Reporting In Timesheet 5.5

 Help Contents
Journyx Timesheet v5.5 introduces several new features as well as a number of improvements to the reporting process. Among these are: Each of these enhancements, as well as all report functionality, is discussed in detail in this section of the Timesheet Owner's Manual.

The Main Report Menu

All of the primary report functions of Timesheet can be accessed via the main report menu. This screen is reached by clicking the Reports button locate in the toolbar of every screen within Timesheet.

The Main Report Menu is divided into three basic sections: Available Reports, Run Reports and Create New Reports

Available Reports

This section of the Main Report Menu lists all reports that are available to the active user. Access to reports varies by user role; therefore, Administrators have a very large selection of available reports while Project Manager have fewer, Managers fewer still, and Users typically have the least of all.

In addition to the default reports that ship with Timesheet, any customized or new report that have been created and assigned to the active user will also be listed in this section of the Main Report Menu.

The list of available reports provides the following information for each report listed:

The Available Reports section of the Main Report Screen provides access to the tools needed to modify, copy and remove individual reports. These processes are discussed in detail below.

Run Reports

This section of the Main Report Menu provides access to the tools needed to run reports, as well as to the tools used to schedule and save reports.

When running a report, this section is used to select the output format of the report. This section can also be used to save reports and view the results of such saved reports at a later time. Additionally, this section contains the tools for scheduling reports to run at a specific time. Finally, this section provides access to the System Reports features of Timesheet. Each of these procedures is discussed in detail below, under Running A Report, Scheduling Reports, Saving Reports, and System Reports.

Create New Reports

This section of the Main Report Menu is used to create new reports for use with Journyx Timesheet.

The process of creating a new report is discussed in detail below in the Creating A New Report section.

Running A Report

To run a report in Timesheet, you must select the report you wish to run and indicate the output format you will like Timesheet to use for that report. Timesheet provides four main output formats for reporting on time and expenses: Each of these report formats is described in detail below.

When you run a report in Timesheet, you will be able to select the format of that report.

Once you have selected the report to run and have indicated which report output type you desire, simply click the Button. If the report has been created as an Anchored report, Timesheet will then generate the report and display it in your browser window. If the report has been created as a Freefloating report, Timesheet will display the Report Date Entry screen.

This screen is used to select the dates that will be covered by the report being run. The default beginning date for reports is the date that contains the first record within your organization's Timesheet database. The default end date for reports is "today." To change these dates you may either enter a date manually in mm/dd/yyyy format or you may use the popup calendar function of Timesheet by clicking the calendar icon ()located to the immediate right of the field you will be selecting a date for.

When running a Freefloating report, you may choose to run the report on either a Date Range or an Interval. If you choose to run the report on a Date Range, simply enter the start and end dates that you want the report to cover and click the Button. Timesheet will now display your report onscreen in the format you selected.

If you choose to run this report on an Interval, select the start date for the report and then use the Length and Interval dropdown boxes to select the interval that you would like the report to cover. Once you have made these selections, click the Button. Timesheet will now display your report onscreen in the format you selected.

Important Information Regarding Reporting Documentation

Because of the immense variety of default reports that ship with Timesheet, this manual will not provide specific information on each report. For a more detailed look at the individual default reports provided in Timesheet, please see the Timesheet Sample Reports Book available from your Journyx Sales Representative.

The manual and online help for Timesheet focus on the processes of using reporting in Timesheet. The following sections discuss the various output formats and will show several different reports as examples.

HTML Reports

Timesheet's default output format for reports is the simple HTML Report format. This format capitalizes on the HTML nature of Timesheet itself to produce a report that is simple to read and matches Timesheet's look and feel.

Every report in Timesheet, from the standard default reports to any custom report created by any user, can be displayed as an HTML Report. These reports show the data that they have been configured to show in an easy-to-read layout. Further, the HTML Report display screen contains the following tools for use with these reports:

HTML Printable Reports

The second standard report output format is the HTML Printable report. This format, which is easily viewable on screen, is designed to be printed. The look and feel of Timesheet has been stripped away in this report format, leaving a simple table appearance that should be easy on your printer.

To print out a report in this format, simply use your browser's Print function. The report will be printed as it appears on the screen. This format is particularly good for keeping hard copies of specific reports. It can also be used by individual employees in conjunction with the My Timesheet report to generate a faxable timesheet.

Please Note: Navigation buttons have been left off of this report format intentionally, to reduce the amount of ink waste when printing. To return to the Main Report Menu, simply click your browser's Back button.

Plain Text (Exported) Reports

Journyx Timesheet also includes the Plain Text (Exported) report format, which is designed for producing data that can be saved to your computer's hard drive and then imported into another program, such as Microsoft Excel, for data manipulation.

When you run a report using the Plain Text (Exported), Timesheet will display the data as a tab-delimited file, as shown above. From the report output screen, you should use your browser's Save As... command to save this data to your computer's hard drive.

By default, Timesheet seeks to name the file that you will be saving wtrptlist.pyc. This is simply the name of the file that Timesheet uses to generate the report output. You may change this name freely, so that you may identify your saved reports more accurately. You may leave the .pyc extension as part of the file name or you may change that extension as well. In any case, the resulting file will simply be a tab-delimited text file that you may then import into any number of programs.

Please Note: Navigation buttons have been left off of this report format intentionally, to avoid having to strip that information from the resulting file before importing. To return to the Main Report Menu, simply click your browser's Back button.

Cube Reports

Journyx Timesheet Cube Reports are a dynamic report output form that allow you to sort and view your data on-the-fly. Cube Reports make use of Excel Pivot Tables. Therefore, the machine that you are using to view Cube Reports must have a Windows operating system with Microsoft Office 2000, including the Office Web Components module, or later installed. Additionally, you must use Internet Explorer 5.5 or greater to view Cube Reports successfully. Finally, Internet Explorer must be configured to access data sources across domains. For help configuring this IE security option, please contact your organization's IT department.

Cube Reports allow you to view your data within your browser as an Excel Pivot Table. Microsoft Pivot Tables make it easy to change the subtotal options of a given report in real time. Further, you can sort your results or hide individual users, dates, tasks and the like. Finally, The Cube Report format also allows you to export the results of a specific report directly to Excel, where you can have complete control over the data to make graphs or drill down into more completely. Helpful Hint: When you export a Cube Report formatted report from Timesheet into Excel, the complete selection of raw data covered by that report is also exported - usually to Sheet 2 in the workbook that is created during the export process.
Working With Cube Reports
Interaction with the data presented in a Cube Report is handled via the Cube Report Toolbar. Additional help with the pivot table technology that lies behind Timesheet's Cube Reports can be reached by clicking the Help button () in this toolbar.

To modify the subtotal option dynamically, click the Field List button () on the report toolbar. The Field List screen will be displayed and you will be able to select additional fields to show in the report. Initially, only the fields that are included in the report are displayed in the report proper; however, by default, all standard fields will be listed in the Field List Screen and are available to add to the active Cube Report. Simply drag the desired field from the Field List screen to the Filter Fields portion of the Cube Report. Timesheet will automatically resubtotal the report based on the choice you make.

To export the data displayed by a Cube Report to Excel, click the Export To Excel button () on the report toolbar. You may receive a security warning from IE indicating that the data you are about to transfer is located in another domain. If you do receive this warning, you may safely click "Yes" to continue. Once the data has been imported to Excel, you may work with it freely, independent of Timesheet.

Please Note: Running a Project Status Report as a Cube Report is a special case, because the hierarchical nature of this report cannot be represented accurately in Excel. Therefore, this type of report in this type of format does not take complete advantage of Cube Report functionality. The WBS field shown in this report combination is a numerical representation of the hierarchy. Journyx has included the ability to run this report combination so that you may easily export the data contained within a Project Status Report directly into Excel.

If you are unfamiliar with Pivot Tables or need further information on this subject, please see the Microsoft web site or your organization's Excel documentation for additional assistance.

Saved Reports

Journyx Timesheet allows you to save the output of a report for later viewing. saved reports can also be copied to other users or even emailed to other individuals, even if they are not Timesheet users. The following section describes all of these functions.

Saving Reports

To save a report in Timesheet, simply check the Save Report Output checkbox when you run a specific report. Additionally, you may choose to give a name to the saved report for identification purposes. By default, Timesheet will choose to name the saved report output after the name of the report itself. You may change this name freely, if desired.

Once you have selected the report to save, indicated that you wish to save the report output and named the report, click the Button. The report will run normally and the output will be saved for later viewing.

Please Note: Report data is saved at the time that you run the report. Therefore, any modifications you may make to the report after it has been run (i.e., changing the subtotaling options when using a Cube Report) will not be saved. To save reports that have been modified after the initial run, export the report data to Excel or another similar program.

Working With Saved Reports

To the right of the Button on the Main Report Menu you will find the View Saved Reports link. Clicking this link will take you to the Previously Run Report Screen, where you may view, rename or delete saved reports.

The list of saved reports, located at the top of this screen, includes all reports that you have saved, as well as any saved reports that have been copied to you by another Timesheet user within your organization. This screen includes the following information on each saved report you, as a user, have access to: This screen also provides access to the tools needed to copy or email saved reports to other users both within and outside the Timesheet database.
Viewing A saved Report
To view a previously saved report, simply select the report you wish to view from the list of saved reports at the top of the Previously Run Report Screen and click the Button. The Previously Run Report Screen can be accessed from the Main Report Menu by clicking the View Saved Reports link. Timesheet will open a new window that contains the output of the saved report. For reference purposes and reporting integrity, this window also indicates the date and time at which the report was run. When you are done viewing the saved report, simply close the report window.
Deleting A Saved Report
To delete a previously saved report, simply select the report you wish to delete from the list of saved reports at the top of the Previously Run Report Screen and click the Button. Timesheet will display a popup warning window asking you to confirm that you wish to delete the saved report in question. Click the Previously Run Report Screen and click the Button to continue. Timesheet will refresh the Previously Run Report Screen and display a green text message indicating that the saved report has been deleted. The deleted report will no longer be available in the list of saved reports located at the top of the screen.
Renaming A Saved Report
Timesheet allows you to rename a saved report for better identification purposes. To rename a saved report, select the report you wish to rename from the list of saved reports at the top of the Previously Run Report Screen. The current name of the report will automatically appear in the text field next to the Button. You may change this name to suit your needs. The name of a saved report may be up to 200 characters. Once you have entered the new name for the saved report in question, click the Button. Timesheet will refresh the Previously Run Report Screen and display a green text message indicating that the saved report has been renamed.
Copying A Saved Report To Timesheet Users
Timesheet allows you to copy one of your saved reports to one or more other Timesheet users within your organization. To copy a report to another Timesheet user, select the report you wish to copy from the list of saved reports at the top of the Previously Run Report Screen. You may then select one or more users listed in the select box located to the right of the Button. To select more than one user, CTRL-Click each name in the select box. Once you have selected the user(s) you wish to copy this saved report to, click the Button. Timesheet will refresh the Previously Run Report Screen and display a green text message indicating that the saved report has been copied to the users you selected.
Emailing A Saved Report
Saved Reports may be emailed to anyone with a valid email address. Before you can email a saved report, Timesheet requires the following items be established in the system: Without your email address and the Timesheet Global Preferences in place, you will be unable to email any saved reports. Additionally, you will not be able to email saved reports to other users who do not have an email address entered for them in the Extra User Fields portion of Timesheet simply by selecting them from the choice list. For these users, as well as anyone who is not a user within your organization's Timesheet installation, you may manually enter email addresses in the text field located to the right of the user select box. Email addresses entered into this field may be separated by commas, semicolons or carriage returns. You may use the user select box and the email text entry field in combination.

One you have selected the saved report you wish to email and indicated which users or email addresses you would like to send the selected report to, click the Button. Timesheet will refresh the Previously Run Report Screen and display a green text message indicating that the saved report has been emailed. If any users you selected from the user select box do not have an email address entered in the Extra User Fields, Timesheet will display an additional red text error message indicating which users could not be emailed the selected saved report.

Emailed saved reports arrive as attachments to the email itself. The format of the attachments varies depending upon the output format of the saved report that was mailed:

If you encounter difficulties emailing saved reports because either the email Global Preferences have not been set for your organization's installation of Timesheet or because you or your intended recipients do not have email addresses defined within Timesheet's Extra User Fields, please contact your organization's Timesheet Administrator to correct these issues.

Scheduling A Report

Journyx Timesheet allows you to schedule reports to run automatically at specific times. This feature can be used in any number of ways, though the most common reason for scheduling reports is to arrange for large reports to run at times of low traffic, thereby reducing the stress on your Timesheet installation.

All report scheduling is handled through the Scheduled Reports Screen. To access this screen, click the Scheduled Reports link located in the Run Reports section of the Main Report Menu.

The Scheduled Reports Screen provides access to all the tools needed to schedule reports to run at specific times, dates or intervals. This screen is used to schedule one report at a time. The basic process of scheduling a report is outlined below and the details on each schedule type are provided in the next section.

Creating A Scheduled Report

To schedule a report in Timesheet:
  1. Select the report you wish to schedule from the dropdown list located at the top of this screen
  2. Select the output format you wish the scheduled report to use
  3. Enter a description for the scheduled report
  4. Select the Schedule Type for the scheduled report
  5. Select the Schedule Options for the scheduled report
  6. Enter a start date for the scheduled report (One-Time Reports and Bi-Weekly Reports only)
  7. Enter a time of day for the scheduled report to run
Once you have completed these steps, click the Button. Timesheet will refresh the Scheduled Reports Screen and display a green text message indicating that the report has been scheduled. Additionally, the newly scheduled report will be added to the list of existing Scheduled Reports located at the top of the Scheduled Reports Screen.

Modifying A Scheduled Report

To modify an existing Scheduled Report:
  1. Select the report you wish to modify from the list of existing Scheduled Reports
    Timesheet automatically populates the Scheduled Report Options with the options that currently exist for the Scheduled Report in question
  2. Modify the Scheduled Report Options as needed
Once you have completed these steps, click the Button. Timesheet will refresh the Scheduled Reports Screen and display a green text message indicating that the report has been modified.

Deleting A Scheduled Report

To delete an existing Scheduled Report in Timesheet, simply select the report you wish to delete and click the Button. Timesheet will display a popup warning window asking you to confirm that you wish to delete the Scheduled Report in question. If you wish to proceed with the deletion process, click the button in the popup window. Timesheet will refresh the Scheduled Reports Screen and display a green text message indicating that the report has been deleted. Additionally, the deleted report will no longer be available in the list of existing Scheduled Reports located at the top of the Scheduled Reports Screen.

Schedule Types

Journyx Timesheet provides six Schedule Types for use with Scheduled Reports: Each of these report types has certain associated options, which are described below.
One Time Report
A One Time Report is a report that is run exactly once on a specific day at a specific time. The only settings required for a One Time Report are the date and time at which you wish the report to run. When scheduling a One Time Report, simply indicate the date of the report in the Start Date text box and select a time for the report to run on that date using the Run Time of Day: dropdown boxes.
Daily
Daily reports are reports that are scheduled to run at a specific time on a daily basis. When scheduling a Daily report, you will need to select whether the report is to run every day or on weekdays only. Select your preferred option in the Schedule Options: section of the Scheduled Reports Screen. Additionally, you will need to select a time for the report to run on that date using the Run Time of Day: dropdown boxes.
Weekly
Weekly reports are reports that are scheduled to run once a week on a specific day of the week. Weekly reports may be set to run on one or more days of the week each week. When scheduling a Weekly report, you will need to indicate which day(s) you want the report to run by selecting the day(s) in the Schedule Options: section of the Scheduled Reports Screen. To select more than one day, CTRL-Click the individual days you want to select. Additionally, you will need to select a time for the report to run on that date using the Run Time of Day: dropdown boxes.
Bi-Weekly
Bi-Weekly reports are reports that are scheduled to run every other week on a specific day of the week. Bi-Weekly reports may be set to run on one or more days of the week each week. When scheduling a Bi-Weekly report you will need to indicate which day(s) you want the report to run by selecting the day(s) in the Schedule Options: section of the Scheduled Reports Screen. To select more than one day, CTRL-Click the individual days you want to select. You will also need to indicate a start date for the Bi-Weekly report. The start date for a Bi-Weekly report is used to determine the first day on which the report will be run. The report will not run on chosen days of the week that fall before the start date until the next bi-weekly cycle has begun.

Finally, you will need to select a time for the report to run on that date using the Run Time of Day: dropdown boxes.

Monthly by Day
Monthly by Day reports are reports that are scheduled to run on a specific "soft" date such as "the first Monday of the month" or "the third Wednesday of the month." To schedule a Monthly by Day report, you will need to select which "period" of the month (1st, 2nd, 3rd, 4th, or "last") you would like the report to target. You must then select the day of the week on which you would like the report to be run. Please Note: You may select only one "period" for any given report. You may, however, select any number of days within that "period" for the report to be run. Therefore, you could schedule a report to run on the 3rd Monday and 3rd Thursday of each month with only one scheduled report.

Finally, you will need to select a time for the report to run on that date using the Run Time of Day: dropdown boxes.

Monthly by Date
Monthly by Date reports are reports that are scheduled to run on specific dates of each month such as "the 3rd" or "the 21st." Monthly by Date reports can be scheduled to occur on more than one date each month. To schedule a Monthly by Date report you will need to select the date(s) that you want the report to run by selecting the day(s) in the Schedule Options: section of the Scheduled Reports Screen. To select more than one date, CTRL-Click the individual days you want to select. Additionally, you will need to select a time for the report to run on that date using the Run Time of Day: dropdown boxes.

The "last" date of any month is truly the final day of that month. Timesheet has been designed to understand that not all months have the same number of days. Therefore, you may schedule a report for the "last" day of the month and Timesheet will run the report on the 28th, 30th, or 31st (or 29th!) as appropriate. Additionally, Timesheet has been configured to apply the same understanding to reports that are scheduled for the 31st and 30th - these reports will be run on the last day of the month if the 30th or 31st are not "available" in that month.

Viewing Scheduled Reports

The output of each Scheduled Report is available for viewing on the Saved Reports screen as described above, in the Saved Reports section of this manual.

Please Note: Free-floating reports do appear in the Scheduled Reports List. This type of report does not have a reference period and therefor cannot be identified by Timesheet for display in the Scheduled Reports List.

System Reports

Journyx Timesheet incorporates the ability to run reports on individual aspects of the Timesheet database, allowing you to get a "big picture" view of the information contained therein. With the System Reports feature of Timesheet, you can easily see which Users have access to which Projects, which Tasks are contained in which Groups, which Approvers are associated with which Mileage Approval Schema, and nearly any other combination of internal data you might need to know.

The System Reports Screen, which is accessed via the System Reports link on the Main Report Menu, contains all the tools you need to run System Reports on your organization's Timesheet installation. The processes and principles of using this screen are described below.

Timesheet's System Reports function provides a number of views of the information contained in the Timesheet database. To run a System Report you simply need to select the item on which you would like the report to be run and then indicate which associated items you would like to have shown in the report itself. The items available for reporting are:

Each reporting item has one or more associated items that can be selected for reporting purposes. You may select as many of these associated items as you choose. Simply CTRL-click each item in the Show Me: column that you would like to see in the report.

Once you have made your reporting selections, choose a report output format for the report. Report output formats are described above in the Running A Report section. Before you run the System Report, you may choose to save the report output by checking the Save Report Output checkbox on this screen. If you intend to save the report output, you are encouraged to enter a more detailed Saved Report Description on this screen as well. For more information on saving reports, please see the Saved Reports section of this manual.

To run the System Report that you have designed, click the Button. Timesheet will open a new window containing the results of your System Report. You may close this window when you are ready. If you have chosen to run this System Report in the Plain Text (exported) format, you should print this report out before closing the window.

Filters And System Reports

System Reports are powerful tools in and of themselves; however, Timesheet allows you to apply a limited set of filters to System Reports to provide even more targeted and detailed results. If you wish to run a Timesheet System Report with a filter, select the criteria of your report as outlined above, including your desire to save the report output, and click the Button. Timesheet will display the System Reports Filter Screen. This screen provides access to the tools needed to apply a filter to your System Report.

System Reports filters in Timesheet allow you to limit the scope of the report to show data in one of the following manners: You may select multiple items in the Selected column by CTRL-clicking each item individually.

Once you have configured the System Report filter, click the Button. Timesheet will open a new window containing the results of your filtered System Report. You may close this window when you are ready. If you have chosen to run this System Report in the Plain Text (exported) format, you should print this report out before closing the window.

Creating A New Report

Journyx Timesheet ships with a number of default reports that should fit the needs of most users and organizations; however, Timesheet also includes a complete suite of report creation tools so that reports can be custom made by our users. The process of creating a new report begins on the Main Report Menu, where you may enter a name and type for the new report. Once you have done so, click the Button. Timesheet will display the Report Modification Screen, where you will be able to further configure your new report.

The first thing you must choose when creating a new report in Timesheet is the Report Type for the new report. Report Type defines the general functionality of the report. This report parameter is described in detail below.

Report Types

Timesheet divides the default reports into three main categories: Additionally, Timesheet allows you to select between Time and Expense subtypes of both Item Reports and Matrix Reports. Each Report Type as well as the two subtypes have certain parameters that you may use to configure the reports. Each of these sets of parameters is discussed below.

General Report Options: Item Reports and Project Reports

Item Reports and Project Reports share the same general report options. Each of these options is outlined below.
Date Ranges For Reports
All reports in Timesheet are designated as either Freefloating or Anchored. This portion of the report creation screen allows you to select which date range style you would like to use for your new report.
If you chose to create a Freefloating report, you may then move on to the next step in report creation; however, if you choose to create an Anchored report, you must provide details on the anchor period before continuing to the next step.

When creating an Anchored report, you will need to chose a Length and Increment Type for the report. Report Lengths are a number between .25 and 365 as defined in the Length dropdown menu. Report Increments are standard time periods - day, week, month, and year. The output of an Anchored report is based on the length/increment chosen at this point. Therefore, you could create a report that covers 90 Days or one quarter (.25) year or nearly any combination of length/increment. Obviously, certain combinations of length/increment are more useful than others.

After indicating the Length of you new Anchored report, you must also define an Anchor Start for the report. The Anchor Start tells Timesheet exactly where the report should begin when returning data. Timesheet requires either an "anchor day of the week or a combination of "anchor day of month" and an "anchor month of year" to function. An "anchor day of the week" must be selected for a report that has been configured with a length of one week or less. Reports that have been defined with a length of greater than one week must have a combination of "anchor day of month" and an "anchor month of year" established.

For more information on how a freefloating report is used, please see the Running A Report section above.

Primary Filters
The Timesheet reporting engine allows you to apply certain filters to newly created reports. These filters may be used to target the report output to specific Projects, Tasks, Pay Types, Bill Types and Users.

The process of using the report filters in Timesheet is relatively straightforward. For each filter category, you may choose to have Timesheet show the following range of each item: You may select multiple items in the Selected column by CTRL-clicking each item individually. Additionally, you may configure your new report to use multiple filters as desired.
Item Status Filter
The Item Status Filter works in the same manner as the Primary Filters described above. This filter allows you to target your report to records that meet certain status requirements.

The status requirements for use with this filter are, effectively, four pairs of possible record statuses. Any one of these pairs may or may not apply to your organization, depending upon how you are using Timesheet.

The first pair of status filters relates to the Approval Status of records in relation to the standard Timesheet period approvals. For more information on the standard period approvals process, please see the Approvals section of this manual.

The second pair of status filters relates to the Synchronized Status of records in relation to the optional Disconnected Client module of Timesheet. If your organization is not using the Disconnected Client module, these filters will not apply to your records. For more information on the standard period approvals process, please see the Disconnected Client Module section of this manual. The third pair of status filters relates to the Approval Status of records in relation to the Project Approvals process of Timesheet. For more information on the project approvals process, please see the Project Approvals section of this manual. The fourth pair of status filters related to records that are created in Timesheet via the punch entry process. The Item Status Filter may be turned off or on using this section of the Report Modification Screen. You may choose any combination of filter items, though obviously some combinations will be more effective than others. When filtering by more than one pair of status filters, Timesheet allows you to choose whether you want your results to be exclusive (OR) or inclusive (AND). Therefore, you can choose to have the report show items that are Synchronized OR Punch Records, or items that are both Period AND Project approved.
User Modification
Timesheet allows you to copy newly created reports to one or more other users within your organization's Timesheet installation. By default, all newly created reports that are assigned to other users are set to be modifiable by those users. When a user modifies their copy of a report, those changes are not reflected in any other copy of the report.

If you are creating a report that you do not want other users to be able to modify, this section allows you to indicate that choice. Simply change this option to "No" and users who receive copies of this new report will not be able to make changes to the report - they will be able to view the report only as you have designed it.
Header and Trailer
Timesheet provides access to the header and trailer text that appear on each Timesheet report. These two areas accept plain text as well as HTML formatted text. Additionally, you may use one or more of the Journyx "tricky tags" in these sections as well.

Journyx "tricky tags" are HTML-style tags that pull specific information directly from the Timesheet database, such as the name of the User who is viewing the report, the name of the Time Entry Screen that is currently active for the viewing user, and similar data. The complete list of tricky tags and the information that they provide is available in the Time Entry Screen Design portion of this manual.

General Report Options: Expense Reports

Expense Reports have a slightly different set of general options that those associated with Item Reports and Project Reports. All of the general report options for expense reports are outlined below.
Date Ranges for reports
All reports in Timesheet are designated as either Freefloating or Anchored. This portion of the report creation screen allows you to select which date range style you would like to use for your new report.
If you chose to create a Freefloating report, you may then move on to the next step in report creation; however, if you choose to create an Anchored report, you must provide details on the anchor period before continuing to the next step.

When creating an Anchored report, you will need to chose a Length and Increment Type for the report. Report Lengths are a number between .25 and 365 as defined in the Length dropdown menu. Report Increments are standard time periods - day, week, month, and year. The output of an Anchored report is based on the length/increment chosen at this point. Therefore, you could create a report that covers 90 Days or one quarter (.25) year or nearly any combination of length/increment. Obviously, certain combinations of length/increment are more useful than others.

After indicating the Length of you new Anchored report, you must also define an Anchor Start for the report. The Anchor Start tells Timesheet exactly where the report should begin when returning data. Timesheet requires either an "anchor day of the week or a combination of "anchor day of month" and an "anchor month of year" to function. An "anchor day of the week" must be selected for a report that has been configured with a length of one week or less. Reports that have been defined with a length of greater than one week must have a combination of "anchor day of month" and an "anchor month of year" established.

For more information on how a freefloating report is used, please see the Running A Report section above.

Currency Conversion
Timesheet allows you to convert the expense values that will be shown in this report to another currency. This section of the Report Modification Screen allows you to select the currency to which these values will be converted.

To establish a currency conversion for your new report, simply select the "output currency" you wish the report to use from the dropdown box located in this section. Please Note: You must have a previously established a currency conversion in place for this setting to function properly. For more information on currency conversions, please see the Expenses and Currencies portion of this manual.
Primary Expense Filters
The Timesheet reporting engine allows you to apply certain filters to newly created reports. These filters may be used to target the report output to specific Projects, Users, Expense Codes, Currencies, and Sources.

The process of using the report filters in Timesheet is relatively straightforward. For each filter category, you may choose to have Timesheet show the following range of each item: You may select multiple items in the Selected column by CTRL-clicking each item individually. Additionally, you may configure your new report to use multiple filters as desired.
Item Status Filter
The Item Status Filter works in the same manner as the Primary Filters described above. This filter allows you to target your report to records that meet certain status requirements.

The status requirements for use with this filter are, effectively, four pairs of possible record statuses. Any one of these pairs may or may not apply to your organization, depending upon how you are using Timesheet.

The first pair of status filters relates to the Approval Status of records in relation to the standard Timesheet period approvals. For more information on the standard period approvals process, please see the Approvals section of this manual.

The second pair of status filters relates to the Synchronized Status of records in relation to the optional Disconnected Client module of Timesheet. If your organization is not using the Disconnected Client module, these filters will not apply to your records. For more information on the standard period approvals process, please see the Disconnected Client Module section of this manual. The third pair of status filters relates to the Approval Status of records in relation to the Project Approvals process of Timesheet. For more information on the project approvals process, please see the Project Approvals section of this manual. The fourth pair of status filters related to records that are created in Timesheet via the punch entry process. The Item Status Filter may be turned off or on using this section of the Report Modification Screen. You may choose any combination of filter items, though obviously some combinations will be more effective than others. When filtering by more than one pair of status filters, Timesheet allows you to choose whether you want your results to be exclusive (OR) or inclusive (AND). Therefore, you can choose to have the report show items that are Synchronized OR Punch Records, or items that are both Period AND Project approved.
User Modification
Timesheet allows you to copy newly created reports to one or more other users within your organization's Timesheet installation. By default, all newly created reports that are assigned to other users are set to be modifiable by those users. When a user modifies their copy of a report, those changes are not reflected in any other copy of the report.

If you are creating a report that you do not want other users to be able to modify, this section allows you to indicate that choice. Simply change this option to "No" and users who receive copies of this new report will not be able to make changes to the report - they will be able to view the report only as you have designed it.
Header and Trailer
Timesheet provides access to the header and trailer text that appear on each Timesheet report. These two areas accept plain text as well as HTML formatted text. Additionally, you may use one or more of the Journyx "tricky tags" in these sections as well.

Journyx "tricky tags" are HTML-style tags that pull specific information directly from the Timesheet database, such as the name of the User who is viewing the report, the name of the Time Entry Screen that is currently active for the viewing user, and similar data. The complete list of tricky tags and the information that they provide is available in the Time Entry Screen Design portion of this manual.

Specific Report Type Options

Along with the General Report Options discussed above, each new report in Timesheet has a number of options that are associated with the type you have chosen for the report. The report types that are available are: Item Report, Matrix Report, and Project Report. The options for the type you have chosen for the report you are creating are displayed on the lower portion of the Report Modification Screen, beneath the general report options. This section explains the various report type options.
Item Reports
The most versatile report type, Item reports provide you with the ability to show many details associated with the individual item upon which you are reporting.

The options specific to Item Reports are:
Option Value Result
Subtotal Period select box Use this option to select a length and a period to use as the Subtotal Period for this report. The Subtotal Period determines the timeframe that Timesheet will use when determining subtotals.
Within Subtotal Period, Subtotal By Attribute select box Use this option to indicate which attribute (User, Task, etc.) that Timesheet will use as the subtotal category.
Only Show Rows Associated With Attribute Subtotal if Amounts Are select box/text entry Use this option to limit the results returned by the report. Timesheet can be configured to show only records that meet the rule you establish in this section. You may choose from greater than, less than and equal to the amount you enter in the text box./TD>
Show Grand Total? yes Timesheet will display a grand total of all subtotals that are displayed in the report.
  no Timesheet will not display a grand total of the subtotal attributes in this report.
Show Zero Days and Zero SubTotals? yes Timesheet will display all information, including "zero total" values.
  no Timesheet will hide "zero total" values in this report.
Show Details? yes Timesheet will include the additional fields selected below in the report output. Please Note: This option must be set to "yes" to have the additional fields selected below viewable in the report output.
  no Timesheet will display on the basic report output and will not display the additional fields selected below in the report.
Show Certain fields in Report radio buttons This section allows you to select additional standard fields to be shown in the report output. Please Note: These fields will be displayed only if the Show Details? option above has been set to "yes."
Show Time Record Extra Fields in Report radio buttons This section allows you to select additional extended fields to be shown in the report output. Please Note: These fields will be displayed only if the Show Details? option above has been set to "yes." Also, this section provides access to only those fields that have been enabled as Time Record Fields. For more information on making extra fields function as Time Record Fields, please see the Extra Fields portion of this manual.
Matrix Reports
Matrix reports provide a well-defined cross-reference style report that resembles a matrix.

The options specific to Matrix Reports are:
Option Value Result
Show Percentages? yes Timesheet will calculate the percentages of the grandtotal that each subtotal item represents and display those percentages in the report.
  no Timesheet will not display percentages in the report.
Show Subtotals? yes Timesheet will calculate and display subtotals for each category in the report output.
  no Timesheet will not display subtotals in the report output.
Column Headings will be... select box Choose one item from this dropdown list to serve as the column header. This option, combined with the Row Header option, is what gives the Matrix reports their name.
Row Headings will be... select box Choose one item from this dropdown list serve as the row header. This option, combined with the Column Heading option, is what gives the Matrix Reports their name.
Project Reports
Project reports allow you to view data from a project management point-of-view.

The options specific to Matrix Reports are:
Option Value Result
Roll up project actuals? yes Timesheet will add the hours logged to each subproject to the total hours logged to that subproject's parent project.
  no Timesheet will not "roll hours up" to parent projects.
Show Certain fields in Report? radio buttons This section allows you to select additional extended fields to be shown in the report output.

Saving The New Report

At the bottom of the Report Modification Screen Timesheet provides access to tools needed to save the new report. You may also choose to save and run your new report to see how the report output looks onscreen by clicking the Button. You may run your new report in any of the report output formats discussed above in the Running A Report section.

Modifying Reports

Whether you want to modify one of the default reports that ships with Timesheet to better suit your needs or if you have created a new report and need to tweak it into perfect, Timesheet provides access to the tools you need.

To modify any existing report, simply select the report you wish to change from the list of available reports on the Main Report Menu and click the Button. Timesheet will display the Report Modification Screen, with all of the current settings for the report in question already in place. You may modify these settings as desired. For information on each of the report options displayed on the Report Modification Screen please see the Creating A Report section above.

Please Note: Although Journyx allows you to modify the default reports freely, we strongly recommend copying an existing report to a new report before modifying one of these default reports as a backup procedure. More information on copying reports can be found below in the Copying Reports section.

Copying Reports

Timesheet allows you to copy existing reports to other users. You can also use this functionality to create a "backup" copy of one of your existing reports before you make changes to it. The process for copying a report, both to yourself and to other users, is outlines below. Timesheet will display the Main Report Menu, including a green text message indicating that the report has been copied to the users you selected. The selected users will now see the report you have copied to them in their list of available reports.

Removing Reports

Reports in Timesheet can be removed on an individual user basis - that is, each user can remove reports for himself only. All of a user's available reports can be removed, including the default reports that ship with Timesheet. To remove a report, simply select the report to remove from the list of available reports and click the Button. Timesheet will display a popup warning window asking you to confirm that you do indeed wish to delete the selected report. If you wish to continue, click the Button in the popup window. Timesheet will refresh the Main Report Menu and display a green text message confirming the deletion of the selected report. Additionally, the deleted report will no longer be listed in the available reports list.

Journyx strongly recommends deleting on those report you are certain you no longer need. If you accidentally delete a default report, your organization's Timesheet Administrator should be able to copy his version of the report to you. If you delete a custom report, you will have to create that report from scratch again, unless another user in your organization has a copy that they can copy to you. For more information on copying reports to other users, please see the Copying Reports section above.

External Reports

The data collected by Journyx Timesheet can be accessed with nearly any of the myriad external reporting systems available today, including Crystal Reports from Crystal Decisions. The Download External Reports link on the Main Report Menu links to a page on the main Journyx website where you can download sample Crystal Reports to test and examine this process.

For more information on working with external reports and Timesheet, please see that page of the Journyx website or contact Journyx Professional Services.