Web TimeSheet 5.1 Release Notes

Administration

User Grouping
A new add-on module allows users to be grouped in different ways for reporting purposes. Users can be assigned to many groups at once. For example, you may have one user group set for Branches, which contains all the branches within your organization (where each branch is an individual group), and another user group set for Skill Sets, which contains the different types of skills each employee brings the organization. The User Grouping module requires a valid license key.
Approver Types
Approver types identify the individuals who will be approving users' timesheets and/or expenses. You can create many different approver types, each of which will have a specific approval function within the approval path.

Approver types ultimately define an approver's relationship to the user's timesheet. An approver type can be related to the user's timesheet (e.g., supervisor), specific projects/tasks within the timesheet (e.g., project leader), the time off section, or any combination thereof. It is the approver's relationship with the timesheet that determines the kind of information for which the approver will be responsible during the approval process.

Each approver type has a named approver (supervisor, project leader, client representative, or a named user), and uses either the approver's existing permissions, or custom permissions created specifically for that approver type.
Approval Paths
Approval paths now allow up to five approver types.
Permissions
A new feature allows new permission profiles to be based on existing profiles, thus decreasing the amount of time required to set up permissions.
Reject Historical Timesheets/Expenses
The administrator can now reject timesheets and expenses from the Historical Timesheets and Historical Expenses screens.
Send Offline TimeSheets as an Administrator
The administrator can send offline timesheets to selected users from the Historical Timesheets screen.
User Defined Fields - Projects/Tasks
The number of user defined fields available for projects/tasks has been increased to ten.
New System Preferences Screen
The System Preferences screen has been redesigned to simplify the setup process for system-wide settings.
E-mail Notifications
E-mail notifications have been enhanced to include a "Reply To" field and, where applicable, the ability to attach an offline timesheet (requires a valid license for the Offline TimeSheet module).
Additions to the User Profile
The user profile has been enhanced to include:

An external e-mail address: Used to send offline timesheets to the user (license and seat based)
User Groups: Used to manage the groups to which a user is assigned (license based)
Seat Assignments: Used to manage a user's seat assignments (applies to modules that are based on seats: Expenses, MS Project, Offline TimeSheet, ProMax)

About Web TimeSheet
The About Web TimeSheet screen has been enhanced to include tabs that separate the system and licensing information, as follows:

System Information Includes version, copyright, and summary license information, as well as the license agreement
License Keys Includes the module, number of seats, license expiry, build period, and type for each license key
Seat Assignments Includes the detailed seat allocations for each seat-based license key

Projects

Expense Incur Start/End Dates
The Edit Project screen has been enhanced to include fields for Expense Incur Start Date and Expense Incur End Date, which are used to control when expenses are incurred against a specific project (when user's enter expenses, the expense incurred date is validated against the dates set up in the project).
Sort Tasks
The project leader can now change the order of tasks that share the same parent in the project structure. This new feature alleviates the problem of inserting tasks after the project structure is defined (previous versions maintained the order of entry, which may or may not be the logical order for the project structure).

Timesheet

Offline Timesheet - Select E-mail Address
Users with a seat assignment for the Offline TimeSheet module can select from an internal, external, or arbitrary e-mail address when requesting offline timesheets.
Saving an In-Out Timesheet
After saving a timesheet in the In-Out format, the screen remains in the Daily View (previous versions launched the Period In View).
Time Off Tracked in Hours or Days
Users may now see their time off tracked in hours instead of days (based on a system-wide setting for time off format).

Expenses

Expense Incur Date Validation
When users enter expenses, the incur date is validated against the project to ensure expenses are not incurred outside the expense incur dates specified for the project. If the incur date is invalid, the user is notified with an error message that includes the correct date range.

Approvals

Filters for Expense Approvals
The Waiting Expense Sheet Approvals and Expense Approvals History screens now have filters that allow the approver to more easily manage expense approvals.

Reports

New Report - Time Off History
The Time Off History report generates a list of the changes that have occurred for each user's time off. The report includes all automatic accruals, days taken (as entered in the user's timesheets), and manual modifications since the reset ("as of") date.
New Report - Detailed (User Group)
The Detailed (User Group) report generates a list of projects, their associated tasks, and the status as of today's date, broken down by user group set and/or user group. Each group is then broken down by user. An advanced filtering option allows the creation of advanced queries, which can be used to generate a report for more than one user group at a time. The report also uses the standard filters for client, project, project leader, user, department, task status, project status, and time period. This report is license based (User Grouping module).
User Defined Fields - No Decimals
User defined fields set up with no decimal places will be displayed in reports without decimals (previous versions displayed these fields with decimals).
Fields Added

Field Report
Expense Date Expense Billing Summary
Expense Billing Detailed
Incurred Date Expense Billing Summary
Expense Billing Detailed
Project Description Timesheet Billing
Expense Billing Summary
Expense Billing Detailed
Project Status Detailed (Task)
Project Status Detailed (Task - Users)
Project Status Detailed (Expense)
Project Status (Expense - User)
Timesheet Comments
Hours by Location
Timesheet Detail (Own)
Timesheet Detail (Team)
Timesheet Detail (Project)
Timesheet Comment (Own)
Timesheet Comment (Team)
Timesheet Comments (Project)
Expense Status
Expense Reimbursements
Timesheet Raw Data
Project Raw Data
Expense Raw Data
Refer to the Reports Field Matrix for a complete list of fields and grouping options available in Web TimeSheet reports.

Configuration

Change Internal/External E-mail
With the addition of the external e-mail address (license and seat based), a user can now change both the internal and external e-mail addresses that are stored in the user's profile.

System

Seat-based License Keys
The license key system has been enhanced to provide a simple mechanism for assigning licensed seats to individual users (applies to add-on modules that are seat based). The following modules are seat based:

  • Web TimeSheet (does not require seat assignments - each user has a seat)
  • Expenses
  • Web TimeSheet Integration Manager for MS Project
  • Offline TimeSheet
  • ProMax
New Look and Feel
Web TimeSheet has been redesigned with a new color scheme and enhanced graphics that provide a fresh new look.
Time Off Accrual Format
A new system preference allows time off to accrue in hours (up to two decimal places) or days (up to four decimal places). All time off calculations will be in the format selected.

Integration

QuickBooks (IIF)/(XML)
The Web TimeSheet Integration Managers for QuickBooks (IIF) and (XML) have been enhanced to:

  • Allow direct mapping of Web TimeSheet data to QuickBooks client invoices
  • Provide more detailed mapping for clients, items, and vendors
  • Provide more filters for data selection

MS Project
The Web TimeSheet Integration Manager for MS Project has been enhanced to maintain the task order in the project structure when updating data between Web TimeSheet and MS Project (both directions).