Reporting

Section Contents

• Overview
• Create New Report
• Generate Saved Report
• Edit Parameters of Saved Report
• Create a Copy of Saved Report
• Share Saved Report

Overview

actiTIME provides you with several reports which can be used for billing, management, and cost analysis purposes:

• Time Reports:

  • Staff Performance Report
  • Overtime Report
  • Leave Time Report   (available with Management or Accounting Extension)
  • Time-Track In Detail Report   (available with Management or Accounting Extension)
  • Estimated vs. Actual Time Report   (available with Management Extension)

• Cost & Billing Reports:
  (available with Accounting Extension)

  • Billing Summary Report
  • PDF Invoices
  • Cost of Work Report
  • Profit/Loss Report

Each report can be generated in the detailed and summary form. Records included into a report may be grouped by projects, customers, dates, users and billing types. Availability of grouping options depends on the selected report.

You can save configuration of the most frequently used reports and then create these reports in one click. Your saved report configurations are listed on the reporting dashboard that is available under the top-level menu 'Reports'.

All saved report configurations are personal and not available for other users. However you can copy any of your saved reports to other users who have corresponding access rights. See section Share Report Configuration for more information.

The following access rights are defined for accessing system reports:

• Generate Time Reports

  This access right regulates user access to the Staff Performance, Estimated vs. Actual Time, Time-Track In Detail, Overtime, and Leave Time reports.

  Without Accounting Extension 'Generate Time Reports' access right is named 'Generate Reports'.

• Cost & Billing Reports are available with Accounting Extension only

  Generate Cost & Billing Reports

  This access right regulates user access to the Billing Summary, Cost of Work, and Profit/Loss reports as well as to PDF Invoices.

System users may have any combination of these access rights.

Create New Report

To create a new report follow the instructions below:

1. Open the 'Reports' interface, click on the 'Create Report' button, and choose the report to create in the Create Report dialog. actiTIME will show you an interface for configuring report parameters.

   
   Create Report Dialog

   You can skip the report selection in the Create Report dialog if you click on the arrow in the 'Create Report' button and select a report to create in the drop-down report list that will open.

   

   Drop-Down Report List

2. Choose the format of the report you want to create - either HTML for viewing report in your web browser, or CSV for exporting report data.

   
   Format Selector

   Choose CSV format if you want to get report data without previewing it in your web browser. Otherwise you can create the report in HTML format, preview its data, and then export it to CSV format from the 'View Report' screen by clicking on the 'Save Report As' button under the report.

3. Configure parameters of the selected report:

   
   Example: Interface for configuring parameters of Staff Performance Report

   See the following sections for the description of specific report parameters:

   • Staff Performance report parameters
   • Overtime report parameters
   • Leave Time report parameters
   • Time-Track In Detail report parameters
   • Estimated vs. Actual Time report parameters
   • Billing Summary report parameters
   • Cost of Work report parameters
   • Profit/Loss report parameters
   • PDF Invoices
     
     

4. If you want to save configured report parameters, select 'Save configured parameters as a new report' option at the bottom of the report form and enter name and description of new report configuration.

   
   Option 'Save configured parameters as a new report'

   Note that the name of report configuration should be unique for the report you are working with.

   You can create the report in HTML format without saving its configuration, preview report data, and then save report configuration from the 'View Report' screen.

5. When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the interface. The system will generate and show you the report according to the specified parameters.

   • If you selected HTML report format, the report will be shown in your web browser.

   • If you selected CSV report format, actiTIME will generate and return you a file with report data in CSV format. Save the generated file. For examining exported data open the saved file in Microsoft Excel or any other spreadsheet software.

     Notes on reports in CSV format:

     • Report records will be delimited by the field separator configured in the general system settings You may need to change the default field separator if your spreadsheet software does not automatically split the report data in columns (for more information see section Adjust general system settings).

     • Numbers shown in the report will be formatted using the decimal symbol configured in the general system settings.

     • In contrast to HTML reports, CSV reports always convert time to the decimal format. This means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".

   If you selected to save the report configuration, actiTIME will create a new report configuration under the specified name and show it in the list of your Saved Reports.

Generate Saved Report

To generate a saved report just click on the plate with the report name.

actiTIME will create the report on the base of the saved report configuration and return it to you:

• Report in HTML format will be shown in your browser

• For the report in CSV format, actiTIME will generate and return you a file with report data.

  Save the generated file. For examining exported data open the saved file in Microsoft Excel or any other spreadsheet software.

Edit Parameters of Saved Report

To edit parameters of a saved report follow the instructions below:

1. Click on the 'Edit Report Parameters' icon on the corresponding report plate.

   
   'Edit Report Parameters' Icon

   actiTIME will show you an interface for editing the saved report configuration.

2. Edit parameters of the selected report.

   
   Example: Interface for editing parameters of a saved Staff Performance Report

   See the following sections for the description of specific report parameters:

   • Staff Performance report parameters
   • Overtime report parameters
   • Leave Time report parameters
   • Time-Track In Detail report parameters
   • Estimated vs. Actual Time report parameters
   • Billing Summary report parameters
   • Cost of Work report parameters
   • Profit/Loss report parameters
   • PDF Invoices

3. When you are ready, submit the page by clicking 'Save Configuration...' button at the bottom of the interface.

   actiTIME will save updated report parameters, generate a report according to the saved report configuration, and return it to you for review.

Create a Copy of Saved Report

If a saved report has HTML format, you can duplicate its configuration.

To duplicate a report configuration follow the instructions below:

1. Generate a saved report (see section Generate Saved report for more information).

2. Click on the 'Save Report Copy As...' button at the bottom of the interface with report data.

3. Enter the new report name and description in the dialog that will open.

   
   Save This Report Configuration As dialog

4. When you are ready, submit the page by clicking 'Save Report' button.

Share Saved Report Configuration

You can share any of your saved reports with other actiTIME users who have corresponding access rights.

To share a report configuration follow the instructions below:

1. Click on the 'Share' link on the corresponding report plate. actiTIME will show you an interface for sharing the saved report configuration.

   
   Panel for sharing report configuration

   You can share time reports with the users who have 'Generate Time Reports' access right and cost and billing reports with the users who have 'Generate Cost & Billing Reports' access right.

2. Select users you want to copy the report configuration to and click on the 'Copy Report Configuration to the Selected Users' button.

   actiTIME will create a copy of the selected report for each of the selected users. The report copies will be created with the same name as your original report has. If any of the selected users already have a report with the same name, actiTIME will automatically add a number in the parenthesis to the name of the report copy.