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Web TimeSheet Reports Field Matrix

This spreadsheet displays which fields and filters are available in each Web TimeSheet report template using a tabular format, so you can easily view and compare report settings.

Download in XLS format

Download in PDF format

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Why can't some employees see all data in reports? How can I give a user access to all report data?

What data users can see in reports depends on their roles and permissions, and on whether hierarchy filtering is enabled in your system. These limitations exist for security reasons, to help keep confidential data private. Refer to How Hierarchy Filtering and Permissions affect Report Data Visibility in Web TimeSheet's online help for more information on this.

However, you can easily allow any user to view all report data. Remember that this will allow the user to see data for all employees, including cost and payroll data.

First, create a new permission profile with the Can View All Report Data permission:

1. Select Administration from the top menu, and then select Users/Departments > Permissions from the side menu.
2. Click Add.
3. Name the new profile. You could call it Can View All Report Data.
4. Select the Reports tab, and then click the next to the Reports check box to expand this permissions category.
5. Enable the Can View All Report Data check box.
6. Click Save.

Then, assign that new permission profile to the user:

1. Select Shortcuts > Users from the side menu.
2. Click the next to the user's name. Or, Ctrl-click to select multiple users.
3. Under Permissions on the Access tab, enable the new permission profile.
4. Click Save.

Note: As an alternative to creating a new permission profile, you could add the permission to an existing profile. However, if you do this, be sure the profile is only assigned to users you want viewing all report data.

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Can I make a report run on a regular schedule?

Yes, you can schedule reports to automatically generate at set times.

To schedule a report:

1. Select Reports from the top menu, and then select Setup > List Reports from the side menu.
2. Select the icon next to the report you want to schedule.
3. Specify:
   • The name of the report
   • How frequently the report should run
   • The date and time when it should run
   • To whom the report should be sent
   • The format and filter settings that should be used
4. Click Add.

For more information, refer to Scheduling a Report in Web TimeSheet's online help.

Scheduled reports are available in Web TimeSheet version 7.5 and higher.

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What fields and filters are available in each report?

You can view which fields and filters are available in a report on the report's Columns and Filters tabs. To access these tabs, click Settings on the report itself. Or, click the icon next to the report.

If you want to compare different reports, you can use the Web TimeSheet Reports Field Matrix (pdf | xls). This document displays which fields and filters are available in each report template using a tabular format, so you can compare available settings.

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What's the difference between private and public reports?

Private reports are only visible to the user who created them, whereas public reports are visible to other users. You can create or save any report as either a public report or a private report.

On the Select a Report page, private reports are indicated by these icons: and .

When you add or save a public report, you must choose which users can access the report by selecting one or more permission profiles. Only users assigned the profiles you select will have access to the public report.

For more information on using Web TimeSheet reports, refer to Reports Overview in the online help.

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Should I add new reports or use the default reports?

You can create any possible report configuration by either adding a new report or by editing a default report. Therefore, the choice is yours.

The table below gives a comparison of the two reporting options.

Refer to the Web TimeSheet Reports Field Matrix (pdf | xls) for a list of the fields and filters available in each report template.

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How do I assign specific reports to users?

To change what reports a user can access, you need to modify their assigned report permissions. There are three ways to do this:

1. Option 1: Edit reports enabled in a permission profile that the user is currently assigned. Note, any changes you make to a permission profile will apply to all users assigned that profile.
2. Option 2: Create a new permission profile with new reports enabled, and assign it to the user. The user will retain access to any reports previously assigned.
3. Option 3: Unassign the permission profile that includes permissions you'd like to remove, and then create and assign a new profile that includes permissions you would like to be enabled for the user.

   We recommend basing the new profile on the one you removed (using the Based On field on the Add New Permission page). This will force you to disable all permissions you would like removed one by one, which will help ensure that you don't accidentally remove permissions that you'd like the user to retain.

To add or edit a permission profile:

1. Select Administration from the top menu, and then select Users/Departments > Permissions from the side menu.
2. To create a new profile, select Add. Name the new profile and select the name of the profile you'd like to base the new profile upon.

   To edit a profile, select the icon next to the name of the profile you want to edit.

3. Select the Reports tab, and click Expand All.
4. Enable the check box next to the name of each report you'd like the user to have access to. Clear any boxes for reports you want to remove, if applicable.

   Be sure to enable the Reports > Reporting functions option – if it is not enabled, users won't see any reports regardless of which reports are enabled.

5. Click Save.

To assign or unassign permission profiles for users:

1. Select Shortcuts > Users from the side menu.
2. Click the icon next to the user's name. Or, Ctrl-click to mass edit multiple users.
3. Under Permissions on the Access tab, enable or disable permission profiles, as desired.
4. Click Save.

For more information on how permissions work, refer to Setting Up Permission Profiles in Web TimeSheet's online help.

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How do I make Date field values in reports act like dates when exported to Excel?

If your Report Excel Export Format user preference is set to .csv, when you export reports that include date values, those values will be treated as strings, not dates, in Excel pivot tables. Therefore you will not be able to group these values as you would be able to group dates.

To avoid this issue, set your Report Excel Export Format user preference to .xml (Excel XP or Greater). To do this:

• Log in to Web TimeSheet
• Click the Settings link (located in the top, right-hand corner of the page)
• Change the Report Excel Export Format from .csv to .xml (Excel XP or Greater)
• Click Save.

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What are Custom Columns? Why might I use them?

Custom columns are report or export fields that are derived from formulas that you define. You can create just about any type of text, numeric, or date formula you can imagine, using fields available in the Web TimeSheet report or export where the custom column will display.

You might use a custom column if data you want to view isn't available in Web TimeSheet by default. For example, if you work for a contracting company, your organization is likely interested in knowing the gross margin for any project it completes. However, since different organizations calculate gross margin in different ways, Web TimeSheet doesn't include gross margin as a default field in reports. But, you can create a custom column for this information that would allow gross margin to be calculated automatically for each project, with results displayed in your existing Web TimeSheet reports.

A large number of operators and functions are available for use in formulas – refer to Using Custom Columns in the Web TimeSheet online help for a full list, along with other information on how to create and work with custom columns.

Custom columns are available in Web TimeSheet version 8.7 and higher.

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I changed a user’s department. Why isn’t the change displaying in reports or on historical timesheets?

A timesheet is associated with whichever department the user is assigned to when the timesheet is first accessed. This association is fixed, and will not change if you alter the user's department assignment.

To update this association after you change the user's department:

1. Print the affected timesheet so you have a record of its data.
2. Delete the timesheet.
3. Recreate the timesheet (by having the user select that timesheet period).
4. Enter the timesheet data using the printed copy.
5. Save the new timesheet.

The new department assignment will be reflected in reports and historical timesheets.

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Nothing happens when I click the Excel button for a report

If nothing happens after you generate a report and then click the Excel button, XML is likely associated with an incompatible file type on your machine, such as the XML Document file type. If you switch the XML file type to Microsoft Office Excel, this button should function correctly.

To change the XML file type on your machine:

1. Go to My Computer.
2. Click Tools in the top menu.
3. Click Folder Options... in the drop-down menu.
4. Select the File Types tab.
5. In the Registered file types menu, find and select XML.
6. Click the Change button.
7. Select Microsoft Office Excel, and click OK.

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When upgrading from pre-8.2, are Classic reports migrated to Dynamic reports?

Classic reports were slowly phased out of Web TimeSheet after highly-flexible “dynamic” reports were introduced with version 7.1, and are obsolete as of Version 8.2. If you are still using Classic reports and are upgrading, any Classic reports you are currently using will be migrated to equivalent "dynamic" reports in your upgraded version.

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