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.

Either of these options can save users time when filling out their timesheets.

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

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

Configuring population methods for the Quick Fill With button

By default, all four 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 up to three methods to appear as separate buttons on their timesheet, if you want. Enabling population methods as buttons makes them easier to see and access, which should result in greater use of these options.

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.

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.

    Customizing timesheet population methods

    The four basic types of timesheet population methods are defined by default, and customers typically don't need to configure them.

    But, some of the rules offer a couple of configurable options that you can modify, including a retain vs overwrite option.

    You can also update the confirmation message that displays -- you might want to do this if you've updated the retain vs overwrite option, so the text of the message matches the option you chose.

    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.
    5. In the Confirmation Message field, typically one whose message matches the parameters you've chosen for the rule.

      1. Click Save.

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

      Related topics

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