A men reen ee een ee ee TimeCard for Outlook When that is done and you have clicked OK your TimeCard Personal Settings will be populated with the tags and tag values the administrator has entered in the Global Settings What is left to be done is to select your tag values and define some other personal settings refer to Personal Settings Then you are ready to tag appointments with tag values and report time to the database TimeCard Workgroup V5 User Manual www kalmstrom com 7 TimeCard for Outlook kalmstrom com _e ra
24. s and then add the non TimeCard category Green Category l A Orange Category You can reach the Categories via the Categorize button in the open appointment or by selecting an appointment in the calendar view and right clicking it Purple Category Yellow Category L All Categories ol COLOR CODE TAG VALUES To get a quick overview of you appointments you can connect each tag value to a color In All Categories rename the colors to your tag values and each color will be applied to all appointments tagged to the specified value To assign Color Categories to the currently selected items use the checkboxes next to each category To edit a category select the category name and use the commands to the Name Shortcut key WI General Motors Ei KEA Ei Kalmstrom Enterprises F Kalmstrom Software Mercedes OE Nokia P Toyota TI TI Volvo TimeCard Workgroup V5 User Manual www kalmstrom com 14 TimeCard for Outlook kalmstrom com leveraging your Microsoft Business Solutions 5 5 2 REMOVE TIMECARD TAG VALUES To remove TimeCard values from an appointment right click the appointment in the Outlook calendar view and select Categorize and Clear all categories Note if you want to exclude some appointments from the reports you can also mark them as recurring personal or event refer to Filter Appointments 5 6 ADMIN ENABLED FEATURES The features below may only be used if they have been en
25. t reports You can for example e insert a company logo at the left top of the report e add rows on top and bottom but not in the default exported report area e Change colors fonts or number format in newly added rows TimeCard Workgroup V5 User Manual www kalmstrom com 20 TimeCard for Outlook kalmstrom com leveraging your Microsoft Business Solutions We don t recommend inserting any columns as they can spoil the layout of the report In the image above the appointments are grouped by Customer and the box for adding max 255 characters from the appointment body has been checked in the Other Settings dialog 6 9 PRINT REPORT When you press the Print button the reporting period and the two panels in the Reporting dialog will be printed alba TimeCard e 0 Mech 6 10SEND REPORT When you click OK to post your report you will get a warning You will not be able to change your reported time once you submit that the data them to the databaze cannot be Are you sure you want to do this changed once it has been posted If you decide to post your report you are asked if you want to send another report Reporting for this period done Would you like to report for another period 7 STATISTICS When you press the Statistics button in the TimeCard calendar ribbon group TimeCard will create Excel reports ana with statistics on all reported data Each time you run the VT E st
26. ternet Explorer 9 or higher installed The language of TimeCard automatically defaults to the same as the Office language of the user s actual PC We currently support Danish Dutch English Finnish French German Italian Norwegian Portuguese Spanish and Swedish Each user has the option of selecting any one of these languages instead of the default system language in his her Personal Settings 2 USER ROLES There are two different manuals for TimeCard Workgroup depending on what role the user has when it comes to TimeCard This manual is for users There is another manual for administrators Users cannot see and manage the Global Settings and they can only o pa see their own statistics a SC AN Users cannot decide about what database should be used for sharing RT ES and reporting but must select the database configured by the Personal Report Statistics administrator settings You become a user by installing T meCard with the file TimeCard TimeCardUserSetup msi 3 USER INSTALLATION if TimeCardUserSetup msi Once the administrator has performed the administrator installation TimeCard must also be installed on all the user machines This is done with the TimeCardUserSetup msi which can be downloaded from the kalmstrom com website The person installing the Client Tool needs to have Administrator rights over the workstation The file TimeCardUserSetup msi may also be used for a central installation of the client tools
27. the corresponding appointment in the calendar will become one hour longer TimeCard Workgroup V5 User Manual www kalmstrom com 17 kalmstrom com _e racino your Microsoft Business Solutions for Outlook e TimeCard 6 5 GRID If you check the box for Grid you will get a possibility to add appointments directly in the Reporting dialog For tag values that already exist in the dialog you can quickly change the time period or add more hours in empty cells Click Save when you are finished with each week to save the changes to the calendar When you are only adding hours for one week you can click OK directly without saving Then the additions will be saved to the calendar and your hours for that week will be reported to the database De TimeCard Reporting 5 0 0 12 From Week Y Grid Customer Task Mon Tue Wed Thu Fri Sat Sun a IKEA Planning 4 5 5 5 5 K Toyota Documentations 3 Mercedes Testing T 3 A Kalmstrom EnterpiPlanning A 8 3 IKEA Development 2 A 2 For tag values that are not present in the reporting grid click the Add button to open a new dialog where you can add tag values Then click OK to add the appointment to the reporting summary Enter the number of hours in the cell for the actual day and click Save to save the new appointment to the Outlook calendar or click OK directly to save and report When you have created a new appointment you will be informed about that either you click the Save button
28. vents 24 h Time manipulation _ Convert all day events into hours 8 Remove lunch time trom appointments longer than 7 hours 0 75 4 2 3 LANGUAGE SELECTION By default TimeCard takes the system language but you may select to use another of the supported languages Language Options O Use System Language 8 Select language Danish Dutch A English Estonian Finnish W 4 2 4 EXPORT TO EXCEL OPTIONS When you press the Export to Excel button in the Reporting dialog the data shown in the dialog will Export to Excel be exported to an Excel sheet When exporting to Excel group data by You can select by what TimeCard tag the data should be grouped in the Excel sheet Include body 255 characters You may also select to include the first 255 LJ y characters of the appointment body in the export TimeCard Workgroup V5 User Manual www kalmstrom com 11 TimeCard for Outlook kalmstrom com leveraging your Microsoft Business Solutions ES RATE If the administrator has specified that costs should be calculated Rate 0 by person and that this rate should be defined in the Personal Settings this screen will have an additional field for rate TimeCard The currency will be the one specified in the system settings so e for Outlook you just have to fill out the figure 5 WORK WITH TIMECARD IN THE OUTLOOK CALENDAR Use your Outlook Calendar to plan your day with meetings and
29. where you get an overview of the data that is about to be entered into the database When you click on OK in the Reporting dialog you are asked to confirm that you want to report the time 6 2 CHOOSING DATE RANGES Choose your date range by selecting a start and end date for the report The Reporting tool will summarize all appointments within that date range and include them in the report Standard view ie TimeCard Reporting From show 10 14 2013 Tagged appoint Grid view Se TimeCard Reporting From Week 10 14 2013 x 2 BH 6 3 DISPLAY OPTIONS For the time period you have defined you can select which appointments you wish to show These are the alternatives e all appointments tagged with TimeCard values e all partially tagged appointments e both tagged and partially tagged appointments not tagged appointments e all appointments This makes it easy to verify that you have not missed tagging an appointment in your calendar If you did you can easily select TimeCard tag values for that appointment in the Reporting dialog 6 4 CHANGE APPOINTMENTS WITHIN THE REPORTING DIALOG You can change the TimeCard tag values and other properties within the Reporting dialog by selecting a row in the list and changing one or more values All changes will be written back to your calendar Thus if you change the duration of an appointment from 2 to 3 hours in the Reporting dialog
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