In Timesheet Approval, you can customize timesheet details information for the Timesheet Table (top table) and the Activity Table (bottom table). You can filter timesheets based on status, filter activities by type, set grouping options, sort column data, and show or hide columns.
Whenever you customize Timesheet Approval, the application automatically saves your selections and displays them the next time you access Timesheet Approval.
I want to:
- filter timesheets by status
- filter activities by type
- group timesheets
- group activities
- show or hide columns
- sort timesheets or activities
Filter timesheets by status
To filter the timesheets you are responsible for processing, click above the Timesheet table (top table), then choose one of the following status types:
Tip: Action Required is the default filter; however, the application saves your filter selection each time you exit Timesheet Approval.
- Action Required - displays timesheets that currently require your approval and have a status of Submitted, Resubmitted, PM Approved, or RM Approved.
Note: The PM Approved and RM Approved status types are used only when timesheet approval is required by both a project manager and a resource manager. For example, if you are a resource manager, the Action Required filter displays timesheets as PM Approved when they require your approval and have already been approved by a project manager.
- Submitted - for the selected timesheet period, displays timesheets with Submitted and Resubmitted status.
- Resubmitted - for all timesheet periods, displays timesheets with Resubmitted status.
Note: Resubmitted timesheets are timesheets that were initially rejected, corrected by the timesheet resource, and resubmitted for review.
- Not Submitted - for the selected timesheet period, displays timesheets with Not Submitted and Not Started status.
- Approved - for the selected timesheet period, displays timesheets with Approved, PM Approved, or RM Approved status.
Note: The Approved filter only displays Approved, PM Approved, and RM approved timesheets that you have personally approved. For example, if you are a resource manager, the Approved filter does not display PM Approved timesheets, even if you are responsible for approving the same timesheet.
- Rejected - for the selected timesheet period, displays timesheets with Rejected status.
- All - for the selected timesheet period, displays all timesheets you are responsible for processing.
Filter activities by type
In the Activity Table (bottom table), you can display All Activities, Regular Activities, or Overhead Activities. Regular activities are any project-related activities. Overhead activities are activities not related to the project, such as vacation time.
For the resource timesheet selected in the Timesheet Table, click above the Activity Table, then:
- choose All Activities to display all regular and overhead activities for the selected timesheet period. This option is selected by default.
- choose Regular Activities to only display project-related activities for the selected timesheet period.
- choose Overhead Activities to only display activities not related to project work for the selected timesheet period.
Group timesheets
In the Timesheet Table, you can group the list of displayed timesheets by a set of pre-defined grouping options. To group timesheets, click above the Timesheet Table, then select None, Status, Last Reviewer, Reviewed Date, or Timesheet Period.
The default grouping is determined by the timesheet filter you select, as follows:
- When the timesheet filter is set to Approved or Rejected, the default grouping is None.
- When the timesheet filter is set to All, Action Required, Submitted, or Not Submitted, the default grouping is Status.
- When the timesheet filter is set to Resubmitted, the default grouping is Timesheet Period.
Note: The Timesheet Period grouping option is available only when the timesheet filter is set to Resubmitted or Action Required.
When you group by any available grouping option other than None, the following columns display rolled-up timesheet data: Project Reg/OT, Overhead Reg/OT, and Total Hours.
Group activities
In the Activity Table, you can group the list of displayed activities by None (flat list of all activities), Project, WBS, Role, or Status. To select a grouping option, click above the Activity Table and select the desired grouping option. By default, activities are grouped by Project.
When you group by any available grouping option other than None, the following columns display rolled-up activity data: Actual Regular Units, Actual Overtime Units, Remaining Units, Submitted Regular Units, Submitted Overtime Units.
Show or hide columns
To choose the columns to display in either the Timesheet Table or Activity Table, click above the appropriate table.
To show a column, select it in the Available Columns list, then click to move it to the Selected Columns list. If the
is disabled, the column is already present in the Selected Columns list.
To hide a column, select it in the Selected Columns list, then click to move it to the Available Columns list.
Note: You cannot hide the Resource Name column in the Timesheet Table or the Activity Name column in the Activity Table.
To select multiple columns, use Ctrl-click or Shift-click. Use the arrows to move columns up and down in the list of selected columns.
To revert to default column settings, click Default. When finished making changes, click OK.
Sort timesheets or activities
To sort the list of timesheets or activities in ascending order, click in the heading row of the column you want to sort by. Click the column heading again to sort in descending order. For example, you could sort on the Submitted Date column so that you can review timesheets in the order in which they were submitted.
If you have selected a grouping option, data is sorted within each group. For example, if you group timesheets by Status, then sort on the Submitted Date column, timesheets are listed in the order in which they were submitted (if the timesheet was submitted) within each Status type.
By default, the Timesheets Table sorts based on the Resource Name, and the Activity Table sorts based on the Activity Name.