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Journyx 8.9 User Manual - Journyx User Community

1. Figure 21 5 Approval Plan Email Settings Within the Email Settings section of Approval Plans you can view and manage the different emails that can be sent to approvers and users who have been assigned to the Approval Plan The various Email Settings are detailed below User notification of rejection When this email notification is enabled the system will send an email to the user if his her sheet has been rejected by any one of the approvers in this Approval Plan User notification of approval When this email notification is enabled the system will send an email to the user when his her sheet has been approved by an approver Approver notification of sheet submission When this email notification is enabled the system will send an email to the approvers when an assigned user submits a sheet for approval Journyx 168 Journyx Timesheet ver 8 9_01 169 Approver notification of sheet resubmission When this email notification is enabled the system will send an email to the approvers when an assigned user resubmits a sheet that had been previously rejected User notification of sheet due When this email notification is enabled the system will send a reminder email a specified number of days before a period ends to assigned users that their sheet is due for submission The number of days can be set below the text section of this notification User notification of late sheet submission When this email notification is en
2. Entry Screens Name Description o Punch Punch In and Out Only Create Punch Entry Screen Figure 1 3 Punch Entry Screens main page Punch Entry Screens are time entry screens that are ideal for non exempt employees who will typically be using a single terminal to punch in at the beginning of the workday and punch out at the end of the workday In this manner the Punch Entry Screen simulates the old timed punch clock The Punch Entry Screen is not complex and is not designed for user flexibility but rather ease of use To create a new Punch Entry Screen click the Create Punch Screen button located in the lower right corner of the main Punch Entry Screen page This will direct you to the Punch Screen Creation page where you can specify the attributes of the Punch Entry Screen see figure 1 4 Specify a name for the Punch Entry Screen You can then specify to what extent Journyx 53 Journyx Timesheet ver 8 9_01 54 you wish to show to users their recent punches You can also select which additional options will be allowed to the users such as the Timecard Report button or the Accruals button Copy the settings of screen Punch Name Punch Description Punch In and Out Only O Show 7 days of recent punches C Show timecard report button E Show totals for recent punches C Show accruals button io Show button to display recent punch list O Do not show recent punches Time records are determined by the first H p
3. Journyx 254 Journyx Timesheet ver 8 9_01 255 Preferences My Projects You can personalize a Project list that will display only the selected Projects when entering your time expenses or mileage Manage My Projects Available Projects My Projects Go to Top of Tree root P1 Task 1 P1 Task 2 lt Remove Remove All Figure 29 4 My Projects Memorized Entries Memorized Entries allow you to save your most common tasks so that you do not have to repeatedly select them when entering time A Memorized Entry contains a single Project Task Pay Type Bill Type and Comment After an entry has been memorized it will appear in all your timesheets thereafter You then only need to specify the hours if any for that task To create a Memorized Entry select the appropriate Project Task Pay Type Bill Type and Comment and then click the Save button You can only create a Memorized Entry after that entry has been saved in your timesheet After the entry has been saved you will see the Memorize Icon to the right of the entry Click the Memorize Entry Icon review the contents of the entry as it is displayed on the User Memorized Entries screen and click Save to preserve the entry The information in that entry will be memorized except the hours and will appear in all your timesheets thereafter You can also memorize part of an entry by using the wildcards feature Selecting the any value from t
4. Show Details This option will display the selected fields below in the report output Combine Similar Records into a Single Row This option will combine all records that are identical in terms of Project Task Pay Type Bill Type and comments into one record in this report thereby simplifying the view This is used to combine corrective records created when a sheet is rejected and modified through an approval process Otherwise the system will display all records individually Fields to Display This section allows you to select the standard and extra fields to be shown in the report output Choose a category of fields to display from the dropdown menu and then select one or more fields in the list of available fields The order in which fields are displayed left to right in the report correlates with the order in which they appear top to bottom in the Fields Displayed In Report column Therefore you can move a field closer to the left side of the report by using the button to bring that field closer to the top of this list Conversely you may move a field further to the right side of a report by using the button to move it lower in this list Note The system will allow you to report on Custom Fields in addition to standard fields Custom Fields labeled with an asterisk are fields that have been enabled as Time Record Fields and will display their historical value the value they had at the time of record creation when shown in
5. Approver notification of project submit When this email notification is enabled the system will send an email to the approvers when a user submits a project entry for approval Journyx 155 Journyx Timesheet ver 8 9_01 156 Approver notification of project resubmit When this email notification is enabled the system will send an email to the approvers when a user resubmits a project entry that had been previously rejected Backup approver notification When this email notification is enabled the system will send an email at a specified point in time after a project entry has been submitted to but not processed by the primary approver associated with the Project Approval Plan The entry will be placed in the backup approver s queue a specified number of days after the period has ended if a submitted entry has not been approved or rejected by the primary approver The default is 1 day after the end of a period though this value can be modified Email Log Options The two email log options for each Approval Plan relate directly to the email log The email log should generally only be used if you are having difficulties with the emails for this Approval Plan Please enable these options only if instructed to do so by Journyx support The Email Setting fields for subject lines and messages accept plain text HTML tags and a selection of tricky tags that pull information directly from the system database The available tricky tags ar
6. Enable other approver notification of rejection Subject line for other approver rejection notification Journyx Tags Message to send other approvers if this project is rejected Journyx Tags Reason lt reason gt Enable user notification of project approval Subject line for user approval notification Journyx Tags Message to be sent to the user when this project is approved Journyx Tags Enable approver notification of project submit Subject line for approver notification Journyx Tags Message to be sent to the approver when queued for approval Journyx Tags Figure 18 10 Project Approval Plan Email Settings Within the Email Settings section of Approval Plans you can view and manage the different emails that can be sent to approvers and users who have been assigned to the Approval Plan The various Email Settings are detailed below User notification of rejection When this email notification is enabled the system will send an email to the user if his her project entry has been rejected by any one of the approvers in this Project Approval Plan Other approver notification of rejection When this email notification is enabled the system will send an email to all other approvers when any single approver rejects a user s submitted project entry User notification of project approval When this email notification is enabled the system will send an email to the user that the project entry has been approved
7. Journyx 80 Displays the Extra Link in the user s toolbar as defined in System Settings Displays the Leave Requests gt Request Time Off and Leave Request Calendar tabs under Management in the navigation menu While Administrators Managers and Reporters will be able to see the Leave Request Calendar for reporting purposes only without this ability no one can request time off without access to Leave Requests and Time Entry Displays the Logout link at the top right corner of the screens Displays the Management tab in the navigation menu This tab provides access to a list of subtabs that are dependent upon the user s role in the system and may include any of the following Users Groups Projects Field Values Approval Plans My Sheets Memorized Sheets Memorized Entries Leave Requests Domains or Custom Tools Displays the Mileage tab in the navigation menu which provides access to the Mileage Entry screens Withholding Mileage Tab access is useful if your organization does not wish to implement mileage tracking Displays the Reset Password link under Preferences in the navigation menu Withhold this access ability when you do not want users to reset their own passwords Displays the Project Notes tab under Projects This tab gives users the ability to add extended documentation in Project notebooks Other users who have access to the same projects can then read each others notes Displays the Reports tab in the nav
8. Yes ey Should new children inherit these fx f settings no W Show approvers full sheet No r Approvers for Project P1 Task 1 Level Approver Login Approver Full Name Add New 1 Select an Approver Select an Approver _ Backup Approvers optional for Project P1 Task 1 Level Backup Approver Login Backup Approver Full Name Add New 1 Select an Approver be Select an Approver _ EZ gt Email settings for Project P1 Task 1 Modify and Apply to Children Return to P1 Task 1 Figure 18 9 Project Approval Plan Settings The Currently Active dropdown allows you to choose between yes and no If you want the Approval Plan to take effect immediately you should set this option to yes The no option is provided as a way to turn off the approval plan if you should ever find a need to have that process disabled Please note that if you turn an Approval Plan off any records that are in process at the time you disable the process will continue through to completion The dropdown labeled Should children inherit these settings allows you to specify whether child projects of this parent project will inherit this Approval Plan when new child projects are created Keep in mind that this inheritance will only be applied to new child projects at the time of creation For existing child projects to inherit these properties you must click the Modify and Apply to Children button after setting up t
9. none none E none be none select E none none A none B none E iz select neq none none we none B none select Z none none Figure 3 3 Policy creation screen The Name and Description of a Policy are used to identify the Policy particularly when assigning Policies to users The Name should be unique and help to identify the target users for the Policy Examples might include hourly salary exempt non exempt contractors and senior staff Please note that Rules Policies and Rate Reports cannot have duplicate names If you attempt to name one of these items with a name already assigned to a different item you will receive an error message You must select a Pay Rate preference for the Policy Since a user can have his her own Pay Rate and the Project that the user has logged time against can have its own Pay Rate you must select which Pay Rate to use for the Policy The system also allows you some flexibility in choosing this preference If user is selected the system will use the Pay Rate assigned to the user whose timesheet is being affected by each Rule If project is selected the system will use the Pay Rate assigned to each Project associated with the hours contained in the timesheet that is being affected by the Rule If greater is selected the system will compare the Pay Rates for both the user and the Project associated wit
10. send an email to the user containing a link that will allow the user to create a new password for his her account Password reset request window in hours This option determines the length of validity of the password reset link in emails sent to users who forget their passwords Password reset email subject This option allows you to specify the text that will appear in the subject line of each email the system sends to a user in the event that he she has forgotten his her login password The following is a list of Journyx Tricky Tags that are supported in password reset subject lines lt userfullname gt User name for which the password is being reset lt userlogin gt User login for which the password is being reset Password reset email body This option allows you to specify the text that will appear in the body of the email the system sends to a user in the event that he she has forgotten his her login password The following is a list of Journyx Tricky Tags that are supported in password reset emails lt userfullname gt User name for which the password is being reset lt userlogin gt User login for which the password is being reset lt link gt Link that will generate a link back to Timesheet where users can reset passwords Send email to this address on password reset failure This option allows you to designate a single email address for notification when users attempts to reset passwords fail for any reason
11. Date Hours User MANS Comment Thursday August 26 2010 Friday August 27 2010 Friday August 27 2010 1 selected Select All Decline Figure 24 5 Leave Request reason for decline Journyx Approver Decliner with mment meredith meredith meredith meredith Others are already out Results Per Page Pay Project Activity Type Family Clerical FTN Billable Family OR Billable Clerical Family Clerical ain Billable Results Per Page Go Results Per Page 10 Approver Decliner with Comment Project Activity meredith meredith meredith meredith Others are already out Clerical Clerical Clerical Results Per Page ai Reason There is a mandatory team meeting on Aug 26 193 Journyx Timesheet ver 8 9_01 194 Leave Requests can only be loaded into timesheets that are open Also the system will check Accrual balances at the time of creation of a Leave Request A warning will be triggered if the Accrual exceeds the balance at the time that the Leave Request is submitted and the approver will be warned that the request will exceed current accrual balances at the time the request is approved However the request can still be submitted and approved e g in the event a user will be granted more accrual hours in the interim Leave Request Settings Leave Request Settings is managed under Configuration gt System Settings gt Leave Req
12. Entry T Notes for This Time Record Add Entry Figure 31 6 Project Notes You can also manage Project Notes under Preferences gt Project Notes You can view existing Project Notes by specifying the search criteria and date range and then clicking the Search button The search results of Project Notes will be displayed below the criteria To create a new Project Note go to the Create a New Project Note section Select a Project and specify a note When finished click the Save button Journyx 282 Journyx Timesheet ver 8 9_01 283 Sheet History Sheet History View sheet transactions and add comments to the sheet history Enter Comments Submit Comment Hide System Notes Type mileage Period 07 25 2010 07 31 2010 User u4 State SUBMITTED Creation Date Creation Time Creator Creator Login Notes Tuesday July 27 2010 15 07 System Initial Creation User 4 u u4 Tuesday July 27 2010 15 12 System Submitted for Approval User 4 u u4 Tuesday July 27 2010 15 12 System Created Approval Track for Project P1 Task 1 User 4 u u4 Project Approval Information Project P1 Task 1 Status Pending Approval Level Approver Login Approver Fullname Status 1 pmi pm Awaiting Approval Figure 31 7 Sheet history Sheet History contains notes regarding the mileage sheet and the approval process for that specific mileage sheet The Sheet History link is located in the Additional Options section at the bottom
13. Record Entry Project Note for root HTML cz Notes for This Record ey Entry Notes for This Time Record Type 199983 characters left Add Entry Figure 29 7 Project Notes You can also manage Project Notes under Preferences gt Project Notes You can view existing Project Notes by specifying the search criteria and date range and then clicking the Search button The search results of Project Notes will be displayed below the criteria To create a new Project Note go to the Create a New Project Note section Select a Project and specify a note When finished click the Save button View Time Report Journyx 258 Journyx Timesheet ver 8 9_01 259 Reports Standard Reports E Past Period HTML regular E Future Period Modify this report My TimeSheet Time Records from Sunday July 25 2010 through Saturday July 31 2010 Date User Activity Pay Type Bill Type Project Comment Monday July 26 2010 4 u Coding Regular Standard P1 Task 1 clean up Monday July 26 2010 Design Plan Regular Billable P1 Task 2 initial planning Subtotal 07 26 2010 Tuesday July 27 2010 i Standard P1 Task 1 clean up Subtotal 07 27 2010 Grand Total Signature Figure 29 8 Time Report This report displays information regarding the time records that have been saved for this time period The top of the report screen includes four buttons for manipulating the Time Report The Past Period and Future Period buttons allow
14. Search a Rate Report name or description contains si HTML regular Run Report Options C Save report output Saved report output description Saved Report Search Results Showing 1 2 of 2 rate reports Results Per Page 200 Report Name Run Report Description Data Range Dates Approval Run Report Default report for the approval screen Preview Run Report Default report for timesheet preview screen 0 selected Select All Results Per Page 200 Go Create a Rate Report Figure 3 6 Rate Report main page Initially there are two default Rate Reports named Approval and Preview on the main Rate Reports screen The Approval report is directly associated with the Approvals process and can be viewed by designated Approvers in the system when viewing a user s timesheet This report can be modified to affect certain aspects of the display that Approvers see when they are viewing a submitted timesheet However the date range and user selection portions of this report are locked and changing them in the management screen will not make actual modifications to the report The Preview report allows users to view the rate calculations applied to a given timesheet by using the View Time Report feature The Rate Report is displayed below the time report As is the case with the Approval report the date range and user selection portions cannot be changed If you do not wish either approvers
15. Showing 1 4 of 1 Projects Description Default Parent Project Top of Project 1 Task 1 for Project 1 Task 2 for Project 1 Owner Dev Team 1 Lead Dev Team 1 Lead Dev Team 1 Lead is anything Accounting Manager Dev Team 1 Lead Dev Team 2 Lead Dev Manager 141 Backup Owner Accounting Manager eT is anything 0 Dev Team 1 Lead Dev Team 2 Lead Dev Manager y Results Per Page 10 a Go Parent P A Comp 0 00 0 00 Est Hours 0 00 250 00 0 selected Compare and Modify Figure 18 1 Project Management main page Results Per Page 10 B Go Project Management System Settings There are several Project System Settings that can be managed under Configuration gt System Settings gt Project Settings These settings should be considered and configured prior to creating new projects For more information about these settings see the System Settings section of this manual Creating Projects One of the first actions that should be performed on any new installation of Timesheet is the creation of the various projects that your organization will be using for time expense and mileage tracking You can create a new project under the root by clicking the Create button located in the lower right corner of the screen This will direct you to the Project Creation screen where you can specify the attributes of the Project see figure 1
16. make changes to existing entries C Show the Commit button on reports Prior period corrections to approved force resubmission for approval A sheets should Figure 8 10 2 Audit Trail Settings Level of auditing required when users make changes to existing entries This option determines what happens to an existing entry on a user s Time Expense or Mileage entry when a change is made There are five levels available Level 1 changes to existing records will not be tracked Changes on a sheet will change the record in the database retaining only the timestamp and user ID for the last modification Journyx 17 Journyx Timesheet ver 8 9_01 18 Level 2 changes will be tracked only after a sheet has been submitted If a sheet has ever been submitted for approval regardless of its current state any change to an existing row on a user s sheet will cause one or more new corrective records to be created rather than modifying an existing record in the database Level 3 similar to level 3 in that corrections are enforced only after a sheet has been submitted For level 3 however an existing entry cannot be modified at all without an additional correction note being added to the entry Correction notes are similar to diary notes and each change requires such a note Level 4 like level 2 but corrections are made any time a record is changed Level 5 like level 3 but correction notes are required at all times
17. Accruals Rate Rules and Policy creation and modification Password reset for self and for all users Custom role creation Journyx 78 Journyx Timesheet ver 8 9_01 79 Period and Entry Screen definitions Import tools System Settings modification Group membership for roles can determine which features a single employee has access to For example you can have an employee that is assigned to two roles Manager and Reporter If the employee belongs to one Group that includes the Manager role he will have access to the standard manager functions for the users in that Group However if he belongs to a second Group that includes the Reporter role and does not contain the Manager role he will only have access to report on the users in that second Group You can also create Custom Roles that are assigned to specific Groups i e a Custom Role named Manager of Group 1 By assigning the Role to your Group 1 manager and including it in Group 1 only you ensure that this employee can manage the other employees under his her supervision without being able to access those that are not i e managers in an all managers group to which he also belongs Below is a list of Roles and Authorities in more detail Role Ability Approvals Management Approver Regular Approver Super Role Authority Authority Administrator Authority Expense keeper Authority Manager Authority Mileage keeper Authority Punch User
18. Comment on users expense sheets when they track expenses for projects Mileage Sheet Settings V Mileage Sheet Settings Reason mileage entry field Reason name Vehicle mileage entry field Vehicle name Measurement mileage entry Measurement field name Comment textbox mileage Comment entry field name Figure 8 6 Mileage Sheet Settings Measurement mileage entry field name Measurement is the default name suggested for this tracking field that may be included in mileage sheets You may specify a different name for the Measurement field The new name will be displayed in place of Measurement on users mileage sheets when they track mileage for projects Vehicle mileage entry field name Vehicle is the default name suggested for this tracking field that may be included in mileage sheets You may specify a different name for the Vehicle field The new name will be displayed in place of Vehicle on users mileage sheets when they track mileage for projects Reason expense entry field name Reason is the default name suggested for this tracking field that may be included in mileage sheets You may specify a different name for the Reason field The new name will be displayed in place of Reason on users mileage sheets when they track mileage for projects Comment expense entry field name Comment is the default name suggested for the textbox on mileage sheets You may specify
19. Dashboard Access Details Dashboard User User that can view the Dashboard Access Entry Screens Access Expense Entry Access Extra Link Corrections Expense Corrections Mileage DC Access Full access to Disconnected User module Corrections Time Currency Conversion Controller DC Expense Access Dashboard Access Det Figure 4 1 View standard roles Below is a list of the available roles and a summary of the abilities that each role possesses Journyx 76 Journyx Timesheet ver 8 9_01 77 Keep in mind that the abilities assigned to the default roles cannot be modified If you need to create a specialized role other than a default role you will need to create a Custom Role User Time expense and mileage entry functions for self only Limited number of reports limited to self reporting only Access to Project Notes Password reset for self only Access to User Detail fields under Preferences Limited number of personal preferences Limited number of administrative tasks for self only Time User e Same access and abilities as the default User role above except no access to expense or mileage entry Memorized Sheet User e Same access and abilities as the default User role except additional access to create and modify Memorized Sheets for self Punch User e Access to assigned Punch Entry Screen only Manager A Manager serves as a low level administrator over users only Managers can only
20. Enter time as hours worked Enter time with dropdowns 5 minute increments for dropdowns Default time period weekly iz M Add this screen to all new groups Time entry format Either Z MA Total hours as they are entered Display days in ascending bey chronological order O Show Project descriptions in dropdowns Number of blank entries to display User Preference B C Show Project tree in the Project column Allow file attachment uploads M Show memorized entries Do not allow file uploads M Allow users to view past periods O Allow unlimited file uploads M Allow users to view future periods Allow uploads number of attachments allowed per period 2 Muse entry field notes Allowed file attachment types PDF documents only wa M Use customized names for Entry Columns Entry Columns Column Order Column Name Default Value Hide 0 FA Group a aooo B M G Project wa fo SOSO D 4 Fed Activity A Other ww go 39 Pay Type A Regular EZ O az Bill Type a Standard Ez go Ow samma default go Maxjmum Commp ength 225 Figure 1 2 Time Entry Screen modification Grid format presents the user with a grid of dates and spaces to enter time for the dates that are displayed Multiple entries for a given day are possible in this format The in out time feature is an additional component that can be displayed above the time entry table of the Time Entry Screen Users who have access to the in
21. Finally Internet Explorer must be configured to access data sources across domains For help configuring this IE security option please contact your organization s IT department Cube Reports allow you to view your data within your browser as an Excel Pivot Table Microsoft Pivot Tables make it easy to change the subtotal options of a given report in real time Furthermore you can sort your results or hide individual users dates tasks and the like Finally The Cube Report format also allows you to export the results of a Journyx 217 Journyx Timesheet ver 8 9_01 218 specific report directly to Excel where you can have complete control over the data to make graphs or drill down further Hint When you export a Cube Report from Timesheet into Excel the complete selection of raw data covered by that report is also exported usually to Sheet 2 in the workbook which is created during the export process Interaction with the data presented in a Cube Report is handled via the Cube Report Toolbar Additional help with the pivot table technology behind Timesheet s Cube Reports can be accessed by clicking the Help button To modify the subtotal option dynamically click the Field List button on the report toolbar The Field List screen will be displayed and you will be able to select additional fields to show in the report Initially only the fields that are included in the report are displayed in the report However by default all stand
22. Logging Options Enable o Extended Tracebacks D Audit log 1 KB View Audit Log Diagnostic log 1 MB Delete Diagnostic Log File Figure 8 21 Logging Options Enable extended tracebacks This option will display extended information about errors you may encounter using Timesheet Checking this option is highly recommended as it will greatly aid Journyx in assisting you if you have problems with Timesheet Enable audit log Enabling this log will track most actions performed within the Timesheet system It is recommended you leave this log off except when it is specifically needed because it grows exponentially in size with every day you leave it turned on Enable diagnostic log This log tracks the database queries in various parts of Timesheet This is also helpful when you have a problem in your system and you want to diagnose what is wrong Like the audit log it is recommended that you leave this off except for when it is specifically needed Journyx 33 Journyx Timesheet ver 8 9_01 34 License Key License Key En Lenar CEPIF GSAS eH TP mak i VE Wnt BRAMMERT VEW mP Iy WV pert IWF I SOTR ZL eM WV COU IIVOYE YVWV 22 Ret WONW 1 JACEMYEVRVImAR ZSI UPRQWV ER Ge Vetdates 9970 users 1799 AapgAnernt Unresinced OC Unreached MSF 0t perver Unrestriited and expires Tacecay Metaery 2 1012 Am radiot Exowes Tuesday Jansary 3 2012 Wors Reguent Postion het vty trer new berree bry Ucerar try fie uziosg Brow
23. Not Synchronized Dev Manager 7 L TJ Service ij Project Approved Figure 14 10 Mileage Record search Management Records Modify Mileage Entries E 1 Mileage Record was found Time Entry Creation Time Entry Moditication Expense Ent Y Creation Expense Enti Y Modification Mileage Entry Creation Mileage Entry Modificadon User Sheet Deletion Your Search Found These Mileage Records Select User Date Distance Project Reason Vehicle Measurement Record Status SheetStatus Comment Dev Team 1 User 2 dtlu2 Thursday July 22 2010 50 00 root Contract Negotiation Vehicle A mi Open Open for Entry Default Comments Approve Commit Unapprove Uncommit Go To Modify Screen Figure 14 11 Mileage Record selection To delete the selected entries click the Delete button To approve or commit the selected entries click the Approve Commit button To disapprove or uncommit the selected entries click the Unapprove Uncommit button To modify the selected entries click the Go to Modify Screen button This will direct you to an Entry Management screen where you can change the Project Measurement Reason Vehicle Comment Mileage and Group see figure 14 12 When finished click the Modify the Records Altered Above button Journyx 135 Journyx Timesheet ver 8 9_01 136 Management Records Modify Mileage Entries B Change the records Then press the modify button to save your changes User Date Project Reason Distance
24. The total number of users granted access to the sub domains may inadvertently exceed the total number of Journyx 183 Journyx Timesheet ver 8 9_01 184 users that the license allows for the system The number of active users in each sub domain is subtracted from the number of users available to the root domain The term active user refers to any user who has entered time expense or mileage within the past 30 days If you have purchased the Rates and Rules Module the Custom Roles Module or the Custom Error Reporting Module you can turn those modules on or off for each domain that you create Additionally you can enable or disable the Timekeeping functionality in each sub domain The Root Domain The root domain is an administrative domain only There are several configuration and maintenance tasks that can only be performed in the root domain Outside of these tasks nothing including time tracking project creation or reporting should ever be done in the root domain The Administrator login to the root domain is extremely important It is critical that you create a second root administrator as soon as you begin configuring your root domain for use This second administrator account will be your backup in case you ever lose your primary administrator password If you lock yourself out of the root domain the only way to get back in will be to take your database offline and have the Journyx support team hand modify your databas
25. Timesheet Number of entry rows on Disconnected User Expense sheet Number of entry rows on Disconnected User Project sheet Number of entry rows on Disconnected User Mileage sheet Forward response to junk email here Use None to ignore junk email Figure 8 29 Disconnected User Advanced Settings Expire requests this many days after the final period This option allows you to specify the number of days that forms remain valid You may modify this time period as required by your organization The default number of days for this option is 28 Process at most this many mail messages per check This option allows you to specify a maximum number of Disconnected User forms that the system will process at any given mail check The default number of days for this option is 10 Maximum number of time periods that user can select in advance This option allows you to control how far in advance users can request Disconnected User forms This option is based on the time period assigned to each user Therefore if your organization uses several radically different time periods you may need to consider this option carefully to ensure that users who no longer have access to certain time periods also do not have access to forms that are multiple months out The default number of periods for this option is 8 Number of entry rows on Disconnected User timesheet Journyx 41 Journyx Timesheet ver 8 9_01 42 Journyx This
26. To log the beginning of your work day simply specify the time in the In field including an a or p for a m or p m of the respective date To log out specify the time in the Out field of the respective date At the bottom of the Time In Out module you will see the total hours from logging in and out for your work day Along with entering your Time In Out you may have the standard timesheet features to enter the number of hours spent on specific tasks throughout the day At the bottom of the standard timesheet module you will see the total hours from entering the time spent on specific projects Your administrator may require that the total Time In Out hours equal the total time spent on specific projects for the day Project Entry Notes The system allows you to create Project Notes for any time record within a time entry Project Notes provide a way for you to record complex comments and information for hours Journyx 257 Journyx Timesheet ver 8 9_01 258 logged to a project over the course of a time period You can create a Project Note for a specific time record by clicking the Project Note icon located immediately to the right of a saved time record on your timesheet Again the time entry must already be saved in the system before you will see the yellow note appear Clicking on the note will launch a pop up window which can be used to create edit or delete Project Notes see figure 29 7 cord Entry Project Note for root
27. User Project Measurement Vehicle Reason Comment 4 u bg A root A Any A A f Any A Q Any Figure 31 5 Memorized Mileage Entries To manage existing Memorized Entries go to Mileage gt Memorized Entries gt Manage Memorized Entries This screen will show you all the Memorized Entries that you have stored in the system These are all the Memorized Entries that appear in your mileage sheets You can change the Project Measurement Vehicle Reason and Comment for the respective Memorized Entry that you want to modify When finished click the Save button To delete a Memorized Entry from your mileage sheet select the Memorized Entries to delete and click the Delete button Project Entry Notes The system allows you to create Project Notes for any mileage record within an mileage entry Project Notes provide a way for you to record complex comments and information for mileage logged to a project over the course of an mileage period You can create a Project Note for a specific mileage record by clicking the Project Note icon H located immediately to the right of a saved mileage entry on your mileage sheet Again the mileage entry must already be saved in the system before you will see the yellow note appear Clicking on the note will launch a pop up window which can be used to create edit or delete Project Notes see figure 31 6 Journyx 281 Journyx Timesheet ver 8 9_01 282 Record Entry Project Note for root
28. i Report Name Run Report Report Type User Modifiable Data Range Dates O Accruals Run Report Time Report 1 year Q ExpenseSummary User Run Report Expense Report 1 month Summary of Hours User Run Report Time Report 1 month O timesheet Run Report Time Report 1 week 0 selected Select All Results Per Page All J Copy to User Report type Matrix Time Report e Figure 28 2 Creating Saved Reports Once you have selected the report format chosen the method for saving and specified the name click the Run Report link next to the selected report The report will run and the output will be saved for later viewing Please note that the report data is saved at the time you run the report Therefore any modifications you may make to the report after it has been run i e changing the subtotaling options when using a Cube Report will not be saved To save reports that have been modified after the initial run export the report data to Excel or another similar program Existing Saved Reports can be seen by navigating to Reports gt Saved Reports see figure 28 3 The list of saved reports located at the top of this screen includes all reports that you have saved as well as any saved reports that have been copied to you by another user within your organization This screen includes the following information on each saved report you as a user have access to report name date run report type output format and
29. manage users in the Groups for which the Managers have been assigned to by an Administrator A Manager has access to all the functions of a User role plus the following e Accrual management for users in Groups that he she is managing e Anumber of reports that relate to both self and to Groups he she is managing e User modification including access to all Custom Fields for users in groups he she manages e Password reset for self and users in any Groups he she manages e Time expense and mileage record creation for users in Groups he she manages e Memorized Entry creation for users in Groups he she manages e Memorized Sheet creation for Groups he she manages e Punch record conversion for users in Groups he she manages Project Manager A Project Manager serves in the same capacity as a Manager but also has the ability Journyx 77 Journyx Timesheet ver 8 9_01 78 to create and modify projects in Groups for which the Project Managers have been assigned to by an Administrator A Project Manager has access to all the functions of a Manager role plus the following e Project creation and modification e A number of reports that relate to projects Reporter A Reporter has access to very few of the traditional user functions of the system but has full access to the reporting engine A reporter cannot enter time or any other data except Project Notes but he she can view reports on any data contained in the Groups to which he she has b
30. membership The process of entering expenses into the form follows standard expense entry procedures exactly Journyx 114 Journyx Timesheet ver 8 9_01 115 Once expense entries have been entered the user should simply click the Save Work In Progress button at the bottom of this form Clicking this button saves all expense entries and stores them locally in a cookie that will continue to hold this form s data until the form is submitted The user does not need to be connected to the internet to save expense entries Once all expense entries have been completed for the period and the user is certain that no changes will need to be made the user should connect to the internet and click the Email Completed Expense Sheet button at the bottom of the form This will submit the form to the system If a user attempts to resubmit an offline expense form that has already been submitted a pop up window will be displayed reminding the user that that particular form has already been submitted Despite this warning provided by the system users will still be able to submit these forms multiple times Multiple submissions will result in faulty records Please stress the importance of proper form submission practices to all users who will be working with the Disconnected User Module Disconnected User Mileage Entry The Disconnected User Mileage Entry Form is quite similar to the standard online Mileage Entry Screen It uses the assigned period and will
31. password roles that the user has been assigned to and groups that the user has been assigned to see figure 10 2 The username cannot contain the following special characters U T i lt gt i A i x i a a SHY 7 s 2 3 u q 3 5 1 o YW V2 Ya space amp nbsp non breaking space If you do not specify a password for a new user his her password will be the same as the username A user may also be switched from Active to Hidden status If a user is hidden he she will not be able to login to the system for tracking or reporting purposes In addition his her previous records will only be available in reports run by users with Administrator authority Hiding users removes them from their Group memberships As a result managers cannot report on hidden users data A user should only be hidden in the event that his her records are no longer needed for reporting purposes If the user data is still required or the user might need access to the system again in the future the user should be deactivated as described in the previous section Roles define the privileges that the user will have For more information on roles see the Roles section of this manual You can select multiple roles by using the ctrl click or shift click functionality Groups define the field values that the user will have access to such as specific projects tasks expense codes etc You can select multipl
32. resize the original image using photo editing software Additional header HTML This option allows you to place custom HTML at the top of every page This is an advanced feature that could potentially affect the layout or functionality within the page This field accepts plain text and HTML tags Additional HTML on login page This option allows you to place custom HTML on the login page This is an advanced feature that could potentially affect the layout or functionality of the login page Color set You can select from one of the pre defined color sets that uses complimentary colors to define the graphical layout of the pages After selecting a pre defined color set you can see the assigned colors for the various areas that will be visually affected After selecting a pre defined color set you can click the Save button to change the layout of all the pages Alternatively you can create your own color set by assigning colors to the various affected areas Clicking the Color Grid icon located to the right of the hex values will load a color swatch from which you can select a color for that specific area When finished selecting colors or assigning hex values to the areas affected specify a name for the color set and click the Save with new Color Set name button This will change the layout of all the pages to the colors that you specified Also the name of the color set that you created will be displayed in the Color Set dropdown Journyx 1
33. see figure 6 3 From the search results you can select the users to assign and click the Assign button Alternatively you can assign periods to users sheets as you create them under User Management provided the Periods have already been created Journyx 88 Journyx Timesheet ver 8 9_01 89 Configuration Periods Assign Time Periods E Select users and click on Assign to Users to assign the period to the selected users Search Projet A Group is anything is anything root All spl RM Group for 1 u spi task 1 RM Group for 2 u spi task2 v Search Results Showing 1 2 of 2 Users Results Per Page 200 Go Login Time Approval Expense Approval Mileage Approval Most Current Timesheet Period ul Create New Create New Create New 07 18 2010 07 24 2010 Create New Create New Create New 07 11 2010 07 17 2010 0 selected Select All Results Per Page 200 Go Select the time period to assign time period action Future only if timesheets are compatible assigns new period to future timesheets f monthly O Remove old remove all time records for these users and start fresh with new period WARNING this cannot be undone Assign To Users Figure 6 3 Assigning Period to users timesheets To assign a Period to users expense sheets click the link labeled Expense Period Assignments on the main Periods screen see figure 6 1 This will direct you to the user search u
34. target the report output to specific Projects Tasks Pay Types Bill Types and Users The process of using the report filters in the system is relatively straightforward For each filter category you may choose to have the system show the following range of each item e All this option is equivalent to running the report without a filter on this item e Only Selected this filter will constrain the report to show only data regarding the item s selected in the Selected column for this item e All Except Selected this filter will constrain the report to show only data regarding the item s not selected in the Selected column for this item You may select multiple items in the Selected column by using ctrl click or shift click functionality Additionally you may choose to show data associated with all of the selected projects descendants by checking the Automatically Include Project Descendants in Report option at the bottom of the Project Filter section Item Status Filter The Item Status Filter works in the same manner as the Primary Filters described above This filter allows you to filter your report to records that meet certain status requirements The status requirements for use with this filter are effectively four pairs of possible record statuses Any one of these pairs may or may not apply to your organization depending upon how you are using Timesheet The first pair of status filters relates to the Approval S
35. tue we i n aat Project tapense Code jt Curroney Comment 07 28 07 26 07 27 07 28 07 20 onma 07 34 Current Pi Teak Cur ental Employee uss CA trip 65 99 New root Mincenaneous Company uss td root Mrscatipyeous Company IE uss WA Mucuilenwous Compary of uss 1 Miscanangous Compary IS al uss IH Upload Records View Upload Receipt Images Submit for Approval Figure 30 1 Expense Entry Keep in mind that expense sheets are configurable by administrators so your expense sheet may vary in appearance and functionality from the one shown For example certain column headers in your expense sheet such as Project Expense Code Source Currency and Comment may be hidden or may be renamed altogether Your administrator has already setup your expense sheet to let you log expenses during a particular period or date range Expense sheet periods are typically a week month or pay period depending on how your company prefers to track expenses To enter expenses or view expenses for a different period you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons located at the top of the expense sheet around the date to move backward or forward one period at a time Standard expense sheets will typically let you select a Project Expense Code Source and Currency To create an expense entry select a value from each of the drop
36. 0 05 20 Figure 29 14 Stopwatch Entry Stopwatch entry is optional and does not enforce the capture of in and out times If documenting in out times is required for your business please use an allocation Time Entry screen with a punch clock or a simple Punch Entry screen Expense Entry Managing Expense Entries Expense Entry is located under Expense gt Standard Expense Entry see figure 30 1 Expense Entry allows you to input your business related expenses on a single sheet You can view your expenses for a single day or an entire period Expense Entry displays the period view by default To enter expenses for a period go to Viewing by Period To enter or view expenses for a different period you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons to move backward or forward one period at a time To enter expenses for a single day go to Viewing by Day To enter or view expenses for a different day you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons to move backward or forward one day at a time Journyx 265 Journyx Timesheet ver 8 9_01 266 txpecag f Standare expense enuy iP Viewing Oy Period Dey EE 07 28 2010 through 07 31 2010 YOUR COMPANY NAME HERE 5 u Sheet Status Open for Entry Sheet Mistery My Projects 0 s i Et Bun
37. 20100722 09 57 First or second punch determines time record contents First Group All A Go Back to Punch List for 1 punchuser Create Figure 13 4 Punch Record creation Journyx 131 Journyx Timesheet ver 8 9_01 132 Records Management Records Management is located under Management Records Records Management allows you to create time expense or mileage entries that will be placed in the selected users timesheets expense sheets or mileage sheets You can also modify entries that already exist in users sheets Time Records To create a new entry to be placed in users timesheets go to Management gt Records gt Create Time Entries This will direct you to the Time Entry Creation screen see figure 14 1 Specify the users within the Groups that you wish to assign the entry to For the time entry specify the Date Project Task Pay Type Bill Type Hours Minutes and Comment Then specify whether the entry will be committed or not When you commit an entry it will be approved and can no longer be modified regardless of whether the selected users timesheets are approved or not When finished click the Create button Figure 14 1 Time Record creation To modify existing time entries for users go to Management gt Records gt Modify Time Entries You must first specify the search criteria for the entries and click the Show button see figure 14 2 From the search results you can select the entries to m
38. 22 2010 Compliance Total Rank1 Rank 2 Rank 3 Rank 4 Sheet Approver Approver Approver Approver User Status Date 07 18 2010 Submitted 07 24 2010 Dev Dev Team Dev Team CEO clo Manager 1 Lead 1 User 1 Dev Dev Team Dev Team Maneger 1 Lead 1 User 2 No Sheet CEO cio 07 18 2010 Approved 07 24 2010 Dev Dev Team Dev Team ce co Manager 1 Lead 1 User 3 Dev Dev Team Dev Team Manager 1 Lead 1 User 4 No Shpet CEO clo Dev Dev Team CEO cio Manager 1 Lead Dev Dev Team Dev Team Manegg sad clo No Sheet Figure 39 12 Organization Compliance Export The report results are shown for the day the report is run You have the option to export to text save or email the report from this screen User Compliance Report The User Compliance Report is located under Approvals gt Compliance gt User Compliance gt User Compliance Report see figure 28 17 The User Compliance Report allows you to create reports that will display the status of users sheets for the date range specified You may choose to display all users or users that were late submitting their sheets Only the statuses of one type of sheet may be displayed either timesheets expense sheets or mileage sheets Once you have specified the criteria you may choose which Custom Fields and Approvers to display in the report as well Journyx 127 Journyx Timesheet ver 8 9_01 128 Approvals Compliance User Compliance User Compti
39. 9_01 145 Copy the settings of Project Projet o Status Loggable and Reportable A Top of Project 1 Tota estimated hours 250 00 MO feet eee A Dev Team 1 Lead C Update all descendants with owner changes None Percent complete 0 00 Project 1 has 2 Projects directly under it Groups Group 1 Group 2 x ZZ SELF admini 4 ZZ SELF ceo C Add this Project to all new Groups meredith meredith Backup owner Children Create a new child Project Project Type Created by Project Dependencies Column Dependencies Project Approvals roval Settings V Custom Fields Project Bill Rate Type MS Project ID Project Bill Rate Project Pay Rate Type Project Pay Rate Project State Priority Budget Start Date MS Project File ID Customer Name MS Project End Date MS Project File Name MS Project Stert Date QuickBooks File ID QuickBooks ID End Date Figure 18 4 Project modification Journyx 145 Journyx Timesheet ver 8 9_01 Management Projects Manage Projects Modify Projects To modify a Project enter values in the fields below Vv Name Status Description Total estimated hours Parent Owner Backup owner Percent complete Children Groups Project Type Created by Other Project Settings Project Dependencies Project Approvals 7 Custom Fields Project Project Bill Rate Type Pi Task 1 Loggab
40. Approval Plans see the Project Approval Plans section of this manual Modifying Reparenting and Deleting an Existing Project To modify an existing project specify the search criteria for the project on the main Project screen and click the Search button see figure 18 1 The search results will be displayed below the criteria From the search results click the name of the project you would like to modify This will direct you to the Project Modification screen where you can modify the attributes of the project see figure 18 4 From within the Project Modification screen you can reparent the project The screen shows the current parent project of the project being modified Simply select another parent project if you wish to place the project under a different parent project within your project hierarchy In order for users to reparent projects for which they have access to users must be granted the Project Modify ability when configuring Roles Alternatively you have the ability to compare and modify multiple projects at the same time From the search results on the main Project screen check the checkboxes of the projects that you would like to manage at once see figure 18 1 Then go to the bottom of the screen and click the Compare and Modify button This will take you to a Project Modification screen that contains the attributes of the selected projects side by side see figure 18 5 Journyx 144 Journyx Timesheet ver 8
41. E Group ai EA Figure 13 3 Punch Record modification You may also insert a punch entry between a punch pair from the screen containing all of the user s punches see figure 13 2 To insert a punch entry between a pair click the Insert icon located between the two punches This will direct you to a screen where you can specify the Project Task Pay Type Bill Type Comment Punch Time Group and whether the first or second punch will determine the time record contents see figure 13 4 When finished click the Create button This will insert the punch between the original pair that you chose By inserting a punch entry this will sequentially shift all following punches In other words all punch in entries following the insertion will be converted to punch out entries Similarly all punch out entries following the insertion will be converted to punch in entries Management Records Punch Conversions Punch Record Modification Punch in and punch out pairs entered by Punch Users must be converted to time records A punch pair containing two consecutive punches constitutes a time entry You may insert a punch entry in between a punch pair v Modify the vaiues below Press the button to create this new Punch record for 1 punchuser ID Project root H Activity Clerical E Pay Type Family Leave iz Bill Type Billable E Comment This punch record added by meredith on Thu Jul 22 10 25 06 2010 PunchDateTime
42. Emailed Saved Reports arrive as attachments within the email itself The format of the attachments varies depending on the output format of the saved report that was mailed HTML Reports arrive as plain HTML files that contain the contents of the report These function exactly like HTML reports as discussed above HTML Printable reports arrive as plain HTML files that contain the contents of the report These function exactly like HTML Printable reports as described above Cube Reports arrive as an HTML file and an XML file that combine to create the Cube Report These function exactly as Cube Reports as discussed above including the limitations associated with this report format Plain Text Exported reports arrive as a tab delimited txt file that contains the contents of the report These files can be imported into Excel or another similar program If you encounter difficulties emailing Saved Reports because either the Email System Settings have not been set for your organization s installation of Timesheet or because you or your intended recipients do not have email addresses defined within Custom Fields please contact your system administrator to correct these issues Administrator Management of Saved Reports Administrators have some additional options on the Saved Reports screen Sand Reperts a k 1 t cave ben caved tee iater hi Ghow reparts selargng misme ID Mew raporun that havast been viewed s Chew al repartee IS Presto
43. Entry Screen The number of blank entries to display determines how many blank rows will appear on the entry screen for new entries when the screen loads Generally speaking there isn t a need to have more than 1 blank row when the entry screen is loaded because new rows are automatically added when users start to fill in the 1 row that is available The next group of entry screen settings applies to the rules for uploading documents for specific records on this entry screen If you choose the unlimited files upload option or specify a number allowed for the period users will see an Upload and View File Attachments button on their entry screen that will allow them to upload up to the specific number of documents for the sheet approval period If you do not allow file uploads users will not see the button or have the option to upload documents to specific records In this same group Journyx 60 Journyx Timesheet ver 8 9_01 61 of settings you can also select the file types that are allowed for upload Images and PDFs PDFs only or Images only There are also certain checkbox options that are related to entry screens For example you may not want to display long project descriptions in dropdown selection boxes as it will affect the layout of users entry screens Excessively long descriptions can shift other columns sometimes out of immediate sight of the user You can also opt to display the Project tree within the dropdown selection By c
44. Management Calendar at the top of the screen This setting allows you to filter the pending leave requests that are displayed on your Leave Management Calendar and limit them to the ones you can approve If this setting is disabled you will be able to see pending requests for all users in your groups regardless of whether or not you can approve them If your Timesheet Administrator has given you access to enhanced interface for popup searches the option will appear in the top panel of Entry Screen Preferences This option provides you with the ability to work with interactive search results when using the magnifying glass search icon on entry screens Inner scroll bars allow you to view wide timesheets expense sheets or mileage sheets within the browser by adding scrolling bars for each section of the entry area If your administrator has given you permission you may select the option to create current entries from time entries that were logged in previous periods This is especially useful for short term projects that span multiple periods These temporary entries are not permanent and will cease to be carried over into future periods when they go unused in the current period You may also select how many periods of entries you would like pulled into the current period as temporary entries Provided you are not assigned to a monthly period on your time entry screen the default value of 1 pulls entries from the previous period only If you se
45. Once copied you then only have to change the attributes that will be unique to the new Expense Entry Screen To modify an existing Expense Entry Screen simply click the name of the Expense Entry Screen from the main Expense Entry Screen page located under Configuration gt Entry Screens gt Expense Entry Screens see figure 1 7 To delete an Expense Entry Screen check the entry screens to delete and click the Delete button see figure 1 7 Mileage Entry Screens Mileage Entry Screens is located under Configuration gt Entry Screens gt Mileage Entry Screens see figure 1 9 Configuration Entry Screens Mileage Entry Screens rq Mileage Entry Screen configuration allows you to customize mileage sheets for your users Entry Screens Name Add to all new groups Preview Mileage Entry Grid Kilometers Yes Preview Screen Mileage Entry Grid Miles Yes Preview Screen Standard Mileage Entry Grid Yes Preview Screen Delete Create Mileage Entry Screen Figure 1 9 Mileage Entry Screens main page Journyx 59 Journyx Timesheet ver 8 9_01 60 Mileage Entry Screens are the standard entry screens that users can utilize when logging their business related travel These screens are highly configurable in order to suit each organization s unique mileage tracking process To create a new Mileage Entry Screen click the Create Mileage Entry Screen button located in the lower right corner of the main Mileage Entry
46. Project Measurement Vehicle Reason Comment Group 1 bg amp root B Q any bie Q Any QA Any Z Figure 23 8 Group Memorized Mileage Entries To manage existing Memorized Entries for Groups you must first select the Groups you would like to manage Specify the search criteria for Groups in the main Group Memorized Entries screen and click the Search button The search results will be displayed below the criteria Select the Group you would like to edit by clicking on the Group name This will direct you to the Memorized Entry management screen To manage Memorized Time Entries select the Time type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Time Entries that have been assigned to the selected Group see figure 23 6 You can make modifications to the entries themselves from within the table When finished click the Save button To delete a Memorized Time Entry select the entries and click the Delete button Similarly to manage Memorized Expense Entries select the Expense type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Expense Entries that have been assigned to the selected Groups see figure 23 7 You can make modifications to the entries themselves from within the table When finished click the Save button To delete a Memorized Expense Entry select the entries and cli
47. R Date User Project Expense Code Source Currency Amount Comment Committed 1 punchuser Accounting Manager Croot J CAare Rail 1 company gq Caus wA No iz Accounting User 1 07 22 2010 Create Figure 14 5 Expense Record creation To modify existing expense entries for users go to Management Records gt Modify Expense Entries You must first specify the search criteria for the entries and click the Show button see figure 14 6 From the search results you can select the entries to manage see figure 14 7 Journyx 133 Journyx Timesheet ver 8 9_01 134 Management Records Modify Expense Entries B Date Range Users Expense Code Currency Status a amp or O AND 07 22 2010 lt auas A 8 2 punchuser 0 Airfare Rail Company Approved Committed 07 22 2010 f En Accounting Manager Car Rental Customer Not Approved Committed Accountin ig User 1 Entertainment Empioyee Synchronized Accounting User 2 Lodging Room EU Not Synchronized lt Dev Manager Ww Meats Breakfast v L ly Project Aporoved X Figure 14 6 Expense Record search Management Records Modify Expense Entries 2 1 Expense Record was found Time Entry Creation Time Entry Modification Expense Entry Creation Expense Entry Modification Mileage Entry Creation Mileage Entry Madificanon User Sheet Deletion Your Search Found These Expense Records Select User Da
48. Records filters records that have not yet been created in the system database from punch records The Item Status Filter may be turned off or on using this section of the Report Modification Screen You may choose any combination of filter items though obviously some combinations will be more effective than others When filtering by more than one pair of status filters the system allows you to choose whether you want your results to be exclusive OR or inclusive AND Therefore you can choose to have the report show items that are Synchronized or Punch Records or items that are both Period and Project approved User Modification You can copy newly created reports to one or more users within your organization s Timesheet installation By default all newly created reports that are assigned to other users are set to be modifiable by those users When a user modifies their copy of a report those changes are not reflected in any other copy of the report If you are creating a report that you do not want other users to be able to modify this section allows you to indicate that choice Simply change this option to No and users who receive copies of this new report will not be able to make changes to the report They will be able to view the report only as you have designed it Header and Footer The system provides access to the header and trailer text that appear on each Timesheet report These two areas accept plain text as well as HTML
49. Rule If greater is selected the system will compare the Bill Rates for both the user and the Project associated with the Journyx 69 Journyx Timesheet ver 8 9_01 70 timesheet that is to be affected by this Policy and will use the greater of the two If lesser is selected the system will compare the Bill Rates for both the user and the Project associated with the timesheet that is to be affected by this Policy and will use the lesser of the two If prefer project is selected the system will use the Bill Rate assigned to the Project that is associated with the hours in the timesheet that is to be affected by this Policy If a Bill Rate for the Project does not exist then the system will use the Bill Rate assigned to the user If prefer user is selected the system will use the Bill Rate assigned to the user whose timesheet is to be affected by this Policy If a Bill Rate for the user does not exist the system will use the Bill Rate assigned to the Project associated with the hours contained in the timesheet The next step is to assign the Rules that will comprise the Policy Keep in mind that these Rules must have already been created When assigning Rules to a Policy it is important to note that Rules within a policy are executed from top to bottom In other words the first Rule in a Policy is applied to the hours first the second Rule is applied next and so on down the list This can be particularly important as the orde
50. Specify the search criteria for the users and click the Search button The search results will be displayed below the criteria Journyx 108 Journyx Timesheet ver 8 9_01 109 Select I Nome Lenin Tumnaanset Cxzenes Shast Misece Shant Email Addrees Ematexee Number Phona Numer Figure 15 1 Timekeeping Expense Keeping and Mileage Keeping The main timekeeping screen provides links to each individual s time expense or mileage entry screen However you also have the option to track time expenses or mileage for several users in a single entry screen The Master Timekeeper screen allows the timekeeper to create edit and delete entries for multiple users at once The same functionality is available for expense and mileage keeping as well Access to the master entry screens is provided by the buttons on the main Timekeeping screen below the user search results The checkboxes under the Select heading allow you choose which users you want to see on the master entry screen If you do not select any users before you click on a master keeping button you will see all users in the user select list on that screen The main difference between an individual user s entry screen and a master entry screen is the inclusion of a user select list that allows you to choose the person for whom you are adding time expenses or mileage After you have added an entry for a user you will also see all that user s entry details e g existi
51. TEs Memorized Sheets Create For X X X X Groups Journyx 83 Journyx Timesheet ver 8 9_01 84 Memorized Sheets Create For X X Others Memorized Sheets xX X Create For Self T DC MSProject Project Punch QuickBooks Memorized _ User Controls Administrator Beress Manager Admin Manager User Admin Reporter Sheet User Timekeeper User User Add x x xX User Delete xX xX xX User Modify XxX Xx Xx Xx Xx Xx x x x Xx Journyx 84 Journyx Timesheet ver 8 9_01 85 Custom Roles In addition to the default roles shipped with the system you may create Custom Roles that possess the right permutation of privileges for your business needs Custom Roles can be created at the bottom of the main Roles Management screen see figure 4 2 Add A New Role Remove Allow Auto Selected Role to Role Abilities Add Role Add Role to Users choose at least 1 to new Groups From Groups Previous Custom Roles Fields New Role Name Description Access Dashboard be Group for i u 1 u Access Details ac RM Group for 2 u 2 u Access Entry Screens Access Expense Entry Access Extra Link Figure 4 2 Custom roles To create a new Custom Role specify a name and description the role abilities whether to add the role to any new Groups that are created which users
52. Then select the output format of the scheduled report Enter a description for the scheduled report Select the schedule type for the scheduled report Select the Schedule Options for the scheduled report Enter a start date for the scheduled report One Time Reports and Bi Weekly Reports only Enter a time of day for the scheduled report to run Once you have completed these steps click the Schedule New Report button The system will refresh the Scheduled Reports Screen and display a green text message indicating that the report has been scheduled Additionally the newly Scheduled Report will be added to the list of existing Scheduled Reports located at the top of the Scheduled Reports Screen Journyx 222 Journyx Timesheet ver 8 9_01 223 To modify an existing Scheduled Report click the report you wish to modify from the list of existing Scheduled Reports You will then be able to modify whichever options you wish to change for the Scheduled Report Once you have completed these steps click the Save button The system will refresh the Scheduled Reports Screen and display a green text message indicating that the report has been modified To delete an existing Scheduled Report simply select the report you wish to delete and click the Delete button The system will display a warning asking you to confirm the deletion of the Scheduled Report Journyx 223 Journyx Timesheet ver 8 9_01 224 Schedule Types One Time A One Time report
53. Timesheet ver 8 9_01 81 Rate Reporting Modify Rate Report Run Rate Check Report Run Rate Report Password Controls Password Change Approvals Controls Sheet approval Management Project Controls Project Add Project Delete Project Modify Accountlink Access QuickBooks Sync Admin Reporting Access Report Creation Report Modification Memorized Sheets Memorized Sheets Create For Groups Memorized Sheets Create For Others Memorized Sheets Create For Self User Controls User Add User Delete User Modify Journyx Sync Users cannot create new users or tasks via the Projectlink sync Note To use Projectlink synchronization your organization must have purchased Projectlink for Timesheet The Modify Rate Report role ability provides users whose role contains this role ability with the ability to modify rate reports The Run Rate Check Report role ability provides users whose role contains this role ability with the ability to run the Rate Check Report in Timesheet The Run Rate Report role ability provides users whose role contains this role ability with the ability to run all existing rate reports within Timesheet The Password Change role ability allows users whose role contains this ability to change the password of other Timesheet users to whom they have access based on group membership The Sheet approval Management role ability provides the ability to create modify and as
54. Timesheet installation directory by looking for the config file From that directory cd to pi bin In lt installdir gt pi bin type setup to source the setup file and set your environment variables Now you are ready to run the backupdb command At the command prompt the backupdb command is very simple Just type backupdb and you will get detailed usage instructions Generally you will simply type backupdb v backupfile and a file called backupfile jx will be created in the directory that you are in The backupdb command will tell you what it is doing and when it is finished Your users will not be able to log in to Timesheet while backupdb is running Entry Screens Entry screens management is located under Configuration gt Entry Screens Entry screens are what users utilize when they log their time expense and mileage Within the system there are four types of entry screens Time Entry Screens Punch Screens Expense Entry Screens and Mileage Entry Screens Additionally there is the Stopwatch Module which is Journyx 48 Journyx Timesheet ver 8 9_01 49 an optional component for a Time Entry Screen Each entry screen and module is explained more thoroughly below Time Entry Screens Time Entry Screens is located under Configuration gt Entry Screens gt Time Entry Screens see figure 1 1 Configuration Entry Screens Time Entry Screens A Time Entry Screen configuration allows you to customize timeshe
55. a comment that will be sent to the user s email address Under Configuration gt System Settings gt Leave Requests there is a setting labeled Require approval of leave requests prior to loading them in user timesheets If this setting is checked then Leave Requests will not appear in users timesheets until explicitly approved by the respective manager or supervisor If this setting is unchecked then the Leave Request will be automatically loaded into the user s timesheet when the user first views the period in which the Leave Request has been scheduled provided the request wasn t declined by the respective manager or supervisor Once the Leave Request appears in the user s timesheet the user must still save the time entries and submit the timesheet Journyx 192 Journyx Timesheet ver 8 9_01 Leave Manage Leave Requests All Leave Requests Search User Comment or Approve Decline Comment O Request Status In Date Range Type 08 16 2010 is anything Family Leave Holiday Jury Duty Military Duty Begin O a 193 Pending Approved Declined Search Results Showing 1 3 of 3 leave requests oe User Status Hours Comment Date Thursday August 26 2010 Friday August 27 2010 i u Friday August u1 27 2010 0 selected Select All Reason Figure 24 4 User Leave Requests Search Results Showing 1 3 of 3 leave requests User 1 u ul 2 u u2 1 u u1
56. a different name for the Comment field The new name will be displayed in place of Comment on users mileage sheets when they track mileage for projects Journyx 12 Journyx Timesheet ver 8 9_01 13 Branding Branding Settings Tale Emai Ad ress Show ema link in footer Comenents to author Time jourmyx com Tiene jourmyx com Tale Height pestis Show image at the top of the screen e Height pixels Show mape at the bottom of the soreer ra Asdtion2 header HTML System actifications HTML on the login page SSS ee SS A iT L Figure 8 7 Branding Settings Show email link in footer This option allows you to display an email address at the bottom of all pages that users can click on launching their default email system such as Outlook or Outlook Express Typically organizations prefer to use the custom email link to allow users to contact the system administrator The link title is the text that will be displayed as a link The default title that will be shown to users is Comments to author Time journyx com The email address is the actual recipient to whom the email will be sent This must be a full and valid email address The default email address is ttme journyx com You can specify a different email address for the recipient in the Email Address textbox Show image at the top of the screen This option allows you to display an image at the top of all pages The image must be in G
57. and collapsing nodes see figure 30 2 To open a node and view all child projects click the expand node To close a node and hide all child projects click the collapse node When you have found the project that you wish to log expenses to select the project and then click the Done button This will close the pop up window and the project you selected should appear in the Project dropdown 000 My Projects Preferences My Projects You can personalize a Project list that will display only the selected Projects when entering your time expenses or mileage Figure 30 2 Project tree Inline Tree in Dropdown The second method allows you to drill down into the project hierarchy using a project tree that is included in the project dropdown itself If your administrator has set up your expense sheet to include this option you can navigate down through the hierarchy of projects by clicking on selections directly in the Project dropdown After each selection the next level in the hierarchy is displayed The final selection that is made prior to save determines the project to which expenses will be logged Project Search The third method allows you to specify search criteria and select a project from the search results To do a project search click the Project Search Icon located to the left of the respective Project dropdown This will launch a pop up window containing search criteria see figure 30 3 Specify the project name or des
58. appear in your timesheets You can change the Project Expense Code Source Currency and Comment for the respective Memorized Entry that you want to modify When finished click the Save button To delete a Memorized Entry from your expense sheet select the Memorized Entries to delete and click the Delete button Project Entry Notes The system allows you to create Project Notes for any expense record within an expense entry Project Notes provide a way for you to record complex comments and information for expenses logged to a project over the course of an expense period You can create a Project Note for a specific expense record by clicking the Project Note icon located immediately to the right of a saved expense on your expense sheet Again the expense entry must already be saved in the system before you will see the yellow note appear Clicking on the note will launch a pop up window which can be used to create edit or delete Project Notes see figure 30 6 Journyx 270 Journyx Timesheet ver 8 9_01 271 Record Entry Project Note for root Entry T Notes for This Time Record Add Entry Figure 30 6 Project Notes You can also manage Project Notes under Preferences gt Project Notes You can view existing Project Notes by specifying the search criteria and date range and then clicking the Search button The search results of Project Notes will be displayed below the criteria To create a new Project Note go to the C
59. are created under Holiday Management Holiday Schedules can then be assigned to users via Groups Journyx 98 Journyx Timesheet ver 8 9_01 99 Configuration Holiday Schedules Manage Holidays Holiday Management allows you to create and associate specific holidays with Holiday Schedules defined in the system Holiday Schedules are sets of holidays that can be assigned to users via the Groups feature Click on the Holiday Schedules link to create additional sets of holidays Holiday Date Holiday Schedule C US Holidays Search Results Showing 1 2 of 2 Holidays Results Per Page 200 Go Date Name Holiday Schedule i Activity Pay Type Bill Type E 11 25 2010 Thanksgiving US Holidays Other Holiday Standard 09 06 2010 Labor Day US Holidays Other Holiday Standard 0 selected Select All Results Per Page 200 iz Go Figure 9 2 1 Holiday Management main page To create a new holiday click the Create button in the lower right corner of the screen This will direct you to the Holiday Creation screen where you can specify the date schedule hours name and other time entry details see figure 9 2 2 Configuration Holiday Schedules Manage Holidays Create Holiday Management allows you to create and associate specific holidays with Holiday Schedules defined in the system Holiday Schedules are sets of holidays that can be assigned to users via the Groups feature Click on the Holiday Schedules
60. are reports that are scheduled to run on specific dates of each month such as the 3rd or the 21st Monthly by Date reports can be scheduled to occur on Journyx 224 Journyx Timesheet ver 8 9_01 225 more than one date each month To schedule a Monthly by Date report you will need to select the date s that you want the report to run by selecting the day s To select more than one date ctrl click or shift click the individual days you want to select Additionally you will need to select a time for the report to run on that date using the Run Time of Day dropdown The last date of any month is truly the final day of that month Timesheet has been designed to understand that not all months have the same number of days Therefore you may schedule a report for the last day of the month and Timesheet will run the report on the 28th 30th 31st etc as deemed appropriate Additionally Timesheet has been configured to apply the same understanding to reports that are scheduled for the 31st and 30th these reports will be run on the last day of the month if the 30th or 31st is not relevant for that month System Reports System Reports are located under Reports gt System Reports see figure 28 5 The system incorporates the ability to run reports on individual aspects of your Timesheet configuration allowing you to get a big picture view of the information contained within With the System Reports you can easily see which Users have
61. be taken when creating Groups as well as Project Dependencies If a project is dependent upon objects that are not contained in any of an individual s groups that user will not be able to log records to that project To manage Project Dependencies you must first select the project to manage Specify the search criteria for the project on the main Projects screen and click the Search button see figure 18 1 The search results will be displayed below the criteria From the search results click the name of the project you would like to manage Dependencies for This will direct you to the Project Modification screen where you can manage the Dependencies by clicking the Modify Field Value Dependencies link in the Other Project Settings section see figure 18 4 This will direct you to the Project Dependencies screen see figure 18 8 Management Projects Manage Projects Modify P1 Task 1 Entry Column Dependencies Dependencies set the Project filters for Tasks Pay Types etc that determine the valid items that will be displayed in dropdown menus on entry screens To add an item select it from the column on the left and click Change Dependencies Should new children inherit these x7 settings no je Modify Dependencies for Project P1 Task 1 Entry Column Not In Dependency List In Dependency List Clerical 0 Coding TP CorpAdmin Debugging PEURY Design Plan 4 Q Dev Family Leave 0 Regular Holiday Jury Duty a
62. became Dena wie Ges eee Rca wie RAS 92 Currency Conversions 92 Mileage Conversions 95 Holiday Schedules resini EE goxsteberees nae A E 98 Holiday Management 98 Holiday Management 100 Management ese oeediotic ey ccinns circles cane Meinl e Ueied teu eccines ie eeled cue eee reblog koe aehe nut anien ener eeneaad 102 User Management ex a ced uo sisee Radentiead aeene Nata a aed TE ane ata eins aan Aaa eed ee ae 103 User Profile and Privileges 106 Entry Screens 106 Memorized Sheets 107 Approval Plans 107 Journyx 2 Journyx Timesheet ver 8 9_01 3 Period Assignments 107 Policy Assignment 107 Custom Fields 107 Creating a User 108 Deleting a User 108 Timekeeping Expense Keeping Mileage Keeping ccecceceeceee eee eee eee eeeeneeeeenetenenaeenenas 108 Disconnected USEMS rroan iaer a oanaven ua ung be 0s axae bona a sais song aa ands db EA slag bean Eai 110 Disconnected User System Settings 110 User Settings 110 Managing Disconnected Users 111 Disconnected User Experience 114 Disconnected User Time Entry 114 Disconnected User Expense Entry 114 Disconnected User Mileage Entry 115 Disconnected User Project Creation 115 User PASSWORGS osier iieishavekens cen las have iii vhaseass ua cad E saab eben seenbsayae as a a EAA AEA 116 Accruals gti catenteewsaite bite bisediveaerne nd iat E EEE EE AE EE EE N E i 117 Organization Chart Manag
63. click oreview to view the report The preview screen will provide you with options for exporting the data or saving it on the server 5 Run Now Show Sheets surrounding 06 01 2010 06 30 2010 what date range 2 Show which users Show which kind of data Include users in these groups Include data for which users Show only users with active approval plans and time entry capability Show which user custom Backup ID fields Department Email Address Employee End Date Employee Number Employee Start Date Employee Type Figure 28 17 User Compliance Report User Compliance Preferences User Compliance Preferences is located under Approvals gt Compliance gt User Compliance gt User Compliance Preferences Within the User Compliance Preferences section you can specify the default email address to send export files the newline character format the field delimiter header row display preference and the default file destination for saved reports see figure 28 18 When finished specifying your preferences click the Save button Journyx 128 Journyx Timesheet ver 8 9_01 129 Approvals Compliance User Compliance User Compliance Prefs ay Configure preferences for User Compliance reporting Report Settings Default email address when export files are sent Newline character format Windows iz Field delimiter please note that Tabs the chosen character will be stripped from actual field
64. criteria of your report as outlined above including your desire to save the report output and click the Run Through Filter button Timesheet will display the System Reports Filter Screen see figure 28 6 Journyx 226 Journyx Timesheet ver 8 9_01 227 Reports System Reports System Report Filter Screen System reports display lists that provide information on your system configuration Limit User s shown in report Choose Mechanism Select User s All active and inactive User s O only Selected User s O All Except Selected User s C Include Hidden Users required for hidden users even if they are manually selected Limit Details shown in report Choose Mechanism Select Details Ail Details O only Selected Details Login Name O Ail Except Selected Details oan a a ae Full Name Use User Friendly Report Headings Initial Comment O Use System Report Headings for data export Figure 28 6 System Report filters This screen provides access to the tools needed to apply a filter to your System Report System Report filters allow you to limit the scope of the report to show data in one of the following manners e All this option is equivalent to running the System Report without a filter at all e Only Selected this filter will constrain the report to show only data regarding the item s selected in the Selected column e All Except Selected this filter will constrain the report to sho
65. display only those Projects Measurements Vehicles and Reasons that the user is allowed to see based upon Group membership The process of entering mileage into the form follows standard mileage entry procedures exactly Once mileage entries have been entered the user should simply click the Save Work In Progress button at the bottom of this form Clicking this button saves all mileage entries and stores them locally in a cookie that will continue to hold this form s data until the form is submitted The user does not need to be connected to the internet to save mileage entries Once all mileage entries have been completed for the period and the user is certain that no changes will need to be made the user should connect to the internet and click the Email Completed Mileage Sheet button at the bottom of the form This will submit the form to the system If a user attempts to resubmit an offline mileage form that has already been submitted a pop up window will be displayed reminding the user that that particular form has already been submitted Despite this warning provided by the system users will still be able to submit these forms multiple times Multiple submissions will result in faulty records Please stress the importance of proper form submission practices to all users who will be working with the Disconnected User Module Disconnected User Project Creation The Disconnected User Project Creation Form is quite similar to the standard
66. expenses for a different day you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons to move backward or forward one day at a time mantas Miesa entry D 7 viewing Sy Peried Day mT 07 25 2030 through 07 31 2010 TOUR COMPANY MAME EEE 4 u Sheet Status Open tor Entry Gheet Mistery My Proimcts 0 Tue wee Tw i a a737 orna wre os ova ee Memoemert lt Yiida Renee pinnad a aa Convent Ta i waoe A Sefo s g 0 co ee wa oot ttmg otha se o co wo aet Contract tagatist a ova su rae Canary mapana om ato se 22 S23 22 23 82 ai se ee wn rast caren Megenares aso u o 0 00 000 aco ou aoo b oo 35 09 Submit for Approval Figure 31 1 Mileage Entry Keep in mind that mileage sheets are configurable by administrators so your mileage sheet may vary in appearance and functionality from the one shown For example certain column headers in your mileage sheet such as Project Reason Measurement and Vehicle may be hidden or may be renamed altogether Your administrator has already setup your mileage sheet to let you log mileage for a particular period or date range Mileage sheet periods are typically a week month or pay period depending on how your company prefers to track mileage To enter mileage or view mileage entries for a different period you can use the Calendar in the login bar in the upper righ
67. for those users Emailing a Saved Report Saved Reports may be emailed to anyone with a valid email address Before you can email a saved report the system requires the following items be established in the system Email System Settings Fully qualified domain name of server SMTP mail server name Custom Fields Your email address Email address of recipient Without your email address and the System Settings configured you will be unable to email any Saved Reports Additionally you will not be able to email Saved Reports to other users Journyx 220 Journyx Timesheet ver 8 9_01 221 who do not have an email address entered for them in the Custom Fields section of Timesheet For these users as well as anyone who is not a user within your organization s Timesheet installation you may manually enter email addresses in the textfield located to the right of the user listbox Email addresses entered into this field may be separated by commas semicolons or carriage returns You may also utilize the User listbox and the email text entry field in combination One you have selected the Saved Report you wish to email and have indicated which users or email addresses you would like to send the selected report to click the Email To button If any users you selected from the user listbox do not have an email address entered in the Custom Fields the system will display a red text error message indicating which users were not sent the Saved Report
68. formatted text Additionally you may use one or more of the Journyx tricky tags in these sections as well Journyx tricky tags are HTML style tags that pull specific information directly from the system database such as the name of the User who is viewing the report the name of the Time Entry Screen that is currently active for the viewing user and similar data The complete list of tricky tags and the information that they provide is available in the Time Entry Screen Design portion of this manual Journyx 238 Journyx Timesheet ver 8 9_01 239 Specific Report Type Options Along with the General Report Options discussed above each new report has a number of options that are associated with the type you have chosen for the report The report types that are available are e Line Item Report e Matrix Report e Project Report The options for the different report types are discussed below Line Item Reports V Report Output Options Show subtotal for every 1 Days Second subtotal None None by Third subtotal None None by Fourth x subtotal None 3 None by Only show rows associated with the attribute subtotals if amounts are f greater than Display partial note Mi Show grand total O Show rows containing zero days and zero subtotals O Combine similar records into a single row MI Show details Fields to display in report Fields Available Fie
69. from having to routinely search for or select a project from the project tree for projects that you frequently log mileage to The My Projects link located at the bottom of the timesheet will launch a pop up window that can be used to add and remove projects from your unique Project List see figure 31 4 You may add projects from the Available Projects list by selecting the project and clicking the Add button These projects will be added to your Project List shown in the box to the right To remove a project from your Project List select the project and click the Remove button You also have the ability to add and remove all projects to and from your Project List When you are finished click the Save button Journyx 279 Journyx Timesheet ver 8 9_01 280 You can personalize a Project list that will display only the selected Projects when entering your time expenses or mileage Manage My Projects Available Projects My Projects Go to Top of Tree root P1 Task 1 P1 Task 2 lt Remove Remove All Figure 31 4 My Projects Memorized Entries Memorized Entries allow you to save your most common travel so that you do not have to repeatedly select them when entering mileage A Memorized Entry contains a single Project Measurement Vehicle Reason and Comment After an entry has been memorized it will appear in all your mileage sheets thereafter You then only need to specify the mileage To create a Mem
70. have Administrator authority You must first specify the search criteria for the users that you wish to approve or reject mileage sheets for You have the option to also select whether to filter for sheets awaiting your approval all sheets or sheets awaiting your backup approval When finished specifying the search criteria click the Search button The search results will be displayed underneath the criteria To approve mileage sheets select the mileage sheets and click the Approve button To reject mileage sheets select the mileage sheets specify a rejection reason and click the Reject button To reopen mileage sheets that have been submitted or approved select the mileage sheets and click the Open button When a sheet is reopened the approval process gets completely reset Once a sheet is reopened anyone who has the ability to enter mileage for the employee the employee mileage keepers will be able to modify the records just as if the sheet had never been submitted for approval The sheet reopen process does not maintain the original records that were submitted or approved and the sheet must be submitted for approval again This option is only recommended when the correction requires that the original record be completely removed from the database You can also view a user s mileage sheet before approving or rejecting it by clicking the respective date link under the Period column Approving Project Entries Project Approvals allow approver
71. import file locations for the following fields groups users projects tasks pay types bill types expense codes sources currencies vehicles reasons measurement units group membership dependencies accruals memorized entries time expense mileage records custom fields approval plans and holidays Please keep in mind that some of these fields may have been renamed by your system administrator When finished click the Save button Import Tools Settings V Import Group Default file location for x u meredith s px80 dist pkg Linux xx tmp GroupImport txt imports from the server 7 Import User C Automatically add new values to custom field selection lists Default file location for u meredith s px80 dist pkg Linux xx tmp UserImport txt imports from the server V Import Project C Automatically add new values to custom field selection lists Default file location for u meredith s px80 dist pkg Linux xx tmp ProjectImport txt imports from the server V Import Activity Figure 9 1 Import Tool Settings Journyx 43 Journyx Timesheet ver 8 9_01 44 Import Tool Access Import Tool Access is located under Configuration gt Imports gt Import Tool Access Within the Import Tool Access section you can specify which roles will have the ability to import files into the system for each type of field import see figure 9 2 You can specify import access for the following fields groups users
72. in Use gt Displays the name of the Time Entry screen assigned to the active user lt Domain ID gt Displays the name of the Domain that contains the active user lt Mileage Entry GUI in Use gt Displays the name of the Mileage Entry screen assigned to the active user Journyx 58 Journyx Timesheet ver 8 9_01 59 lt Custom Field Name gt Displays the name of the contents of the named User Custom Field For instance if you want to show the contents of the user s custom field Employee Number then use the tag lt Employee Number gt Likewise in order to use the Email Address field you can use the tag lt Email Address gt Please note that if you have renamed any of the default custom fields such as renaming Email Address to E mail then you must use the renamed field name in the tag If the user does not have a value set for that Custom Field then the tag will be replaced with a blank value Any custom field with the same name as one of the standard tags mentioned above will be ignored Any custom fields with Visibility set to Hidden will not show up The user must also be assigned a role that is allowed to report on the custom field Once finished click the Save button You can also use the Preview button to review your changes on an actual Expense Entry Screen Alternatively you may also create a new Expense Entry Screen by copying the attributes of an existing Expense Entry Screen at the top right corner of the screen
73. keep track of specific tasks as they start and stop them The times are automatically filled in as total hours or in out times on the user s standard Time Entry screen Depending upon your screen configuration you may need to select your details from the drop down lists before or after you ve completed a task If your screen is configured to set the details before you begin a task on the punch in you will see Pause and Resume buttons on your screen You have the option to start timing a new task by selecting details from the drop down lists and clicking on Start Start New or on the red button next to a Memorized Entry When you have completed the first task you can either Stop it or select new details and click on the Start Start New button This will stop the previous task and Journyx 264 Journyx Timesheet ver 8 9_01 265 start the new one in a single step You also have the option to Pause a task in the event of an interruption You can then Resume the task without selecting the details again Time Stopwatch Entry User u5 completed a task Tue Jul 27 14 40 03 2010 Elapsed time 0 00 19 Activity Comment z a Other 4 Start Start New Memorized Entries for 5 u Project Activity Comment User Group v P1 Task 2 Meetings u5 Last 1 days worth of punches for 5 u u5 PUNCH Punch Time Project Activity Comment IN Tue Jul 27 14 34 43 2010 P1 Task 1 Coding clean up OUT Tue Jul 27 14 40 03 2010 Time
74. line prefix for JTime Disconnected User Disconnected User form emails Body text for Disconnected User form emails 0 Please save these HTML file attachments to your local disk in the My Documents folder or another appropriate place Then view Figure 8 25 Disconnected User Mail Text Subject line prefix for Disconnected User form emails This option allows you to specify the text that will appear in the Subject line of each email the system sends containing a Disconnected User form The default text for this field is JTime DC Body text for Disconnected User form emails This option allows you to specify the text that will appear in the body of each email the system sends containing a Disconnected User form The default text for this field is Please open these HTML attachments in your web browser by double clicking on them This is a multi part message in MIME format with base64 encodings Your mail reader should be able to figure this out automatically If you change the encoding method see below you should change the information on the encoding method contained within this text Journyx 37 Journyx Timesheet ver 8 9_01 38 Disconnected User Mail Sending V Disconnected User Mail Sending Disconnected User Form E Journyx Timesheets lt changeme yoursite gt sender name and email SMTP server name outgoing mail mail SMTP port usually 25 25 Form encoding method base64 B Outgoing
75. mail user agent Journyx Disconnected Client Mailer Figure 8 26 Disconnected User Mail Sending Disconnected User form sender name and email This option allows you to specify the name and email address that will be displayed in the From line of each email the system sends related to the Disconnected User module The default text for this field is Journyx Timesheets lt discon journyx com gt SMTP server mail outgoing mail This option allows you to specify the name of the SMTP outgoing mail server that the system will use when sending emails related to the Disconnected User module The default value for this field is smtp SMTP port usually 25 This option allows you to specify the port used by the SMTP outgoing mail server that the system will use when sending emails related to the Disconnected User module The default value for this field is 25 Form encoding method This option allows you to specify which encoding method the system will use when sending emails related to the Disconnected User module While future versions of Timesheet will support alternate encoding methods Timesheet supports only one encoding method base64 More information on the base64 encoding method can be found at the following URL ftp ftp isi edu in notes rfc1421 txt Outgoing mail user agent This option allows you to specify which mail client is shown as the sender of outbound Disconnected User form emails The default value is Jou
76. may then move on Journyx 230 Journyx Timesheet ver 8 9_01 231 to the next step in report creation however if you choose to create a report to run on a particular interval you must provide details on the date period before continuing to the next step When creating such a report you will need to choose a Length and Increment Type for the report Report Lengths are a number between 25 and 365 as defined in the Length dropdown menu Report Increments are standard time periods day week month and year The output of such a report is based on the length increment chosen at this point Therefore you could create a report that covers 90 days or one quarter 25 year or nearly any combination of length increment Obviously certain combinations of length increment are more useful than others After indicating the Length of the new report you must also define a Start for the report The Start tells the system exactly where the report should begin when returning data The system requires either a day of the week or a combination of day of month and a month of year to function A day of the week must be selected for a report that has been configured with a length of one week or less Reports that have been defined with a length of greater than one week must have a combination of day of month and a month of year established Primary Filters You are able to apply certain filters to newly created reports These filters may be used to
77. measurements and vehicles A Custom Field can either be a textbox or a dropdown selection Journyx 62 Journyx Timesheet ver 8 9_01 63 Configuration Custom Fields m Custom Fields are additional data tracking fields that can be created for Users Project etc Specify the search criteria for the fields you would like to Custom Field name or description Custom Field type anything k Search Results Showing 1 10 of 60 custom fields gt gt Go to Page 1 a of 6 Results Per Page Go Custom Field name Custom Field type Historical associations Datatype Max length Elementtype Visibility Allocation Exempt Pay Types None STRING 30 Selection list Normal Backup ID Users None STRING Text box Normal E Budget Projects None STRING Text box Normal E Customer Name Projects None STRING Text box Normal E Department Users None STRING Text box Normal Email Address Users None STRING Text box Normal Employee End Date Users None DATE Text box Normal C Employee Number Users None STRING Text box Normal Employee Start Date Users None DATE Text box Normal E Employee Type Users None STRING 252 Selection list Normal 0 selected Select Visible Go to Page G Fa of6 Results Per Page 10 ES Go Custom Field type User Fields Zz Figure 2 1 Custom Fields main page To create a new Custom Field select the object for which you would like to create the Custom Field and click the Create button in the lower right corner of the scr
78. or uncommit the selected entries click the Unapprove Uncommit button To modify the selected entries click the Go to Modify Screen button This will direct you to an Entry Management screen where you can change the Project Task Pay Type Bill Type Comment Hours and Group see figure 14 4 When finished click the Modify the Records Altered Above button Management Records Modify Time Entries e Change the records Then press the modify button to save your changes User Date Activity Pay Type Project Hours Comment Bill Type Group search Tomazo e seach search search te me errr search ao Dev Team 1 User 2 H ia Other re Regular Wea root CE s Defauk Comments Standard rs Modify the records altered above Figure 14 4 Time Record modification Expense Records To create a new entry to be placed in users expense sheets go to Management gt Records gt Create Expense Entries This will direct you to the Expense Entry Creation screen see figure 14 5 Specify the users within the Groups that you wish to assign the entry to For the expense entry specify the Date Project Expense Code Source Currency Amount and Comment Then specify whether the entry will be committed or not When you commit an entry it will be approved and can no longer be modified regardless of whether the selected users expense sheets are approved or not When finished click the Create button Management Records Create Expense Entries
79. or users to be able to view these default reports you can change the groupings and columns to display nothing To create a new Rate Report click the Create a Rate Report button located on the main Rate Reports screen located under Reports gt Rate Reports This will direct you to the Rate Report Creation screen where you can specify the dates filters and options of the Rate Report see figure 3 7 Journyx 74 Journyx Timesheet ver 8 9_01 75 Report name Report description Define Date Range for Report Quick Pick This week A t Relative Oates Star first day ot Current G Year End Last cay of Current i Year Start 07 20 2010 kz End 07 20 2010 ka Pay Type Bill Type Ale C lt Alle sA Ai jiu Clerica Family Lesve Biliable 2 u p Cacing Holiday Bilied meredith sl tack 1 Corpacmin dury Duty Emergency Dedugging Military Duty On Call DesigryPlan Other Vv Standard v Report Output Options Primary grouping Secondary grouping Tertiary grouping Columns to display Custom fields to spisy QuickBooks File i QuickBooks It QuickBooks QuickBooks 1D First day of week for report Sunday H Timesheet status on which to report AllRecarcs AS Show kem descnpbans after names N Automatically Inude Project Descendants in Repart Additions hesder HTML Standard lt em gt jqypyyy com lt em gt report header Figure 3 7 Rate Report creation screen First you m
80. out time feature can log the time they started work and the time they completed tasks or are leaving for the workday They can then allocate these hours to individual time entries that have been logged to projects If you select the in out time feature for this Time Entry Screen you can further select whether users will manually specify a time for when they arrived and left work or use a clock that will automatically populate the time in the in out textfields Entry format presents users with a short list of dropdown menus that allow that user to select the parameters for a specific entry including the date of the entry You can choose whether users will be logging total hours worked or the start and stop time for a particular task Additionally you can specify whether users will select hours or time worked from dropdowns or will simply specify them in a textbox The dropdown option for time entry includes the ability to control the increments that are logged i e smallest increment is 15 minutes Journyx 50 Journyx Timesheet ver 8 9_01 51 Once you select the type of entry screen you can specify the format and additional preferences for the Time Entry Screen Time entry format allows you to set how hours will be entered into the timesheet The HH MM setting requires that users enter their time in the HH MM format The decimal setting requires that users enter time in decimals although the time will be converted to HH MM after the en
81. project you selected should appear in the Project dropdown menu Additional search options can be selected by clicking on the arrow to expand the Search Options table Search Projects Project name or description contains V Search Options Group Status Project Parent Q Owner i I i is anything _Loggablie and Reportable lis anything is anything All 2 Project 1 1 pm 1 root Backup Owner is anything i pm Task 1 for Project 1 P1 Task 2 Task 2 for Project 1 Project 1 Top of Project 1 Default Parent Project Please enter a search term Figure 29 3 Project search My Project List You can maintain your own unique list of projects that will be displayed by default in the project dropdown This will keep you from having to routinely search for or select a project from the project tree for projects that you frequently log hours to The My Projects link located at the bottom of the timesheet will launch a pop up window that can be used to add and remove projects from your unique Project List see figure 29 4 You may add projects from the Available Projects list by selecting the project and clicking the Add button These projects will be added to your Project List shown in the box to the right To remove a project from your Project List select the project and click the Remove button You also have the ability to add and remove all projects to and from your Project List When you are finished click the Save button
82. projects tasks pay types bill types expense codes sources currencies vehicles reasons measurement units group membership dependencies accruals memorized entries time expense mileage records custom fields approval plans and holidays You may also select multiple roles by using the ctrl click or shift click functionality When finished click the Save button Import Tools Access Settings Import Group Administrator Dashboard User DC Access Expense User Maneger Import User Administrator Dashboard User DC Access Expense User Manager Import Project Administrator Dashboard User DC Access Expense User Manager Import Activity Administrator board User ess Figure 9 2 Import Tool Access Import Tools Import Tools are located under Configuration gt Imports gt lt Import Name gt see figure 9 3 The system allows you to import values for the following fields groups users projects tasks pay types bill types expense codes sources currencies vehicles reasons measurement units group membership dependencies accruals memorized entries time expense mileage records custom fields approval plans and holidays Please keep in mind that some of these fields may have been renamed by your system administrator Journyx 44 Journyx Timesheet ver 8 9_01 45 Configuration Imports Group Import r Import a file that is located on your computer File Location Import a fil
83. recommended that only users be removed from the All Group All other changes to the All Group should be avoided Creating and Managing a Group To create a new Group click the Create button on the main Groups screen located under Management Groups This will direct you to the Group Creation screen where you can specify the name and description of the Group see figure 17 2 Management Groups Create Group A Enter a name and description for the Group you would like to create Check the Work Request Group check box if you are creating a Work Request Group New Group Name New Group Description Work Request Group 7 Figure 17 2 Group creation Once saved select the newly created Group from the main Groups screen see figure 17 1 This will take you to the Groups Management Screen see figure 17 3 Here you will select the items that are to belong to the Group along with the users that will have access to these items In other words assigned users will be able to log time expense and mileage against the assigned items as these items will be displayed in dropdowns within their timesheets expense sheets and mileage sheets For each item displayed the listbox to the left contains the available items and the listbox to the right contains the items that have been assigned to the Group You can use the ctrl click and shift click functionality to select multiple items Once you have selected the items to assign to the Group f
84. screen see figure 26 6 Timesheet will display the Create Approval Group screen Journyx 202 Journyx Timesheet ver 8 9_01 203 Create Approval Group Create a New Approval Grou Assign Users to Approval Grougs Load Default Memorizec Sheet Execute Mass Aporoval Name Approval Group Name Last Action Delete Approval Group 1 iew None f Figure 26 6 Approval Group main page This screen is divided into two parts e The top portion of this screen contains the Create New Approval Group section which consists of a text field for the name of the new group e The bottom portion of this screen contains a list of existing Approval Groups with the following information o The Approval Group name o The number of users assigned to each group o The last action associated with each group To create a new Approval Group simply enter a name for the new group and click the Create button Timesheet will refresh the Create Approval Group screen and display a green text message confirming the creation of the new Approval Group Now that the group has been created you will need to assign it to one or more users Assigning Approval Groups To Users Approval Groups must be assigned to users before they can be implemented To assign users to the Approval Group click the Assign Users to Approval Group link located at the top of the main Approval Group screen This will prompt the user search and assignment screen see figure 26 7 Specify
85. see figure 10 3 This will prepopulate that user s attributes which you can use as a template of sorts After clicking the Load button you can modify the attributes that will be unique to the new user When finished selecting and specifying attributes for the new user you can simply click the Save button Alternatively if you want to save this user and create another user you can click the Save and New button Copy the settings of User 1 u Load Figure 10 3 Copy another user Deleting a User To delete users simply check the users to delete from the search results and click the Delete button see figure 10 1 You will not be able to delete any users with time expense or mileage records in the system If you wish to delete a user with records you must first delete all the records for the user Timekeeping Expense Keeping Mileage Keeping Users of the system who have been given the Timekeeper Role will have the ability to create time records for other users which is also known as Timekeeping Similarly users who have been given the Expense Keeping Role or Mileage Keeping Role will have the ability to create and edit expense and mileage records for other users respectively Timekeeping functionality is located under Management gt Users gt Timekeeping see figure 15 1 Here you will be able to manage other users time expenses and mileage if given that Role You must first search for the users that you would like to manage
86. semi monthly periods Use weekly or bi weekly memorized sheets for users with monthly or semi monthly periods Search Group name or description contains Group type is Normal Search Results Showing 1 2 of 2 Groups Results Per Page 10 x Go Description Assign Memorized Sheet All Objects Assign All group 1 users Results Per Page 10 iz Go Select Period for Memorized Sheet weekly Create New Memorized Sheet Figure 22 4 Group Memorized Sheets main page To create a Group Memorized Sheet select a Period and click the Create New Memorized Sheet button see figure 22 5 This will load a blank timesheet where you can specify a name for the Memorized Sheet and select time entries containing Group Project Task Pay Type Bill Type Comment and hours worked see figure 22 6 Select Period for Memorized Sheet weekly iz Create New Memorized Sheet Figure 22 5 Period selection Journyx 174 Journyx Timesheet ver 8 9_01 175 Figure 22 6 Memorized Sheet creation When finished click the Save button Once the Group Memorized Sheet has been created it must be assigned to Groups This can be done from the main Group Memorized Sheets screen located under Management gt Memorized Sheets gt Group Memorized Sheets see figure 22 4 You must first select the Groups that you would like to assign the Memorized Sheet to Specify the search criteria for Groups in the main Group Memorized Sheets screen and click t
87. subproject s parent project Journyx 242 Journyx Timesheet ver 8 9_01 243 Select Fields to Display in Report This section allows you to select the standard and custom fields to be shown in the report output Choose a category of fields to display from the dropdown menu and then select one or more fields in the list of available fields You may use the Add button to add fields to the report You may remove fields already contained in the report using the Remove button The order in which fields are displayed left to right in the report correlates with the order in which they appear top to bottom in the Fields Displayed In Report column Therefore you can move a field closer to the left side of the report by using the up arrow button to bring that field closer to the top of this list Conversely you may move a field further to the right side of a report by using the down arrow button to move it lower in this list Note The system will allow you to report on Custom Fields in addition to standard fields Custom Fields labeled with an asterisk are fields that have been enabled as Time Record Fields and will display their historical value the value they had at the time of record creation when shown in reports Custom Fields that are not labeled with an asterisk are fields that have not been enabled as Time Record Fields and will display their current value the value they have at the time that the report is run For more information on ma
88. the individual user to specify for himself Specifically for use by the Journyx Professional Services team Displays the number of days contained in the time period upon which this time entry screen is based Displays the full User Name of the active user Displays the default comment that the active user has defined under his preferences tab This tag is specifically for use by the Journyx Professional Services team Displays the name of the Expense Entry screen assigned to the active user Displays the name of the Time Entry screen assigned to the active user Displays the name of the Domain that contains the active user Displays the name of the Mileage Entry screen assigned to the active user Displays the name of the contents of the named User Custom Field For instance if you want to show the contents of the user s custom field Employee Number then use the tag lt Employee Number gt Likewise in order to use the Email Address field you can use the tag lt Email Address gt Please note that if you have renamed any of the default custom fields such as renaming Email Address to E mail then you must use the renamed field name in the tag If the user does not have a value set for that Custom Field then the tag will be replaced with a blank value Any custom field with the same name as one of the standard tags mentioned above will be ignored Any custom fields with Visibility set to Hidden will not show up The user must al
89. the report The Start tells the system exactly where the report should begin when returning data The system requires either a day of the week or a combination of day of month and a month of year to function A day of the week must be selected for a report that has been configured with a length of one week or less Reports that have been defined with a length of greater than one week must have a combination of day of month and a month of year established Report Options Total Cost Reports are built from the data contained in two Base reports a Time or Rate Report and an Expense Report This section of the Report Modification screen allows you to specify which of these reports the system will use when gathering the data used to create this Total Cost Report Use the drop down menus in this section to select the base reports to be used as the basis of this Total Cost Report The Select Time or Rate Report drop down separates Time Reports and Rate Reports into two separate groups for easy identification If you do not have any Rate Reports defined within the system only Time Reports will be displayed in this dropdown Additionally only Timesheet Administrators will see the default Approval and Preview reports To make changes to the base Time or Rate Report and or Expense Report click the Click here to modify selected report link located just below the dropdown menu for each selection The system will open the Report Mod
90. the Rule Project Activity Pay Type Bill Type LE A Q Q Q Any Any 0 Any Any root Clerical Family Leave 0 Billable spi Coding Holiday Billed spl task 1 CorpAdmin Jury Duty Emergency spltask2 4 Debugging 4 Military Duty 4 On Call sp2 E Design Plan Other Standard E Automatically Include Project Descendants in Rule Select Optional Actions Select Description Action Parameters C Automatically Reject Timesheet if any Hours meet conditions of Rule C Automatically Accrue Target Hours in a defined Accrual Family Leave Figure 3 2 Rule creation screen Here you can set up all the parameters that define a Rule The Name and Description of a Rule are used to identify the Rule particularly when creating Policies Please note that Rules Policies and Rate Reports cannot have duplicate names If you attempt to name one of these items with a name already assigned to a different item you will receive an error message The Time Frame Condition Trigger Hours Day Dates and Target are used to define the Rule For example let s say that Time Frame is day Condition is greater than Trigger Hours is 8 Day is any and Target is excess hours Translated this means that the Rule will be applied to any hours worked in excess of 8 hours for any single day Once you have Journyx 67 Journyx Timesheet ver 8 9_01 68 specified the parameters of the Rule you must select which objects the Ru
91. the database is only accessible for reporting through external report tools This section of the database is only accessible for reporting through external report tools like Seagate s Crystal Reports We have written some reports of this type which are available for download here Create and Manage Clients Show Client Tree Manage Project Cost Allocation Percentages Show Unallocated Projects Figure 19 1 Clients and Project Allocations main page Journyx 157 Journyx Timesheet ver 8 9_01 158 Client Management The Clients feature allows you to set up Project allocations by customer or department This section of the database is only accessible for reporting through external report tools Delete Modify Old Client Entries Select Client Name Client Description Parent Client 1 Client 1 in San Francisco CA D root Defeult Client Parent Enter New Clients Client Name Client Description Show Client Tree Create Figure 19 2 Client creation After creating Clients you can allocate percentages to the Clients To allocate percentages click the Manage Project Cost Allocation Percentages link on the main Clients screen see figure 19 1 and 19 3 Keep in mind that the total allocation within a node of the hierarchy must total 100 For example if you have 3 Clients under root and you are allocating percentages to those Clients the sum of the allocation to the three Clients must equal 100 Journyx 158 J
92. this installation This page includes detailed information about the license key data such as the install date product expiration date the current date total licensed users total licensed users who can have the Timekeeping role the licensed host server and the current host server You can also view and compare the current operating system with the operating system upon initial install of Timesheet The Credits section contains links to the Journyx website form for requesting new product features as well as access to open source licenses and copyrights related to Journyx products Entry Sheets Entry Sheet Settings allow you to configure preferences for users timesheets expense sheets and mileage sheets This section is comprised of Global Settings Timesheet Settings Mileage Sheet Settings and Expense Sheet Settings Global Settings contain preferences that will affect all users timesheets mileage sheets and expense sheets Global Settings Journyx 8 Journyx Timesheet ver 8 9_01 9 7 Global Settings M Allow users to modify Memorized Entries v Allow users to automatically generate current entries based on entries from prior periods C For monthly users look back for previous entries by weeks instead of months v Allow users to create entries with empty blank comments Number of entry rows that 15 trigger date display across bottom of grid min 3 Project Notes associated with Depends on the state of the reco
93. users expense sheets you can see a summary of what is awaiting your approval in the Approvals menu see figure 26 1 Expense Approvals is located under Approvals gt Expense Approvals see figure 26 3 Approvals Expense Approvals x Search View sheets waiting for my approval O View all sheets O View sheets waiting for my backup approval Search Results Showing 1 2 of 2 Users Results Per Page 10 F Go Full Name Username Period Total Amount Status Sheet History 2 u u2 07 25 2010 07 31 2010 100 00 Submitted to meredith for Approval Sheet History 1 u ul 07 25 2010 07 31 2010 50 00 Submitted to meredith for Approval Sheet History 0 selected Select All Results Per Page 10 E3 Go Reason for rejection Limited to 200 characters Figure 26 3 Approving Expense Sheets From this screen you are able to approve and reject expense sheets that are in queue You can also reopen expense sheets that have been submitted or approved if you have Administrator authority You must first specify the search criteria for the users that you wish to approve or reject expense sheets for You have the option to also select whether to filter for sheets awaiting Journyx 198 Journyx Timesheet ver 8 9_01 199 your approval all sheets or sheets awaiting your backup approval When finished specifying the search criteria click the Search button The search results will be displayed underneath the criteria
94. when records are changed For more information on corrective records see the Time Entry Corrections section in this manual Show the Commit button on reports This option determines whether or not individual records can be approved or committed in reports outside of a workflow approval process Showing the Commit button in reports is not recommended if you use Period or Project Approval Plans Prior period corrections to approved sheets should The force resubmission for approval option will cause the system to require that any corrections go back through the approval process The be added as approved entries option will cause the system to automatically add the corrections as approved records with no requirement for the sheet to go back through the approval process The not be allowed option will cause the system to disallow corrective entries to approved sheets altogether Both allowed versions of this feature include tracking who makes corrections and when in the Sheet History system notes Approval Email Settings V Approval Email Settings Activate approval emails and send daily at 0 Ji 00 4 hh mm wv Compile all backup and approver late notices into a single email Do not process notification 08 18 1972 emails for sheets before A Automatically generate sheets for users to trigger late email notifications Figure 8 11 Approval Email Settings Activate approval emails and send daily at a particular
95. you selected should appear in the Project dropdown 000 My Projects Preferences My Projects B You can personalize a Project list that will display only the selected Projects when entering your time expenses or mileage Figure 29 2 Project tree Inline Tree in Dropdown The second method allows you to drill down into the project hierarchy using a project tree that is included in the project dropdown itself If your administrator has set up your timesheet to include this option you can navigate down through the hierarchy of projects by clicking on selections directly in the Project dropdown After each selection the next level in the hierarchy is displayed The final selection that is made prior to save determines the project to which time will be logged Project Search The third method allows you to specify search criteria and select a project from the search results To do a project search click the Project Search Icon located to the left of the respective Project dropdown This will launch a pop up window containing Journyx 253 Journyx Timesheet ver 8 9_01 254 search criteria see figure 29 3 Specify the project name or description for the project that you are searching for As you type you will see returned search results below the search criteria From the search results you can select the project that you wish to log hours for When you select the project the pop up window will automatically close and the
96. you will be able to modify the above mentioned user attributes see figure 10 2 From the search results page you may also select users that you would like to Activate or Deactivate by selecting the users and clicking the respective button see figure 10 1 By default the search results on the User Management screen show all Active users User status is defined by the values in the Employee Start and End Date fields within the Custom Fields in each user s profile Active users have a start date that is or precedes the current day and a blank or future end date Any users who have future start dates or expired end dates will show up in search results for inactive users Journyx 103 Journyx Timesheet ver 8 9_01 104 When a new user is created the Employee Start Date is automatically set to the current day However this field can be changed to reflect any date This date not only determines when the user will become active and thus have access to the Timesheet system but it also determines on what days the user can enter time expense or mileage records If the employee becomes active in the middle of a period he she will only be able to enter records from the start date going forward Likewise a user cannot enter records after the Employee End Date Users can be deactivated by either selecting them from the search results and clicking the Deactivate button or adding a value to the End Date field within the user s profile If you de
97. 1 User Memorized Sheet 1 Set as default Create New Memorized Sheet Figure 22 2 Memorized Sheets assigned to a user To create a User Memorized Sheet click the Create New Memorized Sheet button This will load a blank timesheet where you can specify a name for the Memorized Sheet and select time entries containing Group Project Task Pay Type Bill Type Comment and hours worked see figure 22 3 When finished click the Save button The Memorized Sheet will then be assigned to the selected user Mon Tue wod thu Pri Sat onus 07 20 CIZELI 97 33 07 33 ny 3a Figure 22 3 User Memorized Sheet creation Additionally if a user has been assigned more than one Memorized Sheet you can select a single Memorized Sheet to be the default see figure 22 2 When a Memorized Sheet is set to default for a user that Memorized Sheet will be loaded by default in the user s timesheet at the beginning of each new period The user will then have the option to save the default sheet or select another Memorized Sheet To manage existing Memorized Sheets for a user you must first select the user you would like to manage see figure 22 1 Specify the search criteria for users in the main User Memorized Sheets screen and click the Search button The search results will be displayed below the criteria Click the name of the user to manage This will direct you to the Memorized Sheet management screen see figure 22 2 This screen displays any Memoriz
98. 200 for Project A on Tuesday Buck creates an additive correction entry the same way he would prepare a normal entry by selecting the Project Reason Vehicle Measurement and Comment to be logged To add the missing mileage for Project C Buck creates the record from scratch as though he were entering mileage normally and enters 200 for Project C on Tuesday Buck s mileage sheet now contains the following records for Tuesday The original 600 mile record for Project A The original 200 mile record for Project B The corrective 200 mile record for Project A The corrective 200 mile record for Project C If Buck has any other corrections to make he should make them now Once Buck has added and subtracted values as needed from his mileage sheet he should click the Save Corrections button located at the bottom of his screen The corrected mileage sheet will now flow through the approvals process that a normal new mileage sheet would follow If further corrections are required the mileage sheet will either be rejected through the approvals process and returned for direct editing of the corrective entries or the mileage sheet will need to be accessed for a new round of corrective entries after it has been completely approved Historical Mileage Sheets Your past and present mileage sheets can be viewed under Mileage gt Mileage Sheets gt All Mileage Sheets see figure 31 8 Here you will see a list of mileage sheets with their relevant
99. 28N U zz2 C Add this Activity to all new Groups Custom Fields QuickBooks File ID QuickBooks ID Figure 20 4 Copy Entry Column Items To modify existing Entry Column values you must first specify the search criteria for the Entry Column type that you wish to modify see figure 20 1 and 20 5 From the search results you can click the name of the Entry Column value to modify You also have a few Batch Modification options which allow you to make changes to multiple Entry Column values more efficiently For example you can select multiple Entry Column values from the search results section and assign all the selected Entry Column values to Groups in the Batch Modifications section Similarly you can select multiple Entry Column values from the search results section and change the status of the selected Entry Column values from the Batch Modifications section Batch Modification Options applies to selected results Assign to Group s Change Status 2wG28N AT test_baseline 0 2wG28N AU test_baseline 2WG28N U zz1 Loggabie and Reportable 2wG28N U zz2 a Reportable Only Group 1 M Hidden O Remove current Group assignments Figure 20 5 Entry Column batch modification To delete an Entry Column value check the Entry Column value to delete from the search results and click the Delete button see figure 20 1 Sheet Approval Plans Sheet Approval Plans is located under Management gt Appr
100. 3 4 Yo Vy If you must have a character in the file or field then the following are the characters that Journyx recommends File Formats Backing Up Database and Sample Text Files Journyx recommends that you build your import files in Excel and save it as a tab separated text file This will ensure that double quotes are added around each field that contains a comma Journyx has enhanced the import tool functionality to automatically strip double quote characters from every field upon import if and only if the double quotes are the first and last characters in a field Therefore in the unlikely event that you want a field to contain an initial and ending double quote then you will simply have to double your double quotes So for example John Smith will result in John Smith being imported Generally both double quotes and commas should be avoided except in fields that specify them like a user s Full Name or the Groups field Similarly for fields that support multiple comma delimited values Groups and Authority if your Group or Authority name has a comma in it then this will cause problems with the import An example of comma delimited values that would cause an import problem would be G1 G2 G 3 G4 where the name of the third group actually contains a comma In such a situation double the comma in the name like this G1 G2 G 3 G4 The import tool will recognize the doubled comma and treat it as a single comma that is p
101. 4 Journyx Timesheet ver 8 9_01 15 Screen Appearance Screen Appearance Settings Sereen Appears l Screen Appearance Settings T Soroen Appearance Gattings Defaut short date format e 06 12 2013 MaDOyYerY 8 ne Friday Aprit aasa ua da vwy St Defout wng cate 42 2013 Figure 8 8 Screen Appearance Settings Default short date format This option determines the short date format that will be displayed throughout the application MM is the 2 digit month DD is the 2 digit date and YYYY is a 4 digit year The default it MM DD YYYY Default long date format This option determines the long date format that will be displayed throughout the application The long day format will spell out the month and day dddd is the day of the week MMMM is the month dd is the 2 digit date and yyyy is a 4 digit year For example the long day format of dddd MMMM dd yyyy will display Tuesday January 14 2005 Currency symbol for Rate Reports This option allows you to specify which currency symbol will be used in the Rate Reports generated by the Rate Rules amp Policies module The default value for this option is To change this option you will need to use either the HTML standard script Pound amp pound Yen amp yen or Windows character map to copy and paste the desired symbol into this field Force 1 to 1 Mileage or Currency conversions if there are no conversions available This opti
102. 8 2 Journyx 141 Journyx Timesheet ver 8 9_01 142 Copy the settings of Project P1 Task 1 E Name Status Loagable and Reportable Description Total estimated hours 0 Parent bE Q root 4 Owner A None iz C Update all descendants with owner changes Backup owner Q None 4 Percent complete 0 Children None Groups Group 1 0 Group 2 ZZ SELF admini 4 ZZ SELF ceo oa C Add this Project to all new Groups Project Type Created by meredith meredith V Other Project Settings Project Dependencies Not Available Project Approvals Not Available V Custom Fields Project Bill Rate Type Hourly MS Project ID Project Bill Rate MS Project File ID Project Pay Rate Type Hourly 4 Customer Name Project Pay Rate MS Project End Date Project State MS Project File Name Priority MS Project Start Date Budget QuickBooks File ID Start Date QuickBooks ID End Date Figure 18 2 Project creation Specify a name for the Project Although the system allows up to 252 characters for each project name Journyx recommends short project names in order to keep the project dropdown menus on user entry screens more manageable Enter a description for the new projects Again the system allows up to 252 characters for the description of each project The description should be used to provide further details of the project Not
103. Authority Reporter Authority Timekeeper Authority User Access Details Tab Entry Screens Tab Expenses Tab Journyx Description The Approver Regular role ability allows the approval of Time Mileage and Expense sheets that have been submitted to the user by others who have this user as their assigned approver The Approver Super role ability allows the approval of Time Mileage and Expense sheets that have been submitted by any user within the Timesheet database The Authority Administrator role ability provides the ability to execute administrator level functions and system software adjustments such as license key changes and global preference modifications The Authority Expense keeper role provides the ability to enter expense records for other users in same group as the user to whom this role has been assigned The Authority Manager role ability provides the ability to execute manager level functions including reporting on and modification of users who are share group membership in at least one group as the manager The Authority Mileage keeper role provides the ability to enter mileage records for other users in same group as the user to whom this role has been assigned The Authority Punch User role ability provides the ability to use the punch screen interface The Authority Reporter role ability provides limited reporting ability without Time Mileage or Expense Entry access The Authority Timeke
104. Comment Measurement Vehicle search lovy2zjz010 search tree sear 3 search search was nt Dev Team 1 User2 W Z root Contract Negotiation WS 50 Default Comments mi Vehicle A bd Modify the records altered above Figure 14 12 Mileage Record modification User Sheet Deletion Under Management gt Records gt Delete User Sheets you also have the option to delete sheets that were created This scenario usually arises from users navigating to periods in the past or future by accident and thereby creating the sheet for email notification purposes The User Sheet Deletion screen allows you to search for user sheets and delete any that have 0 hours associated with them Groups Groups is located under Management Groups see figure 17 1 Groups are used to organize data and control user access to items such as Projects Tasks Pay Types Bill Types Time Entry Screens etc Groups may be thought of as sets that contain one or more users and projects tasks etc that those users can access Each user can be assigned to one or more Groups and each item such as a Project Task Pay Type etc can be assigned to one or more Groups Groups are the ultimate access control devices in the system and as such require particular attention Journyx 136 Journyx Timesheet ver 8 9_01 137 Management Groups Manage Groups Groups allow you to grant access to and associate users with Roles Projects Tasks Sheets ete Sp
105. E E EEE E EA ENE E EDA AE AEA N A 182 Sub Domains 185 A E E E A E E E A T a RTE RUNS a RTE ele RR MRR 189 Journyx 3 Journyx Timesheet ver 8 9_01 4 LEAVE REQUESTS eiiiciinistciberr eaa ned emeteneds poke mean Ecieie dee de Eee EEDE rR EE EET ApprovVallS isiiiiiscsacsiecaee iets eevesesdeviatrne wearin eeemeerare vee eewesi eee veneer Approving TiMe SheetS ics cicviscisnciasrencwecsrasebasee cee evesveer vee ctia sires dae ai a ia Approving Expense Sheets iiiii ccc ciiccess eva ceed ive eevee iVa wiru NANUN KANAANA EUNN Nada Approving Mileage Sheets cece eet eeee cainin aa i a aaa ia AAEE Approving Project Entries ssisisriveriv oriri nivnite EeNNN eels ESNEVEN EREN ENEE ENNES Advanced Approvals uriin n A E E E E EA Preferentes ccir aE E A E E E A AEE Reset PasSSWOrd aissas inina aa A AAA AE AAA A EAE ENA AA ai Entry SCONE airean aa E N A E AT E EN N E A E N MY Projectoren een OTENE ROEE NE OTETO ROTERER ONEA WSEr Details saian aAa a a aaia aA aE A aaa aa aha Maa sadn ai Landing P geisrianrnromvoiien e e E wre D E AOE E E RODOMMS idiniriin SDa dae EARE EEEE EO RERE ERE EE E Dana Standard REPOMs osieacor sienet aa NE E AAN AE E REN Saved RE PONS casedusais oA Eaa EA aa A ae EEA E ia OEE ENAA AE Scheduled REPOsts wii iccseiessonsvecsrenvereveevee cies wer a i e E EEEREN System Repor ersen r EE E bike pete EE EEE E EE Creating a New Report Saving a New REPOT siscsesccnestnicenac en devices AARETE EEEE NOREEN TERENE EEEE M dify
106. Expense Entry Corrections Administrators and users whose role includes the Corrections ability may make changes to records contained in an expense sheet that have already been approved by a Sheet Approval process or Project Approval process Once an expense sheet has been approved the Save Corrections button appears on the expense sheet When this button is present corrective entries can be made and then submitted for approval Journyx 274 Journyx Timesheet ver 8 9_01 275 To make corrective entries for a prior period a user who has the Corrections role ability should navigate to the expense sheet in question and enter corrective entries as needed Corrective expense entry includes the concept of negative entry because the existing records are approved and committed so they cannot be directly edited Therefore negative records must be entered against the same Project Expense Code Source Currency and Comment to reduce the actual value logged to the proper number Corrective Entry Example Buck submitted his expense sheet with 60 logged to Project A and 20 logged to Project B on Tuesday After the expense sheet was approved Buck realized that he actually only spent 40 on Project A and also spent 20 on Project C on Tuesday Buck opens his expense sheet for the expense period in question and prepares to make corrective entries Buck prepares a subtractive correction entry the same way he would prepare a normal entry by selecting the
107. For security reasons the users themselves cannot be given the information on the reason for failure the user has no email address the user supplied an invalid username etc If you leave this field blank no email with failure information will be sent Password reset failure email subject This option allows you to specify the text that will appear in the subject line of each email the system sends when an attempt to reset a password fails The following is a list of Journyx Tricky Tags that are supported in password reset subject lines lt userlogin gt User login for which the password is being reset Password reset failure email body This option allows you to specify the text that will appear in the body of the email the system sends when an attempt to reset a password fails The following is a list of Journyx Tricky Tags that are supported in password reset failure emails Journyx 30 Journyx Timesheet ver 8 9_01 31 lt userlogin gt User login for which the password is being reset lt msg gt Failure reason detected Login Behavior V Login Behavior Idie time before a user is required to login again in minutes Idle time before the login 360 screen expires in minutes C Lock users out after too many failed login attempts Number of failed login attempts before user is locked out v Allow users to specify their own Landing Page Figure 8 19 Login Behavior Settings Allow user entered text to b
108. GHATS tes Access donaga Admin Manager User Admin TOR Sheet User LLCS EEEN MSProject x Sync Admin MSProject x Sync User AoA DC MSProject Project Punch QuickBooks Memorized _ Rate Reporting Administrator cease Manager Admin Manager User Admin Reporter Sheet User Timekeeper User Modify Rate xX Report Run Rate x Check Report Run Rate Report X Project PER DC MSProject Project Punch QuickBooks Memorized _ Controls PENTEL Access MERE Admin Manager User Admin geporteg Sheet User Timekeeper User Project Add xX xX xX xX Project Delete X X X X Project Modify X X X X Accountlink nae DC MSProject Project Punch QuickBooks Memorized _ Access CRATES TEGO Access EMEC Admin Manager User Admin RRC Sheet User imekeener User QuickBooks x Sync Admin Reporting R DC MSProject Project Punch QuickBooks Memorized _ Access TEE ET Access managen Admin Manager User Admin REPON Sheet User goeree penii en Report Creation X X X X X X X X Report Modification X X X X X X X X Password eae DC MSProject Project Punch QuickBooks Memorized _ Controls ect TSU a Access WAGERS Admin Manager User Admin KORE Sheet User ETI ELE Password Change x x x x x Approvals Pare DC MSProject Project Punch QuickBooks Memorized Controls ACHTTIEN Access Managen Admin Manager User Admin TOR Sheet User AECL CONT UE Sheet approval x Management Memorized Ia DC MSProject Project Punch QuickBooks Memorized _ Sheets ETE Access managen Admin Manager User Admin ORS Sheet User LULL
109. IF or JPEG format You must specify the URL address where the image is located The address must be a complete URL and needs to include the scheme name http Additionally this value must not be a UNC path as used by some Windows environments You must also specify the pixel dimensions of the image in the Height and Width textboxes It is best that you specify the exact dimensions of the image itself to avoid any distortion Alternatively you may specify a dimension of 0 to use the image s default size If the actual image display is too large or too small when displayed on the pages it is best that you resize the original image using photo editing software Journyx 13 Journyx Timesheet ver 8 9_01 14 Show image at the bottom of the screen This option allows you to display an image at the bottom of all pages The image must be in GIF or JPEG format You must specify the URL address where the image is located The address must be a complete URL and needs to include the scheme name http Additionally this value must not be a UNC path as used by some Windows environments You must also specify the pixel dimensions of the image in the Height and Width textboxes It is best that you specify the exact dimensions of the image itself to avoid any distortion Alternatively you may specify a dimension of 0 to use the image s default size If the actual image display is too large or too small when displayed on the pages it is best that you
110. If you click the Legend the details within the Legend will open or close Journyx 123 Journyx Timesheet ver 8 9_01 124 Approvals Compliance gt f Organization Compliance Click on approver names to view other approvers that report to them Click the info icons within the approver boxes to view users who submit sheets to that approver Approval Emails must be enabled for the Run Approval Emails feature to work correctly V Legend f This user s sheet has been approved This user s sheet has been submitted but is not yet approved This user s sheet is open This user s sheet has been rejected 4 All sheets in this user s part of the organization have been approved X One or more sheets in this user s part of the organization have not been approved Figure 39 7 Organization Compliance Viewer Legend This Legend shows which icons correspond to the various status types for approval plans The first four 4 status icons relate to individual user timesheets and the last two 2 relate to the manager s specific part of the organization Knowing where individual timesheets are in the system enables managers to help their direct subordinates comply with company policy to submit the timesheets Additionally if the manager has appointed a separate approver the manager can ensure the approver complies by reviewing and approving the submitted timesheets At the higher levels upper level managers can v
111. In this same group of settings you can also select the file types that are allowed for upload Images and PDFs PDFs only or Images only There are also certain checkbox options that are related to entry screens For example you may not want to display long project descriptions in dropdown selection boxes as it will affect the layout of users entry screens Excessively long descriptions can shift other columns sometimes out of immediate sight of the user You can also opt to display the Project tree within the dropdown selection By clicking the Projects in the dropdown selection you can expand and collapse the Project tree You are also given the ability to use Entry Field Notes which are different from Comments that can be associated to a task Entry Field Notes allow users to apply a comment to a specific time entry for a particular day Customized names for Entry Columns allows you to change the names of the fields columns only on this screen overriding the default names from System Settings You can also change the display order and hidden status of the column headers that will be shown to users in the Time Entry Screen Default values can be chosen for all the column headers and a default comment may be specified This default comment is only used as a default in the event that the column is not displayed hidden on a user s time entry screen Otherwise the default comment is derived from the user preference Each Entry Screen can have it
112. Journyx Journyx Timesheet ver 8 9_01 last updated 04 29 13 Journyx Timesheet User Manual Journyx Timesheet Version 8 9 Copyright 2013 Journyx All Rights Reserved Journyx the Journyx logo Journyx Timesheet and the other graphics logos and service names are trademarks and service marks of Journyx All other product names service names and company names are the property and or trademarks of their respective owners All rights title and interest in and to the Software and any Updates or New Releases thereto or derivative works thereof including without limitation all intellectual property and other industrial and proprietary rights at all times remain the exclusive property of Journyx or Journyx s licensors The license granted does not constitute a sale of the Software or any portion or copy thereof Journyx provides this document as is and without warranty of any kind whether express or implied to the full extent permitted under applicable law the company specifically disclaims the implied warranties of merchantability fitness for a particular purpose title and infringement Journyx does not guarantee the accuracy timeliness or completeness of any information in this document or the results of your use of this document Printed in the U S A Journyx Timesheet ver 8 9_01 2 Table of Contents Co on
113. Journyx Timesheet ver 8 9_01 28 Journyx expense entry screens mileage entry screens start stop modules and punch entry screens With the exception of the removal of users it is highly inadvisable to modify the All group Either option will still allow for the addition or removal of users from the All group therefore this setting should remain disabled for most configurations 28 Journyx Timesheet ver 8 9_01 29 Password Settings Password Settings Expire passwords after this many days 0 for never Minimum umber of password characters Number of previnusly used passwords to block 100 mex Bequire mix of letters and numbers n pesswords Require Mix of uppercase and lowercase eters in passwords F Show s password reset button on logn screen Password reset request window in hours Password reset request novficatice sulsject Body text for password change request email rerpanse it to change yaur this email Send email t this address en password reset faihs lenva blank for no mai Puseword reset ature subject Body text for email sent to administrator Gn password reset failee Figure 8 18 Password Settings Expire passwords after this many days 0 for never This option allows you to specify how often users of the system will have to change their passwords for security purposes Making this option 0 means that passwords will never expire Minimum number of password characters This
114. L here Maximum in megabytes ME of file attachments receipt images and ather uploads Use for unlerted Journyx 31 Journyx Timesheet ver 8 9_01 32 Journyx Figure 8 18b Security Allow user entered text to be displayed as HTML This option allows users to enter HTML in comment and notes fields that will then be converted by the browser If you would like users redirected to a custom logout page enter that URL here This option allows you to redirect users to a custom page after logging out Maximum size in megabytes MB of file attachments receipt images and other uploads Use 0 for unlimited This option allows you to limit the file size of files uploaded to specific records on entry screens 32 Journyx Timesheet ver 8 9_01 33 Login Restriction System Settings Login Restriction Allow only the following users to log in search Login Restriction is currently Off Enable Login Restriction Figure 8 20 Login Restriction This option allows you to lockout certain users from having access to the web interface via browser You can lockout the entire system by clicking the Enable Login Restriction button Before doing so make sure you understand that this will also lock you out of the system as well From the listbox you can select the users that you still want to grant access to the system via the web interface Be sure to select these users before enabling the web interface lockout Logging
115. Military Duty Pay Type On Call Billable Standard Billed Unbillable Emergency Bill Type Airfare Rail Car Rental Entertainment Lodging Room Expense Code Company Customer Employee Q AUS CAS Source Figure 18 8 Project Dependencies The Project Dependencies screen displays two columns of items The first column contains items that are not dependent on the project The second column contains items that are dependent on the project Users will be able to select these items when logging time expense and mileage By default every project in the system is initially in an open state and any item Task Pay Type Currency et al within the database can be logged against any project depending only on a user s Group affiliation However to limit what is selectable for this project you must place the selectable items in the dependency list Journyx 150 Journyx Timesheet ver 8 9_01 151 Items are moved between the two columns by clicking on them ctrl click or shift click to select multiple items in a section and then clicking the Change Dependencies button at the bottom of this screen When the screen refreshes you will see that items that were selected in the column on the left have moved to the column on the right Journyx 151 Journyx Timesheet ver 8 9_01 152 Project Dependencies and Child Projects You can have child projects or subprojects inherit the Dependen
116. O Actual Vs Estimate Run Report Project Status Report Yes 1 month O ExpenseDetails User Run Report Expense Report Yes 1 month timesheet Run Report Time Report Yes 1 week E Total Cost Report Run Report Total Cost Report Yes 1 week O selected Select All Results Per Page 10 Go Copy to User Report type Matrix Time Report Z Figure 28 7 Standard Reports The first thing you must choose when creating a new report is the Report Type for the new report see figure 28 8 Report Type defines the general functionality of the report This report parameter is described in detail below Report type Matrix Time Report B Figure 28 8 Report type selection Report Types The system divides the default reports into four main categories Journyx 228 Journyx Timesheet ver 8 9_01 229 Line Item Reports Matrix Reports Project Status Reports Total Cost Reports Additionally the system allows you to select between Time and Expense subtypes of both Line Item Reports and Matrix Reports Each Report Type as well as the two subtypes have certain parameters that you may use to configure the reports Each of these sets of parameters is discussed below Once the report type has been selected you will be directed to the Create Report screen for that specific report type see figure 28 9 and 28 10 Reports Standard Reports Create Time Report Standard reports provide information about the hours expenses and mil
117. Project Expense Code Source Currency and Comment to be logged In the case of correcting his overage on Project A Buck carefully chooses the exact combination of these factors including duplicating the comment field exactly that comprised the original record Buck then enters 20 minus 20 for Project A on Tuesday Buck creates an additive correction entry the same way he would prepare a normal entry by selecting the Project Expense Code Source Currency and Comment to be logged To add the missing expense for Project C Buck creates the record from scratch as though he were entering expense normally and enters 20 for Project C on Tuesday Buck s expense sheet now contains the following records for Tuesday The original 60 record for Project A The original 20 record for Project B The corrective 20 record for Project A The corrective 20 record for Project C If Buck has any other corrections to make he should make them now Once Buck has added and subtracted values as needed from his expense sheet Buck should click the Save Corrections button located at the bottom of his screen The corrected expense sheet will now flow through the approvals process that a normal new expense sheet would follow If further corrections are required the expense sheet will either be rejected through the approvals process and returned for direct editing of the corrective entries or the expense sheet will need to be accessed for a new round of corre
118. Reportable Reportable Only Hidden Loggable and Reportable indicates that the project is fully active i e users can log time to this project and all time logged to this project can be reported on Reportable Only indicates that the project can no longer have time logged against it but any historical time already logged can be displayed in reports Hidden indicates that the project can neither be logged against nor can it be reported on Enter the total estimated hours and percent complete for the new project The system allows up to 8 digits for each project s estimated hours The percent complete field is a manual estimate and does not include any calculations based on actual versus estimated hours Next select which currently existing Groups should have access to the new projects Multiple Groups may be selected by using the shift click or ctrl click functionality You can always change which Groups have access to any given project later by modifying that particular Group or by modifying that specific project Once you have selected the existing Groups that will have access indicate whether to add this project to new Groups If you check this option the project will be added to every new Group that is created in the system at the time of Group creation If you do not check this option the newly created Group will not have access to this project by default but can be given access at a later time by modifying that particular Group or modif
119. Screen page This will direct you to the Mileage Entry Screen Creation page see figure 1 10 Configuration Entry Screens Mileage Entry Screens Mileage Modification Enter values in the fields below and click Save You can view your settings on an entry screen by clicking on the Preview button Copy the settings of screen Mileage Entry Grid Kilometers E Name Standard Mileage Entry Grid Display days in ascending B order M Add this screen to all new groups M Total mileage as it is entered Number of blank entries to display O Show Project descriptions in dropdowns M Show Project tree in the Project column Allow file attachment uploads M Allow users to view past periods O Do not allow file uploads O Allow users to view future periods O Allow unlimited file uploads M use entry field notes Allow uploads number of attachments allowed per period 5 O Use customized names for Entry Columns Allowed file attachment types PDF documents only Entry Columns Column Order Column Name Default Value Project kp A root Reason QA Contract Negotiation B Vehicle A Vehicle A B Measurement Q mi Comment Figure 1 10 Mileage Entry Screen modification Specify the name of the Mileage Entry Screen Once you specified a name you can select the options for the Mileage Entry Screen You can change the display order and hidden status of the column headers that will be shown to users in the Mileage
120. Show ently designated Orme approvers in user leave request notification hets E Require wens to sent notification when requesting time off fave Request newfication subject cunerfulnarie gt tan requested imeve Body text for leave request emai noofications manpgertulname gt lt userfulhone gt hes requested time aff and woukt Khe you to review this request lt i gt egute managers tb pve a resson when leave requests are decined Lave Request dcoined notification subject lt manegertuiname gt hes dectined a wave r Bosy test for leave request dacined emai lt usertuiname gt lt managerfuineame gt hes declined roufcators requested time off lt link gt Message lt msg gt aroud notification sti Leave Request aperoved fotificetion subject manpgertuomes Beer be for leeve request sppraved emeli lt userfulneme gt lt managefullarne gt hea eppravet atitcatione fequested Ume off lt liek gt Message lt meg Figure 8 14 Leave Request Settings Require approval of leave requests prior to loading them in user timesheets This option will require all pending leave requests to be explicitly approved by respective approvers or supervisors before being displayed in the user s timesheet Once the request has been approved it will be displayed in the user s timesheet and can be saved Allow users to request time off in the past This option allows users to create leave requests for dates that have already past in the event they
121. Swiss Franc EUR Euro GBP British Pound JPY Japanese Yen MXN Mexican Peso RUB Russian Ruble US U S Dollar Mileage rates are positive numerical values that reflect the cost per measurement unit in the currency selected So if your organization expenses miles at 1 27 per mile the rate for that rate conversion would be 1 27 where the unit of measurement would be mile and the currency would be US Effective Start Date This date determines the point at which the mileage conversion becomes effective Mileage entries before this date will use the previous conversion rate State Effective End Date Journyx 96 Journyx Timesheet ver 8 9_01 97 The state determines whether or not the conversion has a specified end date For closed conversions the end date determines the point at which this mileage conversion expires Mileage entries after this date will use a later conversion rate Open conversions on the other hand will not expire until they are manually closed An open conversion will be applied to future mileage records that appear in reports unless it is closed and another conversion to cover the period is created To create a new mileage conversion click the Create Conversion button in the lower right corner of the main Mileage Conversions screen see figure 7 3 Up to three mileage conversion rates may be created at one time see figure 7 4 Configuration Conversions Mileage Conversions To convert tr
122. To approve expense sheets select the expense sheets and click the Approve button To reject expense sheets select the expense sheets specify a rejection reason and click the Reject button To reopen expense sheets that have been submitted or approved select the expense sheets and click the Open button When a sheet is reopened the approval process gets completely reset Once a sheet is reopened anyone who has the ability to enter expenses for the employee the employee expense keepers will be able to modify the records just as if the sheet had never been submitted for approval The sheet reopen process does not maintain the original records that were submitted or approved and the sheet must be submitted for approval again This option is only recommended when the correction requires that the original record be completely removed from the database You can also view a user s expense sheet before approving or rejecting it by clicking the respective date link under the Period column Approving Mileage Sheets Mileage Approvals allow approvers within your organization to approve or reject users mileage sheets for a particular period In order to implement an approval process a Sheet Approval Plan must first be created Within the Sheet Approval Plan approvers must be assigned Then the Sheet Approval Plan must be assigned to users who will submit their mileage sheets at the end of the period After user submission the mileage sheet enters the appr
123. a or reports You are logged into the main root domain and can create or edit other domains Name Administrators Expiration Date Active Users Max Users Project Resource Mgmt Domain 1 dadmin1 Saturday July 23 2011 10 No Domain 2 dadmin2 Saturday July 23 2011 50 Yes Figure 25 1 Domains main page Journyx 186 Journyx Timesheet ver 8 9_01 187 Management Domains Create Domain Specify the attributes administrators functional privileges and period of validity for the new domain Create Domain Option Setting Domain name New Domain Domain Adminstrator s name Default Custom Fields Use only shipped default Custom Fields Copy all Custom Fields from root domain Number of users allowed in this domain Number of days from creation the domain is valid expires on Friday July 23 2010 Allow use of Project Resource Manager PRM features Allow use of Timekeeping ability Allow custom bug reports Allow creation of new Custom Roles Allow use of Rate Rules and Policies Number of Disconnected Users allowed in this domain Use 0 to disable 0 additional allowed O currently assigned to users Save Cancel Figure 25 2 Sub domain creation You also have the additional option to decide whether the new sub domain will allow use of Timekeeping ability to re route extended tracebacks creation of Custom Roles use of Rate and Rules Module and use of Disconnected User featur
124. abled the system will send a late notice email a specified number of days after a period ends to assigned users that their sheet is past due for submission The number of days can be set below the text section of this notification Approver notification of late sheet submission by user When this email notification is enabled the system will send an email for late users a specified number of days after a period ends to assigned approvers The number of days can be set below the text section of this notification Backup approver notification When this email notification is enabled the system will send an email at a specified point in time after a sheet has been submitted to but not processed by the primary approver associated with the Approval Plan The sheet will be placed in the backup approver s queue a specified number of days after the period has ended if a submitted sheet has not been approved or rejected by the primary approver The default is 1 day after the end of a period though this value can be modified Late notice emails on weekends This option allows you to decide if the late email notifications should be sent on weekends Email Log Options The two email log options for each Approval Plan relate directly to the email log The email log should generally only be used if you are having difficulties with the emails for this Approval Plan Please enable these options only if instructed to do so by Journyx support The Email Setti
125. access to which Projects which Tasks are contained in which Groups which Approvers are associated with which Mileage Approval Plans and nearly any other combination of internal data Reports System Reports System reports display lists that provide information on your system configuration Select System Report Options Report On Show Me User Details Project User Login Group User Full Name Time Approval Plan Project Expense Approval Plan Project Descriptions Mileage Approval Plan Group Project Approval Plan Time Approval Plan user Role Expense Approval Plan user Run Report Select Output Format Save Report Output Saved Report Description HTML regular FA g Saved User Report Output Run Through Filter Note By default System Reports do not include hidden users To include hidden users hit the Run Through Filter button Figure 28 5 System Reports Timesheet s System Reports function provides a number of views of the information contained in the system database To run a System Report you simply need to select the item on which you would like the report to be run and then indicate which associated items you would like to have shown in the report itself The available items for reporting are the following Journyx 225 Journyx Timesheet ver 8 9_01 226 Users Projects Groups Time Approval Plans Expense Approval Plans Mileage Approval Plans Project Approval Plans Roles Time Ent
126. activate a user by clicking on the button the End Date field is automatically populated with the date of the previous day Inactive users retain their user profiles and configuration but they are no longer able to access the Timesheet system and no one can enter records for them outside of their active dates Inactive users continue to appear in Standard Reports Inactive users do not receive approval email notifications and approvers will only receive notices for inactive users that apply to periods when they were active It is also possible to activate inactive users This can be done by either selecting them from the search results and clicking the Activate button or updating the Start Date and End Date fields within the user s profile Reactivated users retain their original configuration so no other steps are necessary to grant them access to the appropriate information in the Timesheet system When a user is reactivated the Start Date and End Date fields are reset to the current values Previous start and end date values are NOT retained Journyx 104 Journyx Timesheet ver 8 9_01 Group for 1 u RM Group for 2 u Maximum number of items in selection drop downs 105 Mileage approval plan Expense approval plan Figure10 2 User management screen Journyx 105 Journyx Timesheet ver 8 9_01 106 User Profile and Privileges The User Profile and Privileges section contains the username full name
127. ail addresses in each user s and approver s custom fields If your users and approvers are missing email addresses in their user profiles the system does not know where to send approval plan timesheet notices All users and approvers must have valid email addresses in order to receive notices regarding timesheets whether you use OCM or not Supervisor access to subordinates under them You have the option to give supervisors access to all subordinates under them in the hierarchy or you can limit access to only the subordinates directly under them Under Configuration gt System Settings gt Security Settings you limit access by enabling the Allow supervisors authority over the entire hierarchy setting Viewing the Results of OCM You can view the visual hierarchy that is built from OCM data by going to Management gt Org Chart gt Manage Org Chart Manzoement Oro Chant Manage Org Chart gt Click on 2 supervisor name to view af direct reports who ere also supervisors Click the info icon within 2 supervisor box to view details on Me right To intially configure your organization oc to make mass modifications follom these msiructons Find a speoiic user Select or search fora user 5 O E CEO Time Approver Level 1 co Time Approver Level 1 Backup None Timekeeper None Subordinates drag icons to reassign LECIO 48 coo No subordinates are supervisors Figure 39 4 Organi
128. ails of the timesheet by clicking the link labeled Click to View Time Time Sheets All Time Sheets B Timesheets Time Period Status View 07 25 2010 07 31 2010 Approved Click to View 07 25 2010 07 31 2010 07 18 2010 07 24 2010 Open for Entry Click to View 07 18 2010 07 24 2010 07 11 2010 07 17 2010 Approved Click to View 07 11 2010 07 17 2010 Figure 29 11 Historical timesheets Requesting Leave Journyx 262 Journyx Timesheet ver 8 9_01 263 Leave Requests are dates that you have requested for time off You can view your total pending approved and declined requests under Leave gt My Requests Pending requests will show up as a red number next to the Leave menu Clicking through the menu will direct you to the My Leave Requests section see figure 29 12 Here you can view all your pending approved and declined Leave Requests You also have the option to delete pending and approved requests that will not be used To delete a pending or approved Leave Request select the requests to delete and click the Delete button Leave My Requests All Leave Requests B Search User Comment or Approve Decline Comment contains Request Status In Date Range Pay Type Project Pending 08 12 2010 EJ Begin lis anything 0 is anything Approved ee A Family Leave P1 Task 1 Declined zu End Holiday P1 Task 2 Jury Duty al Project 1 Search Results Showing 1 4 of 4 leave requ
129. ain Projects screen To create a subproject under a project click the respective Create link in the last column of the parent project see figure 18 1 This will direct you to the Project Creation screen where you can specify the attributes of the Project see figure 18 2 Notice that the parent is the project that you decided to create a subproject for When finished specifying the primary attributes you may optionally configure the Custom Fields for the subproject When finished click the Save button To create another project click the Save and New button Alternatively on the Project Creation screen you can copy the settings of another project by searching and selecting a project and then clicking the Load button located at the top right corner see figure 18 3 This will prepopulate that project s settings with the exception of MS Project and QuickBooks Custom Fields Dependencies and Project Approval Plans which you can use as a template of sorts After clicking the Load button you can modify the attributes that will be unique to the new subproject When finished selecting and specifying attributes for the new project you can simply click the Save button You can manage Project Dependencies and Project Approval Plans for each subproject only after it has been saved and then modifying the subproject For more information about Project Dependencies see the Project Dependencies section of this manual For more information about Project
130. al Plan will be transferred to MS Project and QuickBooks in addition to records approved via sheet Approval Plans If this option is not enabled only records approved via Sheet Approval Plans will be transferred Journyx 25 Journyx Timesheet ver 8 9_01 26 Project Settings Project Management E Allow creation of projects under hidden projects C Show actual hours in Project Management and actual work for Scheduled Project Management for administrators E Show actual hours in Project Management and actual work in Scheduled Project Management for managers C When rejected restart approval process from the first approver C Show entry details on project approver screen m Show managers the full project tree on Project Status Reports m Allow Project Managers to create projects parented by projects they do not own v Show option to set all related tasks and assignments as complete for first top level projects Figure 8 16 Project Management Settings Allow creation of projects under hidden projects This option allows for the creation of projects under parent projects whose status has been set to hidden If the hidden projects are not displayed in the project tree creating new projects under hidden projects is not possible Show actual hours in Project Management for administrators This option will allow Administrators to view the total hours logged to each project Show actual hours in Project Management for managers This opti
131. an existing Group specify the search criteria in the main Groups screen see figure 17 1 You can search by Group name description and type If a Group is created manually under Group Management or via Group Imports it is labeled Normal If a Group is created automatically via the Journyx Projectlink integration for MS Project it is labeled as a Projectlink type Group Ifa Group is created automatically via the Organization Chart Reader it is labeled as a System Created type Group When finished specifying the search criteria click the Search button The search results will be displayed below the criteria From the search results click the Group name This will direct you to the Group Management screen where you can select the users and items to assign to the Group see figure 17 3 Alternatively you can select the category that you want to manage for the Group by selecting it from the respective Modify column from within the search results see figure 17 1 When finished making modifications click the Save button To delete a Group select the Group from the main Groups screen and click the Delete Group button see figure 17 1 Remember that if a user has been removed from the All Group and does not exist in at least one other Group that user will be changed to hidden status and will not be able to login until he she is returned to active status under Management gt User Management Therefore if you will be deleting a Group pl
132. anage see figure 14 3 Management Records Modify Time Entries rE Date Range User Group Activity Pay Type Bill Type Status gt a or O ano 1 punchuser All J ti Clerical Family Leave Billable Approved Committed 07 22 2010 m Accounting Manager ZZ SELF admini Coding 0 Holiday Billed Not Aporoved Committed Accounting User 2 ZZ SELF ceo CorpAdmin Jury Duty Emergency Synchronized Accounting User 2 ZZ SELF meredith 4 Debugging Military Duty On Call 4 Not Synchronized Dev Manager 22 SUP am sal Design Plan t i Standard v Project Approved 07 22 2010 Figure 14 2 Time Record search Journyx 132 Journyx Timesheet ver 8 9_01 133 Management Records Modify Time Entries e 2 Time Records were found Your Search Found These Time Records Select User Name UserLogin Date Group Project Activity PayType BillType Record Status Sheet Status Hours Comment D Dev Team 1 User 2 otlu2 Thursday July 22 2010 All root Other Regular Standard Open Open forEntry 8 0 Default Comments Approved Committec x Dev Team 1 User 1 otlut Thursday July 22 2010 All root Other Regular Standard Period Approved Approve Commit Unapprove Uncommit Go To Modify Screen Approved 8 0 Default Comments Figure 14 3 Time Record selection To delete the selected entries click the Delete button To approve or commit the selected entries click the Approve Commit button To disapprove
133. ance Report E User Compliance Export This too disolays user sheets that meet the criteria you specify These criteria are Show Sheets surrounding what date range Enter a start date and an end date in the same format as the default values which are displayed Only sheets which contain at least one day in this range will be displayed Show which users This field allows you to specify whether or not to display only those sheets which have not been submitted on tme Show which kind of data This field allows you to select the type of sheets to display time expense or mileage Include users in these groups This field allows you to limit the users that will be included in the report based on their group memberships Include data for which users Previous behavior for sheet status reports only displayed sheet status for users with time expense or mileage entry capability and a current approval plan Uncheck this box to include al users in the requested period who have a sheet or should have one whether ar not the users in question currently have entry capabilites and approval plans Show which user custom fieids You may select as many user custom fields as you would like to have included on the report Show which approval fleids You may choose to display for each level of approval configured in the system whether to display the assigned approver backup approver or approval date After you have entered values in all these fields
134. and this conversion rate will remain in effect until it is manually closed When finished click the Save button Past Conversion Rates The top portion of the main Currency Conversions screen provides an interface that allows you to search for historical currency conversion rates see figure 7 1 These searches are based upon currency pairs and will return the historical conversions between a single currency pair So for example if you wanted to view the historical conversion rates between the US dollar and the Japanese yen then you would select the US dollar and the Japanese Journyx 94 Journyx Timesheet ver 8 9_01 95 yen To search for previous conversion rates select the two currencies to search for When finished click the Search button The search results will display a history for the requested conversions Each unique combination of two currencies can have only one active rate for any time period You cannot have two concurrent currency conversion rates for the same currencies The Close Rate Link Located under the Close Rate header this link expires a particular conversion rate by setting its Effective End Date to the current day To modify an existing conversion rate specify a new conversion rate and click the Save button see figure 7 1 To delete a conversion select the conversions and click the Delete button see figure 7 1 Mileage Conversions Mileage Conversions is located under Configuration gt Conversio
135. and will show several different reports as examples HTML Reports The default output format for reports is the HTML Report format This format uses the web based nature of the system itself to produce a report that is simple to read and matches the product s look and feel Every report in the system from the standard default reports to any custom report created by any user can be displayed as an HTML Report Furthermore the HTML Report display screen contains the following tools for use with these reports The Past Period Button Clicking this button will make the timeframe of the report move back in time one period Period is defined as the period selected in the report Therefore if the period is a month the report timeframe will move back in time one month Clicking the Button again will move the report timeframe back another period The View as Button This button and its associated drop down menu allow you to view the current report in one of the other report formats HTML Printable Plain Text Exportable Cube Report Simply select the format you would like the report to be displayed in and click the Button The system will then display the current report in the specified format The Commit Button Clicking this button will commit all records shown in the current report Committed records are records that have been closed to modification purposes i e users cannot modify or delete records that have been committed You shou
136. ard fields will be listed in the Field List Screen and are able to be added to the active Cube Report Simply drag the desired field from the Field List screen to the Filter Fields portion of the Cube Report The system will automatically re subtotal the report based on the choice you make To export the data displayed by a Cube Report to Excel click the Export to Excel button on the report toolbar You may receive a security warning from IE indicating that the data you are about to transfer is located in another domain If you receive this warning you may Safely click Yes to continue Once the data has been imported to Excel you may work with it independently of the system Please note that running a Project Status Report as a Cube Report is a special case because the hierarchical nature of this report cannot be represented accurately in Excel Therefore this report in this format cannot be represented well as a Cube Report The WBS field shown in this report combination is a numerical representation of the hierarchy Journyx has included the ability to run this report combination so that you may easily export the data contained within a Project Status Report directly into Excel If you are unfamiliar with Pivot Tables or need further information on this subject please see the Microsoft web site or your organization s Excel documentation for additional assistance Saved Reports You can save the output of a report with a fixed date range for lat
137. art of the name and not a delimiter The following list of files is designed to help you with the different types of imports that are available For the various types of imports you can view or save sample text files and spreadsheets that are preformatted and ready for import There may also be a file that Journyx 47 Journyx Timesheet ver 8 9_01 48 contains the proper names of headers field size and whether or not the field is required for import The column is displayed in this chart for ease of reading your import file will not have these numbers The Header column displays the name of each field and should also be the header in the import file The columns in your import file may need to be changed from the values shown in the sample files if you have renamed any of the headers The Req column indicates whether or not the field is required for import Y required If a field is required then every record row of the file must have a valid value in that field The Size Column contains the maximum number of characters that are supported for each field You should start by testing these in a non production environment The sample files that are attached can all be imported without any modifications You can edit and re import them to verify that you are able to edit and build importable files In the event that you wish to rename a system object such as a project or a task Journyx Timesheet has a feature that allows you to efficient
138. as granted you permission you can load an existing Memorized Sheet containing your routine tasks and hours When logging hours in your timesheet simply select the Memorized Sheet that you would like to load from the respective dropdown and click the Load button Your timesheet will refresh with the Memorized Sheet which contains your routine tasks with preset hours Edit and Delete Memorized Sheet To manage an existing Memorized Sheet select the Memorized Sheet from the selection dropdown and click the Edit Memorized Sheet button This will direct you to a page containing that Memorized Sheet s routine tasks and preset hours You may change your Project Task Pay Type Bill Type Comment and Hours Additional entries can be created by entering time in one of the blank rows Entries can be removed by clicking on the Remove icon When finished making modifications click the Save button To delete a Memorized Sheet simply select it from the dropdown and click the Delete Memorized Sheet button Time In Out Your administrator may have configured your timesheet to contain the Time In Out feature If so this feature allows you to manually log the time that you begin and end your work day Alternatively you may be able to click on a punch clock icon that records the in and out times based on your company s Timesheet server clock Additionally your administrator may have also given you the ability to log in and out multiple times in a single day
139. at which the imports are to take place each month When finished click the Create Schedule button To delete an existing scheduled import click the field name The screen will refresh with the ability to delete any scheduled imports that you have for that specific field Select the scheduled import to delete and click the Delete Schedule button Journyx 46 Journyx Timesheet ver 8 9_01 47 Notes on Illegal Characters There are many characters that should not be included in an import file These characters can cause problems in displaying HTML and a few can even cause database level errors that can be difficult to recover from All extended ASCII characters like a U and fi are also forbidden In HTML it is possible to generate extended ASCII characters by using codes For example if you view the source code of this page you will see that many characters in the following chart were produced using codes like amp 38 in order to create an amp However amp and are not recommended characters The fact is that they will often import but sometimes they will display as the character you wish to display and sometimes they will display as the code itself amp 38 This is simply a limitation of the CGI script based nature of the application All of the following characters should be avoided unless specifically stated in the notes of a particular field i tab lt gt y i H i 8 1
140. ated under Approvals gt Compliance gt Organization Compliance Journyx 122 Journyx Timesheet ver 8 9_01 123 Approvals Corgaerce Organization Comptance Chick on approver names to view other approvers that report to them Cick the info icons within the approver Danes to view users Who submit sheets to that agprover Approve Ermeiis must be enabled for the kun Asproval Emails festure to work correctly p Legend Report on status of sheets mouding ihe date 07 07 2010 Ming a specc user Select or search for auser 3 Preview Export Data Run Approval Emails Now Reporting Users Dev Team 2 User 1 Dev Teom 2 User 2 Dey Team 2 User J Reporting Supervisors No one who approves Lrneshwets reports to tha user Figure 39 6 Organization Compliance Viewer OCV is where you can see which users have and have not submitted timesheets who is in compliance and which managers in the organization have full or partial subordinate compliance Like OCM when you click the list icon next to a manager s name in the visual hierarchy information about that manager s approval plan and the timesheets of the users assigned to it appear in the right pane If you click the name of the manager in the visual hierarchy the org chart will rearrange itself so that the manager is aligned vertically at the far left and any of his her direct subordinates who also have direct subordinates will be visible in the tree
141. ation Access x lt x x lt X x lt Details Tab Expenses Tab Custom Link Help Link Logout Link Mileage Tab Reset Password Tab Preferences Tab Reports Tab Kx KKK KK KK OX Kx KKK KK KK XK Kx KKK KK KK OX KX KKK KK KK OX Time Tab x lt x lt x lt x lt Prior Period Adjustments Corrections Administrator DC Access Manager MSProject Admin Project Manager Punch User QuickBooks Admin Reporter Memorized Sheet User Timekeeper User Corrections Expense Corrections Mileage Corrections Time Conversions Table Maintenance Administrator DC Access Manager MSProject Admin Project Manager Punch User QuickBooks Admin Reporter Memorized Sheet User Timekeeper User Journyx 82 Journyx Timesheet ver 8 9_01 83 Currency Conversion X Controller Mileage Conversion xX Controller Disconnected ri sF DC MSProject Project Punch QuickBooks Memorized _ SeN Pocus Administrator erase Manager Admin Manager User Admin Reporter Sheet User Timekeeper User DC Expense XxX DC Mileage xX DC Project X DC Time xX Projectlink aon DC MSProject Project Punch QuickBooks Memorized _ Access
142. ave distance to Currency specify the distance unit of Measurement conversion rate Currency and date range that the conversion wil be effective Create new conversion rates Measurement Rate Effective Start State Effective End 07 21 2010 a Open r km H km B f 07 21 2010 z1 Open E km BE v 07 21 2010 Open F3 Create Rates Figure 7 4 Create mileage conversion rates To create a new conversion rate select the unit of measurement for the new conversion rate The available units of measurement appear in the dropdown menu located under the Measurement column Enter the numerical value for this rate Remember this rate will determine the amount of the selected currency that will be charged for each unit of measurement traveled Select the currency to be used by this new conversion rate The available currencies appear in the dropdown menu located under the Currency column Enter the effective start date for this mileage conversion rate You may enter the effective start date manually If this field is left blank the system will set today s date as the default effective start date Enter the effective end date for this conversion rate You may enter the effective end date manually If this field is left blank the system will assume the effective end date to be open and this conversion rate will remain in effect until it is manually closed When finished click the Save button Past Conversion Rates The to
143. ber of Input Records gt Displays the number of blank rows that appear on this time entry screen for the active user this number may be set globally for the Time Entry screen or may be left to the individual user to specify for himself lt Number of Output Records gt Specifically for use by the Journyx Professional Services team lt Number of Dates gt Displays the number of days contained in the time period upon which this time entry screen is based lt Full Name gt Displays the full User Name of the active user lt Default Comment gt Displays the default comment that the active user has defined under his preferences tab lt Other Options gt This tag is specifically for use by the Journyx Professional Services team lt Expense Entry GUI in Use gt Displays the name of the Expense Entry screen assigned to the active user lt Time Entry GUI in Use gt Displays the name of the Time Entry screen assigned to the active user lt Domain ID gt Displays the name of the Domain that contains the active user lt Mileage Entry GUI in Use gt Displays the name of the Mileage Entry screen assigned to the active user lt Custom Field Name gt Displays the name of the contents of the named User Custom Field For instance if you want to show the contents of the user s custom field Employee Number Journyx 52 Journyx Timesheet ver 8 9_01 53 then use the tag lt Employee Number gt Likewise in order to use the Ema
144. btain this information from your IT staff or email server administrator Your choices are e SMTP Unsecured classic SMTP usually port 25 e SMTP over SSL SSL Secure Socket Layer usually port 465 e SMTP over TLS TLS Transport Layer Security usually port 587 Also called STARTTLS If you use SSL or TLS you may also need to set an account name password and or client certificate and key files depending on the mail server s settings We recommend using either SSL or TLS for maximum security If you re using classic unsecured SMTP please be aware that any passwords and email text will be transmitted in plaintext and can be intercepted If your server requires passwords you should use SSL or TLS if available When you select a choice from this menu the suggested port will be automatically filled in for you but you can override the port SMTP outgoing email server This is the hostname or IP address of the server that the system will use for automated email notifications There must be a valid server specified in order for automated email notifications to work properly SMTP outgoing email server port This is the port number for the outgoing email server Find this from your IT staff or email server administrator Typical port settings are e SMTP usually port 25 e SMTP over SSL usually port 465 SMTP over TSL usually port 587 Account name for outgoing mail server if any This is the account name used to authenticate to th
145. cal limit For example if a user is x number of days late submitting his sheet for approval Action based emails are unaffected by this setting because they are always triggered and sent when a specific action has been committed Automatically generate sheets for users to trigger late email notifications Approval Plan reminders can only be automatically generated if the user has an existing sheet for the period If for whatever reason a user has not created a sheet i e he she hasn t logged in during the period the user will not receive any reminder emails By checking this option the system will automatically create a sheet for the current period so that Approval Plan email reminders can be sent to the user if he she has not fully completed the sheet Approval email format This option determines the format of the automatically generated emails related to Approval Plans You can select either text format or HTML format URL for links inside approval emails This option allows you to specify a URL for users who require access to the system through any special gateway Server and Email Settings Email Server Settings Emal Sever Settings Dutyong email server type Unsecured classic SMTP wswaty port 25 SMTP outgoing amal server Figure 8 12 Email Server Settings Journyx 19 Journyx Timesheet ver 8 9_01 20 Outgoing email server type This is where you select the type of connection used by your mail server You can o
146. case where a user does not report to anyone higher up in the org chart the Self Approve field should be set to Yes All others who will be governed by OCM can be set to Yes or No for the ability to approve their own timesheets Backup IDs and Timekeeping Assistants are optional Backup IDs are the login IDs of users who can act as backup approvers to supervisors Timekeeping Assistants have access to enter time for the users who report to a supervisor Supervisors can have more than one timekeeping assistant by creating numeric user custom fields Timekeeping Assistant 1 Timekeeping Assistant 2 etc Both Backup IDs and Timekeeping Assistants are assigned to the Supervisor so Backup ID and Timekeeping Assistant values should be added to the Supervisor s custom fields when in use If a Supervisor has his Supervisor Approves Sheets I Approve value set to Yes then the next level approver on any Approval Plans for which the Supervisor is a primary approver will be his configured Supervisor In this way you can set up multi level Approval Plans that must pass up the chain of command for approval Import the field data into the system You can click on the link in step 3 of the on screen directions or navigate directly to Configuration gt Imports gt Users to upload the new field values Run the OCM Reader You can click on the link in step 4 of the on screen instructions or navigate directly to Management gt Org Chart gt Reader and Schedule to prompt OCM t
147. cies of parent projects in two ways The system allows Dependencies for a parent project to be assigned to the project s child projects manually at the time of Dependency assignment Simply click the Change Dependencies and Apply to Children button located at the bottom of the screen Alternatively when child projects are being created for this project you can automatically have the child project inherit the Dependencies of this parent project by applying the automatic inheritance This can be done by selecting yes to the option labeled Should new children inherit these settings However please keep in mind that existing child project will not inherit these Dependency settings unless you click the Change Dependencies and Apply to Children button There is no limit to how many generations down a project s dependencies can be applied Therefore if Project 1 has child projects spanning 8 additional generations applying the Dependencies to Project 1 s children will result in all of those generations including the last project generation Project 9 inheriting Dependencies from Project 1 A Project inherits Dependencies from its closest parent that has Dependencies Therefore if Project 1 has Dependencies and its child Project 1A has dependencies then Project 1A2 a child of Project 1A will inherit dependencies from Project 1A only and the Dependencies of Project 1 will not be associated with Project 1A2 Project Ap
148. ck the Delete button Similarly to manage Memorized Mileage Entries select the Mileage type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Mileage Entries that have been assigned to the selected Groups see figure 23 8 You can make modifications to the entries themselves from within the table When finished click the Save button To delete a Memorized Mileage Entry select the entries and click the Delete button Domains Domains management is located under Management gt Domains The Domains feature provides a simple and powerful method for using one installation to handle multiple organizations The system uses domains to provide a series of unique sub installations that are largely independent of the master or root domain Each of these sub domains inherits certain characteristics most notably the System Settings of the root domain while at the same time having a degree of functional autonomy and database independence If your organization will be using the Domains feature you should note that the root domain should only be used for basic system administration Projects Tasks Pay Types Bill Types and any other items should not be created within the root domain Additionally user accounts other Journyx 182 Journyx Timesheet ver 8 9_01 183 than Root Domain Administrators should not be created within the root domain At least one sub domain should be
149. ckup approver Journyx 156 Journyx Timesheet ver 8 9_01 157 When finished you can click the Modify button to save changes Alternatively you can click the Modify and Apply to Children button if you wish for existing child projects to inherit this Project Approval Plan Clients The Clients feature allows you to create hierarchical departments within a project that can be assigned percentage allocations This can help you keep track of the amount of actual resources that particular organizations or departments within your company are utilizing as compared to what was allocated to those departments Departments can also be referred to as Clients Clients can be managed only via the sitemap Clients is located under Management gt Projects gt Clients on the sitemap The first step in allocating percentages to Clients is to create the Clients themselves To create a new Client click the Create and Manage Clients link on the main Clients screen see figure 19 1 This will direct you to the Client Creation screen see figure 19 2 You are able to create three Clients at a time To create a new Client specify the name description and parent When finished click the Create button After a Client is created you may create a new Sub client and select the Client as the parent This allows you to create tiers of Clients and Sub clients The Clients feature allows you to set up Project allocations by customer or department This section of
150. column on time entry screens As users track time against pay types with existing accrual balances the balances are debited by the hours entered by the user for Journyx Results Per Page 200 B Go Results Per Page 200 E Go Hours Remaining 80 00 Hours Remaining 117 Journyx Timesheet ver 8 9_01 118 that pay type To reset the hours of the remaining balance to a different value specify the new hour count value and click the Save button To create a new accrual for the user select the accrual from the dropdown Then select whether or not it will be a soft accrual type or hard accrual type A soft accrual type will allow the user to exceed the balance while presenting a warning that the balance has been exceeded A hard accrual type will not allow the user to exceed the balance allocated to him her Specify the initial hour balance for that accrual When finished click the Create button To completely delete an accrual that has been assigned to a user select the accrual and click the Delete button Organization Chart Manager and Compliance Viewer The Organization Chart Manager OCM is a configuration tool that automates the set up of a top down reporting structure and bottom up approval structure for your organization based on an organization chart org chart that you can create and manage in the system If you have a large number of users OCM facilitates the process of creating and maintaining their approval
151. created to handle these regularly used objects Each of the sub domains in the system is dependent on the root domain to a certain extent but each remains unique from any other domain Each sub domain is essentially a separate installation of Timesheet Each sub domain is created by the administrator of the root domain who designates a domain administrator for each of these sub domains Each of the sub domain administrators may add users projects etc to the new domain All domains root and sub domains are fully independent of one another in terms of Projects Users Tasks Pay Types Bill Types etc Items in separate domains are completely isolated from one another For example a Project in one domain can never be viewed by a user who is logged into a different domain including any reports Furthermore any item that is created in one domain can never be moved to a different domain Server and Database Considerations Data from different domains is all stored within a single database Therefore all domains will have to coordinate back end maintenance and backup schedules Because there is a single database containing all domain data external reporting is slightly more complex than with a non domain Timesheet installation The data for separate domains is all stored in the same tables Users Projects Tasks and other items that are assigned to domains all have a field in their primary table called lt domain_id gt If you are writing an
152. creen you are able to approve and reject timesheets that are in your queue You can also reopen timesheets that have been submitted or approved if you have Administrator authority You must first specify the search criteria for the users that you wish to approve or reject timesheets for You have the option to also select whether to filter for sheets awaiting your approval all sheets or sheets awaiting your backup approval When finished specifying the search criteria click the Search button The search results will be displayed underneath the criteria To approve timesheets select the timesheets and click the Approve button To reject timesheets select the timesheets specify a rejection reason and click the Reject button To reopen timesheets that have been submitted or approved select the timesheets and click the Open button When a sheet is reopened the approval process gets completely reset Once a sheet is reopened anyone who has the ability to enter time for the employee the employee timekeepers will be able to modify the records just as if the sheet had never been submitted for approval The sheet reopen process does not maintain the original records that were submitted or approved and the sheet must be submitted for approval again This option is only recommended when the correction requires that the original record be completely removed from the database You can also view a user s timesheet before approving or rejecting it by clicking t
153. cription for the project that you are searching for As you type you will see returned search results below the search criteria From the search results you can select the project that you wish to log hours for When you select the project the pop up window will automatically close and Journyx 267 Journyx Journyx Timesheet ver 8 9_01 268 the project you selected should appear in the Project dropdown menu Additional search options can be selected by clicking on the arrow to expand the Search Options table Search Projects Y Search Options Group Project Parent Q is anything Loggable and Reportable is anything is anything All 2 Project 1 1 pm 1 root Status Owner Backup Owner weiss iioi is anything i pm Task 1 for Project 1 P1 Task 2 Task 2 for Project 1 Project 1 Top of Project 1 root Default Parent Project Reset Please enter a search term Pagef a ofi Figure 30 3 Project search 268 Journyx Timesheet ver 8 9_01 269 My Project List You can maintain your own unique list of projects that will be displayed by default in the project dropdown This will keep you from having to routinely search for or select a project from the project tree for projects that you frequently log expenses to The My Projects link located at the bottom of the timesheet will launch a pop up window that can be used to add and remove projects from your unique Project List see figure 30 4 Yo
154. criteria Select the users to assign to the Policy and select the appropriate Policy at the bottom of the page before clicking the Assign Users to Policy button You can also assign existing Policies to new users as they are created on the User Creation page under User Management Rate Check After you have created Policies and assigned them to your users you will want to check the final results of this process The system provides a simple interface for determining exactly how the Policy assigned to each user affects the Pay and Bill rates for those users To perform a Rate Check click the Rate Check link located at the top of any Rates Rules or Policy screen see figure 3 5 It is also located under Configuration gt Policies gt Rate Check Journyx 72 Journyx Timesheet ver 8 9_01 73 Search Project Group is anything is anything root All spi RM Group for 1 u spi task 1 4 RM Group for 2 u spi task 2 v Search Results Showing 1 3 of 3 Users Results Per Page 200 B Go n tas Max Pay Min Pay Max Billi Min Billi Max Bill2 Min Bili2 Max Bill3 Min Bill 3 SEME Policy Rate Rate Rate Rate Rate Rate Rate Rate 100 100 100 100 100 100 200 200 200 200 200 200 meredith Results Per Page 200 Go Figure 3 5 Rate Check screen The Rate Check screen gives you an at a glance overview of the maximum and minimum for each user s Pay Rate as well as each of the three possible Bil
155. ctive entries after it has been completely approved Historical Expense Sheets Your past and present expense sheets can be viewed under Expense gt Expense Sheets gt All Expense Sheets see figure 30 11 Here you will see a list of expense sheets with their relevant periods You can view the details of the expense sheets by clicking the link labeled Click to View Expense Expense Sheets All Expense Sheets r Expense sheets Time Period Status Total View 07 25 2010 07 31 2010 Open for Entry 450 47 Click to View 07 25 2010 07 31 2010 07 18 2010 07 24 2010 Submitted for Approval 50 00 Click to View 07 18 2010 07 24 2010 Journyx 275 Journyx Timesheet ver 8 9_01 276 Figure 30 11 Historical expense sheets Mileage Entry Managing Mileage Entries Mileage Entry is located under Mileage gt Standard Mileage Entry see figure 31 1 Mileage Entry allows you to input your business related expenses on a single sheet You can view your mileage for a single day or an entire period Expense Entry displays the period view by default To enter expenses for a period go to Viewing by Period To enter or view expenses for a different period you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons to move backward or forward one period at a time To enter expenses for a single day go to Viewing by Day To enter or view
156. cy conversions main page Before users begin tracking expenses the system administrator should configure actual currency rates if you will be tracking expenses in multiple currencies Expense reporting is dependent upon the existence of currency rate conversions when multiple currencies are present in a single report These conversions are used to convert expense amounts from various currencies to a base currency for the purpose of easier expense reporting and tracking The system ships with nine default currencies AU Australian Dollar CA Canadian Dollar CHF Swiss Franc EUR Euro GBP British Pound JPY Japanese Yen MXN Mexican Peso Journyx 92 Journyx Timesheet ver 8 9_01 93 RUB Russian Ruble US U S Dollar Currency Rates Currency rates are positive numerical values that reflect the exchange rate between the two currencies selected If the US Dollar is worth 177 55 Japanese Yen the rate for this currency conversion would be 177 55 where 1 US Dollar is equivalent to 177 55 Japanese Yen Journyx 93 Journyx Timesheet ver 8 9_01 94 Effective Start Date This date determines the point at which a currency conversion becomes effective Expense entries before this date will use the previous conversion rate State Effective End Date The state determines whether or not the conversion has a specified end date For closed conversions the end date determines the point at which this currency conversion expires Expen
157. d Available Fields in report User Project Time Record Fields E D Activity Pay Type User 0 Bill Type Project i Comment Project Description Record State Activity Activity Description v Fi Show users s column names from Entry Screen Configuration Standard lt em gt joyynyy com lt em gt report header Additional header HTML Additional footer HTML Figure 28 10 Report creation options continued General Report Options Line Item Reports and Project Status Reports Line Item Reports and Project Status Reports share the same general report options Each of these options is outlined below Date Ranges for Reports All reports are designated as either reports that will request a date range or reports that will run on a specific dates This portion of the report creation screen allows you to select which date range style you would like to use for your new report Reports that will request a date range will allow you to define the date range each time your run the report When you run such a report the system will ask you for the date range for the report to cover before returning data Otherwise the report will run for a specific range of time as defined from the date specification criteria When you run such a report the system returns data based on the period interval that has been defined for the report when the report was created If you chose to create a report that will request a date range you
158. d through the use of forms specifically designed for project creation This section will discuss the process of requesting working with and submitting the Disconnected User forms for each of the four possible disconnected functions On the main Disconnected User screen you can view the users that have been assigned a Disconnected User Role see figure 16 1 You can also see the next period start date of their sheets email addresses whether the email has been validated by the system and whether automatic request has been set for each user Each user s period is determined from his her current or default timesheet whether they actually use the timesheet or not The automatic mailing feature requests forms at the beginning of the user s sheet period You also have the option to request forms from users by checking the Send Forms Now checkbox for the respective users and clicking the Make These Changes button Journyx 111 Journyx Timesheet ver 8 9_01 112 Management Users Disconnected Users 4 The Disconnected User module provides users wtih an interface for entering time expenses and mileage offline when internet access is limited In order to request forms for offline entry users must be assigned the DC Access role in User Management Administrator email addresses meredith lt meredith journyx com gt These addresses will be mailed in the event of a problem with the Disconnected User automatic mailings Users with Disc
159. date range style you would like to use for your new report Reports that will request a date range are run for an amount of time relative to the date on which you run the report When running such a report the system will ask you for the date range for the report to cover before returning data Reports that will run for a particular period interval are run for a specific period interval as defined within the report itself When you run such reports the system returns data based on the period that has been defined for the report when the report was created If you chose to create reports that will request a date range you may then move on to the next step in report creation however if you choose to create a report that will run on the specified period interval you must provide details on the period before continuing to the next step When creating such a report you will need to choose a Length and Increment Type for the report Report Lengths are a number between 25 and 365 as defined in the Length dropdown menu Report Increments are standard time periods day week month and year The output of such a report is based on the length increment chosen at this point Therefore you could create a report that covers 90 Days or one quarter 25 year or nearly any combination of length increment Obviously certain combinations of length increment are more useful than others After indicating the Length of your new report you must also define a Start for
160. ddress will appear as the From address when recipients view emails sent by the system Number of seconds to wait before giving up on a mail server connection This is the maximum amount of time in seconds that the system will wait for a response from the mail server before timing out You may set this option to 0 to force the system never to timeout when waiting on a response from the SMTP server The default value for this option is 30 seconds Miscellaneous Settings T Miscellaneous Settings Fuly qusthed doman name of this server Figure 8 13 Miscellaneous Settings Fully qualified domain name of the server This is the actual domain name of the system server The name is required by the MSP Sync utility and other SOAP interface functionality If the system is unable to determine this value you may be asked by the Journyx Professional Services Team to modify the value Otherwise it is recommended that you do not modify this value Preferred email format This setting determines the format of emails sent by the Journyx system The format choices are text HTML or both The text option always sends emails in plain text format The HTML option always sends emails in HTML format and the both option sends in HTML format unless the user s email reader only supports text Fully qualified domain name of the server This is the actual domain name of the system server The name is required by the MSP Sync utility and other SOAP inter
161. dification Screen please see the Creating a Report section above Please note that although Journyx allows you to modify the default reports freely we strongly recommend copying an existing report to a new report before modifying one of these default reports as a backup procedure More information on copying reports can be found below in the Copying Reports section Copying Reports You can copy existing reports to other users You can also use this functionality to create a backup copy of one of your existing reports before you make changes to it The process for copying a report both to yourself and to other users is outlined below Select the report you wish to copy from the list of existing reports on the Main Report Menu Click the Copy button The system will display the Report Copying screen Select the users you would like to copy the report to You can use ctrl click or shift click functionality to select multiple users You may click your own user name to copy this report to yourself Enter a name for the copied report Indicate whether or not the new report overwrites existing reports with the same name In general you should attempt to overwrite an existing report This option is generally only used by Timesheet Administrators when a change is needed system wide in a standard report Click the Copy Report button Journyx 248 Journyx Timesheet ver 8 9_01 249 The system will display the Main Report Menu including a green tex
162. discussing the procedures for using the Disconnected Client Module to create projects and track time expenses and mileage Disconnected User System Settings You can configure Disconnected User settings under Configuration gt System Settings gt Disconnected Users For more information on configuring these settings see the Disconnected User section under System Settings of this manual User Settings For the Disconnected Client module to function properly each user who is expected to have access to Disconnected User features must meet three requirements 1 The mail client used by each of the user must be configured to handle HTML attachments via a web browser 2 Users must have an email address configured in the Custom Fields section located under Management Users gt User Management For more information about Custom Fields see the User Management and Custom Fields section of this manual 3 Users must be assigned the Role of DC Access in addition to their default Role i e User in the system Journyx 110 Journyx Timesheet ver 8 9_01 111 Managing Disconnected Users Disconnected User management is located under Management gt Users gt Disconnected Users The Disconnected User Module uses emailed HTML forms to provide users the ability to track time expenses and mileage while not connected to the system server Additionally users whose roles allow them to create projects are also able to create projects while disconnecte
163. downs shown on your expense sheet You can also specify a Comment for the expense entry Once selected you can then specify the expense amount for that project on a specific date To edit an expense entry on your expense sheet click the Edit Icon to the left of the respective entry This will refresh the screen and allow you to change the Project Expense Code Source and Currency You may also modify your Comment associated with the entry To delete an expense entry from your expense sheet you can simply click the Delete Icon located to the right of the respective entry The screen will refresh with the expense entry having been deleted When finished creating editing and removing expense entries click the Save button Searching and Selecting Project There are four ways to select a project when managing expense entries You can use the expandable Project Tree the Inline Tree in the Project dropdown Project Search or the My Projects List Project Tree Journyx 266 Journyx Timesheet ver 8 9_01 267 The first method allows you to select a project from a hierarchical tree that contains all the projects to which you have been granted access as well as some of the parent projects that are required for drilling down into the hierarchy To view the tree click the Project Tree Icon located to the left of the respective Project dropdown This will launch a pop up window containing a navigable project tree with expanding
164. ds M Allow users to view future periods Muse entry field notes Allow uploads number of attachments allowed per period 7 Q Use customized names for Entry Columns O Allow unlimited file uploads Allowed file attachment types Images and PDF documents only be Entry Columns Column Order Column Name Default Value Project bo A root Expens QA Miscellaneous Source A Company E Currency A Uss Comment Figure 1 8 Expense Entry Screen modification Once you specified a name you can select the options for the Expense Entry Screen You can change the display order and hidden status of the column headers that will be shown to users in the Expense Entry Screen The number of blank entries to display determines how many blank rows will appear on the entry screen for new entries when the screen loads Generally speaking there isn t a need to have more than 1 blank row when the entry screen is loaded because new rows are automatically added when users start to fill in the 1 row that is available The next group of entry screen settings applies to the rules for uploading documents for specific records on this entry screen If you choose the unlimited files upload option or specify a number allowed for the period users will see an Upload and View File Attachments button on their entry screen that will allow them to upload up to the specific number of documents for the sheet approval period If you do not allow f
165. e Following is a list of the tasks that should occur in the root domain e All of the password security options located under Configuration gt System Settings gt Security e The mail server settings for approval emails located under Configuration gt System Settings gt Server and Email e Sub domains can only be created and maintained in the root domain i e there are no sub sub domains e If any sub domain administrator is locked out of his her domain the root domain administrator can create a new sub domain administrator account e Once Disconnected User is enabled for domains all of the relevant mail server settings will only be set in the root domain License keys can only be installed in the root domain The main login page colors graphics and text can only be defined in the root domain The Search Screens can only be defined in the root domain The Login Restriction can only be implemented from the root domain When the Login Restriction is enabled only the root domain administrator will be able to login to the application e The Custom Link located in users Toolbars can only be configured in the root domain e The location of the Saved Reports folder can only be set within the root domain e Optionally you can define Custom Fields in the root domain and have new sub domains inherit them This will be useful for standardizing your Custom Fields across domains This feature applies to all types of Custom Fields If changes are made
166. e If the sub domain does not have Timekeeping functionality users within the sub domain will be prevented from having the Timekeeper role assigned to them For more information on Roles please see the Roles section of this manual If the sub domain does not have the ability to re route extended tracebacks customizable error reporting will be disabled in the sub domain If your organization has not purchased the Customizable Error Reporting Module for the root domain this functionality will not be available in any sub domain If the sub domain does not have the Custom Roles feature users within the sub domain will be prevented from creating and managing Custom Roles If your organization has not purchased the Custom Roles Module for the root domain this functionality will not be available in any sub domain If the sub domain does not have the Rate Rules and Policies feature users within the sub domain will be prevented from creating and managing Rules and Policies If your organization has not purchased the Rates and Rules Module for the root domain this functionality will not be available in any sub domain You can also specify the total number of Disconnected Users that will be allowed into the sub domain Disconnected users manage their time expense and mileage via email form submissions rather than through internet connection hence the term disconnected user For more information about disconnected users see the Disconnected U
167. e 10 2 The system further allows you to make modifications to the assigned approval plans Modifying the approval plans from the User Management screen will not affect the other users that have been assigned the same approval plan Please note that if you make modifications to the individual user s approval plan the user s association with the original approval plan will be removed You should only make modifications to a user s approval plan via the link on this page if you want the user to have a plan that is completely unique to him her To modify the approval plans for the selected user only click the respective link next to the selected approval plan labeled Modify Approval Plan for this user This will take you to the Approval Plan management screen where you will be able to select the primary and backup approvers as well as make modifications to the approval plan email settings For more information about approval plans see the Approval Plans section of this manual If you are using Organization Chart Manager to create your approval plans you will not assign a time approval plan on this screen Period Assignments In the Period Assignments section you can assign the period for the user s timesheets expense sheets and mileage sheets see figure 10 2 If the user was already assigned a period for a sheet and you would like to assign a different period simply select the new period from the respective dropdown You also have the option
168. e actions associated with the expense sheet To hide the system notes you can click the Hide System Notes button Attaching Expense Receipts You can attach receipt images of expenses that you incurred during the period of your expense sheet Click the View Upload Receipt Images button located at the bottom of your expense sheet This will prompt a pop up window that will allow you to attach your receipts see figure 30 8 Click the Browse button to search and select your attachment file see figure 30 9 You are limited to one attachment file per expense entry Journyx 272 Journyx Timesheet ver 8 9_01 273 Receipt Image Import Project Expense Code Amount Receipt Image Pi Task 1 Car Rental Upload Receipt Image Pi Tesk 1 Airfare Rail Upload Receipt Image Close this Window Figure 30 8 Upload receipt image Receipt Image Import Select Receipt Image File File To Import Import Image Close Window Figure 30 9 Browse for receipt image Journyx 273 Journyx Timesheet ver 8 9_01 274 Uploading Expense Records You can import a Quicken Interchange Format file qif standard for bank statements and credit card files containing your expenses for that period by clicking the Upload Expenses button This will prompt a pop up window allowing you to select the qif file to import into the system see figure 30 10 Select the file by clicking the Browse button When complete click the Import button You will be prese
169. e displayed as HTML If this option is checked all users will be allowed to enter text that will be displayed as HTML Text entered with HTML tags will be rendered in browsers with the proper formatting If this option is not checked all users will still be able to enter HTML tags as text but those tags will not be displayed as HTML and will not be browser compatible Idle time before a user is required to login again in minutes This option allows you to specify how long users can remain logged in and idle before they are forced out of the system and required to log in again This option is set in minutes Idle time before the login screen expires in minutes This option allows you to specify how long the login screen remains idle before users are forced to reload the page and try logging in again This option is set in minutes Lock users out after too many failed login attempts This option allows you to set a maximum number of failed login attempts made by a user before they are locked out of the system Users who are locked out will require an administrator to reset their passwords in order to login again If you would like users redirected to a custom logout page enter the URL here If you want users to be redirected to a custom page when they click the logout link specify the URL Security T Seourity 7 Altow user entered test to de displayed s HTML tf you wouid like users redirected to a custom logout pege enter that UR
170. e entry Click the Memorize Entry Icon review the contents of the entry as it is displayed on the User Memorized Entries screen and click Save to preserve the entry The information in that entry will be memorized except the expense and will appear in all your expense sheets thereafter You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank Alternatively you may create a Memorized Entry by going to Expense gt Memorized Entries gt Create Memorized Entry see figure 30 5 Select a Project Expense Code Source Currency and Comment When finished click the Save button The entry will be memorized and will appear in all your expense sheets Expense Memorized Entries Manage Memorized Entries Create User Memorized Entry Memorized expense entries are commonly recurring entries displayed automatically in user expense sheets This new memorized entry will be inserted Into your expense sheets Select a memorized entry type Expense B User Project Expense Code Source Currency Comment afam A aae A a G A Figure 30 5 Memorized Expense Entries To manage existing Memorized Entries go to Expense gt Memorized Entries gt Manage Memorized Entries This screen will show you all the Memorized Entries that you have stored in the system These are all the Memorized Entries that
171. e entry screen Entry Screens Name Description z Start Stop Standard Stopwatch Create Stopwatch Entry Screen Figure 1 5 Stopwatch Modules main page Stopwatch Modules is an additional component that can be used in conjunction with a standard Time Entry Screen It allows users via a stopwatch to log the start and stop of a time entry that can contain a Project Task Pay Type Bill Type and Comment This is simply a more accurate way of measuring users time spent on tasks To create a new Stopwatch Module click the Create Stopwatch Module button located in the lower right corner of the main Stopwatch Module page This will direct you to the Stopwatch Module Creation page where you can specify the attributes of the Stopwatch Module see figure 1 6 Specify a name for the Stopwatch Module You can then specify to what extent you wish to show users their recent punches on the stopwatch screen You can also select which additional options will be displayed on the stopwatch screen such as Memorized Entries Timecard Report button and the Accruals button Copy the settings of screen Start Stop E Name Start Stop Description Standard Stopwatch O Show a days of recent punches C Show memorized entries C Show totals for recent punches C Show timecard report button O Show button to display recent punch list E Show accruals button Do not show recent punches Time records are determined by the first ea punch Entry Colu
172. e given below along with the system information that the tricky tag will display Tricky Tag System Information Displayed lt reason gt Displays the rejection reason for the submitted project entry lt prd gt Displays the period of the submitted project entry lt type gt Displays the sheet type submitted time expense or mileage lt uid gt Displays the username of the user who submitted the project entry for approval lt ufn gt Displays the full name of the user who submitted the project entry for approval lt uem gt Displays the email address of the user who submitted the project entry for approval lt uphn gt Displays the phone number of the user who submitted the project entry for approval lt rjid gt Displays the username of the approver rejecting the project entry lt rjfn gt Displays the full name of the approver rejecting the project entry lt rjem gt Displays the email address of the individual rejecting the project entry lt rjphn gt Displays the phone number of the individual rejecting the project entry lt aprid gt Displays the username of the final approver lt aprfn gt Displays the full name of the final approver lt aprem gt Displays the email address of the final approver lt aprphn gt Displays the phone number of the final approver lt baid gt Displays the username of the backup approver lt bafn gt Displays the full name of the backup approver lt baem gt Displays the email address of the ba
173. e groups by using the ctrl click or shift click functionality For more information on groups see the Groups section of this manual Entry Screens In the Entry Screens section you can select the type of time entry screen expense entry screen and mileage entry screen that the user will utilize when logging time expenses and mileage see figure 10 2 You can further specify a default comment and default number of blank entries to display for that user s timesheets expense sheets and mileage sheets Keep in mind that users will still be able to override these default values from their Preferences section The last field in this section allows you to set the maximum number of items to display in selection dropdown menus on entry screens This setting determines at what point a dropdown selection menu is switched out for search only selection This value will only take effect if it is less than the value in the global preference for this field For more information on this setting please see the Entry Sheets section under System Settings in this manual Journyx 106 Journyx Timesheet ver 8 9_01 107 Memorized Sheets This option allows you to assign or change the default memorized sheet for a user see figure 10 2 You can create memorized sheets under Management gt Memorized Sheets Approval Plans In the Approval Plans section you can select the approval plans for the user s timesheets expense sheets and mileage sheets see figur
174. e in the search results to create and manage Memorized Sheets Memorized Sheets can not be created for monthly and semi monthly periods Use weekly or bi weekly memorized sheets for users with monthly or semi monthly periods Search User name f contains B Status Group Project A Active lis anything lis anything Inactive All Pi Task 1 Hidden P1 Task 2 Project 1 Search Results Showing 1 3 of 3 Users Results Per Page 10 Go Name Login Email Address Employee Number Phone Number pmi Not Available Not Available Not Available ul Not Available Not Available Not Available u2 Not Available Not Available Not Available Results Per Page 10 4 Go Figure 22 1 User Memorized Sheets main page To create a User Memorized Sheet you must first select the user for whom you would like to create the Memorized Sheet Specify the search criteria for users in the main User Memorized Sheets screen and click the Search button The search results will be displayed below the criteria Click the name of the user to create the Memorized Sheet This will direct you to the Memorized Sheet management screen see figure 22 2 This screen displays any Memorized Sheets that are already assigned to the user and will also allow you to create a new Memorized Sheet Journyx 172 Journyx Timesheet ver 8 9_01 173 Management Memorized Sheets User Memorized Sheets User 1 u Memorized Sheet Assign D u
175. e outgoing email server Some servers require a username password to send mail If your server requires a username password it is recommended to use either SSL or TLS encryption if available Account password for outgoing mail server if any This is the account password used to authenticate to the outgoing email server Some servers require a username password to send mail If your server requires a username password it is recommended to use either SSL or TLS encryption if available Server path to private key for outgoing mail server if required If your mail server requires a private key to authenticate you can put the path to the key file here This setting should be blank if your server doesn t use key files If set this must be the complete path to a file on the server readable by the web user If you re not sure where to put the file you can put it in the installation directory WTHOME Server path to private certificate for outgoing mail server if required If your mail server requires a private key certificate to authenticate you can put the path to the certificate file here This setting should be blank if your server doesn t use certificate files If set this must be the complete path to a file on the server readable by the web user If you re not sure where to put the file you can put it in the installation directory WTHOME Journyx 20 Journyx Timesheet ver 8 9_01 21 From address for email sent by the system This a
176. e that is located on the server File Location u meredith s px80 dist pkg Linux xx tmp GroupImport txt Create Schedule Import Name Scheduled Import Schedule export to run One Time 4 on 07 20 2010 at Midnight 00 zs Email Address for result summary optional File Location u meredith s px80 dist pkg Linux xx tmp GroupImport txt Preview Figure 9 3 Import Tools Once successfully imported users will be able to select the imported entry field values from the respective dropdowns in their timesheets expense sheets and mileage sheets depending on group membership and access Administrators will also be able to manipulate the imported values in their respective areas To import values click the field name for which you would like to import on the main Import Tools screen The screen will refresh with the options available for that particular import You can import a file that is stored on your personal computer If you choose this method you will be required to browse and select the file or specify the file location in the textbox Alternatively you can import a file from the default server file location When you want to upload a file that is on the server the application itself will be acquiring that file This is an important distinction for network security For the server import and the scheduled import as well to work properly the application must have the correct permissions to read the import file
177. e will be logged Project Search The third method allows you to specify search criteria and select a project from the search results To do a project search click the Project Search Icon located to the left of the respective Project dropdown This will launch a pop up window containing search criteria see figure 31 2 Specify the project name or description for the project that you are searching for As you type you will see returned search results below the search criteria From the search results you can select the project that you wish to log hours for When you select the project the pop up window will automatically close and the project you selected should appear in the Project dropdown menu Additional search options can be selected by clicking on the arrow to expand the Search Options table Journyx 278 Journyx Timesheet ver 8 9_01 279 Search Projects Project name or description f contains att V Search Options Group Status Project Parent Q lis anything Loggablie and Reportable is anything All 2 Project 1 1 root Backup Owner is anything 1 pm Task 1 for Project 1 Pl Task 2 Task 2 for Project 1 Project 1 Top of Project 1 root Default Parent Project Reset Please enter a search term Page 1 Wort Close Figure 31 2 Project search My Project List You can maintain your own unique list of projects that will be displayed by default in the project dropdown This will keep you
178. eage logged by users in relation to Projects Activities Pay Types Bill Types etc Report name New Report v Allow users to modify this report after it is copied to them Report Dates O Prompt for date entry when report is run Orun ror 1 ia Weeks stert on V Project Filters Available Project Selected Project Include all Project s P1 Task 1 pi Task 2 Include only selected Project s Project 1 Include all except selected Project s root Remove C Automatically include Project descendants in report Activity Filters Available Activity Selected Activity Include all Activity s Clerical a Coding O Include only selected Activity s CorpAdmin O Include all except selected Activity s Debugging Design Plan V Pay Type Filters Available Pay Type Selected Pay Type gclude all p Figure 28 9 Report creation options Journyx 229 Journyx Timesheet ver 8 9_01 230 Report Output Options Show subtotal for every 4 wl Weeks B Second subtotal Time Record Fields WA user ve by Third subtotal None a None H by Fourth subtotal None H None H by Only show rows associated with the attribute subtotals if amounts are greater than Display l partial igi note M Show grand total C Show rows containing zero days and zero subtotals M Combine similar records into a single row F show detalis Fields to display in report Fields displaye
179. eage sheet has been approved the Save Corrections button will appear on the mileage sheet When this button is present corrective entries can be made and then submitted for approval To make corrective entries for a prior period a user who has the Corrections role ability should navigate to the mileage sheet in question and enter corrective entries as needed Corrective mileage entry includes the concept of negative entry because the existing records are approved and committed so they cannot be directly edited Therefore negative records must be entered against the same Project Reason Vehicle Measurement and Comment to reduce the actual value logged to the proper number Corrective Entry Example Buck submitted his mileage sheet with 600 miles logged to Project A and 200 miles logged to Project B on Tuesday After the mileage sheet was approved Buck realized that he actually only drove 400 on Project A and also drove 200 on Project C on Tuesday Buck opens his mileage sheet for the mileage period in question and prepares to make corrective entries Buck prepares a subtractive correction entry the same way he would prepare a normal entry by selecting the Project Reason Vehicle Measurement and Comment to be logged In the case of correcting his overage on Project A Buck carefully chooses the exact combination of these factors including duplicating the comment field exactly that comprised the original record Buck then enters 200 minus
180. ease ensure that users in that Group still requiring system access are reassigned to another Group beforehand Also keep in mind that access to every item is controlled through the Group structure If you delete the only Group that contains a particular item without first putting that item into Journyx 139 Journyx Timesheet ver 8 9_01 140 another Group that your Users can access that item will be inaccessible to everyone who might still need access to it Projects Management of Projects is located under Management gt Projects gt Manage Projects The system allows you to create an unlimited number of projects for users to log their time expenses and mileage against The system uses a hierarchical project structure and allows unlimited levels of subprojects under any parent project The main Project screen serves as the master control panel for all project creation modification and deletion see figure 18 1 Journyx 140 Journyx Timesheet ver 8 9_01 Management Projects Manage Projects a Specify the criteria for the Projects you would like to manage Click on the Project name to modify its settings You may also select multiple Projects to Search Group is anything Ail Group 1 Group 2 2Z SELF admin1 Search Results Project Name ee Pi Tesk i ee Pi Task 2 Project Parent 9 lis anything 2 Project 1 1 root Status Loggable and Reportable Reportable Only Hidden
181. ecify the search criteria for the Groups you would like to manage Click on the Group name to modify its settings Group name or description contains 15 Group type Nome Search Results Showing 1 3 of 3 Groups Results Per Page Go Name Description B all All Objects Choose View O Group 1 All group 1 users Choose View E sup 2 Al group 2 users O selected Select All Results Per Page Go Note The All Group contains all objects in the product Users who are included in the All Group have access to all Projects and Entry Column values Caution should be used when removing items from the All Group Figure 17 1 Groups main page Journyx 137 Journyx Timesheet ver 8 9_01 138 The All Group In addition to Groups that the administrator creates to establish the order within an organization the system contains one default Group that is consistent across all installations the All Group Every installation of Timesheet contains a Group named AIl This Group contains each item created within the system Every non user item must exist in this Group or it may become inaccessible Users may be removed from the All Group once they have been placed into at least one other Group or if their statuses have been changed to hidden To facilitate these requirements modification of the All Group has been limited by default Without making a change to the System Settings only users may be removed from the All Group It is highly
182. ecords just as if the sheet had never been submitted for approval The sheet reopen process does not maintain the original records that were submitted or approved and the sheet must be submitted for approval again This option is only recommended when the correction requires that the original record be completely removed from the database Advanced Approvals Approval Groups and Loading Memorized Sheets Journyx Timesheet includes tools that allow Administrators to prepopulate users timesheets with hours To use the Mass Approval feature of Timesheet the admin should first create Memorized Sheets that will be used for population purposes and then create Approval Groups for loading the default Memorized Sheets themselves This section will focus on the interface for creating Approval Groups and loading Memorized Sheets into users timesheets See the section in this manual on Memorized Sheets to create sheets for users or groups and set default sheets Note Each user who is assigned to an Approval Group must have a default Memorized Sheet assigned to him If a user has access to exactly one Memorized Sheet Timesheet will consider that Memorized Sheet to be the user s default sheet for automatic loading purposes Creating Approval Groups Each Approval Group consists of an identifier and a number of users who are associated with that group To create a new Approval Group click the Create A New Approval Group link on the main Advanced Approvals
183. ed but not modified for each user in User Management This option is best used for fields that are no longer active but which need to be available for reporting purposes A Custom Field for users that has been set to hidden remains in the database but is hidden both in terms of reporting as well as in terms of value modification for users Then select the Roles that will have access to the Custom Field for reporting purposes Next choose a data type for the Custom Field There are five data types available for Custom Fields String A string field is a text field that can contain any type of character String fields are limited to a certain number of characters as defined in the maximum length if string setting for each individual Custom Field Fixed Length String Journyx 64 Journyx Timesheet ver 8 9_01 65 A fixed length string field is a text field that can contain any type of character Unlike a string field fixed length string fields will always contain the exact number of characters as defined in the maximum length if string setting for each individual Custom Field The system will pad the entered value with spaces to achieve the maximum length Therefore if you configure a fixed length string field to have a length of 24 and only one character is entered the actual entry will be stored in the database as that character plus twenty three additional spaces Date A date field is a field that is configured to hold a date val
184. ed Sheets that are already assigned to the user Click the name of the Memorized Sheet to manage This will load the Memorized Sheet and allow you to modify the time entries containing Group Project Task Pay Type Bill Type Comment and hours worked When finished click the Save button To delete a Memorized sheet you must first select the user see figure 22 1 Specify the search criteria for users in the main User Memorized Sheets screen and click the Search button The search results will be displayed below the criteria Click the name of the user to manage This will direct you to the Memorized Sheet management screen see figure 22 2 Journyx 173 Journyx Timesheet ver 8 9_01 174 This screen displays any Memorized Sheets that are already assigned to the user Select the Memorized Sheets to delete and click the Delete button Group Memorized Sheets Memorized Sheets can be created and managed for users and Groups This section discusses Memorized Sheets that will be assigned to Groups Group Memorized Sheet management is located under Management gt Memorized Sheets gt Group Memorized Sheets see figure 22 4 Management Memorized Sheets f Group Memorized Sheets a Memorized Sheets allow you to create commonly recurring tasks with preset hour counts Specify the search criteria for the Group you would like to manage and click on the Group name to manage Memorized Sheets Memorized Sheets can not be created for monthly and
185. een see figure 2 2 This will direct you to the Custom Field Creation screen where you can specify the attributes of the Custom Field see figure 2 3 Custom Field type User Fields B Figure 2 2 Custom Field type selection for creation Journyx 63 Journyx Timesheet ver 8 9_01 64 Copy the settings of custom field Email Address Custom Field type Users Name New Users custom field Description Description Maximum of 2000 characters Visibility Normal he Roles which can report Administrator Dashboard User DC Access Expense User Manager Data type String 252 maximum length for strings Element type Text box Default value Cl Apply new default to existing Users that don t have this custom field set O Selection list Multi vaiue selection list Figure 2 3 Custom Field creation Specify a name for the Custom Field which users will find to be intuitive This name will be the primary identifier for the new Custom Field Enter a description of what kind of data you intend this Custom Field to contain Then select a visibility level The Custom Field can be view only hidden or normal For example a Custom Field for users whose visibility is set to normal can be viewed and modified for each user under User Management This is the standard visibility setting for all Custom Fields A Custom Field for users whose visibility has been set to view only can be view
186. een assigned This will allow the Reporter to view all time expense and mileage entries for users that have been assigned to the same Group as the Reporter A reporter has access to e Reports that display information relating to all users and projects in Groups that the Reporter has been assigned to by an Administrator e Password reset for self only e Project Notes Timekeeper A Timekeeper exists solely to enter time for other users A Timekeeper may perform this action for any user contained in the Groups to which he she has been assigned A Timekeeper has access to the following Time entry for self Time entry for other users in his her Groups Password reset for self Reports that relate to self as well as those for whom he she can enter time for Administrator An Administrator serves as a master controller for the system Although an Administrator has access to many configuration parameters of the system an Administrator cannot enter time expense or mileage for self An Administrator has access to the following e User creation and modification e Timekeeping for all users Timesheet approval for all users regardless of the designated approver in the Approval Plan Expense keeping and Mileage keeping for all users Project creation and modification Approval Plan creation and modification Group creation and modification Field Value creation and modification Reports that relate to any Group project or user in the system
187. elected Select All Results Per Page Go Delete Plan Plan type to create Time W Figure 21 1 Sheet Approval Plan main page Journyx 165 Journyx Timesheet ver 8 9_01 166 Management Approval Plans f Create Time Approval Plan Specify the name approvers and email settings for the approval plan Approval plans do not go into effect until they are assigned to users Note Organization Chart Manager is enabled This feature manages Time Approval plans for you You should not create or edit any Time Approval plans except the Org Time Approval Template which should not be renamed Plan Name Currently Active Yes Approvers for the Plan Level Approver Full Name Approver Login Add New 1 Select an Approver H Select an Approver zs Backup Approvers optional for the Plan Level Approver Full Name Approver Login Add New 1 Select an Approver Select an Approver b gt Approval Email Configuration for Plan Save and Assign Users Figure 21 3 Approval Plan creation The Currently Active dropdown allows you to choose between yes and no If you want the Approval Plan to take effect immediately you should set this option to yes The no option is provided as a way to turn off the approval plan if you should ever find a need to have that process disabled Please note that if you turn an Approval Plan off any records that are in process at the time you disable the process will cont
188. en saving the report All of these options allow Administrators to ensure that the Journyx server doesn t get cluttered with old and unused saved reports Scheduled Reports Scheduled reporting is located under Reports gt Scheduled Reports see figure 28 4 You can schedule reports to run automatically at specific times This feature can be used in any number of ways though the most common reason for scheduling reports is to arrange for large reports to run at times of low traffic The Scheduled Reports Screen provides access to all the tools needed to schedule reports to run at specific times dates or intervals This screen is used to schedule one report at a time The basic process of scheduling a report is outlined below and the details on each schedule type are provided in the following section Reports Scheduled Reports Reports can be scheduled to run automatically at specific intervals Schedule a Report to Run Report Selection Select Report to Run Select Output Format Actual Vs Estimate E HTML regular E3 Saved Report Description Scheduled Report Output Scheduling Options Schedule Type Time of Day to Execute One Time B Midnight F 00 tA Type specific Options Start Date for Bi Weekly and One Time Schedule Types No Options No Options 07 26 2010 E Schedule New Report Figure 28 4 Scheduled Reports To schedule a report select the report you wish to schedule from the dropdown list
189. ens see figure 27 2 Entry Screen preferences allow you to select and configure your timesheets expense sheets and mileage sheets as well as the reports associated with each Journyx 208 Journyx Timesheet ver 8 9_01 209 Preferences Entry Screens B Entry screen preferences contain the personal default settings for your timesheets expense sheets and mileage sheets Z Entry Screen Preferences O On the Leave Management Calendar limit the displayed requests to those I am authorized to approve C Add inner scrollbars to fit wide entry screens into browser if necessary M Suggest current entries based on the entries from up to 1 period s back max 4 Maximum number of items in selection drop downs 200 Default comment for all entry screens default Number of blank entries available on each screen 3 Timesheet Time entry screen Standard Time Entry Grid ey Default time report timesheet Punch screen Punch E Number of manual in out rows 2 Stopwatch module Start Stop Expense Sheets Expense entry screen Standard Expense Entry Grid F Default expense report Don t Show This Button Mileage Sheets Mileage entry screen Standard Mileage Entry Grid iz Default mileage report Don t Show This Button Figure 27 2 Entry Screens preferences If your system account includes Manager Authority you will see the setting for limiting the leave requests you see on your Leave
190. eper role provides the ability to enter time records for other users in same group as the user to whom this role has been assigned The Authority User role provides Time Expense and Mileage entry access to the user to whom this role has been assigned Displays the Details tab under Preferences in the navigation menu The tab gives the user information about objects they can access in the system Displays the Entry Screens tab under Preferences in the navigation menu The tab gives the user access to options for entry screen customization For example users can change the Time Entry Screen they are using on this screen if they have access to more than one in their Groups Displays the Expenses tab in the navigation menu which provides access to the Expense Entry screens Withholding Expenses Tab access is useful if your organization does not wish to implement expense tracking 79 Journyx Timesheet ver 8 9_01 Extra Link Leave Requests Tab Logout Link Management Tab Mileage Tab Reset Password Tab Project Notes Tab Reports Tab Time Tab Prior Period Adjustments Corrections Corrections Expense Corrections Mileage Corrections Time Conversions Table Maintenance Mileage Conversion Controller Currency Conversion Controller Disconnected Client Module Access DC Expense DC Mileage DC Project DC Time Projectlink Module Access MSProject Sync Admin MSProject Sync User
191. equire notification of all Leave Requests the user will see a list of all Managers and Administrators in his her Groups as well as his her assigned Approvers that have values in their Email Address fields You may also limit this notification list to the user s designated time approvers The user may choose one or more people from this list for notification Managers Administrators and Timekeepers are able to view Leave Requests under Leave gt Leave Calendar see figure 24 1 The calendar can be viewed daily weekly or monthly see figure 24 1 24 2 and 24 3 To change views click the appropriate link in the top left corner or left margin of the calendar The monthly and weekly views display the hours requested by each individual user along with any approved or declined requests for that user Leave View current and declined Leave Requests by day week or month 2010 G August Sunday Monday Tuesday Wednesday Thursday Friday Saturday 4 5 7 8 9 10 11 12 13 Approved 8 00 Approved 8 00 Pending 4 00 Approved 8 00 Approved 8 00 Approved 8 00 17 18 19 25 26 27 Pending 8 00 Declined 8 60 Approved 8 00 Figure 24 1 Leave Calendar monthly view Journyx 190 Journyx Timesheet ver 8 9_01 191 Leave Leave Calendar 10 Wednesday 8 11 Thursday 8 12 Friday 8 13 Saturday 8 14 1 u ul 1 u ui 1 u u1 8 00 Approved by 8 00 Approved by 8 00 Approved by 8 00 Approved by meredith meredith
192. er and Compliance Viewer s ssssssrssserrssrrrsrrresrrrnsrnrenrrreernn 118 Organization Chart Manager 118 Viewing the Results of OCM 121 Organization Compliance Viewer 122 Organization Compliance Viewer Export 126 User Compliance Report iiiiiccivedeseesiesiewsvanww varus NEE AEE EE E a aia 127 User Compliance Access 129 PUNCH CONVEFSIONS iisissases cesta vedas shuvesnvaade suas EAA deus ay AN ESEA EENE saan ERRENA EEA KADA EURER ENAR 130 Records Management siccivceedewepaauwaie seuetencensawvan ev nate wrrwewenwereaeduecsueenere enue OEREN 132 Time Records 132 Expense Records 133 Mileage Records 134 User Sheet Deletion 136 GROUPS amp sick stevie sca vdes shea seen ssasveensaxveeeaieaeies AAEE E 136 The All Group 138 Creating and Managing a Group 138 PFOJCCUS onorar Enr ERREN ARENE IRANE vaa evade ead teae eas ENNE NERINE ROERE ENE ERNAL ERER NEEESE EEREN EREI 140 Batch Modification 147 Project Notes 148 Project Dependencies 149 Project Dependencies and Child Projects 152 Project Approval Plans 152 Clients 157 Entry COMM Mims ae r N E A A N 160 Sheet Approval PlanS 00 rr I I II EIU EERE EEE EE Ent aS 163 Assigning a Sheet Approval Plan to Users 170 Memorized SNeetS sanihs cttints cheek E E ence seebecex seas due cent onvaicdunuxannnar 171 User Memorized Sheets 172 Group Memorized Sheets 174 Memorized EMERGES mran eE E E E A E N cantianie es 176 User Memorized Entries 177 Group Memorized Entries 180 DomMmalhiS ervarin nnn
193. er for wonge key fe locetioe Comeery rera Aora rame Agrrestrator prora tres Figure 8 22 License Key Current License The bold line containing alpha numeric characters is the license key that enables your version of Timesheet to work properly It also lists your current number of licensed users the server the application is hosted on and the license expiration date If you have purchased modules it will state whether you have access to Projectlink Accountlink and Disconnected User modules New License Key If you would like to replace the license key with a new license key you have two options You may enter the key manually by cutting and pasting the key Alternatively you may import the license key by browsing and selecting a file that contains the license key This option typically prevents errors when changing license keys You must click the Save button before the license key is replaced Administrative Information This section allows you to input your company name administrator name administrator phone and your email address This information is required the first time you enter a license key Journyx 34 Journyx Timesheet ver 8 9_01 35 Custom Bug Reporting Custom Bug Reports Text to be displayed on error screen Text for bug report button URL for bug report button fink Figure 8 23 Custom Bug Report Settings Text to be displayed on error screen This option allows you to o
194. er viewing Saved reports can also be copied to other users or even emailed to other individuals even if they are not Timesheet users The following section describes all of these functions Saving Reports To save a report in Timesheet select either Display report in browser and save report output or Save report output only without displaying in browser see figure 28 2 Additionally you must designate a name for the saved report for identification purposes By default the system will name the output file with same name of the Saved Report You may change this name The last option determines when the saved report will expire and be automatically deleted from the system Saved report expiration defaults to 3 months but you can change the expiration to suit your needs Journyx 218 Journyx Timesheet ver 8 9_01 219 Reports Standard Reports i Standard reports provide information about the hours expenses and mileage logged by users in relation to Projects Activities Pay Types Bill Types etc Search Report name contains iz l Report type is anything HTML regular E Display report in browser only Run Report Options O Display report in browser and save report output Save report output only don t show in browser Saved report output description Saved Report Expire saved report output if not viewed for 3 months rey Search Results Showing 1 4 of 4 reports Results Per Page All
195. error can be corrected by removing any time entries within that particular time period User Does Not Have A Default Memorized Sheet The system will return this error if a user does not have a default Memorized Sheet assigned to him her This error can be corrected by assigning a default Memorized Sheet to the user s in question Other Standard Timesheet Errors Additional errors such as a user not having access to a particular project task pay type or bill type as specified by group affiliation may occur These errors are standard system errors and must be corrected directly within product Mass Approvals In addition to auto loading Approval Groups the system allows you to execute mass approvals of all open and submitted timesheets of users within an Approval Group The Mass Approval Execution screen is available only via the sitemap under Approvals gt Advanced Once Approval Groups have been created and assigned to users you can mass approve those users timesheets by clicking on the Execute Mass Approval link on the main Advanced Approval screen This will direct you to the Mass Approval Execution screen see figure 26 9 Note Users must have an Approval Plan assigned to them before implementing a Mass Approval of open timesheets Journyx 205 Journyx Timesheet ver 8 9_01 206 Mass Approval Execution Create a New Approval Grou Assign Users to Approval Group Load Default Memorized Sheet Mass Approval Approva
196. erself The User Add role ability allows a user whose role includes this ability to create new users within the Timesheet database The User Delete role ability allows a user whose role includes this ability to create delete users from the Timesheet database The User Modify role ability allows a user whose role includes this ability to modify existing users within the Timesheet database 81 Journyx Timesheet ver 8 9_01 Below is a matrix of Roles and Authorities 82 Administrator DC Access Manager MSProject Admin Project Manager Punch User QuickBooks Admin Reporter Memorized Sheet User Timekeeper User Approvals Management Approver Regular Approver Super X Role Authority Administrator DC Access Manager MSProject Admin Project Manager Punch User QuickBooks Admin Reporter Memorized Sheet User Timekeeper User Authority Administrator X X X Authority Expensekeeper Authority Manager Authority Mileagekeeper Authority Punch User Authority Reporter Authority Timekeeper X Authority User X X x Button Access Administrator DC Access Manager MSProject Admin Project Manager Punch User QuickBooks Admin Reporter Memorized Sheet User Timekeeper User Administr
197. erver and not do your testing in sub domains in the production environment Journyx 185 Journyx Timesheet ver 8 9_01 186 Creating and Modifying Sub Domains Sub domains are created by an administrator in the root domain To create a new sub domain go to Management gt Domains see figure 25 1 Here click the Create Domain button This will direct you to the Domain Creation screen see figure 25 2 Each sub domain is assigned a maximum number of users a termination date access to certain portions of the root domain s functionality and an administrator who will be the primary administrator for the sub domain Specify a username for the new domain This name will be seen by managers and administrators within the sub domain Specify the name of the administrator who will be managing this domain Then specify whether the new sub domain shall inherit all the Custom Fields of the root domain Once the domain is created this option cannot be changed The maximum number of users allowed access to the domain once again refers to the maximum number of active users who are defined as users who have tracked time expense or mileage in the past 30 days Then specify the number of days that the domain will be valid Set this field to 10000 or more days for a perpetual domain Management Domains wy The Domains feature lets you run several independent sub sites on this Timesheet server The sites are separate and cannot share any users dat
198. ess to multiple Expense Reports you may choose the default Expense Report that you would like to see when previewing your expense sheet for approval If your administrator has given you access to multiple Mileage Sheets you may choose the type of Mileage Entry Screen you would like to use when recording business related travel Similarly if your administrator has created multiple Mileage Reports you may choose the default Mileage Report that you would like to see when previewing your mileage sheet for approval Journyx 210 Journyx Timesheet ver 8 9_01 211 My Projects My Projects is located under Preferences gt My Projects see figure 27 3 In some organizations having to search through extensive lists of projects can be quite time consuming when managing time and expenses The My Projects feature allows you to select the projects that you typically track for time and expenses Preferences My Projects You can personalize a Project list that will display only the selected Projects when entering your time expenses or mileage Manage My Projects Available Projects My Projects Go to Top of Tree root P1 Task 1 P1 Task 2 Remove All Figure 27 3 My Projects This feature allows you to maintain your own unique list of projects that will be displayed by default in the project dropdown This will keep you from having to routinely search for or select a project from the project tree for projects tha
199. ests Results Per Page 10 na Military Duty e root Status User Approver Decliner with ae 7 Pay a Comment Comment Project Activity type C Approved Rien mug ist K meredith meredith Clerical vami Billable Leave Approved Friday Augut13 meredith meredith Clerical Pamay Billable 2010 Leave Thursday August Approved i 4 Z Dii 26 2010 5 meredith meredith Clerical Family Billable Leave Declined Friday August 27 meredith meredith Others are Family 2010 already out see Leave cece 0 selected Select All Results Per Page 10 Go lt 8 Figure 29 12 My Leave Requests To request time off click the Create button This will direct you to the Request Time Off screen where you can specify the dates and hours per day that you wish to take off You can also select a Project Task Pay Type Bill Type and Comment The Pay Type will contain the Accrual that you will need to select to identify the type of Leave that you are requesting If the new request exceeds the current accrual balance less existing leave requests you will receive a warning when you submit the new request Finally you can select the persons that you wish to notify for approval of the Leave Request When finished click the Submit Request button You can also view your Leave Requests and request leave on a calendar under Leave gt My Calendar see figure 29 13 Annual and monthly views show summary information while wee
200. ets Users will still have the ability to modify the comment Project hierarchical entry field name Project is the default name suggested for this hierarchical tracking field You may specify a different name for the Project field The new name will be displayed in place of Project on users timesheets expense sheets and mileage sheets Timesheet Settings V Timesheet Settings C Show the Stopwatch button on Time Entry Screen Day length for time entry as 8 percent Group entry field name Group Activity time entry field Activity name Pay Type time entry field Pay Type name Bill Type time entry field Bill Type name Comment textbox time Comment entry field name Figure 8 4 Timesheet Settings Show the Stopwatch button on the time entry screen This option will display the Stopwatch button on users timesheets which they can click to track the commencement and completion of a task Length of workday for time entry as percent This option allows you to define your company s workday and is designed for users that are entering their time as a percentage of the workday on their timesheets Hence if the workday for your organization is defined as 10 hours and a user works 5 hours on a project he she would input 50 for that entry in his her timesheet Group time entry field name Group is the default name suggested for this tracking field that may be included in ti
201. ets for your users Entry Screens Name Add to all new groups Preview Allocation Entry In Out Times No Preview Screen Allocation Entry Punch Clock No Preview Screen Line Item Entry In Out Times No Preview Screen g Nm rs J Line Item Entry Time Amount No Preview Screen E Standard Time Entry Grid Preview Screen Create Time Entry Screen Figure 1 1 Time Entry Screen main page Time Entry Screens are the standard entry screens that users can utilize when logging their time These screens are highly configurable in order to suit each organization s unique time tracking process To create a new Time Entry Screen click the Create Time Entry Screen button located in the lower right corner of the main Time Entry Screen page This will direct you to the Time Entry Screen Creation page see figure 1 2 Specify the name of the Time Entry Screen You can select one of two layout formats for the Time Entry Screen grid format or entry format Journyx 49 Journyx Timesheet ver 8 9_01 50 Configuration Entry Screens Time Entry Screens Modify Time Entry Screen configuration allows you to customize timesheets for your users Copy the settings of screen Allocation Entry In Out Times E Name Standard Time Entry Grid Grid format O Display in out times at the top of the entry screen Manually enter the in out times Press a button to populate the in out times O Entry format
202. external report for all time for users in X domain then you will need to query for all of the users in the user table that are in that domain and then query for all of the time records for those users Because of this table structure external reporting can cross domains This is simultaneously a feature and a security issue It is possible to have external reports that contain data from all domains if desired However there is no way to ensure that external reports written by users in one domain do not access data in other domains Please keep this in mind when planning your external reporting strategies Domains and Users Users created within a sub domain are unique to that sub domain and cannot interact with users projects reports etc of other sub domains or the root domain The only crossing of these boundaries occurs at the main login screen which is the same for all users and is controlled by the root domain While users are unique to each sub domain because the initial login for every domain is handled through the root domain usernames must be unique for each user regardless of which domain that user occupies Therefore no two users may have the same username Licenses and Domains Your Timesheet installation has a single license that allows a certain number of users and certain features The license key is installed in the root domain When creating sub domains you will specify a maximum number of users for each sub domain
203. face functionality If the system is unable to determine this value you may be asked by the Journyx Professional Services Team to modify the value Otherwise it is recommended that you do not modify this value Alternate prefix for links inside email notifications This option provides a method for customizing links back to the system that can be included in emails This setting can be used to show a URL with a redirect to the Journyx server Number of remaining license seats under which a warning message is generated on management screens This option determines when administrators will see notices on management screens that warn you when you are close to using all of your license seats Test Outgoing Email Settings Journyx 21 Journyx Timesheet ver 8 9_01 22 Test Outgoing Email Settings Send test email to address Separate multiple addresses with a comma Subject This is a test Iam testing Timesheet email settings This message was generated by the user meredith at Fri Apr 12 13 58 42 2013 Email body Save Settings amp Send Test Emai Figure 8 13b Test Outgoing Email Settings This feature allows you test your email settings and confirm that you have the Journyx system set up properly for handling email notifications Leave Requests Leave Requests E Larse Request Settings wv Require soprowsl of bare requests gror t0 baing Mem i user Orneshects Allow users te ceqeest hme off in the past M
204. feature exists under System Settings gt Approval Plans If a user s sheet is assigned to multiple approval plans this option will require approval at each tier within each approval plan before proceeding onward to the next tier of approvers Hence all primary approvers must first approve the sheet before it can proceed to the secondary approvers and so forth If an approver rejects a sheet on a particular level it will be removed from all approvers queues on the same level In order to implement a project approval process an Approval Plan must first be created for the project Within the Approval Plan approvers must be assigned When users submit their sheets containing time expense or mileage entries against the project the entries will enter the approval process and the designated approvers will have approval rejection authority over the individual time expense and mileage entries related to that project This section specifically discusses approving or rejecting time expense and mileage entries that have been submitted by users for a designated project For more information about creating and managing Approval Plans for projects please see the Approval Plans section of this manual If you have approving authority for project entries submitted by users you can see a Summary of what is awaiting your approval in the Approvals menu see figure 26 1 Project Approvals is located under Approvals gt Project Approvals see figure 26 5 Appr
205. fig rati N incinsa An Oceana Aa dina staat died hinedetentatands E deans 6 Systemi SEUINGS cs ccers cris pirrer pean eed rad veneds OE DE E Pewee ev state ede OTE Eaa eerent ress 7 System Information 7 Entry Sheets 8 Branding 13 Screen Appearance 15 Approval Plans 16 Server and Email Settings 19 Leave Requests 22 Third Party Software 24 Project Settings 26 Security 27 Login Restriction 33 Logging 33 License Key 34 Custom Bug Reporting 35 Disconnected Users 35 TMD ORES aigre gained vate Saciere xaescaiie ciate am snase ciate nniare E tele mlb gin a Maen ome RE Dea 43 Import Tool Settings 43 Import Tool Access 44 Import Tools 44 Entry SCr6 nS was ceeiescverastecaereitscueenieivaeeitda steed be AEE AREAN EAS OAOE ARE ORE AEAEE R 48 Time Entry Screens 49 Punch Screens 53 Stopwatch Modules 54 Expense Entry Screens 56 Mileage Entry Screens 59 Custom Fields sisieseiin uror ar n i E D r ED E DEO E i AE 62 Policies and RUES crionna aA a aS aA EEN 65 Rules Management 67 Policy Management 68 Assigning Policies to Users 71 Rate Check 72 Rate Reports 73 ROLES isi sah 5 sansa a a EAA E EEA ssesn sabi Ai 76 CUStOM ROIS epee ecuiesecivawinntadvacerenixmcortadbanaeuvareicdwacewecinanlerawe aatbuecianented vaceeearamcentua ee 85 Search FICS x sasteacninaviwnaieacstentedsecaiaewseeion EEE EEE iaachten aire ess 86 Period Sea vhs eieue A E san ahaenms aan sews eve san vans shu nena ua E ai 86 CONVERSIONS recreere be heise bank Bie hes ke tee iak wie
206. file size This screen also provides access to the tools needed to copy or email saved reports to other users both within and outside the system database To view a previously Saved Report simply select the report you wish to view from the list of Saved Reports and click the View button Journyx 219 Journyx Timesheet ver 8 9_01 220 Reports Saved Reports B Report output can be saved for later viewing Saved reports can also be copied to other users or emailed externally Previously Run Reports for meredith Select Description Date Run Report Type Output Format File Size O Timesheet Report Week of Aug 6 Monday July 26 2010 at 11 28 AM CDT Time Report HTML regular 27 234 KB Rename Q 1 pm Copy to 2 p 3 u Select User s Type in e mail address es Figure 28 3 Saved Reports Copying a Saved Report to Timesheet Users You can copy your saved reports to other users within your organization To copy a report to another user select the report you wish to copy from the list of saved reports You may then select one or more users shown in the listbox You can select multiple users by using ctrl click or shift click Once you have selected the user s you wish to copy this Saved Report to click the Copy To button When copying a single report to other users you will be able to rename the report for those users However when copying multiple reports to users you will not be able to rename the report
207. forget to request leave before taking time off Show only designated time approvers in user leave request notification lists Journyx 22 Journyx Timesheet ver 8 9_01 23 If users are required to send notifications when requesting leave this option will display in the notification list only those approvers that have been assigned to the user via a Time Approval Plan The user will be able to select the approvers to notify from this list Require users to send notifications when requesting leave This option will require users to select a manager or administrator to be notified via email when users are requesting time off from work Leave Request email notification subject This is the subject of the email that will be sent from users to the selected recipients when they request time off By default it uses Journyx Tricky Tags that automatically pull the correct user name based on the sender and the selected recipients Body text for Leave Request email notifications This is the body of the email that will be sent from users to the selected recipients when that user requests time off By default it uses Journyx Tricky Tags that automatically pull the correct user and manager name based on the sender and the selected recipients Require managers to give a reason when Leave Requests are declined This option will require managers and administrators to provide a reason for any declined Leave Requests made by users The reason for the rejectio
208. from the server Therefore paths to the import file that do not contain a drive letter will not work because the application will not have permission to read from that location If your installation is on a Windows server the Anonymous IIS account will attempt to read the file for import The Anonymous IIS account usually does not have read access to most directories neither on nor off the server In this case you will undoubtedly need to get assistance from your network administrator to set this up He she will probably suggest changing whatever program is writing the files to have them written into a folder that the Anonymous IIS user already has permission to read Journyx further recommends using the Journyx jwt ps directory for import purposes since this location is backed up by the application If your installation is on a Unix server then it will be the account that installed the application which will attempt to read the file for import Your Unix server administrator should be able to grant the proper read permissions without a problem After you have specified the file location you can opt to preview the import by clicking the Preview button When finished click the Import button You may also schedule an import by specifying the file location import name email address and when to schedule the import You should not enable scheduling until you have manually imported files several times in order to verify that the system which is producin
209. g the files is doing so correctly Keep in mind that there is no preview feature for scheduled imports Therefore you are unable to predict corrupt data being imported The File Location field is Journyx 45 Journyx Timesheet ver 8 9_01 46 looking for a server file so you must supply a direct path to the file such as c importfiles filename txt You cannot use relative path names that reference computer names like bobscomputer importfiles filename txt For the date and time you have the following scheduling options one time custom daily weekly bi weekly monthly by day and monthly by date The date and time options will vary depending on the type of scheduling option chosen For one time you must specify a date and time that you wish the import to take place For custom you must specify the number of days between imports and the time at which the imports are to take place For daily you must select which days of the week and the time at which the imports are to take place For weekly you must select the day of the week and the time at which the imports are to take place every week For bi weekly you must select the day of the week time and the effective date for which the imports are to take place every other week For monthly by day you must select the day of the month and the time at which the imports are to take place every month For monthly by date you must select the date of each month and the time
210. ge Org Chart Click on a supervisor name to view all direct reports who are also supervisors Click the info icon within a supervisor box to view details on the right To initially configure your organization or to make mass modifications follow these instructions 1 Save the relevant user date as a tab delimited text file 2 Import that file into your spreadsheet program or text editor and edit the data 3 Use Configuration Imports Users to import that file 4 Access Management Org Chart Reader and Schedule press the Preview button then press the Continue button once the preview displays Find a specific user Select or search fora user A Time Approver Level Figure 39 2 OCM Set Up Update Instructions The process includes 4 steps Journyx 119 Journyx Timesheet ver 8 9_01 120 Export your list of users from the system with the OCM related custom fields You can do this by clicking on the relevant user data link in step 1 of the on screen instructions The link creates a report that can be saved as a text file and opened in a text editor or Excel Edit your exported data to include values for Supervisor ID Self Approve and Timekeeping Assistant Every user will need a value in the Supervisor ID unless the user s is at the very top of the hierarchy and does not report to anyone Values in the Supervisor ID field must be login IDs of the people who will approve the users timesheets In the
211. gure 29 10 Accruals Accruals are used to manage hour count balances for such things as vacation sick leave family leave etc If your manager has provided accrual balances for you an Accruals link will be shown in the upper right corner of your time entry screen Hovering over this link will display all the accruals that have been assigned to you along with the type of accrual and remaining hour count balances A soft accrual type will allow you to exceed the hour count balance when entering time taken A hard accrual type will not allow you to exceed the hour count balance allocated to you Submitting Timesheet for Approval From your timesheet you can click the Submit for Approval button to submit your timesheet to your supervisor This button will only appear on your timesheet if your company is using Approval Plans and if you have an approval plan assigned to you Once a timesheet has been submitted for approval you may not alter any of the time records contained in that timesheet Therefore do not submit your timesheet until you have finished all time entry for the time period in question For more information on the Approvals process please see the Approvals section of this manual Time Entry Corrections Administrators and users whose role includes the Corrections ability may make changes to time records contained in a timesheet that has already been approved by a Sheet Approval process or Project Approval process Once a timesheet ha
212. h the timesheet that is to be affected by this Policy and will use the greater of the two If lesser is selected the system will compare the Pay Rates for both the user and the Project associated with the timesheet that is to be affected by this Policy and will use the lesser of the two If prefer project is selected the system will use the Pay Rate assigned to the Project that is associated with the hours in the timesheet that is to be affected by this Policy If a Pay Rate for the Project does not exist then the system will use the Pay Rate assigned to the user If prefer user is selected the system will use the Pay Rate assigned to the user whose timesheet is to be affected by this Policy If a Pay Rate for the user does not exist the system will use the Pay Rate assigned to the Project associated with the hours contained in the timesheet Similarly you must select a Bill Rate preference for the Policy Since a user can have his her own Bill Rate and the Project that the user has logged time against can have its own Bill Rate you must select which Bill Rate to use for the Policy The system also allows you some flexibility in choosing this preference If user is selected the system will use the Bill Rate assigned to the user whose timesheet is being affected by each Rule If project is selected the system will use the Bill Rate assigned to each Project associated with the hours contained in the timesheet that is being affected by the
213. has been retired will still be displayed under Outstanding Disconnected User Requests until the system automatically expires old batches The exact length of time until the system expires old requests is one of the Disconnected User Advanced preferences The default is 28 days after the last period in the request ends At that time all requests will be deleted from the system and no record of the request will be kept Of course any actual data submitted by the user from the forms before the expiration time will be kept permanently To retire a batch of Disconnected User forms select the batches to retire and click Retire These DC Requests button at the bottom of this section Journyx 112 Journyx Timesheet ver 8 9_01 113 Management Users Disconnected Users Disconnected User Form Management The Disconnected User module provides users wtih an interface for entering time expenses and mileage offline when internet access is limited In order to request forms for offline entry users must be assigned the DC Access role in User Management Outstanding Disconnected User Requests for 1 u Date Outstanding Active Received Projects Time Expense Rejected Last Retire ae Range Forms Replies Accepted Accepted Errors Modified sy ar Request 07 18 2010 LECDB1 to eae Yes N A 07 21 2010 08 21 2010 07 24 2010 16 35 Retire these Disconnected User requests Choosing Disconnected User Forms for 1 u 16 35 46 00 00 00 B P
214. hat report There are four main output formats for time and expense reports HTML Reports HTML Reports display the data as web pages that are optimized for screen display and viewing HTML Printable HTML Printable reports are similar to HTML Reports but have been optimized for printing purposes Plain Text Exported Plain Text Exported reports produce output which has been designed to be saved to your computer s hard drive and then imported into Excel or another spreadsheet based data manipulation program Cube Reports Cube Reports are designed for use with Microsoft Office and Microsoft Internet Explorer To access system data in the Cube Report format you must use Internet Explorer 5 5 or later and have Microsoft Office 2000 or later installed on your Windows OS machine Furthermore you must have the Office Web Components module installed on your machine Finally Internet Explorer must be configured to access data sources across domains For help configuring this IE security option please contact your organization s IT department Unless these prerequisites are met Cube Reports will not function When you run a report you will be able to select the format of that report Each of these report formats are further described in detail below Once you have selected the report to run and have indicated which report output format you desire simply click the Run Report link next to the selected report If the report has bee
215. he Add Entry button Each new Note includes that date of creation and the user who added it You may also edit a specific Note by clicking the respective Edit icon inside the pop up window Similarly you can delete a specific Note by clicking the respective Trash Can icon If you are an Administrator you can delete an entire set of Project Notes from the main Project Notes screen by clicking the respective Trash Can icon Project Dependencies The system uses Project Dependencies to restrict which objects can be logged against a particular Project by any given user These objects include Tasks Pay Types Bill Types Expense Codes Sources Currencies Reasons Vehicles and Measurements When no Project Dependencies exist for a project it is considered open and users can log entries against any item for a selected project as long that item is contained in at least one of the user s groups Group membership restricts users to logging entries against items that are contained in the Groups to which they belong A user assigned to multiple Groups can combine elements from those Groups regardless of whether those objects are in the same Group Consider a user s combination of Groups as one large Group for that user Journyx 149 Journyx Timesheet ver 8 9_01 150 When logging time expense or mileage the user s Group membership and a Project s Dependencies are determined behind the scenes presenting only valid choices to the user Care must
216. he Approval Plan The dropdown labeled Show approvers full sheet allows you to specify whether approvers in the Approval Plan will be allowed to see a user s full timesheet expense sheet or mileage sheet when he she has logged hours expenses or mileage to the project Keep in mind that users may log time expense and mileage to other unrelated projects By selecting Journyx 153 Journyx Timesheet ver 8 9_01 154 yes to this dropdown it will allow approvers to view all entries logged for the period By selecting no the system will only display to the approver entries that have been logged to this project Next select the Primary Approver s and Backup Approver s for the Project Approval Plan Selection of a Backup Approver is optional An entry logged to the project will be directed to the Backup Approver only if the Primary Approver has not taken any action on the entry submitted for approval The system allows you to select as many levels of Primary Approvers and Backup Approvers for each Approval Plan as you like You may choose to select each Primary Approver by either the Username or Full Name These dropdowns are dependent on one another so as you select a name in one dropdown the other will dynamically update itself To add more approval levels to this Project Approval Plan you must first save the Project Approval Plan by clicking the Modify button Once saved the screen will refresh allowing you to select an additional le
217. he Rule will be modified for the first Billing calculation Override replaces the hourly Billing Rate with the new value specified in the Billing Adjustment Amount 1 column Add increases the hourly Billing Rate by the amount specified in the Billing Adjustment Amount 1 column Multiply multiplies the hourly Billing Rate by the amount specified in the Billing Adjustment Amount 1 column The Billing Adjustment Amount 1 determines the amount by which the Billing Rate should be modified This field accepts both positive integers and decimal values If you have selected a Rejection Rule then the Billing Adjustment Type will automatically be set to reject Billing Adjustment 2 and Billing Adjustment 3 are handled similarly Please note that any Rule that does not directly affect a Pay or Bill rate i e an automatic rejection or an automatic accrual rule must have an actual Adjustment Type and Adjustment Amount associated with that rule Journyx recommends using either Add 0 or Multiply by 1 for these types of Rules as both operations will not affect the rates in question Journyx 70 Journyx Timesheet ver 8 9_01 71 You can continue adding Rules to the Policy as needed by repeating the steps above Once all the required Rules have been added to the Policy click the Save button To modify an existing Policy click the respective Edit button on the main Rule and Policy Management screen see figure 3 1 This will direct y
218. he Search button The search results will be displayed below the criteria Next to the respective Group click the assign link This will direct you to the Memorized Sheet management screen see figure 22 7 This screen displays all Group Memorized Sheets Select the Memorized Sheets to assign and click the Set Assignments button The selected Memorized Sheets will now be assigned to the Group Management Memorized Sheets Group Memorized Sheets Assign to Group 1 Memorized Sheet Name Group Memorized Sheet 1 Group Memorized Sheet 2 Set Assignments Figure 22 7 Memorized Sheet Group assignment To delete a Group Memorized Sheet you must first select the Group see figure 22 4 Specify the search criteria for Groups in the main Group Memorized Sheets screen and click the Search button The search results will be displayed below the criteria Click the name of the Group to manage This will direct you to a screen containing all the Memorized Sheets assigned to that Group see figure 22 8 Select the Memorized Sheets to delete and click the Delete button Keep in mind that deleting a Memorized Sheet for one Group will also delete the Memorized Sheet from all other Groups that were assigned to it Journyx 175 Journyx Timesheet ver 8 9_01 176 Management Memorized Sheets Group Memorized Sheets Group Group 1 Memorized Sheets allow you to create commonly recurring tasks with preset hour counts Specify
219. he appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank Journyx 255 Journyx Timesheet ver 8 9_01 256 Alternatively you may create a Memorized Entry by going to Time gt Memorized Entries gt Create Memorized Entry see figure 29 5 Select a Project Task Pay Type Bill Type and Comment When finished click the Save button The entry will be memorized and will appear in all your timesheets Time Memorized Entries Manage Memorized Entries Create User Memorized Entry Memorized time entries are commonly recurring tasks displayed automatically in user timesheets This new memorized entry will be inserted Into your timesheets Select a memorized entry type Time A User Project Activity Pay Type Bill Type Comment 4 u be amp root E a an Qf any Q Any The Group selection dropdown should only require a value selection if the Group column is included for tracking on your time entry screen Figure 29 5 Memorized Time Entries To manage existing Memorized Entries go to Time gt Memorized Entries gt Manage Memorized Entries This screen will show you all the Memorized Entries that you have stored in the system These are all the Memorized Entries that appear in your timesheets You can change the Project Task Pay Type Bill Type and Comment for the respective Memorized Entry that you want to modify When finished click the Save button To dele
220. he respective date link under the Period column Similarly you can view the Rate Report for that user s timesheet by clicking the respective link under the Period column Time Approvals can be used exclusively or in combination with Project Approvals which allow project managers to approve time logged to specific projects within a timesheet For more information on Project Approvals including information regarding use of Time Approvals Journyx 197 Journyx Timesheet ver 8 9_01 198 concurrently with Project Approvals please see the Using Time Approvals with Project Approvals section of this manual Approving Expense Sheets Expense Approvals allow approvers within your organization to approve or reject users expense sheets for a particular period In order to implement an approval process a Sheet Approval Plan must first be created Within the Sheet Approval Plan approvers must be assigned Then the Sheet Approval Plan must be assigned to users who will submit their expense sheets at the end of the period After user submission the expense sheet enters the approval process and the designated approvers have approval rejection authority over the expense sheet This section specifically discusses approving or rejecting expense sheets that have been submitted by users For more information about creating and managing Sheet Approval Plans please see the Approval Plans section of this manual If you have approving authority for particular
221. he system provides access to the header and footer text that appear on each Timesheet report These two areas accept plain text as well as HTML formatted text Additionally you may use one or more of the Journyx tricky tags in these sections Journyx tricky tags are HTML style tags that pull specific information directly from the system database such as the name of the user who is viewing the report the name of the Time Entry Screen that is currently active for the viewing user and similar data The complete list of tricky tags and the information that they provide is available in the Time Entry Screen Design portion of this manual Saving a New Report At the bottom of the Report Modification screen the system provides access to tools needed to save the new report You may also choose to save and run your new report to see how the report output looks onscreen by clicking the Save and Run Report button You may run your new report in any of the report output formats discussed above in the Running a Report section Modifying Reports To modify any existing report simply select the report you wish to change from the list of available reports on the Main Report Menu by clicking on the report name The system will display the Report Modification Screen with all of the current settings for the report in question already in place You may modify these settings as desired For information on each of the report options displayed on the Report Mo
222. hedules see figure 9 2 3 Holiday Schedules contain lists of holidays that can be assigned to Groups for automatic loading of holidays in users Time Entry screens Configuration Holiday Schedules f Menage Holiday Schedules E Holiday Schedule Management allows you to create schedules that can have different sets of holidays associated with them The schedules are then assigned to users via the Groups feature Holiday Schedules cannot be deleted if there are any holidays associated with them Holiday Schedule Name Holiday Schedule 0 EU Holidays US Holidays Figure 9 2 3 Holiday Schedules main page To create a new Holiday Schedule enter a name in the text box at the top of the page and click on the Save button The new Schedule will appear in the Holiday Schedule list below and the Holiday Schedule select list on the Holiday Creation page There is a limit of 15 Holiday Schedules per Timesheet installation To modify the name of an existing Holiday Schedule click on the name of the Holiday Schedule to modify Journyx 100 Journyx Timesheet ver 8 9_01 101 To delete a Holiday Schedule select the Holiday Schedule to delete and click the Delete button Journyx 101 Journyx Timesheet ver 8 9_01 102 Management Journyx 102 Journyx Timesheet ver 8 9_01 103 User Management User Management is located under Management gt Users gt Manage Users see figure 10 1 The User Management section allows y
223. his report Therefore Journyx recommends pasting ASCII characters or using three letter abbreviations for the currency symbol for Total Cost Reports Fields to Display In This Report This option allows you to specify which of the Total Cost Report fields should be displayed in the current Total Cost Report The available Total Cost Report fields are defaults in italics Hours Expense Cost Pay Bill Bill1 Bill 2 Bill 3 Total Cost To add a field to the current Total Cost Report select it in the Available Fields column and click the Add button You may also add all the Total Cost Report fields to the current Total Cost Report by clicking Add All button To remove a field from the current Total Cost Report select the field in the Fields Displayed in Report column and click the Remove button You may also remove all the Total Cost Report fields from the current Total Cost Report by clicking the Remove All button You may change the display order or fields in the Total Cost Report by using the Up and Down Arrow buttons to move fields up or down as desired Field Display Names Journyx 247 Journyx Timesheet ver 8 9_01 248 This section of the Report Modification Screen allows you to customize the header names used for the fields displayed in this Total Cost Report You may set these values to suit your needs These values affect only this report and will not be reflected anywhere else within the system Report Header and Footer T
224. hour entries in both standard HH MM 2 35 format as well as in decimal format 1 25 1 15 If you enter hours in decimal format it will convert your entry to HH MM rounding to the nearest whole minute Values 0 5 and higher will be rounded up values 0 49 and lower will be rounded down Therefore if you enter 1 13 the system will convert this to 1 08 1 13 hours 1 hour and 7 8 minutes rounded up to 1 hour and 8 minutes Depending on the timesheet settings set up by the administrator you may also be able to enter your time as a percentage of the work day The total hours in a workday will also be defined by your system administrator So if the workday is defined as 8 hours per day and you worked 4 hours you would simply specify 50 for having worked 50 for that workday Once you have selected the appropriate items and entered your hours for that combination click the Save button at the bottom of the time entry grid The timesheet will refresh and your entries will now appear in the Current section You may add hours to this entry either in the same day or in another day in the time period that is currently displayed You may create more than one time record at a time Simply create the actual time entries for different days and or different combinations of items and then click the Save button at the bottom of the timesheet The timesheet will refresh and your entries will now appear in the Current section To edit a time entry on your time
225. ice that the parent project is root Creating projects under other projects will be discussed later The Owner and Backup owner selection fields are optional The purpose of establishing ownership is to limit project modification access regardless of Group membership to the owner and backup owner If both fields are set to None any user with group access to the project Manager Authority and role abilities for modifying projects will be able to modify the project If a Project Manager is designated as a project s owner other Project Managers with group access to the project will not be able to modify the project They will see a read only view The creator of the project and any system Administrators are the only ones who can set a project owner and will always be able to modify the project regardless of Journyx 142 Journyx Timesheet ver 8 9_01 143 ownership Project owners cannot change the owner field but they can set the Backup owner field Quick Guide to Project Access Rights Account Type Read Oniy Edit Access Administrator PEET e E o Projeti Crantor Projects created Soo Project Manager Owner Projects in Groups m Project Manager Backup Owner Projects in Groups E E o i Project Manager Non Owner Projects in Groups x l Creator has edit access until a project owner is set Backup owner has edit access for all project fields except the owner field Next specify the status of the project Loggable and
226. iew which managers have employees with outstanding un submitted timesheets Next to the managers and the users and supervisors who report to them you will find various symbols These are explained in the Legend Reporting Users Dev Team Lead Dev Team 2 ead Reporting Supervisors K Dev Team 1 Led K Dev Team 2 Leed No one WhO approves timesheets reports to this user Figure 39 8 Organization Compliance Viewer If you hover over an icon next to a user in the right pane a small window pops up with more information about the sheet status of that user Journyx 124 Journyx Timesheet ver 8 9_01 125 Reporting Users Ace Adams Mark Manager Oliver Onset Polly Project Manager Mh obert Reporter Open sheet for Robert Reporter Click for a menu of actions X Oliver Onset Figure 39 9 Organization Compliance Viewer If you hover over an icon next to a supervisor in the right pane a small window pops up with more information about the sheet status for the users who report to that supervisor Ace Adams Mark Manager Oliver Onset Polly Project Manager Robert Reporter Reporting Supervisors X Mark Manager pier Onset Someone under Oliver Onset has not had ther sheet approved Click to view their reporting users and organization Click for details Figure 39 10 Organization Compliance Viewer Journyx 125 Journyx Timesheet ver 8 9_01 126 If you click the icon next to a user i
227. ification screen for the base reports in a new window This will allow you to tailor the data contained within the base report in question and thereby control what data is shown in this Total Cost Report Show or Hide Base Reports Journyx 245 Journyx Timesheet ver 8 9_01 246 The system can be configured to display or hide the base reports for the Total Cost Report on the output screen Simply select yes or no for both the Time or Rate Report and the Expense Report that are serving as the base reports and the system will either display or hide those reports Pay and Bill Rate Origins Total Cost Reports calculate values for payroll and billing by multiplying the hours worked by employees by the pay and bill rates contained within the system Both projects and users can have pay and bill rates and these options allow you to specify which rates should be used within this particular Total Cost Report The possible choices are User The system will use the user s pay or bill rate If the user has no pay or bill rate the system will not calculate a value for the user in question and will display a dash for that user s records Project The system will use the pay and bill rates associated with the project in question If the project has no pay or bill rate the system will not calculate a value for the project in question and will display a dash for records associated with that project Greater The system will use the greate
228. igation menu Withhold this access ability when you do not want users to run reports Displays the Time Entry tab in the navigation menu Withhold this access ability when you do not want users to log time entries The Corrections Expense role ability provides the user to whom this role ability has been assigned with the ability to make adjustments to previously approved Expense Entries Changes can be made to expense records created by any user within the Timesheet database The Corrections Mileage role ability provides the user to whom this role ability has been assigned with the ability to make adjustments to previously approved Mileage Entries Changes can be made to mileage records created by any user within the Timesheet database The Corrections Time role ability provides the user to whom this role ability has been assigned with the ability to make adjustments to previously approved Time Entries Changes can be made to time records created by any user within the Timesheet database The Mileage Conversion Controller role ability provides users whose role contains this role ability with the ability to create and modify Mileage conversion tables The Currency Conversion Controller role ability provides users whose role contains this role ability with the ability to create and modify Currency conversion tables The DC Expense role ability provides access to Disconnected Client Expense Entry forms for users whose role has been assig
229. igned to Groups Group Memorized Entry management is located under Management gt Memorized Entries gt Group Memorized Entries see figure 23 5 Management Memorized Entries Group Memorized Entries Z Search Le ae Search Results Showing 1 2 of 2 Groups Results Per Page 10 Go Description All Objects All group 1 users 0 selected Select All Results Per Page 10 iz Go Figure 23 5 Group Memorized Entries main page To create a Group Memorized Entry you must first select the group for which you would like to create the Memorized Entry Specify the search criteria for Groups in the main Group Memorized Entries screen and click the Search button The search results will be displayed below the criteria Select the Group by clicking on the Group name This will direct you to the Memorized Entry management screen see figure 23 6 Management Memorized Entries Group Memorized Entries Create Group Memorized Entry Memorized Entries are commonly recurring tasks that are displayed automatically in users sheets Select a memorized entry type Time iE Group Project Activity Pay Type Bill Type Comment Groupi kE 9 root E apm A aF A aE A The Group selection dropdown should only require a value selection if the Group column is included for tracking on your time entry screen Journyx 180 Journyx Timesheet ver 8 9_01 181 Figure 23 6 Group Memorized Time Entries To create a Memo
230. il Address field you can use the tag lt Email Address gt Please note that if you have renamed any of the default custom fields such as renaming Email Address to E mail then you must use the renamed field name in the tag If the user does not have a value set for that Custom Field then the tag will be replaced with a blank value Any custom field with the same name as one of the standard tags mentioned above will be ignored Any custom fields with Visibility set to Hidden will not show up The user must also be assigned a role that is allowed to report on the custom field Alternatively you may also create a new Time Entry Screen by copying the attributes of an existing Time Entry Screen at the top right corner of the screen see figure 1 2 Once copied you then only have to change the attributes that will be unique to the new Time Entry Screen To modify an existing Time Entry Screen simply click the name of the Time Entry Screen from the main Time Entry Screen page located under Configuration gt Entry Screens gt Time Entry Screens see figure 1 1 To delete a Time Entry Screen check the entry screens to delete and click the Delete button see figure 1 1 Punch Screens Punch Entry Screens is located under Configuration gt Entry Screens gt Punch Entry Screens see figure 1 3 Configuration Entry Screens Punch Entry Screens A Punch entry screens allow users to log the commencement and completion of a single task
231. ile uploads users will not see the button or have the option to upload documents to specific records In this same group of settings you can also select the file types that are allowed for upload Images and PDFs PDFs only or Images only There are also certain checkbox options that are related to entry screens For example you may not want to display long project descriptions in dropdown selection boxes as it will affect the layout of users entry screens Excessively long descriptions can shift other columns sometimes out of immediate sight of the user You can also opt to display the Project tree within the dropdown selection By clicking the Projects in the dropdown selection you can expand and collapse the Project tree You are also given the ability to use Entry Field Notes which are different from Comments that can be associated to a task Journyx 57 Journyx Timesheet ver 8 9_01 58 Entry Field Notes allow users to apply a comment to a specific expense entry for a particular day Default values can be chosen for all the column headers and a default comment may be specified This default comment is only used as a default in the event that the column is not displayed hidden on a user s expense entry screen Otherwise the default comment is derived from the user preference The system also allows you to attach your own custom HTML to the header and footer of the Expense Entry Screen This feature should be reserved for administrato
232. imesheets you can see a summary of what is awaiting your approval in the Approvals menu see figure 26 1 Time Approvals is located under Approvals gt Time Approvals see figure 26 2 rov Y Reports v Dashboard v Leave y Management v g n Compliance Time Approvals 5 you would like to perform Then specify the search criteria for the times Expense Approvals 2 i ee Project Approvals e View sheets waiting for my approval O View all sheets O View sheets waiting for my backup approval Figure 26 1 Approvals menu Journyx 196 Journyx Timesheet ver 8 9_01 197 a Time Approvals iz Select the type of time approval you would like to perform Then specify the search criteria for the timesheets you wish to approve Search View sheets waiting for my approval O View all sheets O View sheets waiting for my backup approval Search Results Showing 1 3 of 3 Users Results Per Page 10 H Go Full Name Username Period Total Amount Status Sheet History 07 18 2010 07 24 2010 DEAE PORE Submitted to pmi for Approval Sheet History 07 18 2010 07 24 2010 i i hi Hi esl iach faba eno Submitted to pmi for Approval Sheet History 07 25 2010 07 31 2010 view with rate report Submitted to pmi for Approval Sheet History 0 selected Select All Results Per Page 10 r Go Reason for rejection Limited to 200 characters Figure 26 2 Approving Timesheets From this s
233. in which Groups to assign the Custom Role to whether to remove the selected users previous roles and whether the role will be able to view all Custom Fields in reports When finished click the Create button To modify an existing Custom Role make the changes on the main Roles Management screen and then click the Modify button see figure 4 1 To delete a Custom Role select the Custom Role to delete from the main Roles Management screen and click the Delete button see figure 4 1 Journyx 85 Journyx Timesheet ver 8 9_01 86 Search Fields Search Management is located under Configuration gt Search Fields see figure 5 1 Configuration Search Fields B The Search Fields screen determines which options show up in search forms throughout the rest of the system User Available options Options to appear in search form User Custom Field Employee Type Project User Custom Field User Bill Rate Type Group User Custom Field User Pay Rate Type Project Available options Options to appear in search form Project Custom Field Priority Group Project Custom Field Project Bill Rate Type Status Project Custom Field Project Bill Type Project Parent Project Custom Field Project Pay Rate Type 4 Project Custom Field Project Type E Entry Available options Options to appear in search form Columns Source Custom Field Reimbursement Status Add gt Group Pay Type Custom Field Allocation Exempt Status Re
234. in1 create Figure 24 3 Sub domain management The system does not currently support the deletion of sub domains However if your organization has created a sub domain that must be removed from active use there is a method for effectively removing sub domains From the main Domains screen create a new sub domain administrator account for yourself in the sub domain to be removed Logout and login to the sub domain to be removed using the new domain administrator account created Modify all user accounts for the sub domain to be removed by setting each user account to hidden status Logout of the sub domain Every user who has been set to hidden status will no longer be able to access the system Once a user has not accessed the system for 30 consecutive days he will be effectively removed from the system and will no longer count against the number of users for which your organization purchased a license key After this thirty day period the sub domain in question is effectively deleted Journyx 188 Journyx Timesheet ver 8 9_01 189 Leave Journyx 189 Journyx Timesheet ver 8 9_01 190 Leave Requests Leave Requests allow you to view and manage users requested time off Users are able to request leave under Leave gt My Requests where they can specify the dates and hours per day that they wish to request off They can also select a Project Task Pay Type Bill Type and Comment If you have the system configured to r
235. ing REPOMMS isenimin isean a a eie aa rde iaa aena COPYING RE PORES siran vitccnsivawdehes vadcunsbwiedensewalennadaandebas cadeves wae dencnvavencsdaestekencaddneatyeees REMOVING REPOMS wriesieeheeieehesieenn entra en men EEEPC EE EEEN EEEN EE tren N ENEON EE EEES ence User Functionality 0 0 ln I NON I Anor GEE Ents TIME ERGY eiri orien nra oer ra a rE data Ra a DNE DEEE EE E E irana Managing Time Entries Searching For and Selecting a Project Memorized Entries Memorized Sheets Time In Out Project Entry Notes View Time Report Sheet History Accruals Submitting Timesheet for Approval Time Entry Corrections Historical Timesheets Requesting Leave Leave Request Management Stopwatch Entry EXPENSE Entity erraien iana E EE EEN E E E E E EE EENE Managing Expense Entries Searching and Selecting Project Memorized Entries Project Entry Notes Sheet History Attaching Expense Receipts Uploading Expense Records Submitting Expense Sheet for Approval Expense Entry Corrections Historical Expense Sheets Journyx 4 275 Journyx Timesheet ver 8 9_01 5 Mil age ENGR wcesccctoideroeecdureetenieeneseaegeasisiamsirenedenansienein ET DS Managing Mileage Entries Searching and Selecting Project Memorized Entries Project Entry Notes Sheet History Submitting Mileage Sheet for Approval Mileage Entry Corrections Historical Mileage Sheets Jour
236. inue through to completion Next select the Primary Approver s and Backup Approver s for the Approval Plan Selection of a Backup Approver is optional A sheet will be directed to the Backup Approver only if the Primary Approver has not taken any action on the sheet submitted for approval The system allows you to select as many levels of Primary Approvers and Backup Approvers for each Approval Plan as you like You may choose to select each Primary Approver by either the Username or Full Name These dropdowns are dependent on one another so as you select a name in one dropdown the other will dynamically update itself To add more approval levels to this Approval Plan you must first save the Approval Plan by clicking the Save button Once saved the screen will refresh allowing you to select an additional level of Approvers and Backup Approvers To remove an approval level simply check the respective Remove checkbox and click the Save button This will refresh the Approval Plan screen with the approvers having been removed To change the order of approvers within the Approval Plan change the numbers in the Order text boxes to the left of each approver s name to reflect the new order of approvers If you need to change only one approver level you may use a decimal number to make the change The same processes apply when creating Expense and Mileage Sheet Approval Plans Once a Sheet Approval Plan has been created you can go to ManagementApproval P
237. ioning from MS Project desktop to MS Project Server Journyx recommends you turn this setting on In this case Projectlink will not be able to locate the corresponding ini file on its own If this option is checked the synchronizing user will be warned that the project does not exist in Journyx and asked whether this is the first synchronization If this option is not checked the user will be prompted to enter the jxid of the file This jxid resides in the ini file originally associated with the initial synchronization For more information about Projectlink see the latest version of the Projectlink User Manual Allow MSP Admins to create or modify user attributes This option determines whether or not users with the MSP Admin role can create and modify other users in the Journyx system using Projectlink sync with MS Project If this option is Journyx 24 Journyx Timesheet ver 8 9_01 25 enabled MSP Admins can create users or modify any matching custom fields by making changes in MS Project and syncing them to Journyx If this option is disabled MSP Admins will only be able to associate users in MS Project with existing users in the Journyx system MSP Users abilities to modify existing users are also subject to this setting with the exception that they can never create users Take Project Approvals into consideration when returning entries to MSP and QuickBooks This option ensures that records that area approved via a Project Approv
238. is a report that is run exactly once on a specific day at a specific time The only settings required for a One Time report are the date and time at which you wish the report to run When scheduling a One Time report simply indicate the date of the report in the Start Date text box and select a time for the report to run on that date using the Run Time of Day dropdown Daily Daily reports are reports that are scheduled to run at a specific time on a daily basis When scheduling a Daily report you will need to select whether the report is to run every day or on weekdays only Additionally you will need to select a time for the report to run on that date using the Run Time of Day dropdown Weekly Weekly reports are reports that are scheduled to run once a week on a specific day of the week Weekly reports may be set to run on one or more days of the week each week When scheduling a Weekly report you will need to indicate which day s you want the report to run by selecting the day s in the Schedule Options section To select more than one day ctrl click or shift click the individual days you want to select Additionally you will need to select a time for the report to run on that date using the Run Time of Day dropdown Bi Weekly Bi Weekly reports are reports that are scheduled to run every other week on a specific day of the week Bi Weekly reports may be set to run on one or more days of the week each week When scheduling a Bi Weekly repo
239. is the minimum number of characters that will be required for user passwords Number of previously used passwords to block This option will prevent users from creating passwords that are the same as previous expired passwords You can specify the number of previous passwords that users will not be able to recreate Require mix of letters and numbers in passwords This option will force users to only create passwords containing both alpha and numeric characters Require mix of uppercase and lowercase letters in passwords This option will force users to create passwords that contain at least one lowercase letter and at least one uppercase letter It should work across all languages that include this concept including most European languages Some languages e g Arabic Japanese do not distinguish between uppercase and lowercase characters If you enable this setting users will not be able to create a password in those languages unless they also include some letters from a European alphabet Changes to this setting will not take effect until the next time a user changes his or her password Show a password reset link on login screen This option will display a password reset link on all users login screens that users can click in the event that they have forgotten their passwords The user will then be required to specify his her username If an email address exists for that user the system will Journyx 29 Journyx Timesheet ver 8 9_01 30
240. k the Load button This will load all existing Memorized Time Entries that have been assigned to the selected user see figure 23 2 You can make modifications to the entries themselves from within the table When finished click the Save button To delete a Memorized Time Entry select the entries and click the Delete button Similarly to manage Memorized Expense Entries select the Expense type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Expense Entries that have been assigned to the selected user see figure 23 3 You can make modifications to the entries themselves from within the table When finished click the Save button To delete a Memorized Expense Entry select the entries and click the Delete button Similarly to manage Memorized Mileage Entries select the Mileage type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Mileage Entries that have been assigned to the selected user see figure 23 4 You can make modifications to the entries themselves from within the table When finished click the Save button To delete a Memorized Mileage Entry select the entries and click the Delete button Journyx 179 Journyx Timesheet ver 8 9_01 180 Group Memorized Entries Memorized Entries can be created and managed for users and Groups This section discusses Memorized Entries that will be ass
241. king custom fields function as Time Record Fields please see the Custom Fields portion of this manual Total Cost Reports You can create Total Cost Reports which show the total cost of a project or user by combining time expense and mileage data in a single report Total Cost Reports can be created from the main Reporting screen which is accessed via the Reports tab located at the top of each screen in Timesheet Journyx 243 Journyx Timesheet ver 8 9_01 244 7 Report Output Options Select Time or Rate Report Select Expense Report Display Time or Rate Report Display Expense Report Pay Rate Origin Bill Rate Origin Tota Cost Field Is Sum Of Group by Within each group subtotal by Currency Symbol for Display Purposes Only Fields to display in report Available Fields hacen Son fac Hours Expense Cost Remove The Expense Cost field should be displayed as Tne Pay field should be displayed as The Bill Bill 1 eld should be displayed as The Bil 2 field should be displayed as The Bill 3 field should be displayed as The Tota Cost field should be displayed as Figure 28 16 Total Cost Report Journyx 244 Journyx Timesheet ver 8 9_01 245 Date Ranges All reports in Timesheet are designated as either reports that will request a date range or reports that will run for a particular period interval This portion of the report creation screen allows you to select which
242. kly and daily views include the details of each request Journyx 263 Journyx Timesheet ver 8 9_01 264 Leave My Calendar zs View current and declined Leave Requests by day week or month 2010 August Sunday Monday Tuesday Wednesday Thursday Saturday Add 10 11 Add Approved Add Approved Add Approved Add Approved Add Approved 8 00 8 00 8 00 8 00 8 00 25 Add Approved Add Declined 8 00 Add 8 00 Figure 29 13 My Leave Calendar Leave Request Management If you have Manager or Approval Plan authority over other users in the system you will have access to Leave Calendar and Manage Leave Requests under the Leave menu These areas allow you to search for view and approve decline all leave requests for the users in your groups or approval plans Roles with Reporter authority can view the requests for users in their groups but they will not see options to approve or decline them The Leave Management Calendar includes annual and monthly views which show summary information as well as weekly and daily views which include the details of each request Hovering your mouse over the totals for a given day in the monthly view will display the names of the users and the amount of leave they have requested Stopwatch Entry If your administrator has given you access to a Stopwatch screen you can time your work under Time gt Stopwatch Entry see figure 29 14 Stopwatch is an optional timer for users who want to
243. l Group Email Address to Send Report Approve Open Timesheets Approval Group Name Users Last Action Approval Group 1 Iview On Monday July 26 2010 populated 1 timesheet s for 1 user s 1 periods from Sunday July 25 2010 to Saturday July 31 2010 Figure 26 9 Mass approval of users timesheets To execute a Mass Approval of users populated timesheets select the Approval Group whose populated timesheets will be approved and specify an email address to which the Mass Approvals report should be mailed When finished click the Approve Open Timesheets button The system will approve the timesheets for the users assigned to the Approval Group and a report will be sent to the specified email address detailing the results of the Mass Approval This Mass Approval report will display a list of the users affected by the Mass Approval including e The user login of each affected user e The full name of each affected user e The number of timesheets approved for each affected user If any errors are encountered during the Mass Approvals process they will also be reported Potential errors that may be encountered during the execution of a Mass Approval are User does not have an approval plan assigned to him Timesheet will return this error if a target user has not been assigned an approval plan within Timesheet To correct this error simply assign an Approval Plan to the affected user s under User Management Rate Rule Errors Time
244. l Rates for those users You also have the ability to filter for particular users by specifying search criteria and clicking the Search button The search results will be displayed under the search criteria If a rate is shown as having a minimum of check to see if an hourly Pay Rate and Bill Rate has been assigned to that user under Management gt Users gt User Management These settings will be located in the Custom Fields section when managing a specific user Without an actual hourly Rate assigned to the user s the system cannot effectively determine what the minimum and maximum values are for each particular rate category If the rates displayed on the Rate Check screen appear to be excessively high or low you may need to modify any Policies that are associated with users who are shown to have these suspect rates Remember modification of rates by Policies is subject to standard mathematical rules as well as the order in which they appear in each Policy The Rate Check screen indicates which Policy is assigned to each user and provides a link to edit the Policy Rate Reports Rate Reports is located under Reports gt Rate Reports You can also click the Rate Reports link located at the top of any Rates Rules or Policy screen Rate Reports display the pay rate bill rate amount paid hours worked and the Rule that was applied to each user s time records in the report see figure 3 6 Journyx 73 Journyx Timesheet ver 8 9_01 74
245. lans and choose the modify option for the Approval Plan type from the navigation menu to modify Journyx 166 Journyx Timesheet ver 8 9_01 167 it On the main Approval Plans screen for each type you will see a list of existing Sheet Approval Plans see figure 21 1 Furthermore you can view the number of approval levels under the Levels column To view a list of users that have been assigned to the Approval Plan click the respective number under the Users column This will launch a pop up window containing the assigned users see figure 21 4 To manage an Approval Plan simply click the name of the Approval Plan This will direct you to the Approval Plan Management screen 000 Time Approval Plan System Report Time Approval Plan System Report Time Approval Plan System Report Time Approval Plan User Login User Full Name Approver Login Approver Full Name Time Approval 1 ul l u pmi 1 pm Plain Text u2 2 u Figure 21 4 Assigned users To delete Approval Plans select the Approval Plans and click the Delete Plan button from the main Approval Plans screen see figure 21 1 Sheet Approval Plan Email Settings Each Sheet Approval Plan has Email Settings associated with it see figure 21 3 and 21 5 Email Settings is located in its own collapsible section in the Approval Plan Creation and Management screens In order for Email Settings to be enabled globally for all Approval Plans you must specify the time of day that these e
246. ld exercise caution when using this Button especially if you are using one of the system s approval processes In general the Commit button is used to approve individual records when no formal workflow approval process is being used Clicking this button will close the current report and return you to the Main Report Menu where the system will display a green text message confirming the number of records that were committed The Commit button is displayed in reports based on a system setting to show or hide the button If Sheet Approval Plans are in use Journyx does not recommend using the Commit functionality in conjunction with workflow approvals Journyx 216 Journyx Timesheet ver 8 9_01 217 The Future Period Button Clicking this button will make the timeframe of the report move forward in time one period Period is defined as the period selected in the report Therefore if the period is a month the report timeframe will move forward in time one month Clicking the Button again will move the report timeframe forward another period HTML Printable Reports The second standard report output format is the HTML Printable report This format which is easily viewable on screen is designed to be printed The look and feel of the product has been stripped away in this report format leaving a simple table appearance To print a report in this format simply use your browser s Print function The report will be printed as it appears o
247. lds displayed in report User Activity Pay Type Time Record Fields Bill Type User Project ie Froe omment Project Description Remove Activity Activity Description v Mi Show users s column names from Entry Screen Configuration Figure 28 13 Line Item Options The most versatile report type Line Item reports provide you with the ability to show many details associated with the individual item for which you are reporting Journyx 239 Journyx Timesheet ver 8 9_01 240 The options specific to Item Reports are Subtotal Period This option specifies the length and period to use as the Subtotal Period for the report The Subtotal Period determines the timeframe that the system will use when calculating subtotals Within Subtotal Period Subtotal By Attribute Use this option indicates which item User Task etc to subtotal by Only Show Rows Associated With Attribute Subtotal if Amounts Are Use this option to limit the results returned by the report The report can be configured to show only records that meet the rule you establish in this section You may choose from greater than less than and equal to the amount you enter in the textfield Show Grand Total This option will display a grand total of all subtotals that are displayed in the report Show Zero Days and Zero Subtotals This option determines whether the report will display subtotals that equal 0 in value
248. le and Reportable 146 Pl Task 2 Loggable and Reportable E Task 1 for Project 1 100 00 RE Q Project 1 B Q Dev Team 1 Lead C Updete all descendants with owner changes af None 0 00 P1 Task 1 has 0 Projects directly under it Create a new child Project Group 1 Group 2 0 ZZ SELF admini 4 ZZ SELF ceo C Add this Project to all new Groups meredith meredith Modify Entry Column Dependencies Modify Project Approval Settings Pi Task 1 f Hourly AH Figure 18 5 Project compare and modify Task 2 for Project 1 150 00 LE Q Project 1 E Q Dev Team 1 Lead B C Update all descendants with owner changes A None B 0 00 P1 Task 2 has 0 Projects directly under it Create a new child Project Group 1 Group 2 0 ZZ SELF admini a ZZ SELF ceo oa C Add this Project to all new Groups meredith meredith Modify Entry Column Dependencies Modify Project Approval Settings Pl Task 2 Hourly A You can only manage Project Dependencies and Project Approval Plans from the Project Modification screen of an existing Project The system allows your organization to delete unused or obsolete projects under certain circumstances A project that has never had any time expenses or mileage logged against it may be deleted from the database and thereby removed from use However if a project has ever been used as part of a time e
249. le will be applied to You can select the Projects Tasks Pay Types and Bill Types for which this Rule will be applied You may use shift click and ctrl click functionality to select multiple items The Day and Date settings are mutually exclusive so you need only make selections from one of these fields for each rule You can add more than one date to the Date field for a single rule by selecting the date from the calendar and clicking on the Add to Day List button Additionally you have Optional Actions that can be assigned to the Rule You can have the timesheet rejected if any hours meet the conditions of the Rule This is known as a Rejection Rule You can also have the Target hours accrue to one of the user s Accrual Types if any hours meet the conditions of the Rule When finished click the Save button Alternatively you may create a new Rule by clicking the respective Copy button on the main Rule and Policy Management screen This will direct you to the Rule Creation screen with the parameters and definitions pre populated from which point you can create a new Rule To modify an existing Rule click the respective Edit button on the main Rule and Policy Management screen see figure 3 1 This will direct you to the Rule Management screen where you can make the necessary modifications To delete an existing Rule click the respective Delete button on the main Rule and Policy Management screen see figure 3 1 Policy Management Po
250. lease Select Forms and Time Periods Select All Timesheet Expenses Mileage Period 8 E3 Sunday July 18 2010 to Saturday July 24 2010 o Sunday July 25 2010 to Saturday July 31 2010 Sunday August 1 2010 to Saturday August 7 2010 Sunday August 8 2010 to Saturday August 14 2010 0 0 0 Sunday August 15 2010 to Saturday August 21 2010 o Sunday August 22 2010 to Saturday August 28 2010 o Sunday August 29 2010 to Saturday September 4 2010 o Sunday September 5 2010 to Saturday September 11 2010 Send your email to meredith journyx com Request Forms Figure 16 2 Disconnected User Form Management screen The bottom portion of the Disconnected User Form Management screen allows you to request Disconnected User forms for time expense and mileage entry as well as the offline project creation form for different periods Additionally this section allows you to specify a different email address for the user when requesting forms Entering an email address is only required if the email address is different from the one that is assigned to the user in Custom Fields Select the timesheets expense sheets and mileage sheets to request for the user for the given periods The available periods are the ones that have been created by the system administrator If the user has been given the ability to create projects you may also opt to request the offline project creation form When finished c
251. lect the Expense type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Expense Entries that have been assigned to the selected users see figure 23 3 Click the Create New Memorized Entry button This will load a blank Memorized Expense Entry where you can select the Project Expense Code Source Currency and Comment You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank When finished click the Save button The Memorized Expense Entry will then be assigned to the selected users Management Memorized Entries User Memorized Entries Create User Memorized Entry Memorized expense entries are commonly recurring entries displayed automatically in user expense sheets This new memorized entry will be inserted into your expense sheets Select a memorized entry type Expense 3 User Project Expense Code Source Currency Comment 1 u kg froot B Q Any A afany iz Qf Any B Figure 23 3 User Memorized Expense Entries Journyx 178 Journyx Timesheet ver 8 9_01 179 To create a Memorized Mileage Entry select the Mileage type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Mileage Entries that have been assigned to the selected user
252. lect the Custom Fields to delete from the search results and click the Delete button see figure 2 1 Policies and Rules Policies and Rules management is located under Configuration gt Policies gt Manage Rules and Policies see figure 3 1 Journyx provides a robust engine for creating and applying complex payroll and billing rules that can be applied to time tracked by users Policies and Rules are at the very heart of the Journyx 65 Journyx Timesheet ver 8 9_01 66 Rates amp Rules Module of system Administrators can create Rules that affect how time is handled for payroll or billing purposes These Rules are then combined into a Policy which can be assigned to users Once a Policy has been assigned each user s time and billing is processed appropriately according to the Rules within the Policy Configuration Policies Manage Rules and Policies Es Rules determine the hours that will be flagged for calculation or rejection on users timesheets Policies are made up of rules with designated pay rate and billing calculations Policies must be assigned to users before rules can be applied Rules amp Policies Policy Assignment Rate Check Rate Reports Manage Rate Rules Type Context Edit Copy Delete Daily Overtime JxRule RateFlow Edit Copy Delete Create a Rate Rule Type Context Copy Delete Create a Policy Figure 3 1 Rules and Policies main page Manage Policies For the Rates amp Rules M
253. licies can be managed under Configuration gt Policies gt Manage Rules and Policies see figure 3 1 On this main screen you can view all existing Rate Rules and Policies A Policy is a logical grouping of Rules that is used to apply the rules to users hours for payroll and billing purposes Each Policy provides options to make rate modifications for payroll as well as the potential for up to three unique billing rate modifications Each user can have only one Policy assigned to him her Therefore Policies should be designed and assigned keeping this in mind since this would affect which Rules are assigned to a Policy To create a new Policy click the Create a Policy button located under all the existing Policies This will direct you to the Policy Creation screen see figure 3 3 Here you can set up all the parameters that define a Policy Journyx 68 Journyx Timesheet ver 8 9_01 69 Name the Policy Name of Policy Description of Policy Pay Rate Origin Bill Rate Origin Assign Rules to a Policy Payroll Payroll Billing Billing Billing Billing Billing Billing Edit Order Rule Adjustment Adjustment Adjustment Adjustment Adjustment Adjustment Adjustment Adjustment Type Amount Type 1 Amount 1 Type 2 Amount 2 Type 3 Amount 3 4 select g none none E none E none gt PEESESEEESeEes preerererrerre perererreerrre eESeerererrrer 4 select H none none H none B none EZ select
254. lick the Request Forms button The system will display a page confirming the details of the request such as email address of user batch number sheet and period and total attachments and successful transmittal of the email Journyx 113 Journyx Timesheet ver 8 9_01 114 Disconnected User Experience Forms are sent to Disconnected Users as attachments in a single email message The forms themselves are HTML files that simulate actual Timesheet pages Each form s data is stored in a unique cookie that is saved on the computer to which they are sent Once the email containing the offline forms has been received the user can open each form in the web browser of his choice and begin to enter data While it is perfectly acceptable to launch the forms directly from an email client Journyx recommends saving each form attachment to the hard drive and working with the forms locally This process prevents possible data loss due to unanticipated loss of email or interruption of connectivity Furthermore if your organization uses the IMAP mail protocol saving the email locally guarantees that the attachments will be available offline as well Disconnected User Time Entry The Disconnected User Time Entry Form is quite similar to the standard online Time Entry Screen It uses the assigned time period and will display only those Projects Tasks Pay Types and Bill Types that the user is allowed to see based upon Group membership The process of entering
255. licking on the yellow arrow opens up a single level of the hierarchy which will show the descendants underneath the selected project If a project has more than one level of descendants child and grandchild subprojects a blue arrow icon will also be displayed next to the project see figure 18 1 Clicking on the blue arrow icon displays all levels of the hierarchy below the selected project After expanding a level you may collapse a level by clicking the respective yellow arrow icon again Please note that choosing a sorting method other than the default applies to the current page view only Leaving the main Project screen and returning later will reset your view to the default sorting method Batch Modification In addition to making modifications to projects by clicking the name or using the Compare and Modify feature you have the ability to make batch modifications at the bottom of the main Projects screen see figure 18 1 and 18 6 Batch modification allows you to efficiently make modifications to several projects at once instead of having to load each project separately You are able to change the Group affiliation status and parent of multiple projects at once To modify existing projects using the batch modification feature specify the search criteria for the projects on the main Project screen and click the Search button The search results will be displayed below the criteria From the search results select the names of the
256. licking the Projects in the dropdown selection you can expand and collapse the Project tree You are also given the ability to use Entry Field Notes which are different from Comments that can be associated to a task Entry Field Notes allow users to apply a comment to a specific mileage entry for a particular day Default values can be chosen for all the column headers and a default comment may be specified This default comment is only used as a default in the event that the column is not displayed hidden on a user s mileage entry screen Otherwise the default comment is derived from the user preference The system also allows you to attach your own custom HTML to the header and footer of the Mileage Entry Screen This feature should be reserved for administrators who are knowledgeable about code otherwise the custom HTML may adversely affect other sections of the Mileage Entry Screen The available tricky tags are given below along with the system information that the tricky tag will display You must type the tag exactly as shown including capitalization lt Tricky Tag gt System Information Displayed lt Name gt Displays the login ID of the active user lt Authorization gt Specifically for use by the Journyx Professional Services team lt Reserved gt Specifically for use by the Journyx Professional Services team lt Number of Input Records gt Displays the number of blank rows that appear on this time entry screen for
257. link to create additional sets of holidays Entry Row Holiday Schedule EU Holidays Holiday Date US Holidays Hours Holiday Name Project Activity Pay Type Bill Type 07 21 2010 8 root E A Clericai ES A Family Leave F Q Bilabe 8 Figure 9 2 2 Holiday Creation Journyx 99 Journyx Timesheet ver 8 9_01 100 The Holiday Schedule field will determine which schedule s the new holiday will be added to The Holiday Name field will populate the Comment or renamed text field on the users Time Entry screens Time Entry columns on this screen will respect Project Dependencies if any exist however there is no filtering of the selection lists for Group accessibility because any given holiday can be assigned to more than one Group When finished selecting the new holiday details click the Save button or the Save and New button if creating more than one holiday entry To delete a holiday select the entry to delete from the search results and click the Delete button see figure 9 2 1 When assigned to a user s Group holiday entries are loaded in the Time Entry screen when the user first views the period While the entry is not in an approved state it will continue to be reloaded if the user changes the hours or details of the entry As a result a user cannot remove a holiday entry assigned via Groups Holiday Management Holiday Types is located under Configuration gt Holiday Schedules gt Manage Holiday Sc
258. ll 2 and Bill 3 fields associated with a Rate Report if that Rate Report is chosen as one of the base reports for this Total Cost Report Groups Records By This option allows you to specify whether the records contained in this Total Cost Report should be grouped by project or by user The grouping method you choose here will allow you to see the total cost associated with either the project as a whole or on an individual user basis Subtotal By You may or may not choose to display subtotals in this Total Cost Report If you choose to show subtotals you should choose the other value from the previous option For example if you are designing a Total Cost Report that will group by project and you would like to include subtotals you should choose subtotal by user for this option Currency Symbol This option allows you to specify a currency symbol that will be used in this report only this setting will not affect currency conversions for this or any other report or function You may include ASCII characters etc as well as HTML entities amp yen for etc Alternatively you can also use the commonly recognized three character abbreviation YEN USD etc for the currency represented by the values in this report Regardless of which method you use this field may contain a maximum of 6 characters Please note that currency symbols entered as HTML entities will appear as they are typed i e amp yen in plain text versions of t
259. ll be able to report on direct subordinates as well as subordinates lower in the hierarchy If this setting is disabled supervisors will only be able to report on their direct subordinates New users have access to all entry field values until reassigned to a group with more limited access This option will allow new users to have default access to all projects and entry field values in the system by automatically assigning them to the All group Check this option only if there will be no varying levels of access between users of the system If you will require users to have different levels of access to field values such as projects do not check this option If this option is not checked you must specify a group assignment when creating a new user Otherwise the new user will be created with the status hidden and will not be able to login to the system until the user has been returned to active status by assigning him her to a group or groups Allow users to create new projects This option will allow all users regardless of role assignment to create new projects from within the project management section of the software Allow the All group to be modified This option allows complete modification of the All group which by default contains all of your organization s projects users roles clients tasks pay types bill types expense codes sources currencies reasons vehicles measurements time entry screens Journyx 27
260. ly rename these system objects using import files rather than changing each system object manually This is especially helpful when you want to avoid duplication or need to make numerous name changes In the import file create a new column labeled NewName immediately after the column containing the system object whose name s need changing The old name should be in the PrettyName or ProjectName column depending on which import tool you are using The new name should be in the NewName column and in the row cell to the right of the old name Finally you should always backupdb your Timesheet database before you begin importing files especially into your production environment The backupdb is a proprietary Timesheet backup file that contains everything necessary to replicate your environment on a different server Backupdb is the command you will run at the Timesheet Command Line prompt and it will generate a zipped file with the jx extension If your Timesheet server is a Windows computer then you will have to login to the server to perform the backupdb On the server click Start Programs Journyx Timesheet and then Timesheet Command Line Prompt A DOS window will appear You are now at the Timesheet command prompt and can run the backupdb command to generate the file If your Timesheet server is a Unix computer then you will have to login to the server and su to the account that Timesheet is running under Find your
261. mails are to be generated under Configuration gt System Settings gt Approval Plans in the Approval Email Settings table You must also have your mail server settings configured under Configuration gt System Settings gt Server and Email Journyx 167 Journyx Timesheet ver 8 9_01 168 V Approval Email Configuration for Plan Time Approval 1 Journyx ProjectXecute Text Substitution Tags Explained Enable user notification of rejection No A Subject line for user rejection notification lt ufn gt s lt type gt sheet for period lt prd gt has been reason lt reason gt Message to be sent to the user if this sheet is rejected Enable user notification of approval Subject line for user approval notification lt ufn gt s lt type gt sheet for period lt prd gt has been Message to be sent to the user when a sheet is approved Enable approver notification of submit No B Subject line for approver notification lt type gt sheet user lt uid gt period lt prd gt approval A lt type gt sheet had been submitted for your approval by user Message to be sent to the approver when queued for approval Enable approver notification of resubmit No H Subject line for approver notification of resubmit REJECTED lt type gt sheet user lt uid gt period lt prd A lt type gt sheet had been resubmitted for your approval by Message to be sent to the approver when queued for approval from resubmit
262. meredith meredith None None None None root root root root root Clerical Clerical Clerical Clerical Clerical Family Leave Family Leave Family Leave Family Leave Family Leave Billable Billable Billable Billable Billable 2 u u2 E 4 00 Pending root Clerical Family Leave Billable Reason Figure 24 2 Leave Calendar weekly view Journyx 191 Journyx Timesheet ver 8 9_01 192 Leave Leave Calendar View current and declined Leave Requests by day week or month 2010 August Week2 lt gt Wednesday August 11 2010 Wednesday August 11 2010 Status with Comment User Hours Comment Project Activity Pay Type Bill Type C Pending 2 u u2 4 00 root Clerical Family Leave Billable Approved by meredith 1 u u1 8 00 root Clerical Family Leave Billable None xs om Reason Figure 24 3 Leave Calendar daily view On the daily or weekly views you may decline a Request by selecting the Requests and clicking the Decline button see figure 24 4 This will prompt a pop up window allowing you to specify a reason before declining the Leave Request see figure 24 5 Similarly you may select the Requests to approve and click the Approve button If you wish to make a comment with the approval select the Requests to approve and click the Approve and Comment button This will prompt a pop up window allowing you to specify
263. mesheets You may specify a different name for the Group field The new name will be displayed in place of Group on users timesheets when they track time for projects Journyx 10 Journyx Timesheet ver 8 9_01 11 Task time entry field name Task is the default name suggested for this tracking field that may be included in timesheets You may specify a different name for the Task field The new name will be displayed in place of Task on users timesheets when they track time for projects Pay Type time entry field name Pay Type is the default name suggested for this tracking field that may be included in timesheets You may specify a different name for the Pay Type field The new name will be displayed in place of Pay Type on users timesheets when they track time for projects Bill Type time entry field name Bill Type is the default name suggested for this tracking field that may be included in timesheets You may specify a different name for the Bill Type field The new name will be displayed in place of Bill Type on users timesheets when they track time for projects Comment time entry field name Comment is the default name suggested for the textbox on timesheets You may specify a different name for the Comment field The new name will be displayed in place of Comment on users timesheets when they track time for projects Expense Sheet Settings V Expense Sheet Settings Expense Code expense Expen
264. mments for each entry are not critical to your organization you should check this option Number of entry rows that trigger date display across bottom of grid min 3 This option allows you to specify the minimum number of entries in a user s sheet that will trigger the date to be shown at the bottom of the sheet Dates are already shown by default at the top of all entry screens However when users have a significant number of entries in their sheets they tend to lose sight of the dates when scrolling down Setting the dates to display at the foot of the sheet allows users to see the dates associated with each entry field Project Notes associated with entry records can be modified Journyx 9 Journyx Timesheet ver 8 9_01 10 This option allows you to decide when project notes can be modified Always will allow the note to be modifiable regardless of the state of the record or sheet Never will never allow the note to be modified once created Depends on the state of the record will only allow the note to be modified when the record is in particular states For this last option if the record is in a status of open or rejected the project note can be modified If the record is in a status of submitted or approved the project note will not be modifiable Default comment for all sheets This option allows you to specify a default comment that will appear on every entry of users timesheets expense sheets and mileage she
265. mns Column Order Column Name Default Value Group All Project LE A root W pee a oie Pay Type a other 9 Bill Type A Standard O82 20 Comment Figure 1 6 Stopwatch Module modification Journyx 55 Journyx Timesheet ver 8 9_01 56 You can also change the display order and hidden status of the column headers that will be shown to users in the Stopwatch Module Default values can be chosen for all the column headers and a default comment may be specified Alternatively you may also create a new Stopwatch Module by copying the attributes of an existing Stopwatch Module at the top right corner of the screen Once copied you then only have to change the attributes that will be unique to the new Stopwatch Module To modify an existing Stopwatch Module simply click the name of the Stopwatch Module from the main Stopwatch Module page located under Configuration gt Entry Screens gt Stopwatch Modules see figure 1 5 To delete a Stopwatch Module check the Stopwatch Modules to delete and click the Delete button see figure 1 5 Expense Entry Screens Expense Entry Screens is located under Configuration gt Entry Screens gt Expense Entry Screens see figure 1 7 Configuration Entry Screens Expense Entry Screens B Expense Entry Screen configuration allows you to customize expense sheets for your users Entry Screens Name Add to all new groups Preview Expense Entry Grid CA Yes Preview Sc
266. move Figure 5 1 Search fields management Search Fields allow you to specify which fields users can select as criteria when searching for the following objects Users Projects Tasks Pay Types Bill Types Expense Codes Sources Currencies Reasons Vehicles and Measurements You can allow different criteria to be specified when users search for different objects For each of the system objects mentioned above you can select from the list of available search options and place them in the assigned search options by clicking the Add button To remove them simply select the option in the right listbox and click the Remove button You may also use the shift click and ctrl click functionality When finished click the Save button Periods Period management is located under Configuration gt Periods gt Manage Periods Before users can begin logging time expense or mileage the system administrator must first create and assign the Periods that the organization will be using A Period may be thought of as the equivalent to a pay period Although these do not necessarily have to coincide administrators and users typically find it most intuitive if they use Periods that coincide with their pay periods You may also want to create a monthly Period if you bill your clients every month or pay your employees at the end of the month In essence Periods will be assigned to users timesheets expense sheets and mileage sheets which will force them to t
267. n enters 2 minus 2 hours for Project A on Tuesday Buck creates an additive correction entry the same way he would prepare a normal entry by selecting the Project Task Pay Type Bill Type and Comment to be logged To add the missing two hours for Project C Buck creates the record from scratch as though he were entering time normally and enters 2 hours for Project C on Tuesday Buck s timesheet now contains the following records for Tuesday The original 6 hour record for Project A The original 2 hour record for Project B The corrective 2 hour record for Project A The corrective 2 hour record for Project C If Buck has any other corrections to make he should make them now Once Buck has added and subtracted hours as needed from his timesheet Buck should click the Save Corrections button located at the bottom of his screen The corrected timesheet will now flow through the approvals process that a normal new timesheet would follow If further corrections are required the timesheet will either be rejected through the approvals process and returned for direct editing of the corrective entries or the timesheet will need to be accessed for a new round of corrective entries after it has been completely approved Historical Timesheets Your past and present timesheets can be viewed under Time gt Time Sheets gt All Time Sheets see figure 29 11 Here you will see a list of timesheets with their relevant periods You can view the det
268. n given a specific run date the system will generate the report and display it in your browser window If the report has been created to request a date range the system will display the Report Date Entry screen This screen is used to select the dates that will be covered by the report being run The default begin date for reports is the first day of the previous month The default end Journyx 215 Journyx Timesheet ver 8 9_01 216 date for reports is the last day of the current month To change these dates you may either enter a date manually using mm dd yyyy format use the popup calendar by clicking the Calendar icon next to the field or use one of the date shortcuts in the select lists below the fields When running a report that will request a date range you may choose to run the report for either a date range or an interval If you choose to run the report for a date range simply enter the start and end dates that you want the report to cover If you choose to run the report on an interval select the start date for the report and then use the length and interval dropdowns to select the interval that you would like the report to cover Because of the immense variety of default reports that ship with the system this manual does not provide specific information on each report The manual and online help for the system focuses on the processes of using reporting in the system The following sections discuss the various output formats
269. n the Groups that you wish to assign the entry to For the mileage entry specify the Date Project Measurement Reason Vehicle Comment and Mileage Then specify whether the entry will be committed or not When you commit an entry it will be approved and can no longer be modified regardless of whether the selected users mileage sheets are approved or not When finished click the Create button Journyx 134 Journyx Timesheet ver 8 9_01 135 Management Records Create Mileage Entries e Date User Project Reason Measurement Distance Comment Committed Q Q Q a h 07 22 2010 F accounting Useri Croot TE Contract Negotiation gy vendena E m i No E3 Accounting User 2 Create Dev Manager Figure 14 9 Mileage Record creation To modify existing mileage entries for users go to Management Records gt Modify Mileage Entries You must first specify the search criteria for the entries and click the Show button see figure 14 10 From the search results you can select the entries to manage see figure 14 11 Management Records f Modify Mileage Entries A Date Ran User Measurement Status ge esee ZA q a or Qand 07 22 2010 J 1 punchuser root Contract Negotiation Vehicle A J Approved Committed i 07 22 2010 7 Accounting Manager Postsale 0 i Not Aporoved Commitred 0 KI M Accounting Userl k Presale bdi Synchronized Accounting User 2 Sale
270. n the right pane you are presented with a menu of options that you can perform The first 3 of these actions are email actions these require that the users have valid email addresses in their user profile If the users do not have valid email addresses the links are disabled and appear in light grey italics as shown below B Sally Supervisor Reporting Users Ace Adams Mark Manager Oliver Onset Polly Project Manager Open sheet for Robert Reporter Modify this user 1 Figure 39 11 Organization Compliance Viewer The fourth link will open a user s timesheet in timekeeping mode if you have ability to enter time for others If the sheet has been submitted but is not approved you will also see a link to view the sheet in approval mode The last link will opens a user s profile under ManagementUsers gt Manage Users if you have the ability to modify users Organization Compliance Viewer Export The Organization Compliance Export lets you see who is in compliance across the organization in a report format that can be exported edited printed and or distributed To access the Organization Compliance Export go to Approvals gt Compliance gt Organization Compliance and click on the Preview Export Data button Journyx 126 Journyx Timesheet ver 8 9_01 127 Re porovals Compliance Organization Compliance Org Compliance Export Export created on Thursday July 22 2010 Org Compliance Thursday July
271. n the screen This format is particularly useful for keeping hard copies of reports It can also be used by individual employees in conjunction with the My Timesheet report to generate a faxable timesheet Plain Text Exported Reports The system also includes the Plain Text Exported report format which is designed for producing data that can be saved to your computer s hard drive and then imported into another program such as Microsoft Excel for data manipulation When you run a report using the Plain Text Exported the system will display the data as a tab delimited file From the report output screen you should use your browser s Save As command to save this data to your computer By default the file name will have a pyc extension This is simply the name of the file that the system uses to generate the report output You may leave the pyc extension as part of the file name or you may change that extension In any case the resulting file will simply be a tab delimited text file that you may then import Cube Reports Cube Reports contain a dynamic report output form that allows you to sort and view your data Cube Reports make use of Excel Pivot Tables Therefore the computer that you are using to view Cube Reports must have a Windows operating system with Microsoft Office 2000 including the Office Web Components module or later installed Additionally you must use Internet Explorer 5 5 or later to view Cube Reports successfully
272. n will be sent via email to the user Leave Request declined email notification subject This is the subject of the email that will be sent to users when his her Leave Requests have been declined By default it uses Journyx Tricky Tags that automatically pull the manager name based on the sender and the selected recipients Body text for Leave Request declined email notifications This is the body of the email that will be sent to users when his her Leave Requests have been declined By default it uses Journyx Tricky Tags that automatically pull the correct user and manager name based on the sender and the selected recipients Leave Request approved email notification subject This is the subject of the email that will be sent to users when his her Leave Requests have been approved By default it uses Journyx Tricky Tags that automatically pull the manager name based on the sender and the selected recipients Body text for Leave Request approved email notifications This is the body of the email that will be sent to users when his her Leave Requests have been approved By default it uses Journyx Tricky Tags that automatically pull the correct user and manager name based on the sender and the selected recipients The following is a list of Journyx Tricky Tags that are supported in Leave Request emails lt userlogin gt Requesting user login lt userfullname gt Requesting user full name lt useremail gt Requesting user email addre
273. nding the user that that particular form has already been submitted Despite this warning provided by the system users will still be able to submit these forms multiple times Multiple submissions will result in faulty records Please stress the importance of proper form submission practices to all users who will be working with the Disconnected User Module User Passwords User Passwords is located under Management gt Users gt Passwords see figure 11 1 The User Passwords section allows you to reset the passwords for users To reset a user s password first select the user from the dropdown and then specify the new password that you wish the user to have when logging into the system You must confirm the password by specifying it again When finished click the Save button This will reset the user s password to the one that you specified To change the password of another user simply select the name from the dropdown and follow the same procedure Management Users Passwords E3 To change a user s password first select a user Then specify a new password and confirm by typing the password again Select User Q f tyu E New password Confirm new password Figure 11 1 User password modification Journyx 116 Journyx Timesheet ver 8 9_01 Accruals 117 Accruals is located under Management gt Users gt Accruals see figure 12 1 The Accruals section allows you to maintain leave request balances for
274. ned this role ability Note To use any DC role abilities your organization must have purchased the Disconnected Client optional module for Timesheet The DC Mileage role ability provides access to Disconnected Client Mileage Entry forms for users whose role has been assigned this role ability Note To use any DC role abilities your organization must have purchased the Disconnected Client optional module for Timesheet The DC Project role ability provides access to Disconnected Client Project Creation forms for users whose role has been assigned this role ability Note To use any DC role abilities your organization must have purchased the Disconnected Client optional module for Timesheet The DC Time role ability provides access to Disconnected Client Time Entry forms for users whose role has been assigned this role ability Note To use any DC role abilities your organization must have purchased the Disconnected Client optional module for Timesheet The MSProject Sync Admin role ability provides access to the Projectlink synchronization functions of Timesheet The MSProject Sync Admin can create and modify users and projects tasks Note To use Projectlink synchronization your organization must have purchased Projectlink for Timesheet The MSProject Sync User role ability provides access to some of the Projectlink synchronization functions of Timesheet The MSProject Sync User can modify users and projects tasks MSProject 80 Journyx
275. ng entries memorized entries accrual balances Keep in mind that it is easiest to select a group of users with common time periods and sheet configurations If you select users who are assigned to different time periods you will see an entry screen that spans both periods The columns and column names shown on master entry screens are based on the sheet assigned to the timekeeper not the individual users Master Timekeeper is only supported for grid based hours entry Line item and allocation entry are not supported at this time From the search results you have the option to submit several timesheets for approval at once by selecting the appropriate checkboxes under the column labeled T and clicking the Submit Sheets button Checkboxes will only appear in the T column if that user has been assigned to an Approval Plan and the timesheet is eligible for submission i e it hasn t already been submitted or approved Similarly expense sheets and mileage sheets can be submitted for approval by selecting the appropriate checkboxes under the columns labeled E and M respectively and clicking the Submit Sheets button You may also select a combination of users timesheets expense sheets and mileage sheets before clicking the Submit Sheets button Journyx 109 Journyx Timesheet ver 8 9_01 110 To modify a user s timesheet simply click the timesheet period under the Timesheet column This will prompt a pop up window displaying that user
276. ng fields for subject lines and messages accept plain text HTML tags and a selection of tricky tags that pull information directly from the system database The available tricky tags are given below along with the system information that the tricky tag will display Tricky Tag System Information Displayed lt uid gt Displays the username of the user who submitted the sheet for approval lt ufn gt Displays the full name of the user who submitted the sheet for approval lt uem gt Displays the email address of the user who submitted the sheet for approval lt uphn gt Displays the phone number of the user who submitted the sheet for approval lt rjid gt Displays the username of the approver rejecting the sheet lt rjfn gt Displays the full name of the approver rejecting the sheet Journyx 169 Journyx Timesheet ver 8 9_01 170 lt rjem gt Displays the email address of the individual rejecting the sheet lt rjphn gt Displays the phone number of the individual rejecting the sheet lt aprid gt Displays the username of the final approver lt aprfn gt Displays the full name of the final approver lt aprem gt Displays the email address of the final approver lt aprphn gt Displays the phone number of the final approver lt baid gt Displays the username of the backup approver lt bafn gt Displays the full name of the backup approver lt baem gt Displays the email address of the backup approver lt reason gt Displays
277. ns gt Mileage Conversions see figure 7 3 Configuration Conversions gt f Mileage Conversions ww To convert travel distance to Currency specify the distance unit of Measurement conversion rate Currency and date range that the conversion will be effective Search Past Conversion Rates to view history or make adjustments Any A Any R Current Conversion Rates Edit Measurement Conversion Rate Currency Effective Start Effective End Close Rate mi 45 US 01 01 2010 current Close Rate D km 33 US 01 01 2010 current Close Rate Figure 7 3 Mileage conversions main page Before users begin tracking mileage the system administrator should configure the mileage conversions to reflect actual mileage rates Mileage reporting is dependent upon the existence of mileage rate conversions These conversions are used to convert entered miles Journyx 95 Journyx Timesheet ver 8 9_01 96 into expenses that can be included in expense reports by the system reporting engine Each of these mileage rate conversions consists of a unit of distance measurement and a currency The system ships with the following two default units of measurement If your organization uses a different unit of measurement for travel expenses you may create a new unit under Management Field Values the Mile m the Kilometer km The system ships with the following default currencies AU Australian Dollar CA Canadian Dollar CHF
278. nt Obviously certain combinations of length increment are more useful than others After indicating the Length of your new report you must also define a Start for the report The Start tells the system exactly where the report should begin when returning data The system requires either a day of the week or a combination of day of month and a month of year to function A day of the week must be selected for a report that has been configured with a length of one week or less Reports that have been defined with a length of greater than one week must have a combination of day of month and a month of year established Currency Conversion The system allows you to convert the expense values that will be shown in this report to another currency This section of the Report Modification screen allows you to select the currency to which these values will be converted To establish a currency conversion for your new report simply select the output currency you wish the report to use from the dropdown box located in this section Please note that you must have a previously established currency conversion in place for this setting to function properly For more information on currency conversions please see the Expenses and Currencies portion of this manual Primary Expense Filters You can apply certain filters to newly created reports These filters may be used to display specific Projects Users Expense Codes Currencies and Source
279. nted with all the records in your file along with the option to choose individual records and set the Project Expense Code Currency and Comment for each record The Source and Read Only Comment will be automatically included in each entry as a result of the import Once you have selected your records and set all of the details you can click on the Save button This will close the pop up window and your expense sheet will contain the expenses you selected in your qif file Expenses in qif files can only be selected on the expense sheet that corresponds to the same period as the expense record Credit Card Import Select Transactions Import File File To Import Quicken Interchange Format Files qif Browse Ce anaa Import Transactions File Close this Window Figure 30 10 Upload expense records Submitting Expense Sheet for Approval From your expense sheet you can click the Submit for Approval button to submit your expense sheet to your supervisor This button will only appear on your expense sheet if your company is using Approval Plans and you have an approval plan assigned to you Once an expense sheet has been submitted for approval you may not alter any of the expense records contained in that expense sheet Therefore do not submit your expense sheet until you have finished all expense entry for the time period in question For more information on the Approvals process please see the Approvals section of this manual
280. nyx 170 Journyx Timesheet ver 8 9_01 171 Management Approval Plans Manage Time Approval Plans Assign Time Approval To create a new approval plan specify the type of plan and click the Create Plan button You will then be taken to a screen where you can set up approvers and emai settings Note Organization Chart Manager is enabled This feature manages Time Approval plans for you You should not create or edit any Time Approval plans except the Org Time Approval Template which should not be renamed v Select users to assign Search Group Project lis anything lis anything All Pi Task 1 P1 Task 2 Project 1 root Search Results Showing 1 3 of 3 Users Results Per Page 10 9 Name Login Time Approval Expense Approval Mileage Approval pmi Create New Create New Create New ul active Create New Create New u2 ctiv Create New Create New 0 selected Select All Results Per Page 10 Go Select an Approval Plan Time Approval 1 A Assign Approval Plan Figure 21 6 User assignment Alternatively you may assign users from the Approval Plan Creation or Management screen This method is ideal when initially creating an Approval Plan or when making changes to an Approval Plan before assigning users At the bottom of these screens you will notice a Save and Assign Users button see figure 21 3 By clicking this button you will be taken through the assignment process The fir
281. nyx 5 276 277 280 281 283 283 283 284 Journyx Timesheet ver 8 9_01 Configuration Journyx Journyx Timesheet ver 8 9_01 7 System Settings System Settings are found under Configuration gt System Settings These settings apply to the entire system System Information The System Information page displays the basic specifications of your Timesheet installation see figure 8 1 On this page you can see the current version of the product along with the expiration date and the current date You can also view the total number of users the license allows how many users are presently logged in and how many users are presently active in the system An active user is one that is counted against the license Version 8 0 Journyx Timesheet is a product of Journyx Inc Contact Journyx Product Expiration Date Tuesday January 3 2012 Current Date Tuesday July 20 2010 Licensed No of Users 9999 Users Logged in 1 No of Licenses in Use 2 Licensed No of DC Users Unrestricted Licensed No of MS Project Users Unrestricted License No of QuickBooks Users Unrestricted No of Projects 8 Licensed Host Unrestricted Current Host dev3 About this installation Click Here for the latest Journyx Updates Figure 8 1 System Information If Timesheet modules were purchased you will be able to view how many user licenses you have for Disconnected Users Projectlink and Accountlink These modules are all sold sepa
282. o further specify the nature of the hours logged The default timesheet is shown below This section of the manual will refer to items as they are seen on this particular timesheet Again your timesheet may differ slightly However it should behave exactly as described here even if the names have been changed or certain columns are not visible Your administrator has already set up your timesheet to let you log hours worked during a particular period or date range Timesheet periods are typically a week month or pay period depending on how your company prefers to track the time that you spend on Journyx 251 Journyx Timesheet ver 8 9_01 252 projects To enter time or view hours for a different period you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons at the top of the timesheet to move backward or forward one period at a time Standard timesheets will typically let you select a Project Task Pay Type and Bill Type To create a time entry select a value from each of the dropdowns shown on your timesheet You may also be required to specify a Comment for the time entry depending on what your administrator has set up for your timesheet Once everything has been selected you need to specify the hours worked for that project on a specific date Assuming your administrator has not limited entry to a single format your timesheet will accept
283. o set up groups and approval plans based on the new field data The first time you run OCM you select the Generate User Hierarchy from User Custom Fields option and click on Preview When you click the Preview button the Reader will display a list of actions that will be taken if you click Continue You will see at the top of the Preview screen a list of any errors or warnings Use these to correct your import before continuing After you have reviewed the data click on Continue to run OCM You can also set up a schedule on this screen for making regular updates to OCM based on changes to the field data in your system Only system Administrators can run the reader or create scheduled updates a Management Org Chart Org Chart Reader and Schedule Generate User Hierarchy from User Custom Fields O Create Schedule Import Name Scheduled Import a Schedule export to run One Time lon 07 07 2010 at Midnight 00 Email Address for result summery optional File Location Figure 39 3 Organization Chart Reader Other settings to consider when configuring OCM The global Approval Plan setting to activate emails This always has to be enabled for approval notices to be sent whether or not you are using Journyx 120 Journyx Timesheet ver 8 9_01 121 OCM This setting is found at Configuration gt System Settings gt Approval Plans and is called Activate approval emails The em
284. ocess Not Approved Not Committed filters records that have not been approved using the standard sheet approvals process Journyx 237 Journyx Timesheet ver 8 9_01 238 The second pair of status filters relates to the Synchronized Status of records in relation to the optional Disconnected Client module of Timesheet If your organization is not using the Disconnected Client module these filters will not apply to your records For more information on the standard sheet approvals process please see the Disconnected Client Module section of this manual Synchronized filters records that have been synchronized via the Disconnected Client module Not Synchronized filters records that have not been synchronized via the Disconnected Client module The third pair of status filters relates to the Approval Status of records in relation to the Project Approvals process of Timesheet For more information on the project approvals process please see the Project Approvals section of this manual Project Approved filters records that have been approved using the Project Approvals process Not Project Approved filters records that have not been approved using the Project Approvals process The fourth pair of status filters is related to records that are created in via the punch entry process Created from Punch Records filters records that have been created in the system database from punch records Not Created from Punch
285. odify this text as required by your organization however please note that the mailto tag must remain part of this field The default value Journyx 35 Journyx Timesheet ver 8 9_01 36 mailto changeme yourhost must be changed before users will be able to utilize the Disconnected User features Journyx 36 Journyx Timesheet ver 8 9_01 37 Minutes between checks for submitted Disconnected User forms This option allows you to specify the number of minutes that the system will wait between checks for newly submitted Disconnected User forms The default value for this option is 2 minutes Force project form to be submitted first This option allows you to specify whether or not a Disconnected User must submit any outstanding Project Creation forms before submitting any outstanding Time Expense or Mileage Entry forms Journyx recommends that this option always be checked to ensure that no errors occur due to Time Expense or Mileage records being submitted and logged against a newly created Disconnected Project that has not been logged to the Timesheet database Require Disconnected User email addresses to pass validator This option allows you to configure the system to check each incoming Disconnected User s From address to confirm that it is a valid email address This option serves as an additional level of security for the Disconnected User process Disconnected User Mail Text V Disconnected User Mail Text Subject
286. odule to function properly users whose time will be affected by Policies must have values in the Custom Fields of User Pay Rate and User Bill Rate assigned to them These fields can be accessed when creating or modifying users under Management gt Users gt User Management Additionally if your organization intends to use project based Pay Rates and Bill Rates you will need to add values to the Custom Fields Project Pay Rate and Project Bill Rate for the Projects These fields can be accessed when creating or modifying the Project Without these rates and fields in place the Rates amp Rules Module will not have the appropriate values to derive the complex mathematical procedures required to apply Rules to users time This section under Configuration contains five main subsections Rules Policies Policy Assignment Rate Check and Rate Reports In order to use this Module the first step is to create and manage Rules As you are working with Rules you must always keep in mind how the subsequent Policies will be designed since it will be the Policy containing the Rules which will be directly assigned to the user A user can only have one Policy assigned to him her Journyx recommends developing a strategy for Rule and Policy creation that focuses on the primary categories of users within your organization that is a strategy that looks at how users are grouped in ways that directly affect their time for payroll and billing purposes An example of s
287. of the default custom fields such as renaming Email Address to E mail then you must use the renamed field name in the tag If the user does not have a value set for that Custom Field then the tag will be replaced with a blank value Any custom field with the same name as one of the standard tags mentioned above will be ignored Any custom fields with Visibility set to Hidden will not show up The user must also be assigned a role that is allowed to report on the custom field Once finished click the Save button You can use the Preview button to review your changes on an actual Mileage Entry Screen Alternatively you may also create a new Mileage Entry Screen by copying the attributes of an existing Mileage Entry Screen at the top right corner of the screen Once copied you then only have to change the attributes that will be unique to the new Mileage Entry Screen To modify an existing Expense Entry Screen simply click the name of the Mileage Entry Screen from the main Mileage Entry Screen page located under Configuration gt Entry Screens gt Mileage Entry Screens see figure 1 9 To delete a Mileage Entry Screen check the entry screens to delete and click the Delete button see figure 1 9 Custom Fields Custom Fields is located under Configuration gt Custom Fields see figure 2 1 Custom Fields can be created for users and for other objects such as projects tasks pay types bill types expense codes sources currencies reasons
288. of your mileage sheet Clicking the Sheet History link will launch a pop up window containing all the actions associated with the mileage sheet to date You can insert a note in the sheet history i e for approvers by specifying the text in the available textbox and clicking the Submit Comment button To view more details click the Show System Notes button This will display the system notes that correspond to the actions associated with the mileage sheet To hide the system notes you can click the Hide System Notes button Submitting Mileage Sheet for Approval From your mileage sheet you can click the Submit for Approval button to submit your mileage sheet to your supervisor This button will only appear on your mileage sheet if your company is using Approval Plans and you have an approval plan assigned to you Once a mileage sheet has been submitted for approval you may not alter any of the mileage records contained in that mileage sheet Therefore do not submit your mileage sheet until you have finished all mileage entry for the time period in question For more information on the Approvals process please see the Approvals section of this manual Mileage Entry Corrections Administrators and users whose role includes the Corrections ability may make changes to records contained in a mileage sheet that have already been approved via either a Period Journyx 283 Journyx Timesheet ver 8 9_01 284 or Project Approvals process Once a mil
289. oject server in the same fashion As such entering testprojectserver and not 10 1 1 1 would ensure that Project A which resides on the server would not get synchronized to Timesheet twice once for each server You can specify multiple servers using comma delimiters For more information about Projectlink see the latest version of the Projectlink User Manual Only allow users connected to Project Server to synchronize This option allows you to ensure that local files which are not published to the Microsoft Project Server cannot be synchronized In the event that this option is checked and the synchronizing user is not logged onto a Microsoft Project Server he she will not be allowed to continue In the event that this option is not checked the preference is basically ignored allowing anyone to connect and synchronize For more information about Projectlink see the latest version of the Projectlink User Manual Warn MS Project Admins when synchronizing an Microsoft Project File for the first time Older versions of Projectlink versions prior to 4 0 specifically stored file registration information in a ini file with the same name as the MSP file being synced For customers transitioning from older versions of Projectlink new versions will automatically transfer the ini file registration information to the properties of the MSP file when you sync If you have been using a version of Projectlink that is older than 4 x AND you are transit
290. oming POP or IMAP mail server that the system will use when receiving incoming Disconnected User emails The standard port for a POP server is 110 The standard port for an IMAP server is 143 The default value for this field is 143 Incoming mail folder This option required for IMAP servers only allows you to specify the mail folder where the system will look for incoming emails related to the Disconnected User module The default value for this field is INBOX Journyx 39 Journyx Timesheet ver 8 9_01 40 Disconnected User Visible Text V Disconnected User Visible Text Request Submit button text Request Forms Retire requests button text Retire these Disconnected Instructions that appear at the top of each Disconnected form Text to show in front of lt P gt Check to submit this form for lt B gt approval lt B gt Approval checkbox Finn format pear Yorn d Y H M WS Figure 8 28 Disconnected User Visible Text Request Forms button text This option allows you to specify the text that will appear within the button that users click to request Disconnected User forms The default value for this field is Request Forms Retire Requests button text This option allows you to specify the text that will appear within the button that users click to retire Disconnected User forms The default value for this field is Retire these Disconnected User requests Instructions that appear at the t
291. on allows you to run expense and mileage reports with conversions when not all of entries have active conversions applied to them When an entry is not subject to a conversion rate the original amount of the entry is shown Use word wrap in Project Notes Journyx 15 Journyx Timesheet ver 8 9_01 16 This option will wrap text when users input Project Notes directly or via Entry Field Notes from entry sheets themselves You may want to disable this setting if you plan to copy and paste code that will not display properly with word wrap in Project Notes Default number of search results to show per screen This option determines the default number of search results to display on a single page at a time This number of search results will be applied to all screens that contain search results The user will still have the ability to modify and override the number of results to be shown on a page Maximum number of items in a selection dropdown Overrides larger numbers that users may specify min 1 This option allows you to set the maximum number of items that can be displayed within the dropdowns in users timesheets expense sheets and mileage sheets Performance and load time can be significantly affected by this setting Users have the ability to specify this value within their individual Preferences section However if the user specified value is larger this administrative setting will override the user specified value Navigation Op
292. on will allow Managers to view the total hours logged to each project When rejected restart approval process from the first approver If a sheet is rejected at any level in the project approval process this option will force the sheet to begin the approval process over again with the first approver Show entry details on project approver screen When this option is not enabled a summary of the projects submitted for approval is displayed on the Project Approver s approval screen When this option is enabled entry record details are displayed for each project submission on the Project Approver s screen Show managers the full project tree on Project Status Reports This option will display the complete project tree in Project Status Reports including projects that are not in the groups of the user viewing the report If this option is not checked the system will display only projects that are within the groups of the user viewing the report Show option to set all related tasks and assignments as complete for first top level projects This option determines whether or not users can set all tasks as complete from the top level project screen In the event a user with access to modify a selected scheduled project clicks on the option to set all tasks as complete from the top level project screen ALL tasks for the project will be set to complete by changing scheduled work to equal actual work and any remaining work will be deleted The option to se
293. online Project Journyx 115 Journyx Timesheet ver 8 9_01 116 Creation Screen The process of creating projects using this form follows standard online project creation procedures exactly The existing viewable project hierarchy is displayed at the top of this form providing users with a complete view of the existing project tree structure This view is limited to the projects that are viewable to the user based on Group membership Projects created using the offline Project Creation Form will be available immediately for logging time expenses and mileage However these projects will not appear as part of the project hierarchy in the currently active project creation form Furthermore these projects will not be available in your organization s online system installation until the Project Creation Form has been submitted and processed Finally these projects will not appear in any other users currently open offline forms Again these projects will be available to other users only after the Project Creation Form has been submitted and processed by the system Once all projects have been created and the user is certain that no further projects need to be created the user should connect to the internet and click the Submit New Projects Email button at the bottom of this form This will submit the form to the system If a user attempts to resubmit an offline project form that has already been submitted a pop up window will be displayed remi
294. onnected abilities Disconnected eo Next Period Email Automatically Send Forms Roles Start ae Validates Mail Forms Now in days 2 u Form Management DC Access sonia cal meredith journyx com YES No g gB Page f 1 u Form Management DC Access senor aa meredith journyx com YES No B Page 5 Email Validator is not enforced Make These Changes You currently have 2 users with a Disconnected User role Your license key permits at most Unrestricted Disconnected Users You have unlimited Disconnected Users in your license Note to give users Disconnected User capabilities you must go to the User Management screen and give them a Role that has Disconnected User abilities By default the system ships with 1 role DC Access that has all 4 Disconnected abilities time expense mileage and projects This screen lets you modify Disconnected User settings for users who already have a Disconnected User enabled Role You can toggle the automatic mailing of Disconnected User forms at the beginning of a user s timesheet period and you can force the system to send forms to a user right now rather than waiting for the next time period to begin The user s time period is determined from their current or default timesheet whether they actually use Time Entry or not If a user has Automatically Mail Forms set to Yes they will receive forms for all of the Disconnected User abilities their role gives them If you need to fine t
295. op of each Disconnected User form This option allows you to specify the text that will appear at the top of each Disconnected User form The default value for this field is Journyx Time Disconnected Client Please see your Journyx documentation for instructions Text to show in front of approval checkbox This option allows you to specify the text that will appear next to the approval submission checkbox on each Disconnected User form The default value for this field is Check to submit this form for approval Time format specifier This option allows you to specify the format that the system will use for storing the times associated with each Disconnected User form You may modify this format as required by your organization The default value for this field is Yom d Y H M S These characters translate as follows m month d day Y year H hours M minutes Journyx 40 Journyx Timesheet ver 8 9_01 41 S seconds These characters are simply used to delimit the time and date strings Therefore to change the general time format specifier to HH MM year month day you would change this option to H M Y Y m d Disconnected User Advanced Settings Disconnected User Advanced Settings Expire requests this many 28 days after the fina period Process at most this many 15 mail messages per check Max number of time periods in advance that user can select Number of entry rows on Disconnected User
296. option allows you to specify the number of blank rows that will be available for time entry on each Disconnected User Time Entry form The default number of lines for this option is 8 Number of entry rows on Disconnected User expense sheet This option allows you to specify the number of blank rows that will be available for expense entry on each Disconnected User Expense Entry form The default number of lines for this option is 8 42 Journyx Timesheet ver 8 9_01 43 Number of entry rows on Disconnected User mileage sheet This option allows you to specify the number of blank rows that will be available for mileage entry on each Disconnected User Mileage Entry form The default number of lines for this option is 8 Number of entry rows on Disconnected User project sheet This option allows you to specify the number of blank rows that will be available for reject creation on each Disconnected User Project form The default number of lines for this option is 8 Forward response to junk email here This option allows you to specify an email address to which all junk email responses will be sent By specifying None junk email will be ignored Imports Import Tool Settings Import Settings is located under Configuration gt Imports gt Import Tool Settings Within the Import Tool Settings section you can specify the default file locations of the import files for each type of field import see figure 9 1 You can specify default
297. orical time expense or mileage already logged will be displayed in reports Hidden indicates that the item can neither be logged against nor can it be reported upon Next select the Groups that will have access to the item when those users in the Groups log time expense or mileage to the item Furthermore you may select whether the item will be automatically added to new Groups that are created You may also specify values for any Custom Fields that the Administrator has setup for the items When finished click the Save button Alternatively on the Entry Column Creation screen you can copy the settings of another item by selecting an item and then clicking the Load button located at the top right corner see figure 20 4 This will prepopulate that item s settings with the exception of MS Project and QuickBooks Custom Fields which you can use as a template of sorts After clicking the Load button you can modify the attributes that will be unique to the new item When finished selecting and specifying attributes for the new item you can simply click the Save button Journyx 162 Journyx Timesheet ver 8 9_01 163 Management Entry Columns f Activities B To create an Entry Column item specify the name and attributes below Copy the settings of Activity Coding Name Status Loggable and Reportable zs Description Groups 2wG28N AT test_baseline a 2wG28N AU test_baseline 2wG28N U zzi 2wG
298. orized Entry select the appropriate Project Measurement Vehicle Reason and Comment and then click the Save button You can only create a Memorized Entry after that entry has been saved in your mileage sheet After the entry has been saved you will see the Memorize Icon to the right of the entry Click the Memorize Entry Icon review the contents of the entry as it is displayed on the User Memorized Entries screen and click Save to preserve the entry The information in that entry will be memorized except the actual distance and will appear in all your mileage sheets thereafter You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank Journyx 280 Journyx Timesheet ver 8 9_01 281 Alternatively you may create a Memorized Entry by going to Mileage gt Memorized Entries gt Create Memorized Entry see figure 31 5 Select a Project Measurement Vehicle Reason and Comment When finished click the Save button The entry will be memorized and will appear in all your mileage sheets Mileage Memorized Entries Manage Memorized Entries Create User Memorized Entry Memorized mileage entries are commonly recurring entries displayed automatically in user mileage sheets This new memorized entry will be inserted into your mileage sheets Select a memorized entry type Mileage i
299. ou to the user search user selection and Period assignment screen see figure 6 5 Once again you must first specify the search criteria for users that you want to assign the Period to From the search results you can select the users to assign select the Period and click the Assign to Users button Journyx 90 Journyx Timesheet ver 8 9_01 91 Configuration Periods Assign Mileage Periods wa Select users and click on Assign to Users to assign the period to the selected users Search Project S Group is anything lis anything root All spl hia Group for 1 u Spl task 1 a RM Group for 2 u jspltask2 Search Results Showing 1 2 of 2 Users Results Per Page 200 4 Go Name Login Time Approval Expense Approval Mileage Approval Most Current Mileagesheet Period Create New Create New Create New Create New Create New Create New O selected Select All Results Per Page 200 Go Select the mileage period to assign time period action Q Future only if mileagesheets are compatible assigns new period to future timesheets monthly B O Remove old remove all mileage records for these users and start fresh with new period WARNING this cannot be undone Assign To Users Figure 6 5 Assigning Period to users mileage sheets Note Extra caution should be exercised when changing the Period assignment for a user who has already entered records If you select the future only op
300. ou to modify a user s profile roles assigned groups entry screens default memorized sheets approval plans period assignments policy assignments and custom fields Management Users Manage Users B Specify the search criteria for users that you would like to manage Click the name to modify the user s full set of attributes To create several users at once see the User Import Tools under Configuration System Settings Imports Search Status Project A Group Active lis anything is anything Inactive root All Hidden spi IRM Group for 1 u spi task 1 4 RM Group for 2 u spi task 2 v Search Results Showing 1 2 of 2 Users Results Per Page 200 Go R Time Expense Mileage gt Name Time Entry Expense Entry Mileage Entry v l Gai Siini Standard Time Standard Expense Standard Mileage Entry Grid Entry Grid Entry Grid Create New Create New Create New Standard Time Standard Expense Standard Mileage Entry Grid Entry Grid Entry Grid Create New Create New Create New 0 selected Select All Results Per Page 200 aA Go Figure 10 1 User search and selection To manage a user you must first specify search criteria for the users that you want to view and modify After specifying the search criteria click the Search button This will display the search results below from which you can select the user to modify by clicking the name You will be taken to the user modification screen where
301. ou to the Policy Management screen where you can make the necessary modifications To delete an existing Policy click the respective Delete button on the main Rule and Policy Management screen see figure 3 1 Assigning Policies to Users Once you have created Rules and a Policy the Policy should be assigned to users who will be subject to its Rules Each user can have only one Policy assigned to him her As stated before the most common strategy for Policy assignment is to break your users into discreet categories based upon their employee type full time hourly exempt salaried contractor etc To assign a Policy to users click the Policy Assignment link located at the top of any of the Rates Rules or Policy screens This will direct you to a user search screen where you can specify the search criteria for the users that you would like to assign to the Policy see figure 3 4 Journyx 71 Journyx Timesheet ver 8 9_01 72 Search Project A Group is anything 0 is anything All RM Group for 1 u spi task 1 4 RM Group for 2 u spi task 2 Search Results Showing 1 3 of 3 Users Results Per Page 200 B Go Rate Rule meredith 0 selected Select All Results Per Page 200 Go Assign Users to Policy gt No Policy Figure 3 4 Assigning Policies to users After specifying the search criteria click the Search button The search results will be displayed below the search
302. oupings can be set to the same selection You can then select which columns to display in the report When finished setting the Rate Report click the Save button To modify the settings of an existing Rate Report simply click the report name on the main Rate Reports screen see figure 3 6 To run a Rate Report you can specify a name and format in the Run Report Options on the main Rate Reports screen see figure 3 6 Then click the respective Run Report link To delete a Rate Report select the report on the main Rate Reports screen and click the Delete button see figure 3 6 Roles Roles management is located under Configuration gt Roles Every individual who will access the system is considered a user Users can have one of several different roles that determine what abilities and access they will have The default roles available in the system are User Time User Memorized Sheet User Punch User Manager Project Manager Reporter Timekeeper and Administrator see figure 4 1 Configuration Roles x Roles define users functional privileges Standard roles are those that are default to the system and have predefined abilities Custom roles can be configured to have various abilities V Standard Roles Role Name Description Number of Abilities Users Access Dashboard Access Details Administrator Access to the entire system Access Entry Screens Access Expense Entry Access Extra Link Access
303. our organization o to make mass modifications folios these mstrucbons Find a specvic user Select or search for a user Dev Manager Dev Tean 1 Lead No subordinates are supervisors Figure 39 1 Organization Chart Manager Your system includes default fields and data that allow for quick and easy OCM implementation The default fields and data include the following Time Approval Plan called Org Time Approval Template User Custom Fields called Supervisor ID Backup ID Timekeeping Assistant and Self Approve Custom Roles called Org Supervisor Template and Org Timekeeping Assistant Template These fields and data are required for setting up and updating OCM If any of the fields or data get deleted they can always be added back manually You also have the option to customize the configuration of the approval and role templates For example you can edit the email notification settings for the Org Time Approval Template Any changes made to the template will also apply to the approval plans that OCM generates based on your org chart For role templates you can modify the list of supervisor or timekeeping abilities to add and remove access to features in the system At the top of the OCM screen there are instructions for setting up and or updating OCM Click on the follow these instructions link to show the steps on screen Management Ora Chart Mana
304. ournyx Timesheet ver 8 9_01 159 Cost Allocation Management The Clients feature allows you to set up Project allocations by customer or department This section of the database is only accessible for reporting through external report tools Delete Modify Old Allocations Project Client Percentage Pi Task 1 zs Client 1 xs 100 Pi Task 2 E Client 1 B 50 Enter New Allocations Project Client Show Unallocated Projects Create Figure 19 3 Project allocation To view the full Client hierarchy click the Show Client Tree link on the main Clients screen see figure 19 1 This will display the full hierarchy along with the name description and parent of each Client see figure 19 4 Client Tree The Clients feature allows you to set up Project allocations by customer or department This section of the database is only accessible for reporting through external report tools Client Tree Name Description root Default Client Parent Client 1 Client 1 in San Francisco CA root Client 1 1 Client 1 1 Client 1 Client 1 2 Client 1 2 Client 1 Client 2 Client 2 in Austin TX root Figure 19 4 Client hierarchy To view Clients that have not been allocated any percentages click the Show Unallocated Clients link on the main Clients screen see figure 19 1 This will display a list of existing Clients that have not been allocated any percentages see figure 19 5 Journyx 159 Journyx Time
305. oval Plans Journyx 163 Journyx Timesheet ver 8 9_01 164 Sheet Approval Plans allow you to create an approval process for users who submit their timesheets expense sheets or mileage sheets after each period Users who have been assigned to Approval Plans will be required to submit their sheets to be approved by the approvers specified in the Sheet Approval Plan Creating and Managing Sheet Approval Plans To create a new Sheet Approval Plan select the create option for the Approval Plan type in the navigation menu under Management gt Approval Plans see figure 21 1 This will direct you to the Sheet Approval Plan Creation screen where you will configure the settings of the new Approval Plan Specify a name for the Approval Plan see figure 21 3 Journyx 164 Journyx Timesheet ver 8 9_01 165 Management Approval Plans Manage Time Approval Plans To create a new approval plan specify the type of plan and click the Create Plan button You will then be taken to a screen where you can set up approvers and email settings Note Organization Chart Manager is enabled This feature manages Time Approval plans for you You should not create or edit any Time Approval plans except the Org Time Approval Template which should not be renamed Pian name Semmes Plan Type Search ResultS Showing 1 2 of 2 plans Plan Name PlanType Levels E Org Time Approval Template Timesheet Time Approval 1 Timesheet O s
306. oval process and the designated approvers have approval rejection authority over the mileage sheet This section specifically discusses approving or rejecting mileage sheets that have been submitted by users For more information about creating and managing Sheet Approval Plans please see the Approval Plans section of this manual If you have approving authority for particular users mileage sheets you can see a Summary of what is awaiting your approval in the Approvals menu see figure 26 1 Mileage Approvals is located under Approvals gt Mileage Approvals see figure 26 4 Journyx 199 Journyx Timesheet ver 8 9_01 200 Approvals Mileage Approvals Select the type of mileage approval you would like to perform Then specify the search criteria for the mileage sheets you wish to approve Search Q View sheets waiting for my approval O View all sheets O View sheets waiting for my backup approval Search Results Showing 1 1 of 1 Users Results Per Page 10 E Go Full Name Username Period Total Amount Status Sheet History u2 07 25 2010 07 31 2010 25 00 Submitted to meredith for Approval Sheet History 0 selected Results Per Page 10 B Go Reason for rejection Limited to 200 characters Figure 26 4 Approving Mileage Sheets From this screen you are able to approve and reject mileage sheets that are in queue You can also reopen mileage sheets that have been submitted or approved if you
307. ovals Project Approvals Select the project approval you would like to perform You can approve project entries associated with a project Project P1 Task 1 System Notes Approver Project Name Period Status Level Amount Login 07 25 2010 Pending Sheet 07 31 2010 rpm Approval History Project P1 Task 2 7 User Approver Approver System Project Login Period Login ee a Status Level Amount AS Pending Sheet pma Lpa Approval History m PTak ji 07 25 2010 ay 07 31 2010 Reason for rejection Limited to 200 characters ZD 3 Journyx 201 Journyx Timesheet ver 8 9_01 202 Figure 26 5 Approving Project Entries From this screen you are able to approve and reject time expense or mileage entries that have been logged against the project You can also reopen entries that have been submitted or approved if you have Administrator authority To approve project entries select the entries and click the Approve button To reject project entries select the entries specify a rejection reason and click the Reject button To reopen project entries that have been submitted or approved select the project entries and click the Open button When an entry is reopened the entire sheet is reopened and the approval process gets completely reset Once a sheet is reopened anyone who has the ability to enter time expenses or mileage for the employee the employee timekeepers will be able to modify the r
308. p portion of the main Mileage Conversions screen provides an interface that allows you to search for historical mileage conversion rates see figure 7 3 These searches are based upon a measurement currency pair and will return historical conversions for only one particular pair To search for previous conversion rates select a measurement and currency When finished click the Search button The search results will display a history of the requested conversions Journyx 97 Journyx Timesheet ver 8 9_01 98 Each unique combination of measurement and currency can have only one active rate at any time although you can have two concurrent rates for miles if one is for US and one is for EUR However you cannot have two concurrent rates for miles if both are for the same currency The Close Rate Link Located under the Close Rate header this link expires a particular mileage conversion rate by setting the effective end date to the current day To modify a conversion rate specify a new value and click the Modify button see figure 7 3 To delete a conversion select the conversions and click the Delete button see figure 7 3 Holiday Schedules Holiday Management Holiday Management is located under Configuration gt Holiday Schedules gt Manage Holidays see figure 9 2 1 Schedules that may include different lists of holidays are created under Holiday Schedules Individual holiday entries with a designated schedule s and hours details
309. periods You can view the details of the mileage sheets by clicking the link labeled Click to View Journyx 284 Journyx Timesheet ver 8 9_01 285 Mileage Mileage Sheets f All Mileage Sheets Mileage sheets Time Period Status View 07 25 2010 07 31 2010 Submitted for Approval Click to View 07 25 2010 07 31 2010 07 18 2010 07 24 2010 Open for Entry Click to View 07 18 2010 07 24 2010 07 11 2010 07 17 2010 Open for Entry A Click to View 07 11 2010 07 17 2010 Figure 31 8 Historical mileage sheets Journyx 285
310. plans as well as the ability to report on them The Organization Chart Compliance Viewer OCV provides a complete view of time approval status and compliance based on the hierarchy relationships in your org chart The compliance viewer allows you to quickly locate parts of the organization that are out of compliance get sheets approved or contact others to take action The compliance viewer can be used with or without OCM It will show compliance data regardless of whether the corresponding approval plans were created manually or by OCM IMPORTANT NOTE You cannot use time approval plans that were manually created in tandem with OCM created approval plans OCM completely manages the time approval plan list when it is in use If you plan to create your time approval plans and assign them to users manually or you already have your time approval plans in place you have the option to disable OCM under Configuration gt System Settings gt Security Disabling OCM does not block you from using OCV for reporting on your manually created approval plans Organization Chart Manager The Organization Chart Manager OCM is located under Management gt Org Chart gt Manage Org Chart Journyx 118 Journyx Timesheet ver 8 9_01 119 Mer2zoement Orc Chart l Manage Org Chart Click on 2 supervisor name to view 28 Grect reports who are also supervisors Click the info icon within 2 supervisor box to view details on the right To intially configure y
311. pproval by all approvers on each level prior to proceeding to next level C When sheet is rejected restart approval process from the first approver Figure 8 10 1 Approval Workflow Settings Require users to confirm submission of sheet for approval This option will require users to undergo an additional confirmation step via a pop up window when attempting to submit a sheet for approval Force approvers to view sheets before approving or rejecting them This option will require approvers to click on the period link for sheets awaiting approval under the Approvals tab and require the approver to view the sheet prior to approving or rejecting it When sheets are in multiple approval plans require approval by all approvers on each level prior to proceeding to next level If a user s sheet is assigned to multiple Approval Plans this option will require approval at each tier within each Approval Plan before proceeding onward to the next tier of approvers Hence all primary approvers must first approve the sheet before it can proceed to the secondary approvers and so forth When sheet is rejected restart approval process from the first approver If a sheet is rejected at any level in the period approval process this option will force the sheet to begin the approval process over again with the first approver Audit Trail Settings V Audit Trail Settings Level of auditing required when users _ 2 Track changes after sheet submission Z
312. projects you would like to edit using batch modification Then go to the bottom of the screen and decide the type of batch modification to perform You can assign Groups to the selected projects or change Group assignments by selecting the Groups and clicking the respective Apply button You can change the status of the selected projects by selecting the status and clicking the respective Apply button Finally you can select a new parent project for the selected projects and click the respective Apply button Journyx 147 Journyx Timesheet ver 8 9_01 148 7 Batch Modification Options applies to selected results Assign to Group s Change Status Change Project Parent Group 1 Group 2 0 ZZ SELF admini ZZ SELF ceo a Loggable and Reportable Reportable Only ZZ SELF meredith y Hidden C Remove current Group assignments Find Parent Project Apply Apply Apply Figure 18 6 Project batch modification Project Notes Project Notes can be managed under Management gt Projects gt Project Notes see figure 18 7 Project Notes provide a way for users to record complex comments and information for specific projects Users have the ability to apply Project Notes to specific time expense and mileage records in their sheets Project Entry Notes They can also create Project Notes from their Management tab where they can select a project and specify a note Notes created from the main Project Notes screen are not associa
313. proval Plans Project Approval Plans allow approvers within your organization to approve or reject users submitted time expense and mileage entries for specific projects This type of Project Approval Plan based on projects can be used concurrently with Sheet Approval Plans that allow assigned approvers to approve reject entire timesheets expense sheets and mileage sheets For example if a user has been assigned to a Sheet Approval Plan his her timesheets expense sheets or mileage sheets will go through that approval process If the user logs time expenses or mileage to a project that has been assigned a Project Approval Plan those entries will go through a separate project approval process Hence it is possible to be part of two approval processes one for the sheet and another for the project However keep in mind that if an approver rejects a time entry for a project the sheet approver will be required to approve any changes Likewise when a sheet approver rejects a sheet the project approver may be required to approve changes if they affect the project in question It is possible to force rejection for all approvers on a level if a single approver on the level rejects Please see the next paragraph for more details In order to implement a project approval process a Project Approval Plan must first be created for the project Within the Approval Plan approvers must be assigned When users submit their sheets containing time expense o
314. provals process The fourth pair of status filters relates to records that are created in the system via the punch entry process Created from Punch Records filters records that have been created in the system database from punch records Not Created from Punch Records filters records that have not yet been created in the system database from punch records The Item Status Filter allows you to choose records that have multiple statuses You may choose any combination of filter items though obviously some combinations will be more effective than others When filtering by more than one pair of status filters the system allows you to choose whether you want your results to be exclusive OR or inclusive AND Therefore you can choose to have the report show items that are Synchronized OR Punch Records or items that are both Period AND Project approved User Modification You are able to copy newly created reports to other users within your organization s Timesheet installation By default all newly created reports that are assigned to other users are set to be modifiable by those users When a user modifies their copy of a report those changes are not reflected in any other copy of the report If you are creating a report that you do not want other users to be able to modify this section allows you to indicate that choice Simply change this option to No and users who receive copies of this new report will not be able to make change
315. r mileage entries against the project the entries will enter the approval process and the designated approvers will have approval rejection authority over the individual time expense and mileage entries related to that project This section specifically discusses creating Project Approval Plans For more information about actually approving project entries see the Approvals section of this manual Journyx 152 Journyx Timesheet ver 8 9_01 153 Creating and Managing Project Approval Plans Project Approval Plans can only be created for existing projects or after a new project has been saved Once you have created a project go to the main Projects screen located under Management gt Projects gt Project Management see figure 18 1 To create a Project Approval Plan you must first select the project to manage Specify the search criteria for the project on the main Project screen and click the Search button The search results will be displayed below the criteria From the search results click the name of the project you would like to create an Approval Plan for This will direct you to the Project Modification screen where you can manage an Approval Plan by clicking the Modify Project Approval Settings link in the Other Project Settings section see figure 18 4 This will direct you to the Project Approval Plans screen see figure 18 9 Management Projects Manage Projects Modify P1 Task 1 Approval Settings Currently Active
316. r of mathematical operations can critically affect Pay Rate and Bill Rate amounts Each Rule in a Policy must have at least one operation assigned to it In other words every Rule must have at least a modification to one Rate The Edit Order column defines which Rule will be applied first which Rule will be applied next etc From the choices in the dropdown selection you are able to insert delete move up or move down a Rule that has been assigned to the Policy Once the selection is made your entire row will be modified immediately The Rule column allows you to select an existing Rule to assign to the Policy The Rules will determine which hours should be modified for payroll and billing The Payroll Adjustment Type determines how the hours affected by the Rule will be modified for payroll calculations Override replaces the hourly Pay Rate with the new value specified in the Payroll Adjustment Amount column Add increases the hourly Pay Rate by the amount specified in the Payroll Adjustment Amount column Multiply multiplies the hourly Pay Rate by the amount specified in the Payroll Adjustment Amount column The Payroll Adjustment Amount determines the amount by which the Payroll Rate should be modified This field accepts both positive integers and decimal values If you have selected a Rejection Rule then the Payroll Adjustment Type will automatically be set to reject Billing Adjustment Type 1 determines how the hours affected by t
317. r rate value regardless of whether it is associated with the user or the project Lesser The system will use the lesser rate value regardless of whether it is associated with the user or the project Prefer User The system will attempt to use the user s rate value for calculations however if the user has no rate value Timesheet will look to the project in question and use the value associated with it rather than produce a result by default Prefer Project The system will attempt to use the project s rate value for calculations however if the project has no rate value Timesheet will look to the user in question and use the value associated with it rather than produce a result by default Derived from Rate Report The system will use rate values derived from the Rate Report that has been specified as one of the base reports for this Total Cost Report This option will only be accepted by the system if you have selected a Rate Report as one of the base reports for this Total Cost Report Otherwise you will be asked to select a different option Journyx 246 Journyx Timesheet ver 8 9_01 247 Total Cost is a Sum of This option allows you to specify which values are added together to determine the total cost for each project or user shown in this Total Cost Report By default the total cost is defined as the sum of the value of the Bill Bill 1 fields and the Expenses field You may also include the Payroll field and the Bi
318. rack their Journyx 86 Journyx Timesheet ver 8 9_01 87 time expense and mileage within the chronological confines of how your organization wishes to keep track of their time and expenses The product ships with only one default Period weekly see figure 6 1 This Period covers seven days that run from Sunday through Saturday If your organization needs to use different Periods the system allows you to create any number of Periods to meet your unique business or billing needs Configuration Periods Manage Periods E Periods determine the date intervals for which users will enter and submit time expenses and mileage Periods must be assigned to users sheets before taking effect Select a Period to Delete Select Period Period Description Timesheets Using Expensesheets Using Mileagesheets Using Name Period Period Period Weekly Sunday through Saturday Figure 6 1 Periods main page In Use weekly To create a new Period click the Create Period button located in the lower right corner of the main Periods screen This will direct you to the Period Creation screen see figure 6 2 Specify a name for the new Period Then specify a date range for the duration of the Period The date ranges for which you can create a Period are weekly bi weekly semi monthly monthly or a date range Configuration Periods Create Period A Enter values in the fields below and click Save or Save and Assign U
319. rately This page also includes the number of projects in the system the current host server and licensed host server At the bottom of the System Information page the link labeled About this installation will take you to a page containing additional information about the installation as well as the contact information for Journyx see figure 8 2 Journyx 7 Journyx Timesheet ver 8 9_01 8 About this installation Journyx Timesheet Version 8 0 Thank you for using our product Get the latest news on Journyx Timesheet and learn about our other products at www Journyx com Journyx Inc 9011 Mountain Ridge Drive Suite 200 Austin TX 78759 USA 1 800 755 9878 tel 1 512 834 8888 tel 1 512 834 8858 fax License Key Data Dates Install Date Mon Jun 28 14 28 06 CDT 2010 Product Expiration Date Tuesday January 3 2012 Current Date Tuesday July 20 2010 Licensed Number of Users 9999 Licensed Number of Timekeepers 9999 Licensed Host Unrestricted Current Host dev3 Operating System Information Current Linux dev3 int journyx com 2 6 9 5 ELsmp 1 SMP Wed Jan 5 19 30 39 EST 2005 i686 Original Linux dev3 int journyx com 2 6 9 5 ELsmp 1 SMP Wed Jan 5 19 30 39 EST 2005 i686 i686 i386 GNU Linux Credits Design and enhancement ideas literally thousands of registered users just like you Help from our friends The Open Source Community Licenses and Copyrights Figure 8 2 About
320. rd red entry records can be modified Default comment for all Default Comments sheets Project hierarchical entry Project field name Figure 8 3 Global Settings Allow users to modify Memorized Entries This option allows users to modify memorized entries that have been assigned to them by managers or administrators Allow users to generate current entries based on entries from prior periods Users may work on certain short term projects over the duration of several periods This option will allow users to automatically create current entries from project tasks that were logged during prior periods These are not permanent Memorized Entries An entry will cease to be carried over to a future period when it goes unused in the current period For monthly users look back for prior period entries by weeks instead of months This option is related to the previous option that will allow users to automatically create current entries from time entries that were logged during prior periods Users have the option to pull current entries from up to 4 periods in the past However this option allows users assigned to monthly time periods to set the look back period for weeks instead of periods because of the length of the assigned monthly period Allow users to create entries with empty blank comments This option does not force users of the system to specify a comment for each time entry expense entry or mileage entry If co
321. reate a New Project Note section Select a Project and specify a note When finished click the Save button Journyx 271 Journyx Timesheet ver 8 9_01 272 Sheet History Sheet History View sheet transactions and add comments to the sheet history Enter Comments Type expense Period 07 25 2010 07 31 2010 User u5 State SUBMITTED Creation Date Creation Time Creator Creator Login Notes Tuesday July 27 2010 14 41 System Initial Creation User 5 u u5 Tuesday July 27 2010 15 01 System Submitted for Approval User 5 u u5 Tuesday July 27 2010 15 01 System Created Approval Track for Project P1 Task 1 User 5 u u5 Project Approval Information Project P1 Task 1 Status Pending Approval Level Approver Login Approver Fullname Status 1 pmi 1 pm Awaiting Approval Figure 30 7 Sheet history Sheet History contains notes regarding the expense sheet and the approval process for that specific expense sheet The Sheet History link is located in the Additional Options section at the bottom of your expense sheet Clicking the Sheet History link will launch a pop up window containing all the actions associated with the expense sheet to date You can insert a note in the sheet history i e for approvers by specifying the text in the available textbox and clicking the Submit Comment button To view more details click the Show System Notes button This will display the system notes that correspond to th
322. reen Expense Entry Grid EURO Yes Preview Screen Expense Entry Grid US Yes Preview Screen Standard Expense Entry Grid Yes Preview Screen Create Expense Entry Screen Figure 1 7 Expense Entry Screens main page Expense Entry Screens are the standard entry screens that users can utilize when logging their business related expenses These screens are highly configurable in order to suit each organization s unique expense tracking process To create a new Expense Entry Screen click the Create Expense Entry Screen button located in the lower right corner of the main Expense Entry Screen page This will direct you to the Expense Entry Screen Creation page Specify the name of the Expense Entry Screen see figure 1 8 Journyx 56 Journyx Timesheet ver 8 9_01 57 Configuration Entry Screens Expense Entry Screens Expense Modification Enter values in the fields below and click Save You can view your settings on an entry screen by clicking on the Preview button Copy the settings of screen Expense Entry Grid CAS Name Standard Expense Entry Grid Display days in ascending order M Add this screen to all new groups M Total expenses as they are entered Number of blank entries to display 4 Z O Show Project descriptions in dropdowns M Show Project tree in the Project column Allow file attachment receipt image uploads pelt M Allow users to view past periods Do not allow file uploa
323. reports Extra Fields that are not labeled with an asterisk are fields that have not been enabled as Time Record Fields and will display their current value the value they have at the time that the report is run For more information on making custom fields function as Time Record Fields please see the Extra Fields portion of this manual Matrix Reports Journyx 240 Journyx Timesheet ver 8 9_01 241 V Report Output Options O Show percentages Mi Show subtotals Column headings Project Fields E Project Name B Row headings Time Record Fields e User M Show users s column names from Entry Screen Configuration Standard lt em gt joyrnyx com lt em gt report header Additional header HTML Cadd Additional footer HTML Figure 28 14 Matrix Report options Matrix reports provide a well defined cross reference style report that resembles a matrix The options specific to Matrix Reports are Show Percentages This option will calculate the percentages of the grand total that each subtotal item represents and display those percentages in the report Show Subtotals This option will calculate and display subtotals for each category in the report output Column Headings will be listbox Choose one item from this dropdown list to serve as the column header This value combined with the Row Header option will be the matrix Row Headings will be listbox Choose one item from this dropdown li
324. require approval before being converted to time records A punch pair containing two consecutive punches constitutes a time entry see figure 13 1 Management Records Punch Conversions Punch in and punch out pairs entered by Punch Users must be converted to time records A punch pair containing two consecutive punches constitutes a time entry You may insert a punch entry in between a punch pair Manage unconverted punch records click on the user name Select a User to Work With Number of Unconverted Punches 1 punchuser 6 Figure 13 1 Punch Conversions main page To manage punch entries for a user you must first select the user to manage Click the name of the user to manage You will be directed to a page that contains all of that user s unapproved punch in and punch out pairs see figure 13 2 You can approve all the punch entry pairs shown by clicking the Approve All button Management Records Punch Conversions Punch Record Conversion Punch in and punch out pairs entered by Punch Users must be converted to time records A punch pair containing two consecutive punches constitutes a time entry You may insert a punch entry in between a punch pair Unconverted punch records for 1 punchuser Edit Del Punch In Time Punch Out Time Edit Del Elapsed Time out in T Thu Jul 22 09 55 31 2010 Thu Jul 22 09 56 34 2010 T 0 01 T Thu Jul 22 09 57 00 2010 Thu Jul 22 09 58 52 2010 T 0 02 Thu J
325. rized Time Entry select the Time type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Time Entries that have been assigned to the selected Group see figure 23 6 Click the Create New Memorized Entry button This will load a blank Memorized Time Entry where you can select the Group Project Task Pay Type Bill Type and Comment You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank When finished click the Save button The Memorized Time Entry will then be assigned to the selected Group To create a Memorized Expense Entry select the Expense type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Expense Entries that have been assigned to the selected Group see figure 23 7 Click the Create New Memorized Entry button This will load a blank Memorized Expense Entry where you can select the Project Expense Code Source Currency and Comment You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank When finished click the Save button The Memorized Expense Entry will then be assigned to the selected Gro
326. rnyx Disconnected Client Mailer Journyx 38 Journyx Timesheet ver 8 9_01 39 Disconnected User Mail Receiving V Disconnected User Mail Receiving Incoming mail server type imep r imap or pop Incoming mail account name discon Incoming mail account discon password Incoming mail server name meil Incoming mail port usually 143 143 for imap 110 for pop Incoming mail folder for INBOX imap only Figure 8 27 Disconnected User Mail Receiving Incoming mail server type IMAP or POP This option allows you to specify which type of incoming mail server the system will use when receiving incoming Disconnected User emails The two options are IMAP or POP Incoming mail account name This option allows you to specify the name for the incoming mail account that the system will use when receiving incoming Disconnected User emails The default text for this field is discon Incoming mail account name password This option allows you to specify the password for the incoming mail account that the system will use when receiving incoming Disconnected User emails The default password is discon1 Incoming mail server name This option allows you to specify the name of the incoming POP or IMAP mail server that the system will use when receiving incoming Disconnected User emails The default value for this field is mail Incoming mail port This option allows you to specify the port used by the inc
327. rom the left listboxes click the Save button Upon refresh you will see that the items you selected are now in the listboxes to the right Note that if you have set up projects with dependencies you need to make sure that you include at least one valid item for each entry field for the projects included in the Group Otherwise the users in the group may be unable to log time expense or mileage to the project Journyx 138 Journyx Timesheet ver 8 9_01 139 Management Groups Menage Groups Modify Group To modify a Group select from the lists of available objects and place them in the assigned objects list Group 1 Group Description All group 1 users Modify Group assignments for Group 1 Section All Items Select to Add Items In Group Select to Remove User All User s A User s in Group 1 punchuser 0 Dev Team 1 User 1 Accounting Manager Dev Team 1 User 2 Accounting User 1 Dev Team 1 User 3 Accounting User2 4 admini M All Role s Role s in Group Administrator Administrator Dashboard User Dashboard User DC Access DC Access Expense User Expense User Manager Manager Project All Project s A Project s in Group root root Activity All Activity s Q Activity s in Group piel hd Mion cee aod Clerical Other Coding 0 CorpAdmin Debugging Design Plan Pay Type All Pay Type s Q Pay Type s in Group Family Leave Holiday 0 Jury D Figure 17 3 Group modification To modify
328. rors will be sent When finished click the Execute button This will load the default Memorized Sheets for users that have been assigned to the Approval Group An auto population report will also be generated and sent to the specified email Populate Approval Group Sheets Create a New Approval Group t Load Default Memorized Sheet Execute Mass Approval Create New Approval Group Number of periods Date in First Period Email Address to Send Report Approval Group 1 ES 1 07 26 2010 Approval Group Name Users Last Action On Monday July 26 2010 populated 1 timesneet s for 1 user s 1 periods from Sunday July 25 2010 to Saturday July 31 2010 Approval Group 1 view Journyx 204 Journyx Timesheet ver 8 9_01 205 Figure 26 8 Auto loading Memorized Sheets to users timesheets The auto population report will display a list of the users affected by the auto population including e The number of timesheets affected e The actual number of time records that were created e The total hours that were applied for each user If any errors were encountered during loading they will also be reported Potential errors that may be encountered during auto loading of default Memorized Sheets are Time Already Exists For This User The system will return this error if a selected time period already has hours entered This exception will occur regardless of the status of those hours i e saved or submitted approved or rejected This
329. rs for a different day you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons to move backward or forward one day at a time Viewing by Period Day E 07 25 2010 through 07 31 2010 YOUR COMPANY NAME SERE 4 u Sheet Status Open for Entry Sheet History My Projects 0 Memorized Sheets Leave Reguests Pais e acwyty Pay Tyee Ui Tere Comment sus mon Tue wed oP Fri Sat 97725 07 26 07 27 o7 28 07739 o m Current r oe Coan Reqwer Secre ser ot 6M gas 5 20 35 Pa Task Dern mer Rese Suse sei gt 3 n 230 new sa rot 3 aw zt age Saremo W Octet Comment 0 90 aon on ow oe H aegse H Seea 16 etne contens oso sa rme H ome H aens EZ Seeed E Dez convens oso 9 20 330 a1s 2 00 0 30 eoo 0 09 126s Figure 29 1 Time Entry Keep in mind that timesheets are configured by administrators so your timesheet may vary in appearance and functionality from the one shown The system allows your organization to customize the names of items used for time tracking For example certain column headers in your timesheet such as Project Task Pay Type and Bill Type may be hidden or may have been renamed altogether Users are able to enter time as discreet units of time that are associated with individual Projects Tasks Pay Types and Bill Types Additionally each of these time entries may also have a text comment associated with it t
330. rs who are knowledgeable about code otherwise the custom HTML may adversely affect other sections of the Expense Entry Screen The available tricky tags are given below along with the system information that the tricky tag will display You must type the tag exactly as shown including capitalization lt Tricky Tag gt System Information Displayed lt Name gt Displays the login ID of the active user lt Authorization gt Specifically for use by the Journyx Professional Services team lt Reserved gt Specifically for use by the Journyx Professional Services team lt Number of Input Records gt Displays the number of blank rows that appear on this time entry screen for the active user this number may be set globally for the Time Entry screen or may be left to the individual user to specify for himself lt Number of Output Records gt Specifically for use by the Journyx Professional Services team lt Number of Dates gt Displays the number of days contained in the time period upon which this time entry screen is based lt Full Name gt Displays the full User Name of the active user lt Default Comment gt Displays the default comment that the active user has defined under his preferences tab lt Other Options gt This tag is specifically for use by the Journyx Professional Services team lt Expense Entry GUI in Use gt Displays the name of the Expense Entry screen assigned to the active user lt Time Entry GUI
331. rt you will need to indicate which day s you want the report to run by selecting the day s To select more than one day ctrl click or shift click the individual days you want to select You will also need to indicate a start date for the Bi Weekly report The start date for a Bi Weekly report is used to determine the first day on which the report will be run The report will not run on chosen days of the week that fall before the start date until the next bi weekly cycle has begun Finally you will need to select a time for the report to run on that date using the Run Time of Day dropdown Monthly by Day Monthly by Day reports are reports that are scheduled to run on a specific soft date such as the first Monday of the month or the third Wednesday of the month To schedule a Monthly by Day report you will need to select which period of the month 1st 2nd 3rd 4th or last you would like the report to target You must then select the day of the week on which you would like the report to be run Please note that you may select only one period for any given report You may however select any number of days within that period for the report to be run Therefore you could schedule a report to run on the 3rd Monday and 3rd Thursday of each month with only one scheduled report Finally you will need to select a time for the report to run on that date using the Run Time of Day dropdown Monthly by Date Monthly by Date reports
332. rts that will request a date range or reports that will run for a particular period interval This portion of the report creation screen allows you to select which date range style you would like to use for your new report Reports that will request a date range are run for an amount of time relative to the date on which you run the report When running such a report the system will ask you for the date range for the report to cover before returning data Reports that will run for a particular period interval are run for a specific period interval as defined within the report itself When you run such reports the system returns data based on the period that has been defined for the report when the report was created If you chose to create reports that will request a date range you may then move on to the next step in report creation however if you choose to create a report that will run on the specified period interval you must provide details on the period before continuing to the next step When creating such a report you will need to choose a Length and Increment Type for the report Report Lengths are a number between 25 and 365 as defined in the Length dropdown menu Report Increments are standard time periods day week month and year The output of such a report is based on the length increment chosen at this point Therefore you could create a report that covers 90 Days or one quarter 25 year or nearly any combination of length increme
333. ry Screens Expense Entry Screens Mileage Entry Screens Punch Start Stop Entry Screens Policies Time Entry Periods Expense Entry Periods Mileage Entry Periods Tasks Pay Types Bill Types Expense Codes Currencies Sources Measurements Vehicles Reasons License Report Each reportable item has one or more associated items that can be selected for reporting purposes You may select as many of these associated items as you choose from the Show Me list You can use shift click or ctrl click functionality to select multiple items to show in the report Once you have made your reporting selections choose a report output format for the report Before you run the System Report you may choose to save the report output by checking the Save Report Output checkbox on this screen If you intend to save the report output you are encouraged to specify a more detailed Saved Report Description on this screen as well To run the System Report that you have designed click the Run Now button The system will open a new window containing the results of your System Report You may close this window when you are finished If you have chosen to run this System Report in the Plain Text exported format you should print this report out before closing the window Filters and System Reports You can apply a limited set of filters to System Reports to provide even more filtered and detailed results If you wish to run a System Report with a filter select the
334. s For each filter category you may choose to have the system show the following range of each item e All this option is equivalent to running the report without a filter on this item e Only Selected this filter will constrain the report to show only data regarding the item s selected in the Selected column for this item Journyx 235 Journyx Timesheet ver 8 9_01 236 e All But Selected this filter will constrain the report to show only data regarding the item s not selected in the Selected column for this item You may select multiple items in the Selected column by using ctrl click or shift click functionality Additionally you may choose to show data associated with all of the selected projects descendants by checking the Automatically Include Project Descendants in Report option at the bottom of the Project Filter portion of this section Journyx 236 Journyx Timesheet ver 8 9_01 237 Y status Filters include all Statuses Available Status Selected Status t Available Status Approved Committed Not Anproved Commttedp O Include only selected Statuses Synchronized OOR Not Synchronized si Remove OAND Project Approved x L Report Output Options Show subtotal for every 2 B weeks Second subtotal Expense Record Fields TA User Ez by Third subtotal None EA None E by Fourth subtotal None B None H by Only show rows associated with the a
335. s see figure 23 4 Click the Create New Memorized Entry button This will load a blank Memorized Mileage Entry where you can select the Project Reason Measurement Vehicle and Comment You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank When finished click the Save button The Memorized Mileage Entry will then be assigned to the selected users Management Memorized Entries User Memorized Entries Create User Memorized Entry Memorized mileage entries are commonly recurring entries displayed automatically in user mileage sheets This new memorized entry will be inserted into your mileage sheets Select a memorized entry type Mileage E User Project Measurement Vehicle Reason Comment u ka afo afm aE aE Figure 23 4 User Memorized Mileage Entries To manage existing Memorized Entries for users you must first select the user you would like to manage Specify the search criteria for users in the main User Memorized Entries screen and click the Search button see figure 23 1 The search results will be displayed below the criteria Select the users to manage by clicking on the username This will direct you to the Memorized Entry management screen To manage Memorized Time Entries select the Time type from the dropdown selection at the top of the screen and clic
336. s been approved the Save Corrections button will appear on the timesheet When this button is present corrective entries can be made and then submitted for approval To make corrective entries for a prior period a user who has the Corrections role ability should navigate to the timesheet in question and enter corrective entries as needed Corrective time entry includes the concept of negative entry because the existing records are approved and committed so they cannot be directly edited Therefore negative records must be entered against the same Project Task Pay Type Bill Type and Comment to reduce the actual hours logged to the proper number Corrective Entry Example Buck submitted his timesheet with 6 hours logged to Project A and 2 hours logged to Project B on Tuesday After the timesheet was approved Buck realized that he actually only worked 4 hours on Project A and also worked 2 hours on Project C on Tuesday Journyx 261 Journyx Timesheet ver 8 9_01 262 Buck opens his timesheet for the time period in question and prepares to make corrective entries Buck prepares a subtractive correction entry the same way he would prepare a normal entry by selecting the Project Task Pay Type Bill Type and Comment to be logged In the case of correcting his hour overage on Project A Buck carefully chooses the exact combination of these factors including duplicating the comment field exactly that comprised the original record Buck the
337. s own set of custom names for each Entry Field column These names show up on users Time Expense Mileage Entry Screens and they can also show up in Reports if the appropriate report option is set If no custom names are set for a screen then the default names from System Settings gt Entry Screens are used instead In order to set custom names you must first check the checkbox which says Use customized names for Entry Columns After this is checked you may then fill in the desired names Be sure to click Save to save the changes Journyx 51 Journyx Timesheet ver 8 9_01 52 The system also allows you to attach your own custom HTML to the header and footer of the Time Entry Screen This feature should be reserved for administrators who are knowledgeable about code otherwise the custom HTML may adversely affect other sections of the Time Entry Screen Once finished click the Save button You can use the Preview button to review your changes on an actual time entry screen The available tricky tags are given below along with the system information that the tricky tag will display You must type the tag exactly as shown including capitalization lt Tricky Tag gt System Information Displayed lt Name gt Displays the login ID of the active user lt Authorization gt Specifically for use by the Journyx Professional Services team lt Reserved gt Specifically for use by the Journyx Professional Services team lt Num
338. s timesheet for that period Here you can make the appropriate time entry modifications For more information on managing timesheets please see the Time Entry section of this manual Having the Timekeeper role allows you to view the timesheet from a Timekeeper s View as well as from the User s View Timekeepers can toggle between the views by clicking the User View button and Timekeeper View button The user will not see buttons that are available to Timekeepers only Similarly from the main Timekeeping page you can choose to manage a user s expense sheet and mileage sheet Disconnected Users Disconnected Users can be managed under ManagementUsers gt Disconnected Users The Disconnected User feature allows Managers to request time expense and mileage entry forms for users who have limited internet access Users with the DC Access role can also request forms for themselves while logged into the system Additionally users whose roles allow them to create projects may also create projects using the Disconnected User forms The ability to use Timesheet while not directly connected to the Timesheet server is provided by the Disconnected User Module The setup and use of this module is discussed fully in this section Certain settings must be configured on the server side before this module can be implemented These configurations will be covered first This document will then describe the Disconnected User functionality from the user s perspective
339. s to the report They will be able to view the report only as you have designed it Header and Footer The system provides access to the header and footer text that appear on each Timesheet report These two areas accept plain text as well as HTML formatted text Additionally you may use one or more of the Journyx tricky tags in these sections as well Journyx tricky tags are HTML style tags that pull specific information directly from the system database such as the name of the User who is viewing the report the name of the Time Entry Screen that is currently active for the viewing user and similar data Journyx 232 Journyx Timesheet ver 8 9_01 Tricky Tag lt name gt lt authorization gt lt reserved gt lt number of input records gt lt number of output records gt lt number of dates gt lt full name gt lt default comment gt lt other options gt lt expense entry GUI in use gt lt time entry GUI in use gt lt domain ID gt lt mileage entry GUI in use gt lt custom field name gt General Report Options Journyx 233 System Information Displayed Displays the login ID of the active user Specifically for use by the Journyx Professional Services team Specifically for use by the Journyx Professional Services team Displays the number of blank rows that appear on this time entry screen for the active user this number may be set globally for the Time Entry screen or may be left to
340. s within your organization to approve or reject users submitted time expense and mileage entries for specific projects This type of Project Approval Plan based on projects can be used concurrently with Sheet Approval Plans that allow assigned approvers to approve reject entire timesheets expense sheets and mileage sheets For example if a user has been assigned to an Sheet Approval Plan his her timesheets expense sheets or mileage sheets will go through that approval process If the user logs time expenses Journyx 200 Journyx Timesheet ver 8 9_01 201 or mileage to a project that has been assigned a Project Approval Plan those entries will go through a separate project approval process Hence it is possible to be part of two approval processes one for the sheet and another for the project However keep in mind that if an approver rejects a time entry for a project the sheet approver will be required to approve any changes Likewise when a sheet approver rejects a sheet the project approver may be required to approve changes if they affect the project in question It is possible to force rejection for all approvers on a level if a single approver on the level rejects Please see the next paragraph for more details Approval Plans for users sheets run independently from project Approval Plans except when sheets that are in multiple approval plans require approval by all approvers on each level prior to proceeding to next level This
341. se Code entry field name Source expense entry field Source name Currency expense entry Currency field name Comment textbox expense Comment entry field name Figure 8 5 Expense Sheet Settings Expense Code expense entry field name Expense Code is the default name suggested for this tracking field that may be included in expense sheets You may specify a different name for the Expense Code field The new name will be displayed in place of Expense Code on users expense sheets when they track expenses for projects Source expense entry field name Source is the default name suggested for this tracking field that may be included in expense sheets You may specify a different name for the Source field The new name will be displayed in place of Source on users expense sheets when they track expenses for projects Currency expense entry field name Currency is the default name suggested for this tracking field that may be included in expense sheets You may specify a different name for the Currency field The new name Journyx 11 Journyx Timesheet ver 8 9_01 12 will be displayed in place of Currency on users expense sheets when they track expenses for projects Comment expense entry field name Comment is the default name suggested for the textbox on expense sheets You may specify a different name for the Comment field The new name will be displayed in place of
342. se entries after this date will use a later conversion rate Open conversions on the other hand will not expire until they are manually closed An open conversion will be applied to future expense records that appear in reports unless it is closed and another conversion to cover the period is created To create a new currency conversion click the Create Conversion button in the lower right corner of the main Currency Conversions screen see figure 7 1 Up to three currency conversion rates may be created at one time see figure 7 2 To create a Currency conversion specify the to and from currencies conversion rate and date range that the conversion will be effective Create new conversion rates Convert from Currency Conversion Rate To Currency Effective Start State Effective End 07 21 2010 1 aug au 07 21 2010 Y Au i 07 21 2010 Create Rates Figure 7 2 Create currency conversion rates To create a new conversion rate select the two currencies for conversion and then specify the conversion rate Enter the effective start date for this currency conversion rate You may enter the effective start date manually If this field is left blank the system will set today s date as the default effective start date Enter the effective end date for this currency conversion rate You may enter the effective end date manually If this field is left blank the system will assume the effective end date to be open
343. ser selection and Period assignment screen see figure 6 4 Once again you must first specify the search criteria for users that you want to assign the Period to From the search results you can select the users to assign select the Period and click the Assign to Users button Journyx 89 Journyx Timesheet ver 8 9_01 90 Configuration Periods Assign Expense Periods iz Select users and click on Assign to Users to assign the period to the selected users Search User name Project A Group lis anything is enything root All spl RM Group for 1 u spi task 1 RM Group for 2 u spl task2 v Search Results Showing 1 2 of 2 Users Name Login Time Approval Expense Approval Mileage Approval Most Current Expensesheet Period Create New Create New Create New Create New Create New Create New 0 selected Select All Results Per Page 200 Go Select the expense period to assign time period action Q Future only if expensesheets are compatible assigns new period to future timesheets monthly E O Remove old remove all expense records for these users and start fresh with new period WARNING this cannot be undone Assign To Users Figure 6 4 Assigning Period to users expense sheets Assigning a Period to user s mileage sheets is accomplished similarly by clicking the link labeled Mileage Period Assignments on the main Periods screen see figure 6 1 This will direct y
344. sers Name Duration Weekly start on Sunday EJ O Bi Weekly Sterting last week IZ on Sunday B O Semi Monthly First Period lasts from the first through the ana FA inclusive Second Period is comprised of the remaining days O Monthly Period begins on the ast W day of the month Day Range Start on 07 21 2010 for 14 days Save and Assign Users Figure 6 2 Period creation Journyx 87 Journyx Timesheet ver 8 9_01 88 A weekly Period covers seven days from the day chosen as the start day A bi weekly Period covers fourteen days from the day chosen as the start day Please note that when defining a bi weekly period you must indicate both the day of the week and indicate whether the period begins this week or last week A semi monthly Period divides a month into two time periods that are defined as the first of the month through the date you set and the day after the date you set through the end of the month A day range Period covers a set number of days beginning on the date you define When finished selecting the duration you can save the Period by clicking the Save button Alternatively you can save the Period and assign users by clicking the Save and Assign Users button Periods must be assigned to users timesheets in order for users to be able to log time To assign the Period to users timesheets you must first specify the search criteria for users that you want to assign the Period to
345. sers section of this manual Specify a value of 0 to disable disconnected users from accessing the sub domain Journyx 187 Journyx Timesheet ver 8 9_01 188 otherwise specify the maximum number of disconnected users who will have access When finished click the Save button To modify an existing sub domain go the main Domains screen located under Management Domains Here you will see a list of existing domains see figure 24 1 Click the name of the domain that you wish to manage This will direct you to the Domain Management screen see figure 24 3 After creation you are only able to modify a subset of the domain properties You can create a new administrator by specifying a name and clicking the Create button Management Domains Modify Domain 1 Specify the attributes administratos functional privileges and period of validity for the domain Modify Domain Option Domain name Number of users allowed in this domain Number of days from creation the domain is valid expires on Saturday July 23 2011 Allow use of Project Resource Manager PRM features Allow use of Timekeeping ability Allow custom bug reports Allow creation of new Custom Roles Allow use of Rate Rules and Policies Number of Disconnected Users allowed in this domain Use 0 to disable 1 additional allowed 0 currently assigned to users Create A New Administrator For This Domain Current Domain Administrator s dadm
346. sheet ver 8 9_01 160 Unallocated Projects The Clients feature allows you to set up Project allocations by customer or department This section of the database is only accessible for reporting through external report tools Totally Unallocated Projects ProjectName Description 1 Summary 1 2wG28N None 1 1 task 1 1 2wG28N None 1 2 task 1 2 2wG28N None 2 Summary 2 2wG28N None 2 1 task 2 1 2wG28N None 2 2 task 2 2 2wG28N None Project 1 Top of Project 1 root Default Parent Project test_baseline 2wG28N Top Level Project for MS Project File test_baseline 2wG28N Figure 19 5 Unallocated projects Entry Columns Entry Column management is located under Management Entry Columns see figure 20 1 Entry Columns include the selectable items within the dropdown selections located in users timesheets expense sheets and mileage sheets They allow you to manage the selectable values for object dropdowns such as Activities Pay Types Bill Types Expense Codes Source etc Journyx 160 Journyx Timesheet ver 8 9_01 161 Management Entry Columns Activities Entry Columns contain the selectable values for columns on users timesheets expense sheets and mileage sheets ee Group Status Loggable and Reportable 2wG28N AT test_baseline Reportable Only 2wG28N AU test_baseline Hidden 2wG28N U zz1 re 2wG28N U zz2 Search Results Showing 1 5 of 5 Activities Results Per Page Go Descrip
347. sheet click the Edit Icon to the left of the respective entry This will refresh the screen and allow you to change the Project Task Pay Type and Bill Type You can also modify your Comment associated with the entry To delete a time entry from your timesheet you can click the Delete Icon E to the right of the respective time entry The screen will refresh with the time entry having been removed Searching For and Selecting a Project There are four ways to select a project when managing time entries You can use the expandable Project Tree the Inline Tree in the Project dropdown Project Search or the My Projects List Journyx 252 Journyx Timesheet ver 8 9_01 253 Project Tree The first method allows you to select a project from a hierarchical tree that contains all the projects to which you have been granted access as well as some of the parent projects that are required for drilling down into the hierarchy To view the tree click the Project Tree Icon 8 located to the left of the respective Project dropdown This will launch a pop up window containing a navigable project tree with expanding and collapsing nodes see figure 29 2 To open a node and view all child projects click the expand node To close a node and hide all child projects click the collapse node When you have found the project that you wish to log time to select the project and then click the Done button This will close the pop up window and the project
348. sheet will return this error if a target timesheet violates an established Rate Rule Timesheets that violate Rate Rules will be rejected and must be edited to comply with the Rate Rules that govern them Note Rate Rules are an optional expansion module that is available for Timesheet that your organization may not be using If the Rates amp Rules module is not being used by your organization you will not receive any Rate Rule Errors when executing a Mass Approval of timesheets Journyx 206 Journyx Timesheet ver 8 9_01 207 Preferences Journyx 207 Journyx Timesheet ver 8 9_01 208 Reset Password Reset Password is located under Preferences gt Reset Password see figure 27 1 The Reset Password screen displays your full name and username as shown in the system and reports You have the ability to modify your password if you wish To modify your password you must specify your current password for security purposes Then specify your new password that you would like to use when logging into the system Confirm your new password by entering it again When finished click the Save button Your password will be changed and you will have to use the new password the next time you login to the system Preferences Reset Password iz Full name 1 u Current password pa a Username ul New password Confirm new password Figure 27 1 Reset password Entry Screens Entry Screens is located under Preferences Entry Scre
349. sign sheet approval templates to other Timesheet users to whom they have access based on group membership Note The Administrator authority role ability provides this functionality without having this ability assigned The Project Add role ability provides access to the Project Creation functions of Timesheet The Project Delete role ability provides access to the Project Deletion functions of Timesheet The Project Modify role ability provides access to the Project Modification functions of Timesheet The QuickBooks Sync Admin role ability provides access to the Accountlink synchronization functions of Timesheet Note To use Accountlink synchronization your organization must have purchased Accountlink for Timesheet The Report Creation role ability allows users to whose role contains this ability to create reports in Timesheet The Report Modification role ability allows users to whose role contains this ability to modify reports in Timesheet that they have access to through group membership or individual ownership The Memorized Sheets Create For Groups role ability provides access to the Group Schedule Creation functions of Timesheet The Memorized Sheets Create For Others role ability allows a user whose role includes this ability to create schedules for other users within the Timesheet database The Memorized Sheets Create For Self role ability allows a user whose role contains this ability to create schedules for him or h
350. so be assigned a role that is allowed to report on the custom field Expense Reports 233 Journyx Timesheet ver 8 9_01 234 Expense Reports have a slightly different set of general options than those associated with Time Reports and Project Reports All of the general report options for expense reports are outlined below see figure 28 11 Reports Standard Reports Create Expense Report Standard reports provide information about the hours expenses and mileage logged by users in relation to Projects Activities Pay Types Bill Types etc Report name New Report M Allow users to modify this report after it is copied to them Report currency No Conversions E Report Dates O Prompt for date entry when report is run Q Run for Weeks start on Mileage Records Include Mileage Records in Expense Report V Project Filters Available Project Selected Project Include all Project s P1 Task 1 A pi Task 2 O Include only selected Project s Project 1 Include all except selected Project s root C Automatically include Project descendants in report Y user Filters Available User Selected User Include all User s i pm Q 1 u O Include only selected User s 2 u O Include all except selected User s 3 u meredith Figure 28 11 Expense Report Journyx 234 Journyx Timesheet ver 8 9_01 235 Date Ranges All reports in Timesheet are designated as either repo
351. sor will appear in the left pane hierarchy For each supervisor his her approvers timekeepers and direct subordinates appear in the right pane To view this information for another supervisor click the list icon next to the supervisor s name within the visual hierarchy You have the option to make changes to reporting relationships directly on the OCM screen To reassign subordinates to another supervisor drag and drop them from the right pane onto the new supervisor in the visual hierarchy Other data created by OCM You will see Groups and Custom Roles that begin with ZZSUP These are created automatically and assigned automatically when you click run the OCM Reader Ignore them as they will be used automatically by OCM Do NOT remove them manually from the users they re assigned to You cannot modify the ability lists for these roles under Roles Management However these automatic role assignments do not override existing assignments for the users You are free to configure custom roles for users affected by OCM configuration The roles that are automatically assigned by OCM will simply be added to the users existing role assignments Be sure to continue to use OCM when adding and editing users approval plan and manager assignments If you do not when you run the OCM Reader any related configuration that was added manually will be overwritten Organization Compliance Viewer The Organization Compliance Viewer OCV is loc
352. ss lt link gt Link to the request approval screen lt managerlogin gt Manager user who is notified user login lt managerfullname gt Manager user who is notified user full name Journyx 23 Journyx Timesheet ver 8 9_01 24 Third Party Software Third Party Software Settings Servers which are allowed to connect comme separated list C Only allow users connected to Project Server to synchronize C Warn MS Project Admins when synchronizing a Microsoft Project File for the first time M Aliow MSP Admins to create users and modify their attributes Journyx B is authoritative for Task Scheduled Work after Projectlink file registration C Take Project Approvals into consideration when returning entries to MSP and QuickBooks Figure 8 15 Third Party Software Settings Servers which are allowed to connect This option allows you to control which Microsoft Project Server installations are allowed to synchronize to this installation of Timesheet If nothing is entered then nothing will be authorized This preference is used to help eliminate duplicate synchronizations Since there is no way within Microsoft Project to determine that User A who logs onto the Project Server http testprojectserver actually logs onto the same server as User B who logs onto the Project Server http 10 1 1 1 this preference helps administrators ensure that all Microsoft Project Server users in their organization access the Microsoft Pr
353. st step is to specify the search criteria for the users that you would like to assign to the Approval Plan Once you have specified the search criteria click the Search button The search results will be displayed below the criteria From the search results select the users to assign to the Sheet Approval Plan and click the Assign Approval Plan button Memorized Sheets Memorized Sheets is located under Management gt Memorized Sheets Memorized Sheets allow you to save users routine tasks with preset hours so that they do not have to repeatedly select them when entering time A Memorized Sheet can contain one or more time entries Each time entry will contain a Project Task Pay Type Bill Type Comment Journyx 171 Journyx Timesheet ver 8 9_01 172 and hours After creating a Memorized Sheet and assigning it to users or Groups it will be accessible for loading into all of those users timesheets thereafter User Memorized Sheets Memorized Sheets can be created and managed for users and Groups This section discusses Memorized Sheets that will be assigned to users User Memorized Sheet management is located under Management gt Memorized Sheets gt User Memorized Sheets see figure 22 1 Management Memorized Sheets User Memorized Sheets vey Memorized Sheets allow you to create commonly recurring tasks with preset hour counts Specify the search criteria for the users you would like to manage then click on the user s nam
354. st to serve as the row header This value combined with the Column Heading option will be the matrix Journyx 241 Journyx Timesheet ver 8 9_01 242 Project Status Reports Report Options For each Project subtotal by None M Roll up project actuals Roll up subtotals Fields to display in report Available Fields Fields displayed in report Hours Worked Total Estimate Project Fields Legacy 12 Percent Complete pa ae Percent of Estimate Used Budgeted Total Hours Project Description Hours Worked Remove Total Estimate y Percent Complete Percent of Estimate Used M Show users s column names from Entry Screen Configuration jActual Project Hours Vs Estimated Project Hours Additional header HTML Project Actual to Estimate Comparison Additional footer HTML Figure 28 15 Project Status Report options Project Status Reports allow you to view data from a project management point of view The options specific to Project Status Reports are Roll up project actuals This option will add the hours logged to each subproject to the total hours logged to that subproject s parent project For each Project subtotal by listbox You may use this section to choose the category you would like Timesheet to use for subtotaling in this report Roll up subtotals This option will add the subtotal of the hours logged to each subproject to the subtotal of hours logged to that
355. t corner to jump to a particular date Alternatively you may use the Date Arrow Icon to move backward or forward one period at a time Standard mileage sheets will typically let you select a Project Travel Reason Measurement Unit and Vehicle To create a mileage entry select a value from each of the dropdowns Journyx 276 Journyx Timesheet ver 8 9_01 277 shown on your mileage sheet You may also specify a Comment for the mileage entry Once selected you can then input the distance traveled for that project on a specific date To edit a mileage entry on your mileage sheet click the Edit Icon to the left of the respective entry This will refresh the screen and allow you to change the Project Reason Measurement and Vehicle You can also modify your Comment associated with the entry To delete a mileage entry from your mileage sheet you can simply click the Delete Icon m located to the right of the respective entry The screen will refresh with the mileage entry having been deleted When finished creating editing and removing mileage entries click the Save button Searching and Selecting Project There are four ways to select a project when managing mileage entries You can use the expandable Project Tree the Inline Tree in the Project dropdown Project Search or the My Projects List Project Tree The first method allows you to select a project from a hierarchical tree that contains all the projects to which you ha
356. t it to 2 it will pull Journyx 209 Journyx Timesheet ver 8 9_01 210 entries from the previous two periods If you are assigned to a monthly period the numeric value is applied in weeks e g 1 pulls entries from the previous week only You can specify the number of Blank Entries to be displayed when you first open your timesheet expense sheet or mileage sheet For example if you typically work on five projects a day you would want at least five Blank Entries to be automatically displayed when you open your timesheet While entering your time if you have fully utilized all your Blank Entries and require additional entries click the Save button in your timesheet This will save the entries and refresh the timesheet with a new set of Blank Entries You can also limit the number maximum number of items that are shown in selection dropdown on entry screens This is helpful when you have access to long lists that cause screen loading to be slow When the number of items in a selection dropdown exceeds this setting the field is changed to a text field with search as the only option for selection The Default comment field allows you to set the comment that appears in all blank rows for time expense and mileage sheets If your administrator has given you access to multiple timesheets you may choose the type of timesheet you would like to use when recording hours worked on projects Additionally if made available by your administrator
357. t message indicating that the report has been copied to the users you selected The selected users will now see the report you have copied to them in their list of available reports Removing Reports Reports in the system can be removed on an individual user basis that is each user can remove reports for him or herself only All of a user s available reports can be removed including the default reports that ship with the product To remove a report simply select the report to remove from the list of available reports and click the Delete button The system will display a popup warning window asking you to confirm that you do indeed wish to delete the selected report If you wish to continue click the OK button in the popup window The system will refresh the Main Report Menu and display a green text message confirming the deletion of the selected report Additionally the deleted report will no longer be listed in the available reports list Journyx strongly recommends deleting only those reports you are certain you no longer need If you accidentally delete a default report your organization s Timesheet Administrator should be able to copy his version of the report to you If you delete a custom report you will have to create that report from scratch again unless another user in your organization has a copy that they can copy to you For more information on copying reports to other users please see the Copying Reports section above Journ
358. t tasks as complete is always available at the task level but it is optional to show it at the project level Journyx 26 Journyx Timesheet ver 8 9_01 27 Security Data Management Settings V Data Management Settings M Enable Organization Chart Management features 4 Allow supervisors authority over the entire hierarchy beneath them rather than direct reports only v New users have access to all entry column values until reassigned to a group with more limited access C Allow users to create new projects C Allow the All group to be modified Figure 8 17 Data Management Settings Enable Organization Chart Management features This option allows you to use the Organization Chart Manager OCM For sites with existing approval plans Journyx recommends you use OCM with caution because it will take over your time approval plans and delete any created manually Please refer to the Org Chart Manager section of this manual for more information If you choose not to use OCM you can use this setting to disable it and ensure that no one can delete your manually created time approval plans Allow supervisors authority over the entire hierarchy beneath them rather than direct reports only This option is specific to the hierarchy accessibility created by the Organization Chart Manager If you are using OCM this setting will determine the level of supervisor access to the users below them If this setting is enabled supervisors wi
359. t you frequently log hours to The My Projects link located at the bottom of each sheet will launch a pop up window that can be used to add and remove projects from your unique Project List You may add projects from the Available Projects list by selecting the project and clicking the Add button These projects will be added to your Project List shown in the box to the right To remove a project from your Project List select the project and click the Remove button Additionally you can search for a project by specifying the project name or part of the project name The search results will be displayed in the listbox on the left If you want to view the full tree instead of the search results you can click the Go to Top of Tree link located above the left listbox When you are finished adding and removing projects from the Projects List click the Save button Journyx 211 Journyx Timesheet ver 8 9_01 212 User Details User Details is located under Preferences gt User Details see figure 27 4 Your administrator has added you to groups that will allow you to track time and expenses for certain projects User Details displays all the groups projects and other system information that you have access to To view your access information select the Category Type and click the Load button This will refresh the screen with all the items to which you have access Preferences User Details Project Details View the items you have access to
360. tatus of records in relation to the standard sheet approvals For more information on the standard sheet approvals process please see the Approvals section of this manual Approved Committed filters records that Journyx 231 Journyx Timesheet ver 8 9_01 232 have been approved using the standard sheet approvals process Not Approved Not Committed filters records that have not yet been approved using the standard sheet approvals process The second pair of status filters relates to the Synchronized Status of records in relation to the optional Disconnected User module of Timesheet If your organization is not using the Disconnected User module these filters will not apply to your records For more information on the Disconnected User module please see the Disconnected Client Module section of this manual Synchronized filters records that have been synchronized via the Disconnected User module Not Synchronized filters records that have not been synchronized via the Disconnected User module The third pair of status filters relates to the Approval Status of records in relation to the Project Approvals process of the system For more information on the project approvals process please see the Project Approvals section of this manual Project Approved filters records that have been approved using the Project Approvals process Not Project Approved filters records that have not been approved using the Project Ap
361. te Project Expense Code Source Record Status Sheet Status Amount Currency Comment Dev Team 1 User 2 dtiu2 Thursday July 22 2010 root Miscellaneous Company Open Open for Entry 100 00 uss Default Comments Approve Commit Unapprove Uncommit Go To Modify Screen Figure 14 7 Expense Record selection To delete the selected entries click the Delete button To approve or commit the selected entries click the Approve Commit button To disapprove or uncommit the selected entries click the Unapprove Uncommit button To modify the selected entries click the Go to Modify Screen button This will direct you to an Entry Management screen where you can change the Project Expense Code Source Currency Comment Amount and Group see figure 14 8 When finished click the Modify the Records Altered Above button Management Records Modify Expense Entries B Change the records Then press the modify button to save your changes User Date Project Expense Code Amount Comment Currency Source search reno P search wee search search search Dev Team 1 User2 A Orestes Modify the records altered above root Miscellaneous H 1 Sens Saas uss W Company ie Figure 14 8 Expense Record modification Mileage Records To create a new entry to be placed in users mileage sheets go to Management gt Records gt Create Mileage Entries This will direct you to the Mileage Entry Creation screen see figure 14 9 Specify the users withi
362. te a Memorized Entry from your timesheet select the Memorized Entries to delete and click the Delete button Memorized Sheets Memorized Sheets allow you to save your routine tasks with preset hours so that you do not have to repeatedly select them when entering time A Memorized Sheet can contain one or more time entries Each time entry will contain a Project Task Pay Type Bill Type Comment and hours Once a Memorized Sheet has been created you can load it into your timesheet when you are logging hours To view Memorized Sheet functionality click the Memorized Sheets link at the bottom of your timesheet This will load the Manage Memorized Sheets section see figure 29 6 Figure 29 6 Memorized Sheet options Create Memorized Sheet Journyx 256 Journyx Timesheet ver 8 9_01 257 You can create a Memorized Sheet from within your timesheet Select your routine Projects Tasks Pay Types Bill Types Comments and Hours Once finished specify a name for the Memorized Sheet one that will be easy to remember when you want to load it into your timesheet in the future Then check the apply above time records setting and click the Memorized Sheet button This will direct you to the Memorized Sheet Modification screen which will allow you to make changes to the new sheet When you are finished editing the sheet click Modify to save the Memorized Sheet for future use Loading an Existing Memorized Sheet If your administrator h
363. te for project P1 Task 1 User meredith meredith Monday July 26 2010 11 18 Approved for project P1 Task 2 level 1 by meredith User meredith meredith Monday July 26 2010 11 18 Approval complete for project P1 Task 2 User meredith meredith Monday July 26 2010 11 18 All approvals completed User meredith meredith Period Approval Information Approval Levels 1 Status Approved Level Primary Approver Login Primary Approver Fullname Backup Approver Login Backup Approver Fullname Status 1 pmi 1 pm None None Approved Figure 29 9 Sheet history Sheet History contains notes regarding the timesheet and the approval process for that specific timesheet The Sheet History link is located in the Additional Options section at the bottom of your timesheet Clicking the Sheet History link will launch a pop up window containing all the actions associated with the timesheet to date You can insert a note in the sheet history i e for approvers by specifying the text in the available textbox and clicking the Submit Comment button To view more details click the Show System Notes button This will display the system notes that correspond to the actions associated with the timesheet To hide the system notes you can click the Hide System Notes button Journyx 260 Journyx Timesheet ver 8 9_01 261 Accruals Pay Type Type Hours Left Family Leave Soft 24 00 Vacation Hard 80 00 zed Sheets Accruals Fi
364. ted with a specific time expense or mileage record To create a new Project Note go to the Create a New Project Note section in the main Project Notes screen Select the project and specify the name for this collection of Notes When finished click the Create button Then click on the Edit icon to add the first Note Journyx 148 Journyx Timesheet ver 8 9_01 149 Management Projects Project Notes Search for Project Notes Select Projects Select Dates Select Users Oat Selected ai OSelected a ki po Date Range i punchuser Tas punchu P1 Task 2 07 22 2010 Begin Accounting Manager 0 Project 1 07 23 2010 End yom F root Accounting User a admini M Search Results Last Updating Last Update Number of Name Project Creating User Creation Time User Time matching entries Total entries E fim All Ticket Notes P1 Tesk 1 meredith 07 22 2010 13 30 meredith 07 22 2010 13 30 1 Create a new Project Note Project New Project Note Name sa Pl Task 1 Figure 18 7 Project Notes To view existing Project Notes specify the search criteria and click the Search button The search results will be displayed below the criteria To view the details of the Project Notes click the Edit icon This will prompt a pop up window displaying the details of the Project Notes with a space for adding an additional note To add a new Project Note specify the note in the textbox at the bottom of the pop up and click t
365. the active user this number may be set globally for the Time Entry screen or may be left to the individual user to specify for himself lt Number of Output Records gt Specifically for use by the Journyx Professional Services team lt Number of Dates gt Displays the number of days contained in the time period upon which this time entry screen is based lt Full Name gt Displays the full User Name of the active user lt Default Comment gt Displays the default comment that the active user has defined under his preferences tab lt Other Options gt This tag is specifically for use by the Journyx Professional Services team Journyx 61 Journyx Timesheet ver 8 9_01 62 lt Expense Entry GUI in Use gt Displays the name of the Expense Entry screen assigned to the active user lt Time Entry GUI in Use gt Displays the name of the Time Entry screen assigned to the active user lt Domain ID gt Displays the name of the Domain that contains the active user lt Mileage Entry GUI in Use gt Displays the name of the Mileage Entry screen assigned to the active user lt Custom Field Name gt Displays the name of the contents of the named User Custom Field For instance if you want to show the contents of the user s custom field Employee Number then use the tag lt Employee Number gt Likewise in order to use the Email Address field you can use the tag lt Email Address gt Please note that if you have renamed any
366. the rejection reason for the submitted sheet lt prd gt Displays the period of the submitted sheet lt type gt Displays the sheet type submitted time expense or mileage lt link gt Displays a link directly to the sheet that is the subject of the notification lt link customlink gt Displays custom text as a link directly to the sheet that is the subject of the notification when custom text is inserted in place of customlink and the system email format is set to HTML Assigning a Sheet Approval Plan to Users Sheet Approval plans must be assigned to users before they can be applied There are two methods of assigning an Approval Plan to users You can assign users from the main Approval Plan screen for each approval type located under Management gt Approval Plans Here each Approval Plan has an Assignment column that contains an Assign Users link see figure 21 1 This method is ideal if wanting to assign users without making any modifications to the Approval Plan itself By clicking the Assign Users link you will be taken through the assignment process see figure 21 6 The first step is to specify the search criteria for the users that you would like to assign to the Approval Plan Once you have specified the search criteria click the Search button The search results will be displayed below the criteria From the search results select the users to assign to the Sheet Approval Plan and click the Assign Approval Plan button Jour
367. the search criteria for the Group you would like to manage and click on the Group name to manage Memorized Sheets Memorized Sheets can not be created for monthly and semi monthly periods Use weekly or bi weekly memorized sheets for users with monthly or semi monthly periods Memorized Sheet Name T Group Memorized Sheet 1 Figure 22 8 Memorized Sheet deletion Memorized Entries Memorized Entries is located under Management gt Memorized Entries Memorized Entries allow you to save users most common tasks expenses or mileage so that they do not have to repeatedly select them in their timesheets expense sheets and mileage sheets A Memorized Time Entry contains a single Project Task Pay Type Bill Type and Comment After a time entry has been memorized and assigned to users or Groups it will appear in all of those users timesheets thereafter Those users then only need to specify the hours if any for that task Similarly a Memorized Expense Entry contains a single Project Expense Code Currency Source and Comment After an expense entry has been memorized and assigned to users or Groups it will appear in those users expense sheets thereafter Users then only need to add hours if any for that task Similarly a Memorized Expense Entry contains a single Project Expense Code Currency Source and Comment After an expense entry has been memorized and assigned to users or Groups it will appear in those users expense sheets
368. the search criteria for users and click the Search button The search results will be displayed below the criteria Select the Approval Plan to assign to the users in the search results and click the Assign button Note The Approval Group assignment process does not allow you to select a subset of users from the returned search results Therefore each user who matched the search criteria even those included in subsequent pages of search results will be assigned to the selected Approval Group when the Assign button is clicked Journyx 203 Journyx Timesheet ver 8 9_01 204 Approval Group Assignment Assign Users to Approval Groups Execute Mass Approva jisanything is anything Pl Task 1 All P1 Task 2 Group 1 Project 1 Results Per Page 10 i Go Search Results Showing 1 3 of 3 Users Na Results Per Page 10 re Approval Group 2 Approval Group Name Last Action Approval Group 1 None Figure 26 7 Approval Group assignment Loading Memorized Sheets Once the required Approval Groups have been created and assigned to users you can load default Memorized Sheets into users timesheets by clicking on the Load Memorized Sheets link on the main Advanced Approval screen This will direct you to the Populate Approval Group Sheets screen see figure 26 8 Specify the Approval Group number of Time Periods date to begin Memorized Sheet load and an email address to where the auto population report and any er
369. thereafter Users then only need to add an expense amount Similarly a Memorized Mileage Entry contains a single Project Reason Measurement Vehicle and Comment After a mileage entry has been memorized and assigned to users or Groups it will appear in those users mileage sheets thereafter Users then only need to add the actual distance traveled Journyx 176 Journyx Timesheet ver 8 9_01 177 User Memorized Entries Memorized Entries can be created and managed for users and Groups This section discusses Memorized Entries that will be assigned to users User Memorized Entry management is located under Management gt Memorized Entries gt User Memorized Entries see figure 23 1 Management Memorized Entries User Memorized Entries B Search Group Projet S is anything is anything All P1 Task 1 Group 1 Pl Task 2 Project 1 root Search Results Showing 1 4 of 4 Users Results Per Page 10 a Go Name ul u2 meredith meredith 0 selected Select All Figure 23 1 User Memorized Entries main page Results Per Page 10 Go To create a User Memorized Entry you must first select the user for whom you would like to create the Memorized Entry Specify the search criteria for users in the main User Memorized Entries screen and click the Search button The search results will be displayed below the criteria Select the user by clicking on the username This will direct you to the Memorized Entr
370. time This option sets the time for sending out automatically generated emails related to Approval Plans The contents of the emails are managed as part of the Approval Plan Please see the Approval Plans section of this manual for more information on automated email notifications Keep in mind that this setting only applies to cron emails In other words this setting only applies to approval emails that are triggered by a chronological limit For example if a user is x number of days late submitting his sheet for approval Action based emails are unaffected by this setting because they are always triggered and sent when a specific action has been committed Journyx 18 Journyx Timesheet ver 8 9_01 19 Compile all backup and approver late notices into a single email Instead of receiving an email notification for each user who is late submitting timesheets this option compiles all notifications into a single email which is then submitted to the respective approver s or backup approver s Do not process notification emails for sheets before a particular date This date is the historical cutoff date for automated emails related to Approval Plans The system will not send emails regarding any sheet that covers a period before this date The default value for this field is August 18 1972 Keep in mind that this setting only applies to cron emails In other words this setting only applies to approval emails that are triggered by a chronologi
371. time into the form follows standard time entry procedures exactly Once time entries have been entered the user should simply click the Save Work In Progress button at the bottom of this form Clicking this button saves all time entries and stores them locally in a cookie that will continue to hold this form s data until the form is submitted The user does not need to be connected to the internet to save time entries Once all time entries have been completed for the period and the user is certain that no changes will need to be made the user should connect to the internet and click the Email Completed Timesheet button at the bottom of the form This will submit the form to the system If a user attempts to resubmit an offline time form that has already been submitted a pop up window will be displayed reminding the user that that particular form has already been submitted Despite this warning provided by the system users will still be able to submit these forms multiple times Multiple submissions will result in faulty records Please stress the importance of proper form submission practices to all users who will be working with the Disconnected User Module Disconnected User Expense Entry The Disconnected User Expense Entry Form is quite similar to the standard online Expense Entry Screen It uses the assigned period and will display only those Projects Expense Codes Sources and Currencies that the user is allowed to see based upon Group
372. tion Status Writing Software Loggable and Reportable Designing or Planning Loggable and Reportable General and Administrative Loggable and Reportable Time Spent in Meetings Loggable and Reportable Miscellaneous Loggeble and Reportable 0 selected Select All Results Per Page 10 Figure 20 1 Entry Columns main page for Activities To create a new item you must select the create option for the Entry Column type from the navigation menu under Management gt Entry Columns see figure 20 1 You will be directed to the Entry Column Creation screen for the selected column see figure 20 3 Journyx 161 Journyx Timesheet ver 8 9_01 162 Management Entry Columns Activities To create an Entry Column item specify the name and attributes below Copy the settings of Activity Coding Name Status Loggable and Reportable iz Description Groups 2wG28N AT test_baseline 0 2wG28N AU test_baseline 2wG28N U zzi 2wG2BN U zz2 a C Add this Activity to all new Groups V Custom Fields QuickBooks File ID QuickBooks ID Figure 20 3 Entry Column creation for Activities Specify the name description and status of the item Loggable and Reportable indicates that the item is fully active i e users can log time to this item and all time logged to this item can be reported on Reportable Only indicates that the item can no longer have time logged against it but that any hist
373. tion for the new Period assignment you may be required to set up a transition period if the old period doesn t end the day before the new period is set to begin If you select the remove old sheets option all past records for the user will be permanently deleted from the database Journyx strongly recommends backing up your database before selecting to remove old sheets for a new period assignment To delete an existing Period select the Period from the Period Management screen and click the Delete button see figure 6 1 If the Time Period is assigned to any users you will not have the option to select the Period for deletion Journyx 91 Journyx Timesheet ver 8 9_01 92 Conversions Currency Conversions Currency Conversions is located under Configuration gt Conversions gt Currency Conversions see figure 7 1 Configuration Conversions Currency Conversions x To create a Currency conversion specify the to and from currencies conversion rate and date range that the conversion will be effective Search Past Conversion Rates to view history or make adjustments From currency To currency Any B Any Current Conversion Rates Convert from Currency Conversion Rate To Currency Effective Start Effective End Close Rate US 1 25 of AU 01 01 2010 current Close Rate US 75 of EUR 01 01 2010 current Close Rate US 1 5 of RUB 01 01 2010 current Close Rate Delete Create Conversion Figure 7 1 Curren
374. tions V Navigation Options v Show roles in login bar when hovering over user name rd Allow the Calendar above the menu Enter the text label for a Custom Link in the login bar Enter the URL for the Custom Link Figure 8 9 Navigation Options Show roles in login bar when hovering over user name This option will display the respective roles that have been assigned to each user in the login bar Allow the calendar above the menu This option will display a calendar in the login bar which allows users to visually select dates when managing their time expense and mileage Enter the text label for a Custom Link in the login bar Enter the URL for the Custom Link This option allows you to create a Custom Link that will be displayed in the users login bar and will allow them to link to the designated site The link title is the text that will be displayed for the link from the login bar The URL is the actual website address where the users will be directed Typically organizations prefer to use the Custom Link for company intranets corporate websites or debugging and reporting to web based third party products Approval Plans Journyx 16 Journyx Timesheet ver 8 9_01 17 Approval Workflow Settings V Approval Workflow Settings M Require users to confirm submission of sheet for approval C Force approvers to view sheets before approving or rejecting them C When sheets are in multiple approval plans require a
375. to delete any sheets that used the previous period by checking the checkbox labeled Remove old sheets Please keep in mind that this will delete from the system all of the user s sheets and the records associated with these sheets that utilized the old period and you will be unable to retrieve them afterwards For more information about Periods see the Periods section of this manual Policy Assignment This option allows you to assign an existing policy to the user see figure 10 2 You can create policies under Configuration gt Policies gt Rule amp Policy Management Custom Fields In the Custom Fields section you have the ability to specify values for the available custom fields see figure 10 2 For more information about custom fields please see the Custom Fields section of this manual When finished making modifications you can simply click the Save button Journyx 107 Journyx Timesheet ver 8 9_01 108 Creating a User To create a new user click the Create User button located in the lower right corner of the main User Management page containing the search criteria and results see figure 10 1 This will take you to the User Creation screen where you can select and specify all the necessary user attributes see figure 10 2 On the User Creation screen you also have the ability to copy the attributes of another user by searching and selecting a user and then clicking the Load button located at the top right corner
376. to the root domain s Custom Fields after the creation of a sub domain that sub domain will not inherit the changes Journyx 184 Journyx Timesheet ver 8 9_01 185 Sub Domains Sub domains inherit settings from the root domain at the moment of creation This includes color schemes logos and all other configuration settings If preferences such as the color scheme are never modified in the sub domain but the preference is changed in the root domain the sub domain will inherit the color change automatically All of the preferences and configuration options that are available in the core Timesheet product which are not listed above as being disabled or limited to the root domain are available within the sub domains Therefore two sub domains can have entirely different color schemes logos names for the entry columns project management page configurations etc Before beginning your implementation of domains it would be a good idea to plan out any cross domain reporting You will want to consider the external cross domain reporting as you plan each domain s configuration For instance if you want to have projects with identical names in multiple domains and then report on that project you should ensure that all sub domains use the same column for projects In the current version sub domains cannot be deleted Therefore you should not create extraneous sub domains If you need to do testing it is imperative that you establish a test s
377. tries are saved The either option allows users to enter time in either HH MM or decimal format And the percent option requires users to enter time in percentages that must total 100 of the workday for each day Time entered as a percentage is converted to hours in reports based on the standard length of a day as defined under Configuration gt System Settings gt Entry Sheets The display dates in ascending descending chronological order setting applies to grid entry format only and determines the order of dates from left to right when entering hours on the time entry screen for those days The number of blank entries to display determines how many blank rows will appear on the entry screen for new entries when the screen loads Generally speaking there isn t a need to have more than 1 blank row when the entry screen is loaded because new rows are automatically added when users start to fill in the 1 row that is available The next group of entry screen settings applies to the rules for uploading documents for specific records on this entry screen If you choose the unlimited files upload option or specify a number allowed for the period users will see an Upload and View File Attachments button on their entry screen that will allow them to upload up to the specific number of documents for the sheet approval period If you do not allow file uploads users will not see the button or have the option to upload documents to specific records
378. ttribute subtotals if amounts are greater than Display partial ER note M Show grand total C Show rows containing zero days and zero subtotals M Combine simitar records into a single row Show details Fields to display in report Available Fields Fields displayed in report User Expense Record Fields cH Oe Expense Code Reason Currency Source Vehicle User 0 Project Comment Project Description Remove Record State Expense Code Reason 4 Expense Code Reason Description Y F Show users s column names from Entry Screen Configuration Standard lt em gt joynyx com lt em gt report header Figure 28 12 Expense Report creation options continued Item Status Filter The Item Status Filter works in the same manner as the Primary Filters described above This filter allows you to target your report to records that meet certain status requirements The status requirements for use with this filter are effectively four pairs of possible record statuses Any one of these pairs may or may not apply to your organization depending upon how you are using Timesheet The first pair of status filters relates to the Approval Status of records in relation to the standard Timesheet sheet approvals For more information on the standard sheet approvals process please see the Approvals section of this manual Approved Committed filters records that have been approved using the standard sheet approvals pr
379. u may add projects from the Available Projects list by selecting the project and clicking the Add button These projects will be added to your Project List shown in the box to the right To remove a project from your Project List select the project and click the Remove button You also have the ability to add and remove all projects to and from your Project List When you are finished click the Save button a http fdemo03 journyx com Journyx Timesheet Microsoft Internet Explorer DER File Edit view Favorites Tools Help Snagit ET we Manage My Projects Available Projects My Projects Go to Top of Tree troot project X Internet Figure 30 4 My Projects Memorized Entries Memorized Entries allow you to save your most common expenses so that you do not have to repeatedly select them when entering expenses A Memorized Entry contains a single Project Expense Code Source Currency and Comment After an entry has been memorized it will appear in all your expense sheets thereafter You then only need to specify the actual expense Journyx 269 Journyx Timesheet ver 8 9_01 270 To create a Memorized Entry select the appropriate Project Expense Code Source Currency and Comment and then click the Save button You can only create a Memorized Entry after that entry has been saved in your expense sheet After the entry has been saved you will see the Memorize Icon to the right of th
380. uch a strategy would be the creation of a Policy that relates specifically to non exempt users who are subject to overtime considerations and salaried users who are not subject to overtime considerations Once the Rules have been created you will create a Policy that will be comprised of multiple Rules Afterwards you can then assign that Policy to users Once you have assigned the Policy you can do a Rate Check to see how a particular user s pay rate can Journyx 66 Journyx Timesheet ver 8 9_01 67 be affected Finally Rate Reports allow you to run a report that will display the actual Pay Rate and Bill Rates as applied selected users time records over a duration of time Rules Management Rules can be managed under Configuration gt Policies gt Manage Rules and Policies see figure 3 1 On this main screen you can view all existing Rate Rules and Policies Rules are used to specify particular parameters for calculations and compliance checks that should be applied to time records for payroll and or billing purposes To create a new Rule click the Create a Rate Rule button located under all the existing Rules This will direct you to the Rate Rule Creation screen see figure 3 2 Name the Rule Description Select Time Parameters for Rule Condition Trigger Hours Day Date s Target anan 07 20 2010 a l Timesheet k Greater than Z Week Day Excess Hours Weekend Day 4 Add To Day List Sunday S Define
381. ue in the globally defined short date format MM DD YYYY by default Number A number field is a field that is configured to contain a numerical value The exact size limit for a number field is limited to the maximum value supported by your database for double precision numbers Integer An integer field is configured to contain a numerical value but limited to whole numbers only The exact size limit for an integer field is limited to the maximum value supported by your database for double precision numbers When finished selecting the data type you must select the form type of the Custom Field A Custom Field can be a textbox dropdown selection or multi value selection If a textbox you can specify a default value that will appear in the Custom Field textbox when shown to users If a dropdown selection or multi value selection you can add multiple values and designate one of the values as the default Dropdown selections only allow you to set a single field value from the list Multi value selections allow you to use CTRL click to set one or more field values from the list When finished click the Save button To modify an existing Custom Field you must first specify the search criteria for the Custom Field and click the Search button on the main Custom Fields page located under Configuration gt Custom Fields see figure 2 1 From the search results you can click the name of the Custom Field to modify To delete a Custom Field se
382. uests Here you can manage the requirements for requesting Leave as well as approving or rejecting Leave Requests You can limit leave request approval to a user s designated time approvers This section will also allow you to manage the emails associated with Leave Requests For more information about these settings please see the System Settings section of this manual Details on requesting leave can be found in the Time Entry section of this manual Journyx 194 Journyx Timesheet ver 8 9_01 195 Approvals Journyx 195 Journyx Timesheet ver 8 9_01 196 Approving Timesheets Time Approvals allow approvers within your organization to approve or reject users timesheets for a particular period In order to implement an approval process a Sheet Approval Plan must first be created Within the Sheet Approval Plan approvers must be assigned Then the Approval Plan must be assigned to users who will submit their timesheets at the end of the period After user submission the timesheet enters the approval process and the designated approvers have approval rejection authority over the timesheet This section specifically discusses approving or rejecting timesheets that have been submitted by users Approvals Plans can be created under Management Approval Plans For more information about creating and managing Sheet Approval Plans please see the Approval Plans section of this manual If you have approving authority for particular users t
383. ul 22 09 59 04 2010 Thu Jul 22 10 00 53 2010 fF 0 02 Approve All Figure 13 2 User Punch Conversions To edit a punch click the respective Edit icon for that punch This will direct you to a page containing the attributes of that punch which you will be able to modify see figure 13 3 Here you can modify the Project Task Pay Type Bill Type Comment Punch Time Group and whether the first or second punch will determine the time record contents Basically the first punch and the second punch could potentially have different attributes for Project Task Pay Type Bill Type and Comment This dropdown determines which values to write to the database if there is a discrepancy When finished click the Modify button All punch screens include a default setting for determining whether to use the first or second punch details for the time record that is created Journyx 130 Journyx Timesheet ver 8 9_01 131 Management Records Punch Conversions Punch Record Modification Punch in and punch out pairs entered by Punch Users must be converted to time records A punch pair containing two consecutive punches constitutes a time entry You may insert a punch entry in between a punch pair ID 90F670922C5645C5BE0BBA404C0E1F04 Project root B Activity Pay Type Other B Bill Type Standard B Comment Hourly Worker Punch PunchDateTime 20100722 09 57 First or second punch determines time record contents First
384. unch Entry Columns Column Order Column Name Default Value project va a roo acy a oie Pay Type a other 7A Bill Type a Standard FA Comment Figure 1 4 Punch Entry Screen modification You may also change the display order and hidden status of the column headers that will be shown to users in the Punch Entry Screen Default values can be chosen for all the column headers and a default comment may be specified Punch users by default do not have access to any tabs so they will not be able to override anything Alternatively you may also create a new Punch Entry Screen by copying the attributes of an existing Punch Entry Screen at the top right corner of the screen Once copied you then only have to change the attributes that will be unique to the new Punch Screen To modify an existing Punch Entry Screen simply click the name of the Punch Entry Screen from the main Punch Entry Screen page located under Configuration gt Entry Screens gt Punch Entry Screens see figure 1 3 To delete a Punch Entry Screen check the entry screens to delete and click the Delete button see figure 1 3 Stopwatch Modules Stopwatch Modules is located under Configuration gt Entry Screens gt Stopwatch Modules see figure 1 5 Journyx 54 Journyx Timesheet ver 8 9_01 55 Configuration Entry Screens f Stopwatch Modules zz Stopwatch modules allow users to log the commencement and completion of a single task from within a tim
385. under each category Select a detail category oa Project zz Project Name Project Description Total Estimated Hours Percent Done P1 Task 1 Task 1 for Project 1 100 P1 Task 2 Task 2 for Project 1 150 Project 1 Top of Project 1 250 root Defeult Parent Project 0 Figure 27 4 User Details Landing Page Landing Page is located under Preferences gt Landing Page The Landing Page preference allows you to override the system default for the screen you first view after logging in All accounts have default landing pages that are based on the authority and abilities included in their roles The Landing Page preference allows you to change from the default to another screen which you have access to The Landing Page screen selections are the same as the list of links you see on your Sitemap You may choose from any of these screens by selecting one and clicking on Save button Your selection will remain highlighted If you wish to remove the selection and return to the default landing page you can simply click on the Remove button The only exception to the selected landing pages overriding the defaults applies to approvers with the Approver Regular ability These approvers will see the Approvals tab as their landing pages when sheets are awaiting approval in their queues If an approver has no outstanding approvals the selected landing page will be displayed upon login Journyx 212 Journyx Timesheet ver 8 9_01 Reports Jo
386. une which forms Disconnected Users are automatically mailed create a new role with just the Disconnected User abilities you want them to have Then assign the user the new role and take away the DC Access role If the user has a Disconnected User ability in their Roles but Automail is set to No here the user can still manually request Disconnected forms through the Disconnected User link at the top right side of the screen Email Address validation is set in System Settings Disconnected User The email address validator is currently Off If the validator is on and a user s email setting does not pass the validator the system will not send email to the user The validator makes sure the address is an internet email address with a full domain Figure 16 1 Disconnected User main screen Clicking any of the Form Management Page links displayed under the username of the Disconnected Users will direct you to the Disconnected User Form Management screen displaying all the outstanding form requests that have been made to the Disconnected User along with the details of each request such as request date outstanding forms last modified expiration date etc see figure 16 2 This is the same page the disconnected users see if they request their own forms The last column in each row may be used to retire the batch of forms in that row When a batch is retired the system will not accept any further emails from that batch A batch of forms that
387. up Management Memorized Entries Group Memorized Entries Create Group Memorized Entry Memorized Entries are commonly recurring tasks that are displayed automatically in users sheets Select a memorized entry type Expense 1 Group Project Expense Code Source Currency Groupi kg amp root a Any Q any Ez Qf Any e Figure 23 7 Group Memorized Expense Entries To create a Memorized Mileage Entry select the Mileage type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Mileage Entries that have been assigned to the selected Group see figure 23 8 Click the Create New Memorized Entry button This will load a blank Memorized Mileage Entry where you can select the Project Reason Measurement Vehicle and Comment You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank When finished click the Save button The Memorized Mileage Entry will then be assigned to the selected Group Journyx 181 Journyx Timesheet ver 8 9_01 182 Management Memorized Entries Group Memorized Entries Create Group Memorized Entry Memorized Entries are commonly recurring tasks that are displayed automatically in users sheets Select a memorized entry type Mileage B Load Group
388. urnyx 213 213 Journyx Timesheet ver 8 9_01 214 Standard Reports The reporting functionality is located under the Reports menu The main reporting sections are Standard Reports Scheduled Reports Saved Reports and System Reports Depending on your system configuration you may only have access to some of these reporting sections Standard Reports is located under Reports gt Standard Reports see figure 28 1 Reports Standard Reports A Standard reports provide information about the hours expenses and mileage logged by users in relation to Projects Activities Pay Types Bill Types etc Search Run Report Options l HTML regular 4 amp Display report in browser only O Display report in browser and save report output O Save report output only don t show in browser Saved report output description Saved Report Search Results Showing 1 4 of 4 reports Results Per Page 10 Go Re Run Report Report Type User Modifiable Data Range Dates O Actual Vs Estimate Run Report Project Status Report Yes 1 month C ExpenseDetails User Run Report Expense Report Yes 1 month timesheet Run Report Time Report Yes 1 week O Total Cost Report Run Report Total Cost Report Yes 1 week 0 selected Select All Results Per Page 10 Go Figure 28 1 Standard Reports Journyx 214 Journyx Timesheet ver 8 9_01 215 Running a Report To run a report you must select the output format for t
389. ust specify a name and description for the Rate Report Please note that Rules Policies and Rate Reports cannot have duplicate names You have three options when selecting a date range for the report Quick Pick Relative Dates and Fixed Dates Quick Pick allows you to specify simple choices for the date range for this report You may select this week last week this month and last month Relative Dates allow you to specify a date range that runs from the first day to the last day of typical time periods such as year quarter month and week Fixed Dates provides you the most flexibility by allowing you to enter a specific date range You can additionally filter the data that is being shown in the report in the Report Filters section These filters allow you to select specific Users Projects Tasks Pay Types and Bill Types that you want reported on You can use shift click or ctrl click functionality to select multiple items in the listboxes In the Report Output Options section you can select grouping mechanisms and specify display options for the data which will be shown in the Rate Report The grouping rules Journyx 75 Journyx Timesheet ver 8 9_01 76 specify the method in which data should be organized A primary grouping must be selected whereas the secondary and tertiary groupings are optional The possible groupings options are User Project Task Pay Type Bill Type Year Month Week Day and Rule Please note that no two gr
390. usty Hun Meperts fer 1 Adminstrator Select User Devcriptisn Osta Run Report Type Output Format Fille Size Last Viewed Eapives Uniwss Viewed Dy ECET tsperse Report airot rey 1 Soy Ap in 1 met Res A 10 10 am cr Tere dopes HTML tego i TET 1 taria AM ODT 4 AP ar 1090 AM CD o t R 10 30 p Rep are 2 1 r Ap Lo AM dry tu L3 ot 10 1CD L Progenttareger urd Saver Report freiey Agri 2 JOLY at 1007 AM COT Project Statue Report HTML regetar 2 00 KD Pridey Aprii 3 2512 et 10 03 AN COT Geb O14 at panco AON TeNY ttie meret v o ten veg an nee L Adeniieweter mere Saved Report Fredo A i HTML fegetar RSNA Friday Ape G PUR or HN AM COT Frise ade B 2007 af 10 08 AN COT v 5 L AS Emate i i 1 Figure 28 3 1 Saved Reports for Administrators Administrators have the option to view saved reports for all users in the system and they can use their Saved Reports area to delete old reports and clear up space on the Journyx server Journyx 221 Journyx Timesheet ver 8 9_01 222 The select list at the top on the left side allows Administrators to view their own saved reports or saved reports for all users The select list at the top on the right allows Administrators to see when saved reports were last viewed by anyone in the system Reports with expiration dates will be deleted from the system if they are not viewed before the expiration date If a report is viewed by someone the expiration date will be reset Expiration dates are set by the user wh
391. values E Show header row in text export oe file destination for saved u meredith s px80 dist pkg Linux xx tmp UserComplianceExport txt exports Save Cancel Figure 28 18 User Compliance Preferences User Compliance Access User Compliance Access is located under Approvals gt Compliance gt User Compliance gt User Compliance Access Within the User Compliance Access section you can specify which roles will have access to sheet status reports see figure 28 19 You may also select multiple roles by using the ctrl click or shift click functionality When finished click the Save button Approvals Compliance User Compliance User Compliance Prefs a Configure preferences for User Compliance reporting Report Settings Default email address when export files are sent Newline character format Windows iz Field delimiter please note that Tabs the chosen character will be stripped from actual field values C Show header row in text export on file destination for saved u meredith s px80 dist pkg Linux xx tmp UserComplianceExport txt exports Figure 28 19 User Compliance Access Journyx 129 Journyx Timesheet ver 8 9_01 130 Punch Conversions Punch Conversions are located under Management gt Records gt Punch Conversions Punch in and punch out pairs are in and out times submitted by users who track time using the punch clock feature Punch User These punch in punch out pairs
392. ve been granted access as well as some of the parent projects that are required for drilling down into the hierarchy To view the tree click the Project Tree Icon E located to the left of the respective Project dropdown This will launch a pop up window containing a navigable project tree with expanding and collapsing nodes see figure 31 2 To open a node and view all child projects click the expand node To close a node and hide all child projects click the collapse node When you have found the project that you wish to log mileage to select the project and then click the Done button This will close the pop up window and the project you selected should appear in the Project dropdown Journyx 277 Journyx Timesheet ver 8 9_01 278 e000 My Projects Preferences My Projects B You can personalize a Project list that will display only the selected Projects when entering your time expenses or mileage Figure 31 2 Project tree Inline Tree in Dropdown The second method allows you to drill down into the project hierarchy using a project tree that is included in the project dropdown itself If your administrator has set up your mileage sheet to include this option you can navigate down through the hierarchy of projects by clicking on selections directly in the Project dropdown After each selection the next level in the hierarchy is displayed The final selection that is made prior to save determines the project to which mileag
393. vel of Approvers and Backup Approvers To remove an approval level simply check the respective Remove checkbox and click the Modify button This will refresh the Project Approval Plan screen with the approvers having been removed To change the order of approvers within the Approval Plan change the numbers in the Level text boxes to the left of each approver s name to reflect the new order of approvers If you need to change only one approver level you may use a decimal number to make the change When finished you can click the Modify button to save changes Alternatively you can click the Modify and Apply to Children button if you wish for existing child projects to inherit this Project Approval Plan Project Approval Plan Email Settings Each Project Approval Plan has Email Settings associated with it Email Settings is located in its own collapsible section see figure 18 9 and 18 10 In order for Email Settings to be enabled for Project Approval Plans you must have your mail server settings configured under Configuration gt System Settings gt Server and Email Journyx 154 Journyx Timesheet ver 8 9_01 155 V Email settings for Project P1 Task 1 Journyx ProjectXecute Project Approval Text Substitution Tegs Explained Enable user notification of rejection Subject line for user rejection notification JournyxTags Message to be sent to the user if this project is rejected Journyx Tags Reason lt reason gt
394. verride the default error messages with a custom error message This is helpful when you want all error reports to go through your local administrator rather than having users report them directly to Journyx Support Text for Bug Report button This option allows you specify the name of the button that users will click to submit a bug to Journyx or some other designated source for further evaluation URL for bug report link This option allows you to specify the URL for the button that will be displayed along with the custom error messages When clicked the button will link the user to the specified URL from the error message page Typically a CGI script must exist within the referenced URL to achieve maximum error processing functionality Please contact the Journyx Professional Services team to receive assistance with this feature Disconnected Users Disconnected User Basic Settings Disconnected User Basic Settings Disconnected User forms are changeme yoursite submitted to this address Minutes between checks for 2 submitted Disconnected User forms wv Force project form to be submitted first E Require Disconnected User email addresses to pass validator C Automatically resend DC form for a rejected sheet Figure 8 24 Disconnected User Basic Settings Disconnected User forms are submitted to this address This option allows you to specify the address to which all Disconnected User forms will be sent You may m
395. w only data regarding the item s not selected in the Selected column You may select multiple items in the Selected column by ctrl clicking or shift clicking each item individually Once you have configured the System Report filter click the Run Report Button This will open a new window containing the results of your filtered System Report You may close this window when you are finished If you have chosen to run this System Report in the Plain Text exported format you should print this report out before closing the window Creating a New Report The product ships with a number of default reports that should fit the needs of most users Journyx 227 Journyx Timesheet ver 8 9_01 228 and organizations However Timesheet also includes a complete suite of report creation tools so that reports can be customized see figure 28 7 Reports Standard Reports A Standard reports provide information about the hours expenses and mileage logged by users in relation to Projects Activities Pay Types Bill Types etc Search report name contains a O ynng HTML regular E3 e Display report in browser only Run Report Options O Display report in browser and save report output O Save report output only don t show in browser Saved report output description Saved Report Search Results Showing 1 4 of 4 reports Results Per Page 10 Go Re Run Report Report Type User Modifiable Data Range Dates
396. xpense or mileage entry the system will not allow you to delete that project These projects should be modified to have a status of hidden instead of deleted To delete an existing project specify the search criteria for the project on the main Project screen and click the Search button see figure 18 1 The search results will be displayed below the criteria From the search results on the main Project screen select the projects that you would like to delete Then go to the bottom of the screen and click the Delete button Journyx 146 Journyx Timesheet ver 8 9_01 147 Sorting and Navigating Projects Once you have created several projects you can decide how to sort them on the main Project screen You can choose to sort the visible projects by one of three methods position within the project tree alphabetical by project name or alphabetical by project description Projects are sorted alphabetically by project name by default To change the sorting order for the screen you are currently viewing click the column header for Tree Project Name or Description The system will refresh the main Project screen and the visible projects will be sorted by the method you indicated In addition to the hierarchical Tree sort method you may also use the yellow and blue arrow icons to view sections within the project hierarchy see figure 18 1 Yellow arrows appear next to any project that has subprojects or child projects underneath it C
397. y management screen see figure 23 2 Journyx 177 Journyx Timesheet ver 8 9_01 178 Management Memorized Entries User Memorized Entries Create User Memorized Entry Memorized time entries are commonly recurring tasks displayed automatically in user timesheets This new memorized entry will be inserted into your timesheets Select a memorized entry type Time 4A User Project Activity Pay Type Bill Type Comment 1 u bE froot i Q Any A Any iz Q any A The Group selection dropdown should only require a value selection if the Group column is included for tracking on your time entry screen Figure 23 2 User Memorized Time Entries To create a Memorized Time Entry select the Time type from the dropdown selection at the top of the screen and click the Load button This will load all existing Memorized Time Entries that have been assigned to the selected user see figure 23 2 Click the Create New Memorized Entry button This will load a blank Memorized Time Entry where you can select the Group Project Task Pay Type Bill Type and Comment You can also memorize part of an entry by using the wildcards feature Selecting the any value from the appropriate dropdown will not memorize that field The same is true when leaving the Comment field blank When finished click the Save button The Memorized Time Entry will then be assigned to the selected user To create a Memorized Expense Entry se
398. ying that specific project When finished specifying the primary attributes you may optionally configure the Custom Fields for the project When finished click the Save button To create another project click the Save and New button Alternatively on the Project Creation screen you can copy the settings of another project by searching and selecting a project and then clicking the Load button located at the top right corner see figure 18 3 This will prepopulate that project s settings with the exception of MS Project and QuickBooks Custom Fields Dependencies and Project Approval Plans which you can use as a template of sorts After clicking the Load button you can modify the attributes that will be unique to the new project When finished selecting and specifying attributes for the new project you can simply click the Save button Figure 18 3 Copy another project You can manage Project Dependencies and Project Approval Plans for each project only after it has been saved and then modifying the project For more information about Project Journyx 143 Journyx Timesheet ver 8 9_01 144 Dependencies see the Project Dependencies section of this manual For more information about Project Approval Plans see the Project Approval Plans section of this manual Creating Subprojects The system allows you to create projects under the root project as well as under other projects Creating subprojects under projects can be done from the m
399. you may choose a Stopwatch Module which gives you access to the Stopwatch feature on your timesheet Similarly you may be able to select a Punch Screen If your administrator has given you access to multiple Time Reports you may choose the default Time Report that you would like to see when previewing your timesheet for approval The number of Manual In Out Rows accompanies the Time In Out feature Your administrator may have configured your timesheet to contain the Time In Out feature If so this feature allows you to manually log the time that you begin and end your work day You have the option of specifying the number of Manual In Out rows to be displayed when you first open your timesheet If you typically come to work and take one break before logging out for the day you would want four manual In Out Rows the first row for when you come to work the second row for logging out for break the third row for coming back from break and the fourth row for leaving for the day When manually clocking your time if you have fully utilized all your Manual In Out Rows and require additional rows click the Save button in your timesheet This will save the rows and refresh the timesheet with a new set of Manual In Out Rows If your administrator has given you access to multiple Expense Sheets you may choose the type of Expense Sheet you would like to use when recording business related project expenses Similarly if your administrator given you acc
400. you to view reports for periods in the past or future The View As button allows you to see the Time Report in different formats depending on your needs You can view a version of this report that has been formatted for printing You can also view a tab delimited file that can be saved from your browser and imported into Excel or any other program that works with tab delimited files You can also run a Cube Report and have this data export directly into Excel For more on this and other reports in the system please see the Reports section of this manual Sheet History Journyx 259 Journyx Timesheet ver 8 9_01 260 Sheet History View sheet transactions and add comments to the sheet history Enter Comments Submit Comment Hide System Notes Type time Period 07 25 2010 07 31 2010 User ul State APPROVED Creation Date Creation Time Creator Creator Login Notes Monday July 26 2010 09 55 Initial Creation User 1 u u1 Monday July 26 2010 10 40 Submitted for Approval User meredith meredith Monday July 26 2010 10 40 Created Approval Track for Project P1 Task 2 User meredith meredith Monday July 26 2010 10 40 Created Approval Track for Project P1 Task 1 User meredith meredith Monday July 26 2010 11 17 Approved for Level 1 User meredith meredith Monday July 26 2010 11 18 Approved for project P1 Task 17 level 1 by meredith User meredith meredith Monday July 26 2010 11 18 Approval comple
401. your users Users who have been assigned accruals may view their leave request balances via an Accruals link at the bottom of their timesheets Clicking this link will display a section within their timesheet that will display all the accruals that have been assigned to them along with the type of accrual and remaining hour balances Management Users Accruals Accrual Modification Accruals are hour balances that are debited when users log time off against them A hard limit accrual type will not allow users to exceed the balance whereas a soft limit will only display a warning when the balance has been exceeded Search Project A Group is anything is anything root All spl RM Group for 1 u spltaskl 4 RM Group for 2 u jspltask2 v Search Results Showing 1 1 of 1 Users Name 1 u Existing Accruals for 1 u Select Pay Type O Vacation Create new accrual for 1 u Accrual Pay Type Figure 12 1 User accruals To create or manage accruals for a user you must first specify the search criteria for the user When finished click the Search button The search results will be displayed from which you can select a user to manage Click the user s name The Accruals Management section will be displayed underneath the search results If the user already has accruals assigned to him her you will be able to see the remaining balances for each assigned accrual Accruals are associated to the default Pay Type
402. yx Reportlink Information for downloading and using Journyx Reportlink is located under Reports gt Reportlink Exchange This screen includes access to the most up to date version of the Reportlink installer as well as the Reportlink User Manual available when downloading the installer Reportlink is an optional MS Excel based reporting engine and you must have a license key for access to the installer Reportlink includes a variety of data feeds that can be loaded into pivot tables or spreadsheets It also includes the ability to run your Standard and System reports as pivot reports in Excel More information is available in the Reportlink User Manual Journyx 249 Journyx Timesheet ver 8 9_01 250 User Functionality Journyx 250 Journyx Timesheet ver 8 9_01 251 Time Entry Managing Time Entries Time Entry is located under Time gt Standard Time Entry see figure 29 1 Time Entry allows you to input the hours that you worked on a single timesheet You can view your time for a single day or an entire period Time Entry displays the period view by default To enter time for a period go to Viewing by Period To enter time or view hours for a different period you can use the Calendar in the login bar in the upper right corner to jump to a particular date Alternatively you may use the Date Arrow Icons to move backward or forward one period at a time To enter time for a single day go to Viewing by Day To enter time or view hou
403. zation Chart Manager Using the Find a specific user drop down menu you can navigate to specific locations within the organizational hierarchy derived from your company s org chart If you click the name of the manager in the visual hierarchy the org chart will rearrange itself so that the manager is aligned vertically at the far left and any of his her direct subordinates who also have direct subordinates will be visible in the tree If you pick a user who is a supervisor that supervisor s direct subordinates appear in the right pane and the left pane will update to display the supervisor Journyx 121 Journyx Timesheet ver 8 9_01 122 Maneaement Ora Court E Manage Org Chert H Click o a supervisor Name t view drett reports who are eGo sLoervisors Chok the info icon wilten a Guperriser Som DO view details 9 the nght To mialy Covigure your organwation ar 9 Make mass MOShicebons Om Wee LUSS fied a specific user Setect or search for a user i sani Dew Team 1 Lead mae os ncaa Dev Team 3 Lead Time Approver Level 1 Backup Nome T pe None Subordinates drag icons to GO Dev Team 1 User 2 GO Dev Team 1 User 3 GD Dev eem 1 User 4 No mebordinetes are superviors Figure 39 5 Organization Chart Manager If you pick a user from the drop down menu who is not a supervisor that user will appear in a list of users in the right pane who all report to the same supervisor The supervi

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