actiTIME User Guide

Management of Work Schedule and System Settings

• Configure non-default working and nonworking days
• Adjust general system settings

There are two (2) access rights defined for management of work schedule and system settings:

• Manage Work Schedule
• Manage General Settings

Users who have the 'Manage Work Schedule' access right can configure non-default working and nonworking days.

Users who have the 'Manage General Settings' access right can adjust the date format and calendar layout, configure the overtime/undertime collection mode, specify the default workday duration, and the maximum number of hours that can be reported by a user for a day.

To access the interfaces for configuring non-default working and nonworking days use the top-level menu 'Work Schedule'. To configure general system settings use the sub-menu 'General Settings' of the top-level menu 'Settings'.

To configure the working and nonworking days follow the instructions below:

1. Select the top-level menu option 'Work Schedule' to open the interface for configuring working and nonworking days. The system will show you the interface with three months:
   • the current month (selected)
   • the previous month
   • the next month
   
   Working and Nonworking Days interface

   Working days will be shown on the white background. Nonworking days will be shown on the light blue background in dark red font.

   You can change the number of months shown in the interface. To do that click on the 'Select the Number of Months to View' link and select the interface layout you prefer:

   

   Pop-up panel for selecting the interface layout

   actiTIME will memorize the selected interface layout and will automatically use it when you open the interface the next time.

2. Select the month the days of which you want to modify. If this month is already shown in the interface, just skip this step.

   To select a month click on the name of the currently selected month and choose the month you need in the pop-up panel:

   
   Pop-up panel for selecting month

   The pop-up panel for month selection shows months of the following four years:

   • the year of the currently selected month (the selected year)
   • two years before the selected year
   • one year after the selected year
   If you need to view or modify a month in the past which is not currently available in the panel, you will have to do this in two steps:

   1. Select the earliest month which is currently available
   2. Select the month you need after the page is reloaded and the list of available months is updated
   The earliset available month is January, 2003

3. Click a date you want to modify.

   The system will switch the date status from 'working day' to 'nonworking day' and vice-versa.
   
   

To adjust the date format and calendar layout, specify the default workday duration, configure the overtime/undertime collection mode, and/or specify the maximum number of hours that can be reported by a user for a day follow the instructions below:

1. Select the 'General Settings' option in the top-level menu 'Settings' to open the interface.
   
   General Settings interface

2. Configure general system settings:
   • Names of the Time-Track Hierarchy Levels

     You can rename the top, middle, and lowest levels of the time-track hierarchy using pre-configured or custom names. The selected names are used in all system interfaces to reference the corresponding hierarchy levels.

     
     The default names of the time-track hierarchy levels

     The pre-configured hierarchy names are listed below:

     • Top level:
       • Client
       • Customer (the default name)
       • Product
       • Product Line
       • Project
     • Middle level:
       • Job
       • Project (the default name)
       • Product
       • Release
       • Task
     • Lowest level:
       • Task (the default name)
       • Subtask

     To use a custom name for a hierarchy level, select the '-- custom name --' option for the corresponding level and enter the name in the singular and plural forms.

     
     Using custom name for the top hierarchy level
     Note that different hierarchy levels cannot have the same name.
     No matter what names are used for the levels, the time-track is always reported for the lowest hierarchy level.

   • Date format

     This setting affects all pages where a date is displayed, for example, task lists and reports.

     Note that there is an example of a date in the selected format shown next to the 'Date Format' drop-down.

   • Calendar layout

     You can set any day of the week to be the first working day displayed by the system:

     • Week starts on Sunday
     • Week starts on Monday
     • ...
     • Week starts on Saturday

   • Maximum number of hours that can be reported by a user for a day

     You can either limit sum of hours that can be reported by a user for one day (up to 24 hours) or specify that this number is unlimited.

     The latter is useful when several people (e.g. representing a subcontractor) report their time expenses as a single actiTIME user.

   • Detailed task information

     This option defines whether users, that have neither "Manage Customers, Products & Tasks" nor "Enter/Modify Time-Track of Other Users" access rights, can see time track and comments entered by other actiTIME users:

     • When the option is selected, users without the access rights listed above can see only their own time track and comments.

     • When the option is not selected, any user who has the "Enter Time-Track" access right can see time track and comments entered by other users.

   • Overtime/Undertime collection mode

     There are two collection modes available:

     • Collect both overtime and undertime

       When this option is selected, the system allows collecting both overtime and undertime (as negative values), and the Overtime/undertime report shows balance of overtime and undertime.

     • Collect overtime only

       When this option is selected, the system does not allow collecting undertime, and all system interfaces related to overtime/undertime (including reports) reference overtime only.

   • Settings for reports generated in CSV format

     You can configure a character set and a field separator to be used in CSV reports. There are two character sets available for selection:

     • International character set (UTF-16). If you select this option, all international characters will be shown in CSV reports properly, but you will be able to use only the predefined field separator (<TAB>).

     • Character set configured on the computer where actiTIME is installed. If you select this option, you will have to use only one character set, but will be able to select a field separator for CSV reports.
       Most likely, the character set configured on the computer where actiTIME is installed is your national character set. So if your reports will not contain data in other languages, you may select this option to be able to use a specific field separator in CSV format.
       If Microsoft Excel shows the data of your CSV reports improperly, choose the same field separator as configured in the Regional Options of your computer.

   • Default workday duration

     The configured value is used as the default value for user's workday duration when you add new actiTIME users.

3. When you are ready, submit the page by clicking the 'Save Changes' button on the bottom of the interface.