This reference guide provides an overview of the steps required to set up the Web TimeSheet system. You can use the Word version to customize this guide for your organization.
If you are using a SaaS implementation, Replicon
manages your Web TimeSheet server and database.
Therefore, to access Web TimeSheet, you only need one or
more client machines that meet the following
requirements:
This guide provides Web TimeSheet administrators with detailed information on configuring and using the application, and includes information on administrative tasks you may need to carry out once the system is in use.
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This document provides Web TimeSheet administrators with a comprehensive list of tasks to complete when setting up the application, listed in the recommended order of completion. You can use the Word or XLS versions to create a customized list of tasks to complete during setup.
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Two options are available for importing bulk
data into Web TimeSheet. Both options require you
to create a Comma-Separated Value (CSV) file that
contains the data you want to import.
The first option is the
CSV Import
feature available from within the Web TimeSheet interface,
in versions 8.14 and higher. You can use this feature
to import user, project, and expense sheet data into
Web TimeSheet. If you need to import other data, contact
Replicon Support. For more information on using CSV
Import, refer to Importing
Data in Web TimeSheet's online help.
If you are self-hosted customer, you can import
data using the Web TimeSheet data
import utility tool. For more information on
this option, refer to the Data
Import Utility User Guide and the Importing
Data into Self-Hosted Implementations Quick Start
Guide.
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If you've entered company data that you'd like to retain in your trial
instance, you will have to remove sample data manually. Refer to Removing Sample
Data Manually in Web TimeSheet’s online help for step-by-step instructions on
how to do this.
If you don’t need to retain your test data, you can remove all data
by simply selecting Clear on the
Manage Account page before implementing
your system. Refer to Evaluating Web TimeSheet in the online help if you need more information.
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Hierarchy filtering is a one-step way to block users from viewing data
that they shouldn’t have access to. When the hierarchy filtering system
preference is enabled, employees can only view, add, or edit users or
projects within their own department and its sub-departments.
For example, if hierarchy structuring was enabled for a company with
the department structure illustrated below, a member of the R & D
department would only be able to access users and projects located within
the R & D, Quality Assurance, Development, and Project Management
departments.
Refer to About
Hierarchy Filtering in Web TimeSheet's online help for more detailed
information on this option.
Hierarchy filtering is available in Web TimeSheet version 7.1 and higher
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By default, Web TimeSheet sessions time out after one hour of inactivity. However, you can modify how long sessions take to time out, or specify that sessions should never automatically time out.
To customize your session time out settings:
- Select Administration from the top menu, and then select System Preferences > System from the side menu.
- Select the General tab.
- Under the Security heading, in the Idle user session timeout (minutes) field, select either:
- Logout after __ minutes, and enter a number of minutes, to have user sessions log out automatically if left idle for the specified length of time
- Never automatically logout, if you do not want sessions to time out
- Select Save.
Idle user session timeout (minutes) is a system-wide setting, and therefore applies to all users in the system.
Using a pre-8.x version of Web TimeSheet? Refer to the
FAQs about System Preferences in Web TimeSheet's online help for information on configuring automatic session timeout.
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SAML, which stands for Security Assertion Markup Language, is an authentication method that can be used with Web TimeSheet. SAML authentication allows users to employ web browser single sign-on, and is typically only used in enterprise-level identity management.
For information on how SAML works with Web TimeSheet, refer to Using SAML Authentication with Web TimeSheet.
For information on how to set up a SAML authentication in Web TimeSheet, refer to Setting up a SAML Identity Provider.
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In most cases, employees who use SAML authentication will be automatically logged in to Web TimeSheet when they enter their instance's URL or click the link provided by their organization.
However, some browsers do not forward Windows credentials automatically, and others can be configured not to, so users may still be prompted for their user name and password when logging in.
If you are using Firefox, you can work around this issue by carrying out the following steps:
- Open Firefox and type about:config in the address bar. If a warning displays, click the I’ll be careful, I promise! button. A list of preferences will display.
- In the Filter field, type or paste this filter name: network.automatic-ntlm-auth.trusted-uris. This preference will display in the Preference Name list.
- Double click network.automatic-ntlm-auth.trusted-uris in the list. An Enter string value field displays.
- Enter your organization's Web TimeSheet URL, and click OK.
Next time you attempt to log in to Web TimeSheet using that browser, you should not be prompted to enter authentication credentials.
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External users – available in Web TimeSheet's Project & Billing Edition only – are typically created for anyone external to your organization who requires access to Web TimeSheet.
Like standard users, external users have their own user name, password, and profile. However, unlike standard users, external users can only be assigned a limited sub-set of permissions; they are only allowed to approve time and review report data associated with their client.
Because of the limits on their access, certain Web TimeSheet features do not apply to external users, such as Quick Add and Mass Edit.
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Web TimeSheet's mass edit feature allows you to apply user profile changes to multiple users "en masse". Mass editing saves time and promotes data accuracy when making the same changes to many user profiles at once.
You can mass edit most user profile options (e.g. supervisor assignments, approval paths, overtime rules, etc). However, you cannot mass edit users' unique information (name, login name, employee ID, e-mail addresses), external users, or the currently logged in user.
Mass edit functionality is also available for editing multiple projects.
To mass edit users:
- Select Administration from the top menu, and then select Shortcuts > Users from the side menu.
- From the right-hand side of the page, press Ctrl and click each user you want to edit.
- Click the Edit button at the bottom of the page.
- Edit the profile information, as desired. Refer to
Creating and Editing User Profiles in Web TimeSheet’s online help for information about the available options.
- Select Save, and then select Save again to confirm your changes.
Refer to Adding and Editing Users in the online help for more information.
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You can only delete users who have no timesheets, no time off bookings, and no expenses in the system. If an employee has left your organization or has gone on leave, consider disabling them instead of deleting them.
Disabling a user prevents them from accessing the system, but allows you to retain their historical data. All of the user's license seat assignments are removed when they are disabled.
To disable a user:
- Select Administration from the top menu, and then select Shortcuts > Users from the side menu.
- Select the Users tab or the External Users tab, as applicable.
- Click the
icon next to the name of the user you want to disable, or double-click their name.
- On the Access tab, in the Login section, enable the Disable Login check box.
- Click Save.
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If you can't remember your Web TimeSheet login name and/or password,
and your organization uses a SaaS (Replicon-hosted) instance of Web TimeSheet,
you can reset your password. Once your password is reset, your Web TimeSheet
URL and login name will be sent to you.
To reset your password:
- Access the Web TimeSheet login page.
You can use either your organization's
Web TimeSheet URL, or go to https://login.replicon.com/.
- Click the Forgot your Password?
link.
- Enter your company name and e-mail address
in the page that displays, and then click Reset Password.
Within a few minutes, you should receive a Reset Your Password
e-mail at your company e-mail account.
- Open this e-mail message, and click the
password reset URL. A Password Reset page will display.
- Enter and re-enter a new password, and
then click Reset Password.
Your password is now changed. Within a
few minutes, you will be sent a Login Information e-mail, that
includes your Web TimeSheet URL and login name.
If you can't figure out how your company name
is formatted, or if you have other problems completing this procedure,
talk to your Web TimeSheet administrator or contact Replicon Support.
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To ensure that you maintain access to Web TimeSheet, we recommend that you clear your web browser's cache (temporary Internet files) before accessing Web Timesheet for the first time.
To clear your browser's cache, follow the appropriate procedure listed below.
Internet
Explorer 6.x –
Windows |
Select Tools > Internet
Options. From the Temporary Internet file
section, select the Delete
Files button. The Delete
Files confirmation window displays. (It is usually
unnecessary to enable Delete
offline content.) Select OK. |
Internet Explorer
7.x – Windows
|
Select Tools > Internet
Options. Select the General tab and then the
Delete... button. In the Temporary Internet Files
section, select the Delete
files... button, and then click Yes
to confirm. Select the Close button, and then the
OK button. |
Internet Explorer
8.x – Windows
|
Select Tools > Internet
Options. Select the General tab and then the
Delete... button. Select Delete. Select OK. |
Internet Explorer
– Mac |
Select Explorer > Preferences
from the toolbar. Select the Web Browser menu. Select the Advanced menu. From the right
side of the Preferences
window in the Cache
section, select Empty Now.
|
Firefox 3.x – Windows |
Click the Tools menu. Select Clear Private Data. Select the Cache checkbox. Click the Clear Private Data Now button.
|
Firefox 3.x – Mac |
Click the Firefox menu. Select Preferences. Select Advanced. Click the Network tab. In the Offline Storage section,
click Clear Now. Click the OK button. |
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To ensure that you maintain access to Web TimeSheet, we recommend that you clear your web browser's cookies before accessing the SaaS/Replicon-hosted version of Web Timesheet for the first time.
To clear your browser's cookies, follow the appropriate procedure listed below.
Internet
Explorer 6.x –
Windows |
Select
Tools > Internet Options. Select Delete Cookies. Select OK. |
Internet
Explorer 7.x –
Windows
|
Select
Tools > Internet Options. Click on
the General tab
and then click the Delete...
button. Click the
Delete cookies
button. Click the
Yes button. Then click
the Close button,
followed by the OK
button. |
Internet
Explorer 8.x –
Windows |
Select
Tools > Internet Options. Select the
General tab and
then the Delete...
button. Select Delete. Select OK. |
Internet
Explorer –
Mac |
If
you are using:
A Classic OS
machine, select Edit
> Preferences An OS X machine,
go to Explorer
> Preferences
Expand the
Receiving Files
option on the left. Select Cookies. From the
box that displays all the cookies present, select a cookie
and then type Ctrl-A. Select Delete. Select OK. |
Firefox
3.x –
Windows |
Click
the Tools menu. Click Options. Click Privacy. In the Cookies section, click
Show Cookies. In the Cookies dialog box,
click Remove All Cookies. Click OK and then OK. |
Firefox
3.x –
Mac |
Click
the Firefox menu. Click Preferences. Click Privacy. In the Cookies section, click
Show Cookies. In the Cookies dialog box,
click Remove All Cookies. Click OK and then OK. |
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User defined fields are custom fields that can be used to collect information specific to your organization. You can make these fields "required"– that is, you can specify that these fields must be completed before users are allowed to save pages on which they display.
Here's how to do this:
- Select Administration from the top menu.
- Select System > User Defined Fields from the side menu.
- Select the appropriate tab, and then click the
icon next to the field you want to make required.
- Check the Required box.
- Click Save.
For more information on user defined fields and how to set them up, refer to Creating User Defined Fields in Web TimeSheet's online help.
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You can authorize one or more substitute users to perform Web TimeSheet functions on your behalf.
Each substitute user can have different substitution permissions assigned. For example, if you're leaving on vacation, you can set up one substitute who can approve timesheets on your behalf, and another who can set up employee schedules on your behalf.
For more information on substitute users, refer to Setting Up Substitute Users in Web TimeSheet's online help.
If you are a Web TimeSheet administrator, and are using Web TimeSheet version 8.9 or higher, you can set up substitutes to act on behalf of other users in your system via the Advanced tab of their user profile.
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Yes, you can access Web TimeSheet from a Mac system, using Mac versions
of Firefox or Internet Explorer. Check the Web TimeSheet system
requirements for information on what versions of each browser you
can use.
Versions 8.10 and higher of Web TimeSheet can also be used with Safari,
although use with this browser is not yet officially supported.
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The Central Authentication Service (CAS) is an Internet single sign-on
protocol. It allows users to access multiple applications while providing
their credentials (such as user ID and password) only once. It also allows
web applications to authenticate users without gaining access to a user's
security credentials, such as a password. The name CAS also refers to
a software package that implements this protocol.
Web TimeSheet works with SAML authentication
(Security Assertion Markup Language), but not CAS.
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If you are using the Internet Explorer 8 browser, you may encounter issues when using Web TimeSheet due to changes made to the browser since version 7. Possible issues include:
You can't log in
Timesheets or expense sheets
do not generate
Buttons don't respond when clicked.
Affected buttons may include:
Approve
or Reject buttons
Save,
Submit or Re-submit
timesheet or expense sheet buttons
Punch
In and Punch Out
buttons
Drop-down lists are empty. Affected
lists may include:
Department
drop-downs used to select supervisors, substitute users, and the
user's primary department in the user profile, or when using the
Search feature
The drop-down list on the
Move Tasks in <Project Name> page
In the user profile, check boxes
in the Additional Departments
list don't respond when clicked
In the user profile, the icon is unavailable
Report filters are grayed out
Font size reduces to 8 or 6
points when printing reports
Errors occur when you attempt
to save timesheet comments
Performance issues occur in
reports
Our Development team is working on addressing these issues. In the meantime,
you can:
Use a different browser, such
as Internet Explorer 7 or Firefox, or
Enable the Compatibility
View feature in Internet Explorer 8.
To enable Compatibility View for Web TimeSheet:
- Access your Web TimeSheet application.
- Click Tools > Compatibility View or click
the
button in your browser's toolbar.
Your Web TimeSheet site will be added
to the Compatibility View list saved in your browser. It will remain on
that list until you remove it; you should not have to enable this feature
for this site again.
Enabling Compatibility View for multiple
sites
You can enable Compatibility View for all sites that you access
by selecting Tools >
Compatibility View Settings,
then checking the Display all
websites in Compatibility View option, and then clicking
Close. If
Compatibility View Settings is not available, your network
administrator may have configured your settings using a Group
Policy. Contact them for more information.
Enabling
Compatibility View for multiple machines
If you are a network administrator, you can configure
compatibility settings for multiple machines using Windows' Group
Policy settings. For more information, refer to Microsoft's documentation. |
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These terms are used to differentiate employees who are entitled to overtime pay ("non-exempt") from those who are not ("exempt"), and are derived from the US federal Fair Labor Standards Act (FLSA).
Exempt
employees |
Are exempt from
US laws regarding minimum wage and overtime pay Typically receive
a salary at fixed intervals (e.g. monthly or semi-monthly),
rather than an hourly wage; however, the fact that an
employee receives a salary does not automatically make
them "exempt" Are typically professionals
(e.g. executives, administrative personnel, outside salespeople,
highly skilled computer-related employees, licensed professionals,
etc) |
Non-exempt
employees
|
Are subject to US
laws regarding minimum wage and overtime pay Are typically paid
an hourly wage, rather than a salary Are typically non-professional
workers, or workers who perform tasks requiring repetition
or physical skill (e.g. tradespeople, police officers,
firefighters, etc) |
In Web TimeSheet, these terms are used in default permission profiles. Assigning an "exempt" permission profile gives the employee a Standard format timesheet, while assigning a non-exempt profile gives the employee an In-out timesheet.
For more information about permissions, refer to Setting Up Permission Profiles in Web TimeSheet's online help.
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There are a few possible reasons for the automatic logout. Some possibilities are listed below.
You
launched Web TimeSheet using the desktop icon and you are
using Internet Explorer 6 |
Launching Web TimeSheet in this
manner is unsuccessful due to a bug in Internet Explorer 6.
To work around this issue, launch Web TimeSheet by typing
your Web TimeSheet URL into the browser’s address bar. |
Cookies are
not enabled in your browser |
For
information on how to enable cookies, refer to your browser’s
documentation.
|
There isn't
enough space on your hard drive |
To
resolve this issue, try deleting all the temporary files from
your browser or empty your recycle bin.
|
If none of the above seems to have caused this issue, then please contact Replicon Support for assistance.
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User defined fields are custom fields that can be used to collect information
specific to your organization. If you've created user defined fields,
but they're not appearing where you expect them to appear:
If a user defined field is disabled, it
won't display on any pages –
not even on historical timesheets. (Field values are still saved, they
just don't display if the field is disabled.)
Here's how you can check whether a field
is enabled:
Select Administration
from the top menu, and then select System
> User Defined Fields
from the side menu.
Select the appropriate
tab, and then click the icon
next to the field in question.
See if the Enabled
box is checked.
Each user defined field is linked to a
permission. Therefore, it is possible to disallow a user from viewing
or editing any particular user defined field. To check if you or another
user has permission to view/edit a field, you'll have to look at the assigned
permission profiles. The field only has to be enabled in one profile to
be accessible to that user.
For information on viewing and editing
permission profiles, refer to Setting Up Permission
Profiles in the online help.
For example, people often assume the Project
user defined fields will display on each project's main page, but they
actually display on the Edit Project
pages (accessed by clicking the links under Project
Structure on the project's main page) to allow you to enter information
in these fields both at the project level and for each task level of the
project.
For information on where each type of
user defined field will display, refer to Creating
User Defined Fields in Web TimeSheet's online help.
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