Selecting and reviewing time data for export

Before carrying out an export, you’ll first need to choose the data you want to export on the Cost > Time Workbench > All Time Data tab. To select data, you'll filter what data displays in the data grid, and possibly add data columns to that grid.

Once you've selected data, you can confirm that it is accurate and complete by reviewing data right on the Time Workbench page, or by clicking the Download CSV button to view the data in a spreadsheet.

To help you review your data, you can add more data columns to the data grid or sort the data.

If you make a change to data in a timesheet, that change will only be reflected in the Time Workbench if a timesheet recalculation has occurred. Typically, recalculation occurs automatically; you can click the icon before exiting the timesheet to ensure recalculation occurs.

Filtering to select the data

If no filter values are selected on the Cost > Time Workbench > All Time Data tab, all time data – past and present – displays in the data grid at the bottom of the page, even data you’ve already exported.

Use the filters at the top of the page to narrow the data down to the values you want to export.

After you change a filter selection (or select new columns or sort data), the data grid will update based on the new selection only after you click the Refresh Data button.

The filter settings you select will be saved for the next time you visit the Time Workbench tab.

About the filters

You can filter by the options listed in the table below. 

Date

Select the date range of time entries to be exported. Dates don’t have to coincide with timesheet periods.

Export Status

Select Not Exported from this filter to view all data that hasn’t yet been included in a draft or complete export.

Approval Status

This filter is commonly used to find approved items ready for export. Or, you can filter for items that are not submitted or awaiting approval, so you can handle those items prior to export.

This filter applies timesheets, time off bookings, and punches.

Rejected timesheets show as Not Submitted. If you need to find a rejected item, you can search on the Cost > Timesheets tab.

Time Entry Type

Lets you filter by the type of time recorded – worked time, time off, or break time. You can also filter by distributed worked time, if users distribute recorded hours across days or pay codes.

User

This filter is useful for reviewing time data per user, or if you’re trying to trace hours worked by a particular user.

Groups

These filters are useful if you want to review or export data for just a particular group or intersection of groups (e.g. Developers in Asia).

Groups are associated with effective dates when assigned to users. Therefore,  if you filter by group, the data you see will match group assignments for the date range selected.

The Time Workbench doesn't support our legacy departments and employee types – ones that don't support effective dates.

Note that:

  • Names and codes for projects, and other named values always show the current value, never the historical value in effect during the filter period.
  • Rounded values display for punches that are rounded.

Adding and removing data columns

The grid at the bottom of the Cost > Time Workbench page shows data you've selected to export.

You can add additional columns to this grid, such as:

  • Approval and export status for a timesheet
  • Timesheet period or entry date for a time entry

There are two main reasons for adding columns to the grid:

  • To select data to include in an export

Only data from columns visible in the data grid will be included when you create an export – hidden data is not exported. Therefore, you must enable all of the data columns you need included in your export.

  • To review data you've chosen to export

When reviewing data, you may need to see, for example, the approval status of the timesheet.

    Your column selections will be saved for the next time you visit the Time Workbench tab.

    To add or remove columns:

    1. Click the  icon on the right-hand side of the page.
    2. From the Table Settings dialog that displays, choose what fields you want to display in the grid.

    1. Click Set Table Settings.
    2. Click Refresh Data.

    When you add a row, data values will be split among all visible rows.

     

    Sorting data

    Sorting data can help make omissions more obvious. You need to add fields to the grid before you can sort by them.

    Your chosen sort criteria will be saved for the next time you visit the Time Workbench tab.

    To sort:

    1. Click the Sort field located above and to the right of the grid.

    1. Choose the field you want to sort by.

    The field will sort in descending order by default, as indicated by the  symbol.

    If you want to reverse the sort order, click the field name again and an  symbol will display.

    1. Add additional fields to sort by, if desired.

    Sort order priority is based on the order of field selection.

    1. Click Refresh Data.

     

    FAQs

    Why isn’t a particular user appearing on the list?

    Users with data for the filter criteria selected will not be listed on the page.

    Why can’t I click Download CSV?

    Try clicking Refresh Data – data must be current before you can create an export or download data.

    Why are my punch allocations all being assigned to the leading day in exports?

    The Time Workbench doesn't support allocation of punches that cross midnight to other days – they're all assigned to the leading day by default.

    I changed a value for a column, but the delta is not displaying in the Time Workbench

    If a column isn't enabled in the Time Workbench, you won't see deltas for it. However, if you create an export for that data, and add the column to the export, you will see the delta, since that data is then captured in the export.