Journyx Timesheet includes a feature known as Diary Notes. Diary Notes provide a way for Users to keep a diary-like running commentary on one or more specific Projects. These notes are associated directly with time, expense and mileage records and are entered in the Diary Note Popup Window accessed via the Diary Note Icon () located to the right of individual records on Time, Mileage and Expense Entry Screens.
This section of the documentation addresses the Diary Note feature of Timesheet, including the various entry and viewing options for these notes. The process for creating and accessing Diary Notes is the same across Time, Mileage and Expense Entry Screens; therefore, this documentation will make no distinction between these screens.
Timesheet allows Users to create Diary Notes for every time, mileage and expense record saved in the Timesheet database. Once you have entered a record, the Diary Note icon () will appear next to that record. To create a Diary Note, click this icon to bring up the Diary Note Popup Window.
This popup window can be used to create new Diary Notes entries. Simply enter the text you want to use as a Diary Note entry and click the Button. Timesheet will refresh the Diary Note Popup Window and your new entry will be displayed.
Normally, Diary Note entries can be modified and deleted as discussed below. Please Note: The ability to modify or delete Diary Notes entries is usually available regardless of the status of the associated record; however, your organization's Timesheet administrator may have changed this setting in Timesheet's Global Preferences.
By default, Diary Notes accept HTML tags to format the data for display onscreen. Any HTML tag, including the tags for bold and italic text (<B></B>; <I></I>) can be used to mark text for display in Diary Notes. Please Note: It is possible to set Diary Notes to display as plain text instead of HTML. If a Diary Note that contains HTML markup is set to display as plain text, the HTML markup will also be displayed as plain text rather than processed as HTML.
Existing Diary Notes can be edited as needed by clicking the Edit Entry Icon () located just above the text of any particular entry. Clicking this icon will cause Timesheet to move the text entry field to this particular entry and place the text for the entry in question within the text entry field for editing.
You may freely edit the text for this entry at this time. Editing may include the addition of new text as well as the deletion of existing text. Once you have made your desired changes, click the Button. Timesheet will refresh the Diary Note Popup Window including your changes as well as a green text message confirming your modification of the selected Diary Notes entry.
By default, Timesheet allows User to delete Diary Note entries freely, though this setting may have been modified by your organization's Timesheet administrator. If this ability has not been restricted, you may delete any individual Diary Note entry by clicking the Delete Entry Icon () located just above the text of any particular entry. Deleting an entry cannot be undone, so this action should only be used with caution.
Timesheet provides a number of ways to view the Diary Note entries associated with a particular Project. These options include two different methods of formatting entries (HTML & plain text) and three different methods of determining which entries to show (active record only, entire period, all entries for a user). Each of these viewing options are described below.
The two options for the format used, HTML and Plain Text, are discussed below. Users may switch between the two formats by selecting one or the other from the dropdown menu located in the upper left-hand corner of the Diary Note Popup Window.
By default, Timesheet displays Diary Notes entries as HTML, the language of the web. Therefore, text that is entered with HTML tags "in place" as a Diary Note entry is created will be displayed onscreen with those tags rendered as HTML.
Example: If the text for a Diary Note is entered with "Bold" or "Italics" tags, like so:
<b>Network was down. Left early, will work late tomorrow to get back on schedule.</b>
<i>Network was down. Left early, will work late tomorrow to get back on schedule.</i>
The entry will be displayed in bold or italic text, like so:
Network was down. Left early, will work late tomorrow to get back on schedule.
Timesheet does not impose any limits on the HTML tags available to Users when creating Diary Notes entries. Therefore, Users should exercise good judgement when using HTML tags with Diary Notes.
If you have selected the Plain Text format for Diary Notes entries, the text of each entry will be displayed as plain text and any HTML tags that were entered with the regular text of an entry will be displayed on screen rather than rendered and used to format the text in question.
The Plain Text format for Diary Notes is ideal for viewing actual HTML in source mode for review or editing purposes.
Users can configure Diary Notes to limit the display entries to one of three possible categories: Entries associated with the selected record only; All entries for the associated Project that are within the current time/mileage/expense period; or all entries for the associated Project for the active User. Each of these display options is discussed below. Users may choose which display option to use by selecting one of the three options from the dropdown menu located in the upper left-hand corner of the Diary Note Popup Window.
By Default, Timesheet will only display the Diary Notes entries that are tied to the currently selected record in the Diary Note Popup Window.
This option is the most limiting in terms of entries displayed and can be used to focus on the Diary Notes entries for a specific record rather than a broader range of Notes.
Diary Notes entries that are associated with the same Project as the currently visible Diary Notes entries that are within the same time/mileage/expense period can be displayed by choosing this option.
This option is the most versatile in terms of entries displayed and can be used to focus on the Diary Notes entries for a specific Project within a reasonable time frame.
Diary Notes entries that are associated with the same Project as the currently visible Diary Notes entries that have been created by the active User can be displayed by choosing this option. This option allows the User to enter a date range (running from the start date to the end date) to provide control over the timeframe from which Diary Note entries will be displayed.
This option is the most expansive in terms of entries displayed and can be used to provide a complete overview of the Diary Notes for a specific User/Project combination.