Searching and managing timesheets

PERMISSIONS  All users can search and manage their own timesheets. Timesheet approvers can approve and reject timesheets. Managers can set timesheets as ready to transfer to QuickBooks.

NAVIGATION  My > Timesheets > Timesheets

NAVIGATION  Left Navigation Menu > Timesheets > Search > Timesheets or Left Navigation Menu > Timesheets > My... > Timesheets

The Timesheet Search page provides access to all timesheets you have permission to view, including all your own timesheets and timesheets of resources for whom you are the timesheet approver. All previous timesheet lists were consolidated in this page, and a Common Filters field added to make it easy to locate specific groups of timesheets.

  • To display a list of all records of a given entity in your Autotask instance, click Search without applying any filters.

Search results containing more than 25, 50, or 100 records (depending on your Records per page setting) are paginated. Use page navigation to view additional results. At most, 5,000 data record will be retrieved at any one time.

The Active filter defaults to Active on the Organization Search, Contact Search, My Organizations, and My Contacts pages, as well as on the global Search by Organization, Contact (First Name), Contact (Last Name), and Contact (Email). The counters in the My menu also reflect only active entities.

NOTE  There are several options for phone number filters. The Phone filter will look for a contains match that includes any characters (such as - or () ) entered in the filter box. The Organization Search and Contact Search pages have a Phone (numbers only) option that will ignore special characters in the filter and the results. It will do a contains search for just the numbers entered in the filter box. The Contact Search page also allows you to do a Phone (Starts With) search. It will search for phone numbers that start with the value entered in the filter box.

The following tool buttons appear above the results list:

Tool Button Description

PERMISSIONS  By default, Export is available to users with Admin security level and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

  1. Click the Export as CSV icon.
  2. A window opens that allows you to download and open the exported file.

NOTE  Note that only the selected columns of the first 5,000 records will be exported.

IMPORTANT  The export file does not contain all fields that are required to re-import the data using the data import templates, and the data headers do not match.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

TIP  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

Option Available for Available on bulk menu? Description
Actions

View Timesheet

All users and timesheet approvers

 

Select to open a timesheet. Users can open all their own timesheets, regardless of status. Approvers can view their own timesheets and timesheets of users where they are the timesheet approver, with a status of Timesheets Waiting My Approval.

Submit Timesheet

All users

Click to submit the selected timesheet. Refer to Submitting your timesheet.

Approve Timesheet

Timesheet Approvers

Select to approve timesheets for resources for whom you are a timesheet approver. Refer to Approving or rejecting timesheets.

Reject Timesheet

Timesheet Approvers

Select to reject timesheets for resources for whom you are a timesheet approver. Refer to Approving or rejecting timesheets.

NOTE  You can reject timesheets that you have previously approved.
QuickBooks (Web Connector)

Set as Ready to Transfer to QuickBooks

Managers

This section is only visible if the new QuickBooks integration is enabled.

The menu items are active for approved timesheets. Manager security level is required.

Timesheets that are set to "Ready..." will be transferred the next time the Web Connector is run.

Empty timesheets with zero hours cannot be transferred to QuickBooks.

Set as Not Ready to Transfer to QuickBooks

Managers