About quick time entry – WorkflowMax

The quick time entry pop-up (accessed from on the menu bar) provides a timer that lets you record time as you work it.

For the current week (or a previous week), the pop-up also lets you:

view, edit or add your time worked
submit your timesheet.

Time is recorded to the nearest minute and, when you save the entry, applies your Organisation Settings > Round up to Nearest Minute option.

Quick time entry works in the same way as manual timesheet entry in relation to rounding and organisation settings such as WIP Lock Date.

You can enter time against any job that is displayed in the Job Manager. If you don't have permission to view a job that you need to enter time against, contact your system administrator or support.

Once your timesheet has been submitted, it is locked so that you can view time entries but not change them. See Unlock a timesheet for further details.

Draft quick time entries

The quick time entry is stored as a draft until you complete all the required time, client, job and task details for that entry.

For example, you might use the timer during a phone call with a client. When the call is finished, you can complete the client, job and task details and add some notes before saving the entry to your timesheet.

Working with quick time entry

Open the pop-up by clicking the timer icon on the menu bar.
Close the pop-up by clicking elsewhere on the screen. No information is lost.

The following instructions assume that you have just opened the quick time entry pop-up.

Using the timer

Recording time using the timer
The timer can record time for today only, but you can manually select and enter time for any day.

To start the timer to add time to your daily timesheet:
1. Click the:
  - Add Time icon at the top of the pop-up, or
  - + Log Time button at the foot of the pop-up.
  The Enter Time dialog is displayed within the pop-up.
2. Do any of the following:
  - Click Start to start the timer. You can start recording time before you select a client, job or task if you wish. The Start button is available only when recording time for the current day.
  - (optional) Select the client, job and task that you want to record this time against. You just need to start typing the client name or job number into the Search job/task box.
    - Select or deselect the Billable checkbox, if required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
  - Clear to remove the currently selected client, job and task details.
  - Type a note in the Add note... text box, if required.
3. Save and Keep Recording. The data entry dialog is closed but the timer remains visible (and active) in the pop-up.
4. When you are ready to stop the timer, click the stop timer icon . If the client, job and task information is:
  - Complete, the details are displayed under the Saved list, and will be saved to your timesheet.
  - Not yet complete, the details are displayed under the Drafts list.
    The timer cannot currently record times of more than 24 hours, and any timer running past midnight will be lost.

Editing the draft timer entry
While the timer is running, you can edit the draft time entry you are creating, to specify or to change the client, job, task or other details.

To edit the draft timer entry when the timer is in use:
1. Click the Draft item with the active time clock.
2. Do any of the following:
  - (optional) Select the client, job and task that you want to record this time against.
    - Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
  - Clear to remove the currently selected client, job and task details.
  - Type a note in the Add note... text box, if required.
3. Close the edit dialog:
  - Save and Keep Recording. This prompt is displayed only if you have made changes to the draft.
  - Click to discard the time entry. Current draft is discarded without confirmation prompt.
  - Click to exit the edit dialog without saving any changes.

Viewing, entering or editing time

The quick time entry pop-up works with the current day by default, but you can use weekly view to navigate to another day (or week), if required, before you view, edit or add time.

Using weekly view
To navigate to another day or week:
1. Click the weekly view icon at the top of the pop-up. Days in the current week are displayed in separate panels. Three formats provide different options for viewing, editing or adding time for any day.
2. Do any of the following:
  - Click to go back to the previous week. After going back to a previous week:
    - Click Go to Current Week to go to the current week.
    - Click to go to the next week.
  - Click Submit and lock this week to submit/lock the timesheet entries for the currently displayed week.
  - Click a panel to view, edit or add time. For further details on adding time, see Entering start/end times and Entering overall time worked, below.
  - Click to exit the weekly view.

Entering start/end times
To enter time in this format, Organisation Settings > Entry Mode must be set to Start/Finish.

Time entry is for the current day unless you navigate to another day or week first. See Using weekly view, above.

To use start/end times to add time to your daily timesheet:
1. Click the:
  - Add Time icon at the top of the timer pop-up, or
  - + Log Time button at the foot of the timer pop-up (available only when you have not yet recorded any time today).
    The Start Time/End Time dialog is displayed within the timer pop-up.
2. Do any of the following:
  - In the Start Time box, type the time you started the work.
  - In the End Time box, type the time you completed the work. You don't need to include an End time in a draft entry.
    Start and End times must be in the HH:MM format in the 24-hour clock. will automatically attempt to interpret your time entry into this format.
    
    End time must be later than Start time.
    
    There is no restriction on entering overlapping start and end times in quick time entry, so take care to ensure that all times are correct.
  - (optional) Select the client, job and task that you want to record this time against. You just need to start typing the client name or job number into the Search job/task box.
  - Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
  - Add note... to open the notes text box and enter information, as required.
3. Close the Enter Time dialog:
  - Save (information is complete and will be saved to your timesheet).
  - Save Draft (information is not yet complete).
  - Click to discard the current draft.

Entering overall time worked
To enter time in this format, Organisation Settings > Entry Mode must be set to Time Duration.

Time entry is for the current day unless you navigate to another day or week first. See Using weekly view, above.

To use overall time worked to add time to your daily timesheet:
1. Click the:
  - Add Time icon at the top of the timer pop-up, or
  - + LogTime button at the foot of the timer pop-up (available only when you have not yet recorded any time today).
  The Enter Time dialog is displayed within the timer pop-up.
2. Do any of the following:
  - In the time entry box, type the overall time you have worked.
    Time must be in the HH:MM format and no greater than 24 hours.
  - (optional) Select the client, job and task that you want to record this time against. You just need to start typing the client name or job number into the Search job/task box.
    - Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
  - Add note... to open the notes text box and enter information, as required.
3. Close the Enter Time dialog:
  - Save (information is complete and will be saved to your timesheet).
  - Save as Draft (information is not yet complete).
  - Click to discard the current draft.

Editing a draft or saved timesheet entry
To edit a draft or a saved timesheet entry:
1. Click the entry's time duration figure. The edit dialog is displayed.
2. Do one of the following:
  - In the Start Time box, type the time you started the work. In the End Time box, type the time you completed the work. You don't need to include an End Time in a draft entry.
    Start and End times must be in the HH:MM format in the 24-hour clock. will automatically attempt to interpret your time entry into this format.
    
    End Time must be later than Start Time.
    
    There is no restriction on entering overlapping start and end times in quick time entry, so take care to ensure that all times are correct.
  - In the Enter Time box, type the overall time you have worked.
    Time must be in the HH:MM format.
3. Do any of the following:
  - (optional) Select the client, job and task that you want to record this time against.
    - Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
  - Add note... to open the notes text box and enter information, as required.
4. Close the edit dialog:
  - Save (information is complete and will be saved to your timesheet).
  - Save as draft (information is not complete yet).
  - Click . Current draft is discarded without confirmation prompt.
  - Click to exit the edit dialog without saving any changes.

Discarding time entries

To discard a quick time entry, in Draft/Saved view, mouse over the panel that contains the entry and click .

The entry will be removed from the list in the pop-up and, if the entry was saved as complete, from your timesheet.

Submitting your timesheet
To submit/lock your timesheet for a specific week:
1. Click the weekly view icon at the top of the timer pop-up. Days in the current week are displayed.
2. Navigate to a previous week, if required.
  - Click to go back to the previous week. After going back to a previous week:
    - Click Go to current week to go to the current week.
    - Click to go to the next week.
3. Click Submit and lock this week to submit/lock the timesheet entries for the currently displayed week. The word Submitted is displayed at the foot of the pop-up and the time entries are locked to prevent further editing. Draft entries are not saved into the timesheet, but they are not discarded and can be edited if the timesheet is unlocked.
  Need to change your submitted timesheet? See Unlock a timesheet for further details.
4. Click to exit the weekly view.

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