Tasks menu in timesheet

Project & Customer management includes the following activities:

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

    - Top level: 'Customer'
    - Middle level: 'Project'
    - Lowest level: 'Task'

You can change the default names of the hierarchy levels in the general system settings. See General System Settings section for more information.

Only users who have 'Manage Customers & Projects' permission can access the project & customer management interfaces. Note that users who do not have this permission will not see the project & customer management interfaces at all.

Browse Active Projects and Customers

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

Projects&Customers interface
Active Customers & Projects interface

If you want to browse projects related to a particular customer, select this customer at the top of the interface and then click 'Show' button.

Active Customers & Projects interface provides you with a 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 on the number of open tasks opens the Open Tasks interface, where open tasks related to the specific customer/project are listed.

  • 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 on the number of completed tasks opens Completed Tasks interface, where listing all completed tasks related to the corresponding customer/project are listed.

  • 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 necessary 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, uncheck the 'Show projects' checkbox at the top of the interface and then click on the 'Show' button. After that the interface will list customers only.

See also section Browse Archives.

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 Customers & Projects 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 a customer/project. This will open a pop-up window for editing the description:

    Edit project description in timesheet
    Pop-up window for editing description
  2. Enter (or edit) the description.

    The length of the description shall not exceed 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 your modifications and close the pop-up window.

Create New Customer

You can create new customers simultaneously with adding new tasks and projects. See sections Create New Tasks and Create New Project for more information.

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

  1. Click on the 'Create Customer' button on Active Customers & Projects interface to open Create New Customer interface. For information on how to get to the Active Customers & Projects interface see section Browse active projects and customers.

    Create new customer in timesheet
    Create New Customer interface
  2. Enter customer information.

    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 'actiTIME Inc' and 'actitime inc' will be considered as the same.

    • Description

      The length of customer description shall not exceed 2000 characters.

  3. If you want to pre-fill the new customer with projects and tasks imported from an existing customer, select a source customer to import data from.

    Import projects and tasks
    Option "Import projects and tasks from an existing customer"

    You can import data from active customers only. If you need to import data from an archived customer, you should restore it from archives first.

    The following information will be imported from the selected customer:

    Project assignments and task estimates are available within actiTIME Pro and actiTIME Online editions only.

    • Project and task names
    • Project and task descriptions (if selected in the import parameters)
    • Project assignments (if selected in the import parameters)
    • Task estimates
    • Task types of work

    Please note that task deadlines will not be imported.

    Status of all projects imported from the source customer will be automatically set to "active", even if the source projects were archived.

  4. When you are ready, click 'Create Customer' button at the bottom of the interface.

    The system will register a new customer with the specified parameters and show you Active Customers & Projects interface.

If you decided not to register a new customer, click 'Cancel' button. The system will discard all the information entered in the interface and return you to the Active Customers & Projects interface.

Create New Project

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

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

  1. Open Create New Project interface.

    Create new project in timesheet
    Create New Project interface

    There are two ways how you can open Create New Project interface:

    1. Click 'Create New Project' button located at the top of Active Customers & Projects interface. For information on how to get to the Active Customers & Projects interface see section Browse Active Projects and Customers.

      The customer selected at the top of Active Customers & Projects interface before the click will be automatically pre-selected in the Create New Project interface.

    2. Click 'add project' link shown next to the name of customer you want to register a new project for.

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

  2. Enter 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.

  3. Select a customer to register the new project for.

    In many cases customer will be pre-selected automatically. You can change it if you need.

    Customer seletor in timesheet
    Customer selector

    To create a new customer select the '-- New Customer --' option in the customer selector and enter a name of the customer to create.

    Enter customer name

    In this case you will also be required to specify the name of the new project to add tasks for.

  4. Specify project tasks.

    You can create project tasks along with creating new project.

    Add tasks to project in timesheet
    Interface section for entering project tasks

    Information that can be specified for a new task includes:

    • Task name

      Task name shall be unique among project tasks. 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

      Time estimates are available within actiTIME Pro and actiTIME Online editions only.

      Enter time estimate in the time (hh:mm) or decimal (##.##) format. This value will be compared with the time tracked for this task and variance will be calculated.

      This feature is useful for planning purposes and budget variance control. To compare the values of estimated and actually tracked time, use Estimated vs. Actual Time Report.

      Note that you can enter time estimates only when 'Task Estimates' feature is turned ON in the Turn Features On / Off interface.

      If you do not need to control variance for this task, leave this field blank.

    • 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.

    • Type of Work

      Select one of the registered types of work. Note that you can define a type of work only when 'Types of Work' feature is turned ON in the Turn Features On / Off interface.

      By default type of work for all new tasks is pre-set to the default type of work configured for the system (see section Types of Work Management for information on how to set the default type of work).

    • 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.

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

    To do that click 'Import Tasks from Other Project' link located over the tasks table. This will open task selection panel:

    Import tasks from other projects
    Pop-up panel for selection of other project tasks

    To view tasks from the specific project, you should select this project in the customer/project selector. There are two ways to do that:

    1. Start typing project name in the search field and click on the required project when it appears in the search results.
    2. Open hierarchy of all available customers and projects, and click on the project name shown in the list.

    Then select tasks you want to copy...

    Task import from other projects

    ... and click 'Import Selected Tasks' button. This will copy tasks information from the selected project and add it to the list of tasks to create.

    Do not forget to select 'Import task descriptions' checkbox, if you want to import descriptions of the selected tasks.

  5. You can assign project teams in actiTIME Pro and actiTIME Online editions only.

    Assign project team.

    When 'Project Assignments' feature is turned ON in the Turn Features On / Off interface, you can specify which users should have access to this project tasks.

    Assign team to the project
    Interface section for assigning project team

    Note that you can select users by departments and time zone groups, however departments and time zone groups themselves cannot be assigned to the project.

    Users with 'Manage Accounts & Permissions' and/or 'Manage Customers & Projects' permissions always have access to all projects of all customers

  6. When you are ready, click '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 the 'Active Customers & Projects' interface.

If you decided not to create a new project, click 'Cancel' button. The system will discard all the information entered in the interface and show you Active Customers & Projects interface.

Edit Information of Active Customers

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

  1. Click on a customer name in the Active Customers & Projects interface to open Edit Customer Information interface. For information on how to get to the Active Customers & Projects interface see section Browse Active Projects and Customers.

    Edit customer in timesheet
    Edit Customer Information interface
  2. Modify customer information.

    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 'actiTIME Inc' and 'actitime inc' will be considered as the same.

    • Status

      If you are going to archive this customer, change customer status to 'Archived'.

      Customer's status change
    • Description

      Size of customer description shall be less than 2000 characters.

  3. Submit the modifications by clicking 'Save Changes' button. The system will save your modifications and show you the 'Active Customers & Projects' interface.

    If you selected to archive a customer, it will be archived along with all its projects. If customer projects contain open tasks, these tasks will be automatically marked as completed.

    Archived customers and projects can be browsed in the Archived Customers & Projects interface (see section Browse Archives).

If you decided not to edit the selected customer, click 'Cancel' button. The system will reject all modifications of customer information and return you to the 'Active Customers & Projects' interface.

Edit Information of Active Projects

To edit project information follow the instructions below:

  1. Click a project name in the Active Customers & Projects interface to open the Edit Project Information interface. For information on how to get to the Active Customers & Projects interface see section Browse Active Projects and Customers.

    Edit project interface
    Edit Project Information interface
  2. Modify project information.

    Project information that can be modified includes:

    • 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.

    • Status

      If you are going to archive this project, change project status to 'Archived'.

      Change project status
    • 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).

    • Description

      Size of project description shall be less than 2000 characters.

    • You can assign project teams in actiTIME Pro and actiTIME Online editions only.

      Project team

      When 'Project Assignments' feature is turned ON in the Turn Features On / Off interface, you can specify which users should have access to this project tasks.

      Assign team to the project
      Interface section for assigning project team

      Note that you can select users by departments and time zone groups, however departments and time zone groups themselves cannot be assigned to the project.

      Users with 'Manage Accounts & Permissions' and 'Manage Customers & Projects' permissions always have access to all projects of all customers.

  3. Submit the modifications by clicking 'Save Changes' button. The system will save your modifications and show you Active Customers & Projects interface.

    If you selected to archive the selected project, all open tasks associated with this project will be automatically marked as completed.

    Archived customers and projects can be browsed in the Archived Customers & Projects interface (see section Browse Archives).

If you decided not to edit the selected project, click 'Cancel' button . The system will discard all modifications of the project information and return you to the Active Customers & Projects interface.

Archive Projects & Customers

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

  1. Go to the Active Customers & Projects interface (see section Browse Active Projects and Customers for information on how to get to this page).

  2. Select projects and customers to archive: select the checkboxes of specific projects and customers 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.

    If you want to deselect 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 Customers & Projects 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 in the Archived Customers & Projects interface (see section Browse Archives for information on how to get to this page).

Browse Archives

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

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

Archived Projects & Customers
Archived Customers & Projects interface

If you want to browse projects related to a specific customer, select this customer at the top of the interface and then click 'Show' button.

Archived Customers & Projects interface provides you with brief description of archived projects and customers. For each customer/project this information includes:

  • Customer/Project name

    Clicking on a customer name opens Edit Customer Information interface (see section Edit Information of Archived Customers).

    Clicking on 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 the status 'active' is shown in the 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, uncheck 'Show projects' checkbox at the top of the interface and then click 'Show' button. After that the interface will list customers only.

See also section Browse Active Projects and Customers.

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

Edit customer status in timesheet
Edit Customer Information interface (for an archived customer)

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

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

Edit project in timesheet
Edit Project Information interface (for an archived project)

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.

Restore Projects & Customers from Archives

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

  1. Go to Archived Customers & Projects 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 customer to which the project is assigned is automatically selected along with the project (if this customer is not already active).

    If you want to select all customers and projects shown on the page, click 'All' link in the header of 'Select Customers & Projects' column.

    If you want to deselect all selected customers and projects, click 'None' link in the header of the 'Select Customers & Projects' column.

  3. Click the '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 the 'Archived Customers & Projects' interface.

Customers and projects that were restored from archives can be browsed in the Active Customers & Projects interface (see section Browse Active Projects and Customers for information on how to get to this page).

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 Customers & Projects or in the Archived Customers & Projects interface. To do that select the corresponding checkboxes in the rightmost table column.

    If you want to select all customers and projects shown on the page, click 'All' link in the header of 'Select Customers & Projects' column.

    If you want to deselect 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.