Setting up timesheet autofill and quick fill population methods

These features are only available for timesheets based on the Configurable timesheet format.

You can allow timesheet users to populate their timesheets using data from past timesheets or their schedules. You can also let them auto-allocate their hours to projects, tasks, and activities in their timesheet.

You can also choose a method that will automatically populate a newly-generated timesheet.

    Configuring timesheet population methods

    There are four basic types of population methods, though you can create as many variations of each as you need.

    To configure a timesheet population method:

    1. Go to Administration > Timesheets > Timesheet Population Methods.
    2. Click the Name of the population method.
    3. Set the Status to Enabled.
    4. Configure the rule’s parameters, if available, unless you want to use the defaults.
    5. In the Confirmation Message field, choose an option, for example, Overwrite Time Entries.
    Make sure the option matches the setting you've configured for the rule's Retain Entries (ON) / Overwrite Entries (OFF) parameter. Options include:
    • Overwrite Time Entries
    • Update Time Entries
    • Add Time Entries

    1. Click Save.

    You can now update population method settings in timesheet templates.

    Talk to your Customer Success manager if you need custom population methods developed for your system.

    About timesheet population methods

    The following timesheet population methods are available.

    Method

    This method...

    Scheduled Hours

    If you are a shift worker or are assigned an office schedule, fills your timesheet with the hours you are scheduled to work.

    A rule-level parameter allows you to choose whether any existing entries are overwritten, or are added to.

    If office schedule users use timesheets that record their start time, you'll need to define a time when the automatic entry starts when setting up the rule.

    Previous Timesheet Including Time Data

    Copies the projects, tasks, activities, row-associated custom fields, time entries, and any custom field data from your previous timesheet.

    A rule-level parameter allows you to choose whether any existing entries are overwritten, or are added to.

    Previous Timesheet Excluding Time Data

    Copies the projects, tasks, activities, and row-associated custom fields from your previous timesheet

    Allocate Timesheet Hours

    Allocates hours entered against projects, tasks, and activities to their time distribution grid, in chronological order

    Selecting an auto fill method for timesheets

    If you select an auto fill method in a timesheet template, each time an employee assigned that template accesses a new timesheet, it will be pre-filled with data based on that method.

    Enabling auto fill does not limit which options are available when the user clicks Quick Fill With in their timesheet. Configure the quick fill settings if you want to limit which options display.

    To assign an auto fill method:

    1. Go to Administration > Timesheets > Timesheet Templates.
    2. Add or open the template you want to update.
    3. Select a method from the Auto Fill Timesheet With drop-down.

    1. Click Save.

    Configuring population methods for the Quick Fill With button

    By default, all population methods are available when the user clicks the Quick Fill With button on their timesheets. You can, however, override the default and choose which methods are available, for each timesheet template.

    You can also select three methods to appear as separate buttons on their timesheet, if you want.

    To specify from the available population methods:

    1. Go to Administration > Timesheets > Timesheet Templates.
    2. Click the template you want to update.
    3. Scroll down to the Time Entry Quick Fill Options section.
    4. In the Quick Fill Options drop-down, click Selected Timesheet Population Methods.

    This opens a Selected Population Methods field.

    1. Click the Add Timesheet Population Methods link and select a population method to display.

    If you want this method to appear as a separate button on the user's timesheet, choose Separate Button from the drop-down on the right.

    1. Click the link to add more methods. You can add as many as you need.
    To remove a population method you just added, click the  icon located to the right of the method.
    1. Click Save.

    The new template options will now apply to everyone assigned that template in their User Profile. That is, only the population methods you selected will display when a user assigned that template clicks the Quick Fill With button in their timesheets.

    FAQs

    What are the benefits of including a method as a separate button on the timesheet?

    Enabling population methods as buttons yields two possible benefits:

    • The population methods are easier to see and access, which should result in greater use of these options, resulting in less time spent filling out timesheets
    • The population methods are easier to use for employees using custom methods that require recalculation. Some custom rules require timesheets to be recalculated before they’re applied, so for those rules, users have to remember to click the recalculate button before using Quick Fill. Since these new buttons automatically recalculate the timesheet before applying the rule, users can simply click the button to fill their timesheet for any rule.

    Related links

    How Replicon timesheets work
    Time tracking setup checklist
    Setting up timesheets (video)
    Setting up timesheet templates
    Deleting and regenerating a timesheet