ActiTIME User Guide v2.1 MA

actiTIME 2.1 User Guide

With Management and Accounting Extensions

2010 Actimind, Inc.

actiTIME User Guide Table of Contents v2.1 MA

2010 Actimind, Inc Page 2 of 165

Table of Contents

1 Getting Started .................................................................................................. 6

1.1 Configure General System Settings ..................................................................... 6

1.2 Create Billing Types (optionally) .......................................................................... 7

1.3 Create Leave Types (optionally) .......................................................................... 7

1.4 Create Tasks ....................................................................................................... 7

1.5 Create User Accounts ......................................................................................... 8

2 Registration of Time Expenses ........................................................................ 9

2.1 Overview ............................................................................................................. 9

2.2 Enter Your Time-Track for the Current Week ...................................................... 9

2.3 Enter and Modify Your Time-Track for the Selected Date/Week .........................17

2.4 View Your Time-Track for a Selected Month ......................................................19

2.5 Delete Reported Time-Track ..............................................................................20

2.6 Remove Tasks From the Enter Time-Track Interface .........................................20

2.7 Complete Tasks From the Enter Time-Track Interface .......................................22

2.8 Enter and Modify Time-Track of Other Users .....................................................23

3 Locking and Unlocking Time-Track History ................................................. 26

3.1 Overview ............................................................................................................26

3.2 Lock Time-Track History .....................................................................................26

3.3 Unlock Time-Track History .................................................................................27

4 Project & Customer Management .................................................................. 29

4.1 Overview ............................................................................................................29

4.2 Browse Active Projects and Customers ..............................................................30

4.3 Edit Project & Customer Descriptions .................................................................32

4.4 Create New Customer ........................................................................................32

4.5 Create New Project ............................................................................................34

4.6 Edit Information of Active Customers ..................................................................36

4.7 Edit Information of Active Projects ......................................................................37

4.8 Archive Projects & Customers ............................................................................39

4.9 Browse Archives .................................................................................................40

4.10 Edit Information of Archived Customers..............................................................41

4.11 Edit Information of Archived Projects ..................................................................42

4.12 Restore Projects & Customers from Archives .....................................................43

4.13 Delete Projects & Customers ..............................................................................44



5 Task Management ........................................................................................... 45

5.1 Overview ............................................................................................................45

5.2 Browse Open Tasks ...........................................................................................46

5.3 Edit Task Deadline When Browsing Open Tasks ................................................49

5.4 Edit Task Description When Browsing Open Tasks ............................................49

5.5 Create New Tasks ..............................................................................................50

5.6 View Open Task .................................................................................................55

5.7 Add and Edit Comments for an Open Task ........................................................56

5.8 Edit Open Task...................................................................................................57

5.9 Complete Tasks .................................................................................................59

5.10 Browse Completed Tasks ...................................................................................60

5.11 View Completed Task.........................................................................................62

5.12 Edit Completed Task ..........................................................................................63

5.13 Re-open Tasks ...................................................................................................65

5.14 Delete Tasks ......................................................................................................65

6 Reporting Overview ........................................................................................ 67

7 Staff Output Report ......................................................................................... 68

7.1 Report Description ..............................................................................................68

7.2 Generate Staff Output Report (HTML Format) ....................................................70

7.3 Export Report Data in CSV Format .....................................................................72

8 Time-Track In Detail Report ............................................................................ 74


8.2 Generate Time-Track In Detail Report (HTML format) ........................................77

8.3 Export report data in CSV format ........................................................................80

9 Estimated vs. Actual Time Report ................................................................. 82


9.2 Generate Estimated vs. Actual Time Report (HTML format) ...............................84


10 Overtime Report .............................................................................................. 88


10.2 Generate Overtime Report (HTML Format) ........................................................91




11 Leave Time Report .......................................................................................... 94


11.2 Generate Leave Time Report (HTML Format) ....................................................95


12 Billing Report ................................................................................................... 98


12.2 Generate Billing Report (HTML Format) ........................................................... 101

12.3 Export Report Data in CSV Format ................................................................... 103

13 Cost Report .................................................................................................... 104

13.1 Report Description ............................................................................................ 104

13.1.1 Report Sections ............................................................................................................... 104 13.1.2 Per-User Information Shown in the Report ...................................................................... 107 13.1.3 Compact and Detailed Report Formats ........................................................................... 108

13.2 Generate Cost Report (HTML Format) ............................................................. 110

13.3 Export report data in CSV format ...................................................................... 112

14 Profit/Loss Report ......................................................................................... 114

14.1 Report Description ............................................................................................ 114

14.1.1 Report Sections ............................................................................................................... 115 14.1.2 Compact and Detailed Report Forms .............................................................................. 117

14.2 Generate Profit/Loss Report (HTML Format) .................................................... 119

14.3 Export Report Data in CSV Format ................................................................... 121

15 PDF Invoices .................................................................................................. 122

15.1 Overview .......................................................................................................... 122

15.2 Create Invoice in PDF Format .......................................................................... 126

16 Working with Report Configurations ........................................................... 130

16.1 Overview .......................................................................................................... 130

16.2 Create New Report Configuration ..................................................................... 130

16.3 Load Report Configuration ............................................................................... 131

16.4 Update Report Configuration ............................................................................ 131

16.5 Delete Report Configuration ............................................................................. 132



17 System Administration Overview ................................................................ 133

18 Billing Type Management ............................................................................. 134

18.1 Overview .......................................................................................................... 134

18.2 Browse Billing Types ........................................................................................ 134

18.3 Create New Billing Types ................................................................................. 135

18.4 Set the Default Billing Type .............................................................................. 136

18.5 Edit Billing Type ................................................................................................ 137

18.6 Change Order of Billing Types .......................................................................... 138

18.7 Delete Billing Type ........................................................................................... 138

19 Leave Type Management .............................................................................. 139

19.1 Overview .......................................................................................................... 139

19.2 Browse Leave Types ........................................................................................ 140

19.3 Create Leave Type ........................................................................................... 141

19.4 Edit Leave Type Parameters ............................................................................ 142

19.5 Change Order of Leave Types ......................................................................... 144

19.6 Delete Leave Type ........................................................................................... 144

20 User Management ......................................................................................... 145

20.1 Overview .......................................................................................................... 145

20.2 Browse System Users ...................................................................................... 146

20.3 Create New User .............................................................................................. 147

20.4 Edit User Information and Access Rights .......................................................... 152

20.5 Update User's Password .................................................................................. 155

20.6 Modify Own Information and/or Password ........................................................ 155

20.7 Disable User Account ....................................................................................... 156

20.8 Enable User Account ........................................................................................ 156

20.9 Delete User ...................................................................................................... 157

21 Management of Work Schedule and System Settings ............................... 158

21.1 Overview .......................................................................................................... 158

21.2 Configure Working and Nonworking Days ........................................................ 158

21.3 Adjust General System Settings ....................................................................... 160

actiTIME User Guide Getting Started v2.1 MA


1 Getting Started

This section describes initial data setup up to the point when you are ready to start registering work time

with actiTIME.

Please note that this section does not describe the installation procedure. There is an

Administration Guide dedicated for this. It is assumed that you have just installed actiTIME.

Initial data setup consists of the following steps:

Configure general system settings

Create billing types (optionally)

Create leave types (optionally)

Create tasks

Create user accounts

After completion of these steps you and your colleagues will be ready to start entering time-track.

1.1 Configure General System Settings

It is recommended to start with configuring general system settings:

Name levels of the time-track hierarchy

Configure date and number formats

Configure calendar layout

Turn on/off optional features

Review the system defaults

You can skip this step and configure general setting later. However it would be a good idea to

spend a minute and at least review the default configuration.

To configure general system settings follow the instructions listed in the Adjust General System Settings

section.



1.2 Create Billing Types (optionally)

If you are going to classify tasks using billing types, create the necessary billing types and specify billing

rates.

You can skip this step and return to creation of billing types later. In this case all created tasks will

be associated with the default billing type.

If you decide to use non-default billing types, you will have to update this association for all existing

tasks after creation of new billing types.

To create billing types follow the instructions listed in the Billing Type Management: Create New Billing

Type section.

1.3 Create Leave Types (optionally)

actiTIME supports tracking of leave time using custom leave types.

By default there are three predefined leave types named 'Time Off', 'Sick Leave', and 'Vacation'. You can

re-name the predefined leave types and create unlimited number of new ones.

You can skip this step and return to creation of leave types later. In this case actiTIME users will be

able to enter leave time only for the predefined leave types.

You can disable leave time tracking in General System Settings.

To create leave types follow the instructions listed in the Leave Type Management: Create Leave Type

section.

1.4 Create Tasks

actiTIME collects time expenses for tasks associated with particular projects and customers. So you

should register at least one customer, one project, and one task.

New customers and projects can be registered along with adding new tasks. To add new tasks follow the

instructions listed in the Task Management: Create New Tasks section.

You will be able to change task project and project customer later.

By changing the task project, you can move the selected task between registered projects.

By changing the project customer, you can move the selected project between registered

customers.



1.5 Create User Accounts

Create accounts for your colleagues and grant them access rights necessary for their everyday work.

For the security purposes change the default password of the pre-configured system administrator

before creating user accounts.

To change password follow the instructions listed in the section Modify Own Information and/or

Password.

Each user can be granted one or more access rights. The role executed by a user, as well as the category

a user belongs to, depends on the access rights granted to the user. There are no pre-defined user

categories (or roles) in actiTIME. You just grant a user those access rights that are necessary for his/her

everyday work, and that is all.

If you are going to track overtime, enable overtime tracking when creating user accounts. Otherwise it is

recommended to keep overtime / undertime tracking disabled because this will simplify interfaces for the

time-track submission.

If you are going to analyze project costs, specify hourly user rates.

To add new users, follow the instructions listed in the following sections:

User Management: Overview

User Management: Create New User

Now you can start collecting time expenses for the added tasks. For description of how to enter time-

track see the following sections:

Registration of time expenses: Overview

Registration of time expenses: Enter Your Time-Track for the Current Week

actiTIME User Guide Registration of Time Expenses v2.1 MA


2 Registration of Time Expenses

2.1 Overview

Registration of time expenses consists of the following activities:

Entering & modifying personal time-track

Viewing personal time-track

Entering & modifying time-track of other users

Time-track is actiTIME's term used to refer to working time submitted and stored in the system.

To access the interfaces for entering time-track use the 'Enter Time-Track' option of the top-level menu

'Time-Track'.

To access the interfaces for browsing your time-track use 'View My Time-Track' option of the top-level

menu 'Time-Track'.

Users should have 'Enter Time-Track' access right to access interfaces for entering and modifying their

time-track and 'Modify Time-Track of Other Users' access right to be able to enter and modify time-track of

other system users. Note that the users who do not have any of these rights will not see these interfaces at

all.

Note that users who do not have 'Modify Time-Track of Other Users' access right can view the

time-track submitted by other users in the system reports (see section Reporting).

2.2 Enter Your Time-Track for the Current Week

To enter your time-track follow the instructions below:

1. Click 'Enter Time-track' option in the top-level menu 'Time-Track' to open the Enter Time-Track

interface.

The interface will be pre-set to the current week. If there is some time-track stored for the current

week, it will be shown in the interface.

Note that every time you open the interface Enter Time-Track using actiTIME menu it

(interface) is pre-set to the current week.



Figure 2-1 Enter Time-Track interface with no tasks selected

2. Select tasks to enter time-track for.

You can choose some of existing tasks or create new tasks, if you have access right "Manage

Customers, Projects, and Tasks".

To add some of existing tasks:

1. Click 'Insert existing tasks' link above the table. This will open 'Insert Existing Tasks to the Enter

Time-Track Page' pop-up window. By default this window will show all open tasks available for

you.

Figure 2-2 Insert Existing Tasks to the Enter Time-Track Page pop-up window



2. If this list contains too many tasks, you can filter tasks by customers, projects, and/or task names.

To filter tasks by customers and projects, select customers and/or projects you are working on in

the customer and project selector:

Figure 2-3 Selector of Customers and Projects

To filter tasks by task names enter the first letters of the words contained in task names in the

'Filter Tasks by Name' field. For example, you may enter 'des' to find tasks containing word

'design' in their names.

Note that in this case task list will also contain tasks with words 'destination', 'description',

'desired', etc. To narrow the search results enter more letters of the words to find.

You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case

the system will show the tasks which names contain all the specified words.

3. Select tasks you want to enter time-track for by setting the corresponding checkboxes.

4. Click 'Add Selected Tasks to the List' button. This will show the selected tasks in the Enter Time-

Track interface and close the pop-up window.



To create new tasks:

Only users who have the "Manage Customers, Projects, and Tasks" access right can create

new tasks.

1. Click 'Create new tasks' link above the table. This will open 'Create New Tasks' pop-up window.

Figure 2-4 Create New Tasks pop-up window

2. Enter parameters of the tasks to create (see section Task Management: Create New Tasks for

more information).

3. Click 'Create Tasks' button. This will create new tasks, add them to the Enter Time-Track

interface, and close the pop-up window.

Tasks added to the Enter Time-Track interface will be available for entering time-track until they are

completed or until you remove them from the list (see section Remove Tasks from the Enter Time-

Track Interface for more information).

Note that you do not have to select tasks each time you are going to enter some time-track.

When you open this interface again, the selected tasks will be automatically shown ready for

entering time.



3. Enter the time spent on the selected tasks.

When tasks for entering time-track are selected, the interface shows you a table with columns that

correspond to the days of week, and rows that correspond to the selected tasks. To track the time

spent for a task on a particular date, enter the time into the corresponding cell.

Figure 2-5 Enter Time-Track interface with some tasks selected,

overtime tracking is disabled



Figure 2-6 Enter Time-Track interface with some tasks selected,

overtime tracking is enabled

The time can be entered in two formats:

In HH:MM format, where HH means hours and MM means minutes.

In this format, 2 hours and 30 minutes should be entered as '2:30'.

Note that if you enter '2:5', this will be interpreted as '2:05'.

In the decimal format (##.##), where ##.## means a number of hours.

In this format, 2 hours and 30 minutes should be entered as '2.5'.

In both formats whole hours can be entered as HH. For example, 8 hours can be entered as '8', or as

'8:00', or as '8.0'.

Note that 'Week Total' row shows total time reported for the week as well as total time reported

for each day of the week.

4. Enter comments for the selected tasks.

To enter a comment on a task for a particular date click an icon located in the corresponding cell. This

will open the pop-up window for entering comments:



Figure 2-7 Pop-up window for entering comments

Enter a comment and click 'OK' button. If you decided not to add a new comment click 'Cancel'

button.

Note that comments (as well as spent time) are stored in the system only when you submit

them by clicking 'Save Changes' button. If you enter some comments and then leave the

interface without saving time-track, all your modifications will be lost.

5. Enter leave time for the selected days (optionally).

To enter leave time for a particular date click a cell under this date in the header of the table with time-

track information. This will open the panel for entering leave time:

Figure 2-8 Panel for entering leave time

Select leave type in the drop-down, enter leave time, and click 'OK' button to close the panel. If you

decided not to enter leave time, click 'Cancel' button.

For each day you can enter time for one leave type only.

Only planned leaves are available for time entry for future dates. If there are no planned leaves

registered in the system, option for entering leave time for future dates will be disabled.



Note that information on leave time is stored in the system only when you submit it by clicking

'Save Changes' button. If you leave the Enter Time-Track interface without saving the

changes, all your modifications will be lost.

6. Enter overtime/undertime for the selected days (optionally).

This step is available only for the users with enabled overtime/undertime tracking whose

overtime/undertime calculation mode is set to 'Allow user to enter overtime/undertime

manually'.

Figure 2-9 Overtime/undertime section of 'Enter Time-Track' interface,

user is allowed to enter overtime/undertime

If overtime/undertime tracking is enabled and you are allowed to enter overtime/undertime information

manually, you can specify overtime/undertime in addition to the spent time.

When undertime tracking is turned OFF in the general system settings, the system collects

overtime information only. So the Enter Time-Track interface will show (and allow to enter)

overtime information only.

There are two ways how you can enter overtime/undertime for a day:

1. Enter overtime/undertime manually in the format HH:MM or in the format ##.##.

Positive entered values are considered as overtime. Negative entered values are considered as

undertime.

If entered overtime/undertime value differs from the automatically calculated value, it is marked

with an exclamation icon.

2. Click an icon above the corresponding overtime field to calculate overtime/undertime

automatically. This will fill in the corresponding overtime field with 'auto' value.

Click the question mark icon shown next to the field to view the auto-calculated value.

Rules applied when calculating overtime/undertime automatically are described in the section

Reporting: Overtime & Leaves Report: Report Description.

Note that overtime value cannot be greater than hours worked reported for the corresponding

date.



By default overtime/undertime fields are filled in with 'auto' value. If overtime/undertime is not specified

it is considered to be 0:00.

7. Complete the tasks you have finished working on. See section Complete Tasks from the Enter

Time-Track Interface for more information.

You can complete tasks only if you have 'Manage Customers, Projects, and Tasks' access

right.

On time task completion will help you to shorten your task list shown in Enter Time-Track

interface.

When you are ready, save the time-track by clicking 'Save Changes' button at the bottom of the

interface. The system will store the entered time and show you the Enter Time-Track interface with a

confirmation message.

2.3 Enter and Modify Your Time-Track for the Selected Date/Week

To modify your time-track for the selected date/week follow the instructions below:

1. Select a week to modify time-track for

There are two ways to do that:

1. Select the week in the Enter Time-Track interface using the calendar in the top right corner of the

page. Clicking a date in the calendar selects the week this date belongs to.

See section Enter Your Time-Track for the Current Week for information on how to get to Enter

Time-Track interface.

2. Click the date to modify the time-track for on the View My Time-Track interface. This will open the

Enter Time-Track interface pre-set to the week this date belongs to.

See section View Time-Track for a Selected Month for information on how to get to the View My

Time-Track page.

Interface Enter Time-Track will show the time reported for the days of the selected week. The time-

track reported for open tasks will be editable. The time-track reported for completed tasks as well as

time-track reported for locked dates will not be editable.

2. Modify the time-track data reported for the open tasks. If necessary, you can add the tasks to enter

time-track for to the interface.

For the description of how to select tasks to enter time-track for and how to enter time-track see the

section Enter Your Time-Track for the Current Week.

If you want to delete some previously reported time-track, just clear the time reported for the task on

the corresponding date.



Note that the time reported for completed tasks and locked dates cannot be modified.

If you need to modify time-track for a completed task, re-open this task before doing the time-

track modification (see section Re-open Tasks for more information).

If you need to modify time-track for a locked date, unlock this date before doing the time-track

modification (see section Unlock Time-Track History for more information).

3. Enter new and modify existing comments reported for open tasks.

To enter/edit a comment for a task for a particular date click an icon located in the corresponding cell.

This will open a pop-up window for entering comments.

Enter a comment and click 'OK' button. To discard the modifications click 'Cancel' button.

Note that comments (as well as spent time) are stored in the system only when you submit

them by clicking 'Save Changes' button. If you enter some comments and then leave the

interface without time-track submission, all your modifications will be lost.

4. Update leave time information (optionally).

To enter leave time for a particular date click a cell under this date in the header of the table with time-

track information. This will open the panel for entering leave time.

Enter or edit leave time for the selected date and click 'OK' button to close the panel. To discard the

modifications click 'Cancel' button.

For each day you can enter time for one leave type only.

Note that information on leave time is stored in the system only when you submit it by clicking

'Save Changes' button. If you leave Enter Time-Track interface without saving the changes, all

your modifications will be lost.

5. Update overtime/undertime for the days with updated time-track data (optionally).

If overtime tracking is enabled and you are allowed to enter overtime/undertime information manually,

you can specify overtime in addition to the spent time. See the section Enter your time-track for the

current week for information on how to do that.

Note that overtime/undertime values are not updated automatically when you update time

spent for open tasks.

If overtime/undertime value specified for a day differs from the automatically calculated value,

it is marked with an exclamation mark. However all overtime modifications you should do by

yourself.

If overtime/undertime is not specified it is considered to be 0:00.



6. When you are ready, save your modifications by clicking 'Save Changes' button at the bottom of

the interface. The system will store the entered time and show you the Enter Time-Track interface with

a confirmation message.

2.4 View Your Time-Track for a Selected Month

To view your time-track data stored in actiTIME follow the instruction below:

Click 'View My Time-track' option in the top-level menu 'Time-Track' to open the View My Time-Track

interface.

Figure 2-10 View My Time-Track interface

By default the interface shows the time-track reported for the current month on by-date basis. The dates

are sorted in the reverse chronological order. The topmost date is either today or the latest date with the

entered leave time.

For each date time-track is shown on a by-task basis. If some time is reported for a task on a date, the

interface will present you the following information about this task:

Task name

Name of the customer the task belongs to

Name of the project name the task belongs to

Time reported for the task

Comments reported for the task



The dates are clickable. Clicking a date opens the Enter Time-Track interface allowing to modify the time-

track reported for the corresponding date. For more information see section Enter and Modify Your Time-

Track for the Selected Date/Week.

To view your time-track reported for a past month use the drop-down located near the interface title.

Figure 2-11 Month Selector

Printable version of View My Time-Track interface has a placeholder for signature.

2.5 Delete Reported Time-Track

If you want to delete your time-track reported for a task on some date, open the Enter Time-Track interface

for the corresponding week and clear the time reported for the task on this date.

Note that you cannot delete time and comments reported for the completed tasks as well as time

and comments reported for the locked dates.

For more information about modification and deletion of submitted time-track see the following sections:

Enter and Modify Your Time-Track for the Selected Date/Week

Enter and Modify Time-Track of Other Users

2.6 Remove Tasks From the Enter Time-Track Interface

Removing tasks from the Enter Time-Track interface does not mean their deletion from the

system.

Tasks removed from the Enter Time-Track interface will be kept in the system, so you will be

able to add them to the Enter Time-Track interface again.



To remove tasks from the Enter Time-Track interface follow the instructions below:

1. Select the tasks you want to remove.

If you have 'Manage Customers, Projects, and Tasks' access right, click the arrow on the button

located to the right of the task row and select 'Remove Row' menu option.

Figure 2-12 'Hide Row' Menu Option

(when you have 'Manage Customers, Projects, and Tasks' access right)

If you do not have 'Manage Customers, Projects, and Tasks' access right, just click on the button

located to the right of the task row you want to remove:

Figure 2-13 'Hide Row' Button

(when you do not have 'Manage Customers, Projects, and Tasks' access right)

The selected task will be marked for removal:

Figure 2-14 Tasks Marked for Removal

2. Click the 'Save Changes' button at the bottom of the interface. The system will save all your time-track

modifications and remove the selected tasks from the interface.

If there is some time-track data entered for the selected week for the task to remove, the

system will delete this time-track data when removing the selected tasks from the interface.

However please note that time-track data reported for this task for other weeks will be kept.



Note that you cannot manually remove completed tasks from the Enter Time-Track interface. Instead the

system automatically hides completed tasks when the selected week does not contain any time-track

reported for them. See also section Task Management: Complete Tasks.

Also you cannot manually remove tasks from the Enter Time-Track interface when there is locked time-

track reported for them for the currently selected week. To remove these tasks from interface select a

week which does not contain locked time-track.

2.7 Complete Tasks From the Enter Time-Track Interface

If you have 'Manage Customers, Projects, and Tasks' access right, you can complete and re-

open tasks directly from the Enter Time-Track interface.

To complete tasks from the Enter Time-Track interface follow the instructions below:

1. Select the tasks you want to complete.

To do that click on the button located to the right of the task row.

Figure 2-15 'Complete Task' Button

The selected task will be marked for completion:

Figure 2-16 Tasks Marked for Removal



2. Click 'Save Changes' button at the bottom of the interface. The system will save all your time-track

modifications and complete the selected tasks.

Figure 2-17 Completed Task

Time and comments reported for the completed tasks will become not editable. If there is no time

reported for a completed task for the selected week, this task will automatically disappear from the

page.

Tasks completion date will be set to the date of the last time-track reported for each task. If no time

and comments were reported for a task, it will be marked as completed directly on the date of the

completion.

In case you need to re-open a completed task, shown on the Enter Time-Track interface, select the task

to re-open and click 'Re-open' button located to the right of the task row.

Figure 2-18 'Re-open Task' Button

2.8 Enter and Modify Time-Track of Other Users

If you have 'Modify Time-Track of Other Users' access right, you can modify other users' time-track in the

Enter Time-Track interface.

To enter and modify time-track for a user follow the instructions below:

1. Select the user whose time-track you would like to modify in the drop-down list on the top of 'Enter

Time-Track' interface. See section Enter Your Time-Track for the Current Week for information on

how to access this interface.

The drop-down with user list is shown in the interface only when you have 'Modify Time-Track

of Other Users' access right.



Figure 2-19 The drop-down with user list on the top of the 'Enter Time-Track' interface

Once you have selected a user, actiTIME will reload the interface with her time-track for the selected

week.

Note the different interface colors indicating that you are modifying time-track and comments

for another user.

Figure 2-20 The 'Enter Time-Track' interface after you have selected a user



2. Now you can enter and modify time-track for the selected user similarly to the way you enter and

modify your own time-track. For more information see the following sections:

Enter Your Time-Track for the Current Week

Enter and Modify Your Time-Track for the Selected Date/Week

View Your Time-Track for a Selected Month

Delete Reported Time-Track

Remove Tasks from the Enter Time-Track Interface

Complete Tasks from the Enter Time-Track Interface

3. To return to your time-track click the 'Back to my time-track' link in the top part of the interface or

select the 'Me' option in the drop-down with user list.

actiTIME User Guide Locking and Unlocking Time-Track History v2.1 MA


3 Locking and Unlocking Time-Track History

3.1 Overview

You can protect reported time expenses from modification by locking the selected time periods. Time-track

reported for a locked time period becomes not modifiable for all system users.

In case you need to modify the locked time-track, you can unlock the locked time periods.

There are two (2) access rights defined for locking and unlocking the time-track:

Manage Customers, Projects, and Tasks

Manage Users

You must have at least one of these access rights to be able to lock and unlock time-track history.

To access the interface for locking and unlocking time periods use 'Lock Time-Track' option of the top-level

menu 'Time-Track'.

3.2 Lock Time-Track History

To lock time-track reported for a time period follow the instructions below:

1. Select 'Lock Time-Track' option in the top-level menu 'Time-Track' to open Lock Time-Track interface.

Time period to lock is automatically pre-configured as follows:

The "From" date is pre-configured with the first not locked date.

If the history of locked time periods is empty, date "From" is pre-configured to include all

time-track reported before the specified "To" date.

The date in the "To" field is that of yesterday (if yesterday is not locked), or that of today (if

yesterday is locked).

The bottom part of the interface shows the history of already locked time periods. For each locked

time period the following information is shown:

Dates "From" and "To" of the locked period

Who and when locked the time period Comments provided by the user when locking the time period

Locking and unlocking of time-

track history is available with

Management or Accounting

Extension only



Figure 3-1 Lock Time-Track interface

2. Specify the date to lock time-track to and optional comments.

The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD, YYYY",

"MM/DD/YY", etc. So you can enter the "To" date using almost any date format you like.

3. Click 'Lock Time-Track' button. The system will lock the time period and reload the interface with the

updated history of locked time periods.

Time-track reported for the locked time period becomes not modifiable for all system users. See section

Unlock Time-Track History for information how to unlock the locked time periods.

3.3 Unlock Time-Track History

To unlock the last locked time period follow the instructions below:

1. Select 'Lock Time-Track' option in the top-level menu 'Time-Track' to open Lock Time-Track interface.



Figure 3-2 Time-Track interface

To access Lock Time-Track interface you must have one of the following access rights:

Manage Customers, Projects, and Tasks

Manage Users

2. Click 'Unlock the last locked time period' link above the table listing the locked time periods.

Figure 3-3 'Unlock the last locked time period' link

You will be asked to confirm unlocking. If you confirm it, the system will unlock the last locked time

period and remove the corresponding record from the history of the locked time periods.

If you need to unlock several locked time periods, unlock them one after another.

actiTIME User Guide Project & Customer Management v2.1 MA


4 Project & Customer Management

4.1 Overview

Project & Customer management includes the following activities:

Browse Active Projects and Customers

Edit Project & Customer Descriptions

Create New Customer

Create New Project

Edit Information of Active Customers

Edit Information of Active Projects

Archive Projects & Customers

Browse Archives

Edit Information of Archived Customers

Edit Information of Archived Projects

Restore Projects & Customers from Archives

Delete Projects & Customers

Note that in User Guide the default names for the time-track hierarchy levels are used:

Top level: 'Customer'

Middle level: 'Project'

Time entry level: 'Task'

You can change the default names of the hierarchy levels in the general system settings. See the

Adjust General System Settings section for more information.

To access the interfaces for Project and Customer Management use top-level menu option 'Tasks'.

There are two (2) access rights defined for Project and Customer Management:

Manage Customers, Projects & Tasks

Enter Time-Track

Users who have 'Manage Customers, Projects & Tasks' access right can access all system interfaces

related to task, project, and customer management. Grant this access right to those users who are

responsible for project/task management in your organization. For example, you can grant them to project

managers.

Users who have 'Enter Time-Track' access right only are allowed to browse tasks and modify task

comments, but are not allowed to modify other task information. Moreover such users will not see the

project & customer management interfaces at all.

Note that users having none of these access rights will not see any of the task, project & customer

management interfaces.



See User Management section for information on how to grant access rights to system users.

4.2 Browse Active Projects and Customers

Select option 'Projects & Customers' in the 'Tasks' top-level menu to open the interface Active Projects &

Customers.

Figure 4-1 Active Projects & Customers interface

By default this interface lists all active customers and projects registered in the system. The list is sorted

alphabetically by customer name and then by project name.

If you want to browse projects related to a particular customer, select this customer in the top part of the

interface and then click 'Show' button.

Active Projects & Customers interface provides you with brief description of active projects and customers.

For each customer/project this information includes:

Customer/Project name

Clicking a customer name opens Edit Customer Information interface (see section Edit

Information of Active Customers). Clicking a project name opens Edit Project Information

interface (see section Edit Information of Active Projects).



Customer/Project description icon

Clicking a customer/project description icon opens a pop-up window for editing description of the

corresponding customer/project.

Number of users assigned to the project

This number includes the users who have access to all projects in the system.

Link 'add project' for adding new project to the customer

Clicking this link opens Create New Project interface (see section Create New Project for more

information).

Link 'add tasks' for adding new tasks to the project

Clicking this link opens Create New Project interface (see section Create New Tasks for more

information).

Number of open tasks

Number of open tasks shown for a customer is the total quantity of open tasks calculated through

all projects related to this customer.

Clicking a number of open tasks opens Open Tasks interface listing open tasks related to the

corresponding customer/project.

Number of completed tasks

Number of completed tasks shown for a customer is the total quantity of completed tasks

calculated through active projects related to this customer.

Note that this number does not include completed tasks of archived projects related to this

customer.

Clicking a number of completed tasks opens Completed Tasks interface listing all completed

tasks related to the corresponding customer/project.

Spent time reported for the customer/project

Spent time reported for a customer is calculated through the active projects related to this

customer.

Note that spent time shown for a customer does not include the time reported for archived

projects related to this customer.

Option for deleting or archiving customer/project

See section Archive Projects & Customers for information on how to archive selected projects

and customers. See section Delete Projects & Customers for information on how to delete

selected projects and customers.

When there are more than 10 active customers a pager appears.



You can switch pages by clicking the links under the customer/project list. To change the number of

customers simultaneously shown on one page select the corresponding option in the 'Show XX customers

on a page' drop-down under the list.

If you do not want the projects to be shown in the interface, unselect 'Show projects' checkbox in the top

part of the interface and then click 'Show' button. After that the interface will list customers only.

4.3 Edit Project & Customer Descriptions

You can edit project & customer descriptions directly in the list of active projects and customers. For

information on how to get to the Active Projects & Customers interface see section Browse Active Projects

and Customers.

To edit a description follow the instructions below:

1. Click the description icon shown next to the name of the corresponding customer/project. This will

open a pop-up window for editing the description:

Figure 4-2 Pop-up window for editing description

2. Enter (or edit) the description. Size of description shall be less than 2000 characters.

3. Click 'OK' button to save the entered description.

If you decided not to modify the selected description, click the 'Cancel' button. The system will discard the

modifications and close the pop-up window.

4.4 Create New Customer

You can create new customers simultaneously with adding new tasks. See section Create

New Tasks for more information on how to do that.

To create a new customer from Active Projects & Customers interface follow the instructions below:



1. Click 'Create New Customer' button on Active Projects & Customers interface to open Create New

Customer interface. For information how to get to the Active Projects & Customers interface see

section Browse active projects and customers.

Figure 4-3 Create New Customer interface

2. Enter customer information. The information in the fields marked with a red asterisk is mandatory.

Information that can be specified for a new customer includes:

Customer name

Customer name shall be unique among the registered customers. Verification of uniqueness is

case-insensitive. So customer names 'Actimind, Inc' and 'actimind, inc' will be considered as the

same.

Description

Size of customer description shall be less than 2000 characters.

3. Select what you are going to do after registering this customer.

The available options are:

Browse list of active projects and customers

Create a new project for this customer

Add more customers

4. When you are ready, submit the page by clicking 'Create Customer' button at the bottom of the

interface.



The system will register a new customer with the specified parameters and show you an interface

according to your selection.

If you decided not to register a new customer, click 'Cancel' button at the bottom of the page. The system

will discard all the information entered in the interface and show you Active Projects & Customers

interface.

4.5 Create New Project

You can create new projects simultaneously with adding new tasks. See section Create New Tasks

for more information on how to do that.

To create a new project from Active Projects & Customers interface follow the instructions below:

1. Open Create New Project interface.

There are two ways how you can do that starting from Active Projects & Customers interface:

Click 'Create New Project' button located in the top part of the interface

The customer selected in the top part of Active Projects & Customers interface before the click

will be automatically pre-selected in the Create New Project interface.

Find a customer you want to register a new project for and click 'add project' link shown next to

the customer name.

The corresponding customer will be automatically pre-selected in the Create New Project

interface.

For information on how to get to the Active Projects & Customers interface see section Browse Active

Projects and Customers.



Figure 4-4 Create New Project interface

2. Select a customer to register a new project for.

In most cases customer will be pre-selected automatically. However, you can change it if you need.

3. Enter project information. The information in the fields marked with a red asterisk is mandatory.

Information that can be specified for a new project includes:

Project name

Project name shall be unique among the projects registered for the selected customer.

Verification of uniqueness is case-insensitive. So project names 'Corporate Web Site' and

'corporate web site' will be considered as the same.

Description

Size of project description shall be less than 2000 characters.



Project team

Select users that should have access to this

project tasks

Note that users having access rights "Manage Users" and/or "Manage Customers,

Projects, and Tasks" always have access to all projects of all customers

4. Select what you are going to do after registering this project.

The available options are:

Browse list of active projects and customers

Add tasks to this project

Add more projects

5. When you are ready, submit the page by clicking 'Create Project' button at the bottom of the interface.

The system will create a new project, associate it with the selected customer, and show you an

interface according to your selection.

If you decided not to create a new project, click 'Cancel' button at the bottom of the page. The system will

discard all the information entered in the interface and show you Active Projects & Customers interface.

4.6 Edit Information of Active Customers

To edit information of an active customer follow the instructions below:

1. Click a customer name on the Active Projects & Customers page to open Edit Customer Information

interface. For information on how to get to the Active Projects & Customers interface see section

Browse Active Projects and Customers.

2. Modify customer information. The fields marked with a red asterisk are mandatory.

Customer information that can be modified includes:

Customer name

Customer name shall be unique among the registered customers. Verification of uniqueness is

case-insensitive. So customer names 'Actimind, Inc' and 'actimind, inc' will be considered as the

same.

Description

Size of customer description shall be less than 2000 characters.

You can assign project teams with

Management Extension only



Figure 4-5 Edit Customer Information interface

3. If you are going to archive this customer, select 'Archive this customer after saving changes'

checkbox.

4. Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will

save your modifications and show you Active Projects & Customers interface.

If you selected to archive the selected customer, it will be archived along with all its projects. If

customer projects contain open tasks, these tasks will be automatically marked as completed.

Customers and projects that were archived can be browsed on the Archived Projects &

Customers interface (see section Browse Archives).

If you decided not to edit the selected customer, click 'Cancel' button at the bottom of the page. The

system will reject all modifications of customer information and show you Active Projects & Customers

interface.

4.7 Edit Information of Active Projects

To edit project information follow the instructions below:

1. Click a project name on the Active Projects & Customers interface to open the Edit Project Information

interface. For information on how to get to the Active Projects & Customers interface see section

Browse Active Projects and Customers.



Figure 4-6 Edit Project Information interface

2. Modify project information. All the fields marked with a red asterisk are mandatory.

Project information that can be modified includes:

A customer the project is associated with

By changing the project customer you can move the selected project between the registered

customers.

The list of available customers contains active customers only. So you cannot associate

an active project with an archived customer. To associate active projects with an archived

customer you should restore the customer from archives (see section Restore Projects &

Customers from Archives).



Project name

Project name shall be unique among all projects registered for the selected customer (active and

archived). The check for uniqueness is case-insensitive. So project names 'Corporate Web Site'

and 'corporate web site' will be considered as the same.

Description

Size of project description shall be less than

2000 characters.

Project team - users that should have access to

the this project tasks

Note that users having access rights "Manage Users" and "Manage Customers, Projects,

and Tasks" always have access to all projects of all customers.

3. If you are going to archive this project, select 'Archive this project after saving changes' checkbox.

4. Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will

save your modifications and show you Active Projects & Customers interface.

If you selected to archive the selected project, all open tasks associated with this project will

be automatically marked as completed.

Customers and projects that were archived can be browsed on the Archived Projects &

Customers interface (see section Browse Archives).

If you decided not to edit the selected project, click 'Cancel' button at the bottom of the page. The system

will reject all modifications of the project information and show you the Active Projects & Customers

interface.

4.8 Archive Projects & Customers

To archive one or several projects and/or customers follow the instructions below:

1. Go to Active Projects & Customers interface (see section Browse Active Projects and Customers for

information on how to get to this page).

2. Select projects and customers to archive. To do that set corresponding checkboxes in the rightmost

table column.

When you select a customer to archive, customer's projects are automatically selected along

with the customer.

If you want to select all customers and projects shown on the page, click the 'All' link in the header of

'Select Customers & Projects' column.

You can assign project teams with




If you want to unselect all selected customers and projects, click 'None' link in the header of 'Select

Customers & Projects' column.

3. Click 'Archive Selected' button at the bottom of the page. The system will archive the selected

customers and projects and show you Active Projects & Customers interface.

All open tasks of the projects selected for archiving will be automatically marked as completed.

Customers and projects that were archived can be browsed on the Archived Projects & Customers

interface (see section Browse Archives for information on how to get to this page).

4.9 Browse Archives

Select option 'Archives' in the top-level menu 'Tasks' to open the Archived Projects & Customers interface.

By default this interface shows all archived customers and projects. The list is sorted alphabetically by

customer name and then by project name.

Figure 4-7 Archived Projects & Customers interface

If you want to browse projects related to a particular customer, select this customer in the top part of the

interface and then click 'Show' button.

Archived Projects & Customers interface provides you with brief description of archived projects and

customers. For each customer/project this information includes:

Customer/Project name

Clicking a customer name opens Edit Customer Information interface (see section Edit

Information of Archived Customers).



Clicking a project name opens Edit Project Information interface (see section Edit Information of

Archived Projects).

An archived project can be associated with an active customer. In this case word 'active'

is shown in brackets after the customer name.

Customer/Project description icon

To view the description of the corresponding customer/project, click on a customer/project

description icon.

Number of users assigned to the project

This number includes the users who have access to all projects in the system.

Number of completed tasks

Number of completed tasks shown for a customer is calculated through archived projects

only.

Spent time reported for the customer/project

Spent time shown for an active customer is calculated through archived projects only.

Option for restoring customer/project from archives or deleting it

See section Restore Projects & Customers from Archives for information on how to restore

selected projects and customers from archives.

See section Delete Projects & Customers for information on how to delete selected projects and

customers.

When there are more than 10 archived customers a pager appears.

You can switch pages by clicking the links under the customer/project list. To change the number of

customers simultaneously shown on one page select the corresponding option in the 'Show XX customers

on a page' drop-down under the list.

If you do not want the interface to show projects, unselect 'Show projects' checkbox in the top part of the

interface and then click 'Show' button. After that the interface will list customers only.

See also section Browse Active Projects and Customers.

4.10 Edit Information of Archived Customers

Editing information of archived customers is similar to editing information of active customers. The only

difference is that you should select a customer to edit on the Archived Projects & Customers interface.



Figure 4-8 Edit Customer Information interface (for an archived customer)

See section Browse Archives for information on how to get to the Archived Projects & Customers interface.

See section Edit Information of Active Customers for the detailed description of editing customer

information.

If you select option to restore the customer from archives, the system will restore customer after

saving changes. However all customer projects will be kept archived.

4.11 Edit Information of Archived Projects

Editing information of archived projects is similar to editing information of active projects. The only

difference is that you should select a project to edit on the Archived Projects & Customers interface.

See section Browse Archives for information on how to get to the Archived Projects & Customers interface.

See section Edit Information of Active Projects for the detailed description of editing project information.

In contrary to the active projects you can move archived projects between all customers registered

in the system - active and archived.



Figure 4-9 Edit Project Information interface (for an archived project)

4.12 Restore Projects & Customers from Archives

To restore one or several projects and/or customers from archives follow the instructions below:

1. Go to Archived Projects & Customers interface (see section Browse Archives for information on how

to get to this page).

2. Select projects and customers to restore. To do that select corresponding checkboxes in the rightmost

table column.

When you select a project to restore, the project's customer is automatically selected along

with the project (if this customer is not already active).

If you want to select all customers and projects shown on the page, click 'All' link in the header of




If you want to unselect all selected customers and projects, click 'None' link in the header of the


3. Click 'Restore Selected From Archives' button at the bottom of the page. The system will restore the

selected customers and projects from archives and show you Archived Projects & Customers

interface.

Customers and projects that were restored from archives can be browsed on the Active Projects &

Customers interface (see section Browse Active Projects and Customers for information on how to get to

this page).

4.13 Delete Projects & Customers

To delete one or several projects and/or customers follow the instructions below:

1. Select projects and customers to delete either in the Active Projects & Customers or in the Archived

Projects & Customers interface. To do that set corresponding checkboxes in the rightmost table

column.

If you want to select all customers and projects shown on the page, click 'All' link in the header of


If you want to unselect all selected customers and projects, click 'None' link in the header of 'Select

Customers & Projects' column.

2. Click 'Delete Selected' button at the bottom of the page. The system will delete the selected

customers and projects along with all their tasks and time-track reported for them.

Be careful when deleting customers and projects. This action cannot be undone.

When you delete a project with tasks and reported time-track, all this information is deleted

permanently. After deletion it will no longer be available in the system reports.

actiTIME User Guide Task Management v2.1 MA


5 Task Management

5.1 Overview

Task management includes the following activities:

Browse Open Tasks

Edit Task Deadline When Browsing Open Tasks

Edit Task Description When Browsing Open Tasks

Create New Tasks

View Open Task

Add and Edit Comments for an Open Task

Edit Open Task

Complete Tasks

Browse Completed Tasks

View Completed Task

Edit Completed Task

Re-open Tasks

Delete Tasks

Note that in User Guide the default names for the time-track hierarchy levels are used:

Top level: 'Customer'

Middle level: 'Project'

Time entry level: 'Task'

You can change the default names of the hierarchy levels in the general system settings. See the

Adjust General System Settings section for more information.

To access the interfaces for Task Management use top-level menu option 'Tasks'.

There are two (2) access rights defined for Task, Project, and Customer Management:

Manage Customers, Projects & Tasks

Enter Time-Track

Users who have 'Manage Customers, Projects & Tasks' access right can access all system interfaces

related to task, project, and customer management. Grant this access right to those users who are

responsible for project/task management in your organization. For example, you can grant them to project

managers.

Users who have 'Enter Time-Track' access right only are allowed to browse tasks and modify task

comments, but are not allowed to modify other task information. Moreover such users will not see the

project & customer management interfaces at all.

Note that users having none of these access rights will not see any of the task, project & customer

management interfaces.



See User Management section for information on how to grant access rights to system users.

5.2 Browse Open Tasks

When you click on the 'Tasks' option in the top-level menu, the system shows Open Tasks interface with

all the tasks currently open. To get to this interface from the customer and project management pages,

select 'Open Tasks' option in the second-level menu.

Figure 5-1 Open Tasks interface



If you want to browse open tasks that are associated with specific customers and/or projects, select

the corresponding customers and projects in the filter located above the task list:

Figure 5-2 Filter by Customers and Projects

Select checkbox near a customer name to get all open tasks of all active projects of this customer

When you select a customer all its projects are automatically selected. When you de-

select a customer, selection is cleared from all customer projects as well.

Select checkbox near a project name to get all tasks that are currently open for the selected

project.

To select all customer projects but one, select the corresponding customer and then

unselect the project you do not want to view.

In addition to filtering tasks by customers and projects, you can filter tasks by words contained in their

names.

To filter tasks by words contained in task names enter the first letters of these words in the 'Filter

Tasks by Name' field. For example, you may enter 'des' to find tasks containing word 'design' in

their names.

Note that in this case task list will also contain tasks with words 'destination', 'description',

'desired', etc. To narrow the search results enter more letters of the words to find.

You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case

the system will show the tasks which names contain all the specified words.

After you configured the filter, click 'Apply Filter' button.



Open Tasks interface provides you with brief description of open tasks. For each of the tasks shown this

information includes:

Customer the task is associated with

Project the task is associated with

Task name

Task description icon

Task deadline

Time-Track Summary

o Date of the last time-track submission

o Total time spent on the task

o Time estimate specified for the task

o Variance between estimated and spent time

Option for completion or deletion of the task

Variance between estimated and spent time is calculated as:

= -

When spent time is less than time estimate, variance is positive and means remaining time. When spent

time is greater than time estimate, variance is negative and means extra time spent for the task.

If time estimate is not shown for a task, this means that this task does not have an estimate.

Total time spent on the task as well as date of the last time-track submission may be hidden in

the interface if option 'Do not display reported time and comments of other users on pages

with detailed task information' is set in the system settings. See Adjust General System

Settings section for more information.

Task names, deadlines, and description icons are clickable:

Clicking a task name opens View Open Task interface.

Clicking a deadline opens a pop-up window for editing the deadline.

Clicking a task description icon opens a pop-up window for editing the corresponding task

description.

If a deadline date is in the past, it is shown in red color.

When there are more than 20 open tasks to show, a pager appears. You can switch pages by clicking the

links under the task list. To change the number of tasks simultaneously shown on one page select the

corresponding option in the 'Show XX tasks on a page' drop-down above the task list.

For information on how to complete selected tasks see section Complete Tasks.

Time estimates are supported with




5.3 Edit Task Deadline When Browsing Open Tasks

You can edit task deadlines directly in the list of open tasks. For information on how to get to the Open

Tasks interface see section Browse Open Tasks.

To edit a task deadline follow the instructions below:

1. Click a deadline you want to edit. This will open a pop-up window for editing the deadline:

Figure 5-3 Pop-up window for editing deadline

2. Enter (or edit) the deadline.

The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD,

YYYY", "MM/DD/YY", etc. So you can enter deadline using almost any date format you like.

3. Click 'OK' button to save the entered deadline.

This will save modifications in the system and update task deadline in the list of open tasks.

If you decided not to modify the selected deadline, click 'Cancel' button. The system will discard the


5.4 Edit Task Description When Browsing Open Tasks

You can edit task descriptions directly in the list of open tasks. For information on how to get to the Open

Tasks interface see the section Browse Open Tasks.

To edit a task description follow the instructions below:

1. Click the description icon shown next to the name of the corresponding task. This will open a pop-up

window for editing the description:



Figure 5-4 Pop-up window for editing description

2. Enter (or edit) the description.

Size of task description shall be less than 2000 characters.

3. Click 'OK' button to save the entered description.

If you decided not to modify the selected description, click 'Cancel' button. The system will discard the


5.5 Create New Tasks

You can create new customers and projects when creating new tasks.

To create new tasks follow the instructions below:

1. Open Create New Tasks interface.

There are several interfaces from where you can get to the Create New Tasks interface:

The Open Tasks interface

Click 'Create New Task' button to open the Create New Tasks interface.

The project and/or customer selected in the Open Tasks interface before the click will be

automatically pre-selected in the Create New Task interface.

For information on how to get to the Open Tasks interface see section Browse Open Tasks.

The Active Projects & Customers interface

Select a project you want to add new tasks for and click 'add tasks' link next to the project's

name.

For information on how to get to the Active Projects & Customers interface see section Browse

Active Projects & Customers.



Figure 5-5 Create New Tasks interface

2. Select a customer to add new tasks for (if necessary).

In most cases a customer will be pre-selected automatically. However, you can change it if you need.

Note that only active customers are available for selection.

When you select a customer, the system refreshes the list of projects to the active projects of

the selected customer.

Figure 5-6 Create New Tasks page when '-- new customer --' option is selected



To create a new customer select '-- new customer --' option in the 'Customer' drop-down and

enter a name of the customer to create.

3. Select a project to add new tasks for (if necessary).

In most cases a project will be pre-selected automatically. However, you can change it if you need.

Note that only active projects of the selected customer are available for selection.

To create a new project select '-- new project --' option in the 'Project' drop-down and enter a

name of the project to create.

Figure 5-7 Create New Tasks page when '-- new project --' option is selected

If you selected to create a new customer on the previous step, you will be required to specify a

name of a new project to add tasks for.

4. Enter information for the tasks to create.

You can simultaneously create as many tasks as you need. If the tasks table contains not enough

rows, use links under the table to add more rows to it.

Information that can be specified for a new task:

Task name

Task name shall be unique among the tasks registered in the selected project. The check for

uniqueness is case-insensitive. So task names 'User Management Interfaces' and 'user

management interfaces' will be considered as the same.

Time Estimate

Enter time estimate in the format hh:mm or

##.##. The entered value will be used for

calculations in the Estimated vs. Actual Time

Report.

You can leave this field blank. This will mean that you do not need to control budget

variance for this task.

Time estimates are supported with




Deadline

Task deadline is shown in the Enter Time-Track interface. Fill in deadline, if you want to inform

task executors about it via actiTIME interfaces.

The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD,

YYYY", "MM/DD/YY", etc. So you can enter deadline using almost any date format you

like.

Billing type

Select one of the registered billing types.

By default billing type for all new tasks is pre-set to the default billing type configured for the

system (see section Billing Type Management for information on how to set the default billing

type).

Description

To enter a description for a task click an icon located next to the task name. This will open a pop-

up window for entering description:

Figure 5-8 Pop-up window for entering description

Enter a description and click 'OK' button. Size of task description shall be less than 2000

characters.

If you decided not to add a description click 'Cancel' button.

Note that if you specified a deadline and/or description for a task, you will be required to

enter a task name as well.

If you are granted the "Enter Time-Track" access right, you can mark tasks that should

be automatically added to your Enter Time-Track interface once they are created.



Instead of entering tasks information manually you can copy it form an existing project.

To do that click 'Import tasks from other project' link located over the tasks table. This will open the

Import Tasks From Other Project pop-up window:

Figure 5-9 Pop-up window for selection of a project to copy tasks information from

Select a project to copy tasks information from and then click 'Import Tasks' button. This will copy

tasks information from the selected project and add it to list of tasks to create.

5. When you are ready, submit the page by clicking 'Create Tasks' button at the bottom of the interface.

The system will create new tasks with the specified parameters and show you the Open Tasks

interface.

Tasks selected in the column 'Add to My Time-Track' will be automatically added to your Enter

Time-Track interface.

If you decided not to add new tasks, click 'Cancel' button at the bottom of the page. The system will

discard all the information entered in the interface and show you the interface from where you got to the

Create New Tasks interface.



5.6 View Open Task

Click a task name on the Open Tasks interface. The system will show the View Open Task interface.

For information on how to get to the Open Tasks interface see section Browse Open Tasks.

Figure 5-10 View Open Task interface

The interface shows general task information as well as all

time and comments reported for the task.

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ActiTIME User Guide v2.1 MA

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