Timesheets

When you change your password on the web you will need to update the password on your Timesheets mobile app as well by following these steps:

Step 1: From the homescreen of the mobile app, tap your name near the top.

Step 2: Tap the Gear icon next to your name.

Step 3: Tap Login Parameters.

Step 4: Update your password, then tap Login.

That's all you need to know to use the Timesheets Mobile App!

Nexonia Timesheets allows users to unlock their app using a PIN or fingerprint authentication (Touch ID). If your mobile device is capable and configured to have fingerprint authentication, you can unlock Nexonia Timesheets with your fingerprint. You can continue using your PIN as a backup.

How to Configure Fingerprint Authentication for Nexonia Timesheets

Log in to your Nexonia account on the mobile app. 

Navigate to Settings > SECURITY.

If you are using an iOS mobile device you will have 3 options:

1. PIN - upon launching the app, you will be prompted to enter a PIN.  
2. Touch ID - upon launching the app, you will be prompted to enter a PIN or verify your identity using fingerprint authentication. 
3. None -upon launching the app, neither a PIN nor fingerprint will be required.

Touch ID > Done > Enter new PIN > Reenter PIN > Save. 

Congratulations! You have configured PIN & Fingerprint authentication for your Nexonia Timesheets app. You will now be asked to authenticate your identity via fingerprint or PIN after 5 seconds of exiting the app or upon re-launching the Nexonia Timesheets app. 

IMPORTANT NOTES: 

Nexonia Administrators can set the Mobile PIN & Fingerprint Lock feature to Always or When acting for other users. To learn more: How to Configure Mobile PIN & Fingerprint Lock.

If your account Administrators have set this feature to Always, the PIN/Fingerprint feature will be automatically enabled for all users, and therefore users will not need to follow the instructions above.

If your account Administrators have set the Mobile PIN & Fingerprint Lock feature to When acting for other users (default setting), the PIN/Fingerprint feature is enabled only for users who proxy or "Act For" other users on the app. Users can follow the instructions above to enable the PIN/Fingerprint feature on their individual mobile app.

Device capability

The mobile device must be capable and configured to detect fingerprints (fingerprint sensor present and fingerprints registered in the system). Otherwise a PIN is activated instead.

Feature deactivation 

Users can disable the PIN/Fingerprint feature from their mobile app Settings, if their account Administrators have set the Mobile PIN & Fingerprint Lock feature to When acting for other users and the user did not proxy or "Act For" another user on the app. When disabling the feature, the user will be prompted to authenticate their identity using their fingerprint. Upon completion, the feature will be disabled.

When you're adding time in either the mobile or web app, you may receive an error message stating Based on system configuration, you're not able to add time entries. This error is caused by one or more of the required timesheet fields being filtered without access given to yourself. The following fields are commonly filtered: Customers, Projects, Tasks.

To resolve this error, contact your company administrator. Administrators can grant access to the different fields.

After the access is granted by your administrator, you can run a Sync if using the mobile app in order to reflect the changes.

If you are an administrator, you can determine if Customers/Projects/tasks are filtered by going to Settings > Company > Features > Edit. 

Timesheets has the following two filtering options:

• Filter task categories by Region: Go to Settings > Company > Timesheets > Task Categories > click into a task > towards the bottom of the page, you'll see a section for each region in the Region column > check mark the applicable region(s) > click Apply to save
• Filter task categories by Project type: Project list is most likely filtered in combination with this setting. Go to Settings > Company > Timesheets > Task Categories > click into any task category > go to the Project Types table > check mark the applicable project type > Apply to save. Also perform steps in note for Internal Contacts: Sub-selected at Project level.

Internal Contacts has the following filtering options:

• Sub-selected at Customer level: Go to Customers > click into a Customer > Internal contacts > Edit > check mark the applicable user(s) > Apply to save
• Sub-selected at Project level: Go to Customers > Projects > click into a Project > Internal Team > Edit > check mark the applicable user(s) > Apply to save.

Task has the following filtering options:

• Sub-selected At Customer level: Go to Customers > click into a Customer > Task Categories > Edit > check mark all the task categories that should apply as well as all regions that the task(s) should be enabled for  > Apply to save
• Sub-selected At Project level: Go to Customers > Projects > click into a Project > Task Categories > Edit > check mark all the task categories that should apply > Apply to save
• Sub-selected At User level (Within a Project): Go to Customers > Projects > click into a Project > Task Categories > click Edit in the far right corner under Project Rate > check mark all the users that should apply for that task category > Apply to save
• Filtered by User (for all Projects): Go to Settings > Users > Users > click into a user profile > Task Categories > Edit > check mark all applicable task categories > Apply to save.

If any of the listed filters within Timesheets, Internal Contacts and Task are check marked, that is most likely why users are receiving the error message. Enable the applicable access as outlined in the notes for the filters. If the user keeps receiving the same error message, reach out to the Nexonia support team for further assistance.

Please Note: The project and customer fields may be labeled differently or hidden depending on your configuration.

When creating a time entry in Nexonia Timesheets, instead of manually entering the total duration, users may have the option to start a timer at the beginning of their activity and stop it at the end. Upon stopping the timer, Nexonia will automatically create a time entry with the duration auto-populated. Users can pause the timer as needed and/or code it against a Customer, Project, Task Category and any other fields.

HOW TO USE THE TIMERS FEATURE ON THE MOBILE APPLICATION:

1. Tap on the Timers icon from the Nexonia Timesheets homescreen. 

2.  Here you will see a list of all of your timers (if applicable). There are two ways to add a timer: + ADD and  START NEW.

3.  Tap + ADD to add a new timer which you can code, start, pause or stop at anytime.

Note: + ADD will not automatically start the timer. You will need to tap thePlay icon to start the timer and choose one to code the timer against a Customer, Project, Task Category and any other fields. Tap Save once you've entered the details. 

4. Tap  START NEW to immediately start a new timer.

Note: any timer that is currently running will stop automatically, as only one timer can be running at a time. The started timer can then be coded, paused or stopped at anytime. To code the timer, simply tap on the running time enter the details. Then tap Save. 

5. A running timer can be stopped at any time. To stop a timer from the Timers homescreen, simply tap the  Stop icon to the right of the timer. Upon stopping the timer, Nexonia will automatically create a time entry for the duration that the timer was running. A popup window will ask if you want to open the entry. At this point, the time entry can be edited by the user as it's in draft status. 

Any timer that is actively running will be visible from the Nexonia Timesheets homescreen in the bottom left corner. Tapping on the running time will display the time that the timer started at and will also allow you to pause or stop the timer as needed. You can also tap on the running time to be brought to the Timers homescreen. 

 Timer Tips:

• You can add multiple timers; however, you can only have one timer running at a time.
• Deleting a stopped timer will delete it from the Timers homescreen, but will not delete the corresponding time entry.
• A running timer will continue to run in the background, even upon closing the Timesheets application; this will allow you to exit the application as needed while keeping the timer running.  

A downloadable PDF guide to simple Timesheets on the mobile application:

• Downloading the Mobile Application
• Logging in
• Nexonia Timesheets Homescreen
• Nexonia App Settings
• Creating Timesheets
• Submitting Timesheets
• Timesheets Approval Status

DOWNLOADING THE MOBILE APP

The Nexonia Timesheets mobile application is available for free on iOS, Android™ and BlackBerry® 10. The application will require you to login with your Nexonia credentials. Once you’ve done so, you’ll be able to create, submit and approve timesheets directly from your mobile device, such as a smartphone or tablet.

To download the Nexonia Timesheets mobile app, visit the corresponding app store:

Link: Apple App Store for iOS devices

Link: Google Play for Android devices

Link: Blackberry App World for Blackberry devices with the Blackberry 10 operating system and up

Search for “nexonia timesheets” and install the “Nexonia Timesheets” application. The app icon should look similar to one of the icons below:  

LOGGING IN TO THE MOBILE APP

Once you’ve installed the application, you’ll need to open the app and log in with your Nexonia credentials. You only need to enter your login credentials once, the first time you open the application, or if your Nexonia password changes. The application will allow you to remain logged in.

Logging in to Nexonia:

Once you’ve downloaded the application, tap the Timesheets icon to open the app.

The first time you open the Nexonia Timesheets App, the application will ask if you’d like to give the following permissions (note: you can change these later if needed in your app or phone settings): 

“Timesheets” Would Like to Send You Notifications. This allows Nexonia to send you notifications and alerts on your mobile device, such as notifying you when timesheets are submitted, approved or rejected.

Allow “Timesheets” to access your location while you use the app? Your location is retrieved when your company requires it to be associated with time entries. 

You’ll then see a screen thanking you for downloading Nexonia Timesheets! Once you hit “Continue...” you’ll be taken to the Login screen.

Enter the e-mail address associated with your Nexonia profile and your password.

Tap “Login” and the application will log you in. Provided you are connected to the internet on your mobile device, the application will do an initial synchronization to ensure the information from your web profile is copied to the mobile app, and back again.

SYNCING THE MOBILE APP

Nexonia’s mobile application syncs your Timesheets mobile app data to the Nexonia server. This transfers any new information, such as recently added time entries, between your web profile on the server and your mobile application. For example, if you added a time entry on the web, but aren’t seeing it on the mobile app, it may not have synced yet.

By default, the application will sync when you start the app.

The sync is triggered in one of two ways:

Background Sync (default setting) - the application will sync when you first open the app and every 5 minutes in the background thereafter, as long as you have an internet connection to your device.

Manual Sync - you always have a manual sync option located on the homescreen. Tapping on the arrow in the top right corner will sync any new data immediately, as well as update any setup changes your administrator made to the company profile. You can also trigger a manual sync by pulling down from the homescreen.

You can see the last time the app synced under your name on the homescreen.

You can limit when the app syncs, depending on the internet connection:

From the mobile app homescreen go to "Settings" > "Background Sync"

Your options for "Background Sync" are:

• Enable: Sync automatically whenever you’re connected to the internet;
• Wifi only: Only sync automatically when you’re connected to wifi;
• Disable: Turns off automatic sync. You can still sync manually.

Filters can be used to limit the number of timesheets that are visible in the Approvals module, making it easier to view the most current timesheets pending approval.

When logged into Nexonia on the web, from the home screen, either click on Approvals along the navigation bar or click on the Approval System icon on the welcome page.

 Note: If you are using multiple Nexonia products, ensure you have clicked on Timesheets just below the navigation bar after accessing Approvals.

You will now be able to review any timesheets that have been submitted to you. By default, the filters will display the last 8 weeks of timesheets based on the current day. You are able to configure the filters to view between 1 and 15 weeks. You can change this by clicking on "Last 8 weeks(s)" and selecting a different number from the dropdown menu.

You can also change the period of time that is displayed, to review older timesheets that are pending approval. You can do this by clicking on "Change" and selecting the date you want the period to end on.

Unlike Expenses, Timesheets can not be recalled or reassigned to a different Approver. If a Timesheet should go to a different approver, the approval workflow has to be modified. After it's modified, the Timesheet has to be reset to draft and re-submitted.

If you as a Nexonia User need to adjust a Timesheet, please reach out to an Administrator so that they can reset it to draft. There isn't an option to recall the Timesheet on your own without Administrator intervention. 

If you are looking for instructions on reassigning expense approvals, you will find that in this article.

Approving a timesheet entry advances it to the next step in the approval workflow. If the timesheet is approved at the final step in the workflow, the status changes from Submitted to Approved, and it will be ready for export to your ERP (if applicable).

When logged into Nexonia on the web, from the home screen, either click on Approvals along the navigation bar or click on the Approval System icon on the welcome page.

 Note: If you are using multiple Nexonia products, ensure you have clicked on Timesheets just below the navigation bar after accessing Approvals.

You will now be able to review any timesheets that have been submitted to you. Click on the timesheet to open up for review.

Based on your permissions, you may be able to make edits and changes to the content. Otherwise, the information will be presented in read only.

You can Approve or Reject entries in a couple different ways.

1. Use the checkboxes to individually select timesheet entries, or use the select all checkbox at the top and on the left hand side at both top and bottom will be Approve and Reject buttons to click on. 
2. From the Approvals page, click the checkbox for the timesheet you would like to action on, and along the top of the page, select Approve or Reject.
3. Also from the Approvals page, click the Action dropdown for the timesheet and select Approve or Reject from here.

If you are rejecting a timesheet, you will likely be prompted to fill in a comment. This is information that will be communicated to the original submitter.

Otherwise, approving the timesheet will remove it from your approval queue and progress it in the approval workflow to the next step.

In the Timesheet weekly view on the web, users can view past timesheets. By default, the user can see any timesheet from the past up to a maximum of 15 weeks. The system counts backwards from the current week, so if the user wants to see anything older than 15 weeks they'll need to roll back the display calendar date.

Similarly, if you want to see a timesheet entry you made in the future, you'll need to roll the display calendar forward. This is commonly done if you think you made a time entry in error and possibly entered the wrong month or year.

Note: even though the system will only display a maximum of 15 weeks of timesheets, every timesheet entry made on Nexonia is archived on the web. Users with the appropriate permissions can use the reporting module to extract historical timesheet data.

To adjust your timesheet display calendar:

Log in to Nexonia on the web and navigate to the Timesheet module, where you'll see a week by week view of any timesheets available.

The section highlighted below in red controls the timesheet display calendar. 

To see past timesheets: 

Click the Change link, which will open up a calendar option. Select the date you wish to roll back the calendar date to and then click the OK button. This will update your display. To reset the display back to the current week, click the Reset link that appears next to the Change link.

Example: if you're looking for a timesheet more than 3 months old, roll back the calendar to 3 months earlier than the current date.

To see future timesheets:

Click the Change link, which will open up a calendar option. Select the date you wish to roll back the calendar date to and then click the OK button. This will update your display. To reset the display back to the current week, click the Reset link that appears next to the Change link.

Example: if you're looking for a timesheet in the future, roll the calendar forward.

Tip: if you're looking for a future timesheet, the quickest way is to roll the calendar forward a year (the double arrows on the right).

To include weeks with no time entries in the view:

Check off the Empty Weeks box to include any blank timesheets in the view. 

To limit the calendar display to less than 15 weeks

Click the Last 15 week(s) link and you'll have an option to lower the number of weeks being displayed in the weekly view.

When creating a time entry in Nexonia Timesheets, instead of manually entering the total duration, users may have the option to start a timer at the beginning of their activity and stop it at the end. Upon stopping the timer, Nexonia will automatically create a time entry with the duration auto-populated. Users can pause the timer as needed and/or code it against a Customer, Project, Task Category and any other fields.

HOW TO USE THE TIMERS FEATURE ON THE WEB:

1.  From within your weekly timesheet, click Add Timer. 

2.  Then click the  Play button to start the timer. You'll notice that once you click  Play, Nexonia will display the date and time that the timer was Started, the Current running time, and the Total time that the timer has run.

Note: The Total time will be greater than the Current time if you have ever paused and re-started the timer. Here you can also code the timer against a Customer, Project, Task Category and any other fields listed by your organization.

3.  A running timer can be paused at any time, by clicking the  Pause button to the left of the timer. Once paused, the timer will stop running but can be restarted by clicking the Play button.

Note: A timer can be paused and restarted as many times as needed. Timers can also be easily deleted by clicking on the trash can icon to the far right of the timer. 

4.  A time entry will only be created in your weekly timesheet once you stop the timer by clicking the  Stop button to the left of the timer.

Note: a timer can only be stopped once. Upon stopping the timer, the timer will disappear and Nexonia will automatically create a time entry below for the duration that the timer was running. Any coding will also be copied to the entry. At this point, the time entry can be edited by the user as it's in draft status. 

 Timer Tips:

• You can add multiple timers; however, you can only have one timer running at a time.
• A running timer will continue to run in the background, even upon exiting your internet browser; this will allow you to exit the screen as needed while keeping the timer running.  

Administrators can filter task categories by user role in Nexonia. This setting limits which timesheet tasks are available to users based on their role when they create their timesheets.

Example: if you wanted only the "Marketing User" role to have access to the "Webinar" task category.

By default, when a task category is created, it's available for all roles. The role filtering is available within each task category's settings.

Link: Configuration Guide to Roles and User Permissions

 Note: for customers integrating with Intacct or NetSuite, tasks are integrated directly from the ERP, as well as any task resource filtering. This feature would not apply in those scenarios.

To apply filtering task categories by role:

Navigate to Settings > Company > Timesheets > Task Categories, where you'll see a list of your task categories.

Navigate to the task category you wish to edit.

Click the Edit (pencil) icon next to the task category - this takes you into the settings for this task category.

If you scroll down the settings for this category, you'll see a box for "Roles".

All Roles is enabled by default. If you uncheck that box, you'll see a list of available roles in your account.

Check off the roles you want to have access to this task.

Scroll to the bottom of the page and click the Apply to save your changes.

Now, only those users in those roles can access this category.

Nexonia supports DCAA Compliance for both Timesheets and Expenses.

To enable the DCAA Compliance feature, log in to your Nexonia account on the web as an Administrator. 

Timesheets

Navigate to Settings > Features > Edit > Timesheets > Check DCAA compliance. 

Checking DCAA compliance will automatically select the following required features:

• No entry creation for future days

• Provide a reason when editing approved entries

• Don't allow to add entry where one or more entries has already been approved or submitted (Note: this feature prevents users from adding new time entries to a week that contains a submitted or approved time entry). 

• Don't allow to delete approved or submitted entry

Click Apply. 

Expense Reports

Navigate to Settings > Features > Edit > Expense Reports > Check DCAA Compliance. 

Checking DCAA Compliance will automatically select the following required features:

• Submit and Approve Expenses by Report - "Yes, no Add/Delete"

• Provide a reason when editing approved entries

• Prevent submission of an item with transaction date later than the submission - "No"

Click Apply.

Administrators can upload an time policy document into Nexonia at the Region level, which will then be available to users in that region to access and download from their Timesheets homepage on the web. 

• Supported file types: *.txt, *.pdf, *.docx, *.pptx, *.xlsx
• Maximum file size: 5 MB

To upload a time policy document, navigate to: Settings > Company > Regions

You'll see a list of your organization's regions. Click the name of the region to view the settings and preferences for that region.

In the region, you should see a tab for General settings. Click that tab to view it, and scroll down to the setting for Time Policy File.

Click the button, select the file you want to upload from your computer.

After you've selected the file, you should be returned to Nexonia and see the file name next to Time Policy File.

Scroll down and click the Apply button to save the uploaded document.

User Access

Users can access the policy document on their Timesheets homepage under the Info button.

These instructions will assist with building a summary report to capture the amount of hours that users have entered for a project.

The ability to build and run reports is linked to your Role permission. Administrators typically have this permission built in to their role, and can grant it to other roles if needed.

Link: Configuration Guide to Roles and User Permissions

Designing Your Report: Creating the Report Template

Login to Nexonia on the web and navigate to the Reporting module.

Click the Create Report button to start the report configuration.

You'll see the General tab appear. Enter the following:

• Name and Description
• Type - select Time
• Summary - select Yes

Click the Add button.

You should now see the five tabs for configuring the report:

1. General - general information and sharing permissions
2. Selection Criteria - report template filters and defaults
3. Columns - data columns for the report
4. Categories - data categorization for the report
5. Order - order of the report results

Important: as you update the settings in each tab, it's important to hit Apply at the bottom of each tab to save your changes before moving to the next tab.

General

Most of the information will have been provided on your initial General screen. Here you can also configure:

• Shared - allows the report template to be private, shared with all other users or specific roles
• Header & Footer - you can enter information you'd like to see in the report header and footer

Selection Criteria

This tab allows you filtering of the report data to be included. A number of fields can be set as hidden or visible to users running the report, set with defaults, or locked in with a predefined selection.

For this report, the key values are:

• Date Range - establishes the date range range of entries being pulled when this report is run.
• Date Range - Interval - this will be the default date range when a user runs this report.
• People - this will be the list of users whose data will be included in the report. By default it will include everyone visible to you based on your role permission. You can limit this to specific subsets of users or predefine which users will be included.
• Customers & Projects - this could be left as is (Selected when the report is run), but if you desire to lock in specific or all projects, change to 'Predefined', toggle the Choices to Fixed and change the list to Select all the projects you'd like to be included in the report when it is run.
• Approval - Check off all the values that should be included based on what hours you'd like to include in the report.
• Billable - Configure this how needed;
  • Disabled will include all entries regardless of billable status
  • Selected when the report is run allows you to set the default behavior, but allows anyone running the report to update the value at the time of running the report.
  • Predefined allows you to set the report behavior.

Categories

For summary reports, you'll want to move to the Categories tab next. Categories controls which data values are available in the Columns tab for summary reports. 

Click the Add link on the left and select the Category of data to include from the dropdown menu. Include the following:

• Project & set the Indented value to Yes
• User
• Week or other relevant period

Columns (Data)

The Column tab is where you define what information you want to include in the report. We’ve included some columns of data that can be useful, but you can choose to add others, remove columns or sort them in a different order. Click Add and select the column value below.

For this report, include these three values:

1. Week or relevant period
2. User - Full Name
3. Duration

Note - do not include Status. The Status column will result in two entries for each user - time with a status and time without a status.

Order

Order is what order are the results being outputted in. For example, you could sort the results by Date, then by User.

You have now completed building your reporting template.

Running Your Report

Under the Reporting module, you should see the reporting template you have just built. If you’re not seeing it, double check you don’t have a filter enabled.

Click the Action link to the left of the reporting template and you should see a dropdown menu with your Run option.

You’ll now see your Selection Criteria for the report. Make any selections if needed, and then click “Run”.

Tip: for the report format, use HTML if you want a pop-up with the results, PDF if you want a copy of the report to print, save or email, and .CSV if you want to open the report in a spreadsheet program in Excel -this can be useful for filtering the values to only view users with zero hours reported.

Here is a sample of the results:

These instructions will assist with building a summary report to capture any timesheet entries that have not been approved in a given date range.

A separate report can be created to capture any timesheet users who have zero time created in a given date range.  

Link: Reporting Template: Timesheet Users with Zero Hours, Summary

The ability to build reports is linked to your Role permission. Administrators typically have this permission built in to their role, and can grant it to other roles if needed.

Designing Your Report: Creating the Report Template

Login to Nexonia on the web and navigate to the Reporting module.

Click the Create Report button to start the report configuration.

You'll see the General tab appear. Enter the following:

• Name and Description
• Type - select Time
• Summary - select Yes

Click the Add button.

You should now see the five tabs for configuring the report:

1. General - general information and sharing permissions
2. Selection Criteria - report template filters and defaults
3. Columns - data columns for the report
4. Categories - data categorization for the report
5. Order - order of the report results

Important: as you update the settings in each tab, it's important to hit Apply to save your changes before moving to the next tab.

General

Most of the information will have been provided on your initial General screen. Here you can also configure:

• Shared - allows the report template to be private, shared with all other users or specific roles
• Header & Footer - you can enter information you'd like to see in the report header and footer, such as the title

Selection Criteria

This tab allows you filtering of the report data to be included. A number of fields can be set as hidden or visible to users running the report, set with defaults, or locked in with a predefined selection.

For this report, the key values are:

• Date Range - establishes the date range range of entries being pulled when this report is run.
• Date Range - Interval - this will be the default date range when a user runs this report.
• People - this will be the list of users whose data will be included in the report. By default it will include everyone visible to you based on your role permission. You can limit this to specific subsets of users or predefine which users will be included.
• Status = Check off the values you'd want to include in this report. For this report you'd want to check off the following:
  • Draft - time entries that have been created but not submitted for approval
  • Submitted - time entries submitted and currently pending approval
  • Rejected - time entries that have been rejected and have not been deleted or resubmitted 

Categories

For summary reports, you'll want to move to the Categories tab next. Categories controls which data values are available in the Columns tab for summary reports. 

Click the Add link on the left and select the Category of data to include from the dropdown menu. Include the following:

• User
• Week or other relevant period
• Status
• Current Approver - optional, but useful if you want to identify which approver a submitted entry is currently assigned to.

Columns (Data)

The Column tab is where you define what information you want to include in the report. We’ve included some columns of data that can be useful, but you can choose to add others, remove columns or sort them in a different order. Click Add and select the column value below.

For this report, include these five values:

1. Week or relevant period
2. User - Full Name
3. Duration
4. Status
5. Current Approver - Full Name

Order

Order is what order are the results being presented. For example, you could sort the results by Date, then by User and Status.

You have now completed building your reporting template.

Running Your Report

Under the Reporting module, you should see the reporting template you just built. If you’re not seeing it, double check you don’t have a filter enabled.

Click  the Action link to the left of the reporting template and you should see a dropdown menu with your Run option.

You’ll now see your Selection Criteria for the report. Make any selections if needed, and then click “Run”.

Tip: for the report format, use HTML if you want a pop-up with the results, PDF if you want a copy of the report to print, save or email, and .CSV if you want to open the report in a spreadsheet program in Excel -this can be useful for filtering the values to only view users with zero hours reported.

Here is a sample of the results:

These instructions will assist with building a summary report to capture any timesheet users who have not created any time entries in a given date range.

A separate report can be created to capture any timesheet users who have created a time entry but not yet submitted the entry or if it's unapproved.

Link: Reporting Template: Draft and Unapproved Time Entries, Summary

The ability to build and run reports is linked to your Role permission. Administrators typically have this permission built in to their role, and can grant it to other roles if needed.

Link: Configuration Guide to Roles and User Permissions

Designing Your Report: Creating the Report Template

Login to Nexonia on the web and navigate to the Reporting module.

Click the Create Report button to start the report configuration.

You'll see the General tab appear. Enter the following:

• Name and Description
• Type - select Time
• Summary - select Yes

Click the Add button.

You should now see the five tabs for configuring the report:

1. General - general information and sharing permissions
2. Selection Criteria - report template filters and defaults
3. Columns - data columns for the report
4. Categories - data categorization for the report
5. Order - order of the report results

Important: as you update the settings in each tab, it's important to hit Apply at the bottom of each tab to save your changes before moving to the next tab.

General

Most of the information will have been provided on your initial General screen. Here you can also configure:

• Shared - allows the report template to be private, shared with all other users or specific roles
• Header & Footer - you can enter information you'd like to see in the report header and footer

Selection Criteria

This tab allows you filtering of the report data to be included. A number of fields can be set as hidden or visible to users running the report, set with defaults, or locked in with a predefined selection.

For this report, the key values are:

• Date Range - establishes the date range range of entries being pulled when this report is run.
• Date Range - Interval - this will be the default date range when a user runs this report.
• People - this will be the list of users whose data will be included in the report. By default it will include everyone visible to you based on your role permission. You can limit this to specific subsets of users or predefine which users will be included.
• Status = Check off all the values in order for the report to properly pull all the time entries and zero values.
• Data for All Users - required, this setting will include all users including any who have no time entries created for the given date range.

Categories

For summary reports, you'll want to move to the Categories tab next. Categories controls which data values are available in the Columns tab for summary reports. 

Click the Add link on the left and select the Category of data to include from the dropdown menu. Include the following:

• User
• Week or other relevant period

Columns (Data)

The Column tab is where you define what information you want to include in the report. We’ve included some columns of data that can be useful, but you can choose to add others, remove columns or sort them in a different order. Click Add and select the column value below.

For this report, include these three values:

1. Week or relevant period
2. User - Full Name
3. Duration

Note - do not include Status. The Status column will result in two entries for each user - time with a status and time without a status.

Order

Order is what order are the results being outputted in. For example, you could sort the results by Date, then by User.

You have now completed building your reporting template.

Running Your Report

Under the Reporting module, you should see the reporting template you have just built. If you’re not seeing it, double check you don’t have a filter enabled.

Click the Action link to the left of the reporting template and you should see a dropdown menu with your Run option.

You’ll now see your Selection Criteria for the report. Make any selections if needed, and then click “Run”.

Tip: for the report format, use HTML if you want a pop-up with the results, PDF if you want a copy of the report to print, save or email, and .CSV if you want to open the report in a spreadsheet program in Excel -this can be useful for filtering the values to only view users with zero hours reported.

Here is a sample of the results:

These instructions will assist with building a basic Timesheets report that will show all hours by user over the specified time period.

Separate reports can be created to capture any timesheet users who have zero time created in a given date range or who have created a time entry but not yet submitted the entry or if it's unapproved.

Link: Reporting Template: Timesheet Users with Zero Hours, Summary

Link: Reporting Template: Draft and Unapproved Time Entries, Summary

The ability to build reports is linked to your Role permission. Administrators typically have this permission built in to their role, and can grant it to other roles if needed.

Designing Your Report: Creating the Report Template

Login to Nexonia on the web and navigate to the Reporting module.

Click the Create Report button to start the report configuration.

You'll see the General tab appear. Enter the following:

• Name and Description
• Type - select Time
• Summary - select Yes

Click the Add button.

You should now see the five tabs for configuring the report:

1. General - general information and sharing permissions
2. Selection Criteria - report template filters and defaults
3. Columns - data columns for the report
4. Categories - data categorization for the report
5. Order - order of the report results

Important: as you update the settings in each tab, it's important to hit Apply to save your changes before moving to the next tab.

General

Most of the information will have been provided on your initial General screen. Here you can also configure:

• Shared - allows the report template to be private, shared with all other users or specific roles
• Header & Footer - you can enter information you'd like to see in the report header and footer, such as the title

Selection Criteria

This tab allows you filtering of the report data to be included. A number of fields can be set as hidden or visible to users running the report, set with defaults, or locked in with a predefined selection.

For this report, the key values are:

• Date Range - establishes the date range range of entries being pulled when this report is run.
• Date Range - Interval - this will be the default date range when a user runs this report.
• People - this will be the list of users whose data will be included in the report. By default it will include everyone visible to you based on your role permission. You can limit this to specific subsets of users or predefine which users will be included.
• Approval - Check off all values. That way all time entries will be reported on regardless of approval status.
• Data for All Users - if set to No, Nexonia can only report on entries that have been created. By setting to Yes, this allows the system to populate a value for each user even if that is 0. 

Categories

For summary reports, you'll want to move to the Categories tab next. Categories controls which data values are available in the Columns tab for summary reports. 

Click the Add link on the left and select the Category of data to include from the dropdown menu. Include the following:

• User
• Week

Columns (Data)

The Column tab is where you define what information you want to include in the report. We’ve included some columns of data that can be useful, but you can choose to add others, remove columns or sort them in a different order. Click Add, select the column value below and you can rename the column header for verbiage that makes sense for you (see the Label column in the screenshot below).

For this report, include these three values:

1. Week
2. User - Full Name
3. Duration

Order

Order is what order are the results being presented. For example, you could sort the results by Duration, then by User and Status.

You have now completed building your reporting template.

Running Your Report

Under the Reporting module, you should see the reporting template you just built. If you’re not seeing it, double check you don’t have a filter enabled.

Click the Action link to the left of the reporting template and you should see a dropdown menu with the Run option.

You’ll now see your Selection Criteria for the report. Make any selections if needed, and then click “Run”.

 Tip: for the report format, use HTML if you want a pop-up with the results, PDF if you want a copy of the report to print, save or email, and .CSV if you want to open the report in a spreadsheet program such as Excel -this can be useful for filtering the values to only view users with zero hours reported.

Here is a sample of the results: