Setup and configuration

• 1: Setup Pryme Time
• 2: Basic setup
• 3: Graph Connection
• 4: Work types
• 5: Default Time entry task
• 6: Timesheet reminders
• 7: Departments, Resource planning

1 - Setup Pryme Time

Pryme Time setup

In the Pryme Time setup you do the basic settings for Pryme Time on PGS. It’s where you enable the time tracking, set the rules for rounding of the time entries and the calendar view.

1. Choose the 🔎 icon, enter Pryme Time setup, and then choose the related link.

Time tracking fast tab

You can configure rules using Business Central’s built-in rounding methods for managing tracked time and invoiced quantities. These advanced settings offer enhanced control and flexibility, enabling businesses to tailor time tracking and invoicing processes to their specific operational needs.

Tracking Rounding Method

The tracking rounding method is used to convert the tracked time to quantity on Create/Update entries from time traking entries to the timesheet. It’s suitable for billing service hours. You can set your own rule for rounding method according to your needs.

Time Rounding Rule

Determines how Time rounding in the time sheet is applied. Options include:

• None: No additional rounding is applied.
• User Confirmed: Prompts the user to confirm rounding adjustments. For example, if rounding is set to 0.1 and the user enters 0.15, the system prompts. If confirmed, the rounded value is saved. If not, saving is blocked.
• Automatic: Rounding is applied automatically without prompting the user.

Time Rounding Applies To

Defines where time rounding in the time sheet is applied:

• Quantity and Value to Invoice: Rounding affects both quantity and value to invoice.
• Value to Invoice: Only the value to invoice is rounded, leaving quantity time unchanged.

Time Rounding Method

In addition to the tracking rounding method, time entry rounding controls how time entries are rounded in the timesheet. This provides better control for rounding between quantity and value to invoice fields in the timesheet. These advanced settings introduce three configurable options:

Calendar view fast tab

Time scale settings

For users requiring precise adjustments, the time scale settings can help. This setting empowers to expand or decrease time periods by increments smaller or bigger than the default, allowing for meticulous control over your schedule.

• Interval setting allows you to define the time period represented between two points on the calendar, indicated by ellipses.
• Slot count determines how finely this period is sliced, creating a tailored view of your schedule.
• Increment appointments by specifies the drag and resizing time interval in minutes.

The default configuration sets the interval at 60 minutes, with a slot count of 2. This means that on the left side of the calendar, points of time are represented hour by hour, divided into intervals of 30 minutes. Adjusting these settings provides a personalized and granular perspective on your detailed time tracking entries within the calendar interface.

Import work assignments fast tab

This option allows you to include estimated hours during the import process, which automatically populates the quantity field in the timesheet.

Outlook integration

Select which Outlook integration you want to have; Graph Connection or PGS Outlook integration.

Microsoft Graph Connection fast tab

The Microsoft Graph connection is needed for synchronizing calendar appointments, emails and Teams meetings. This data is used to create time tracking entries either directly or when using the Copilot feature to complete timesheets.

For more information on how to set up the Microsoft Graph connection, please refer to the Graph Connection setup.

Copilot assistant fast tab

To enhance descriptions in the timesheet and time tracking entries, customised Copilot commands can be defined to refine the quality of the text. These commands help streamline entry descriptions by:

• Using clear and precise wording
• Ensuring grammatical accuracy
• Following a structured format
• Removing redundant or unnecessary details

Schedule reminders

The process of submitting timesheets involves the routine reporting and posting of expired ones. To assist with this, you can set up reminders that will periodically send an email to resources or managers. In Pryme Time on PGS we have two reminder emails:

Unsubmitted timesheets to Resources
This email allows the resource to review and submit the entries in the timesheet. The resource can also open the timesheet from the email to review and adjust the timesheet. Before the email is created, the timesheet can be updated with any necessary work assignments.

Unsubmitted timesheets to Managers
This mail is a list of unsubmitted timesheet of your team members. This can help ensure that your timesheets are accurate and up-to-date and make the process of submitting them more efficient.\

Here you have detailed information about setting up email reminders

These reminders can be complemented with setting up reminder emails in Progressus

2 - Basic setup

Norm time

To configure personalized working hour representations in the calendar, you can establish individual norms for each day, enabling dynamic adjustments for exceptions. By defining norm working hours and norm time expectations, users ensure accurate highlighting of their schedules, fostering effective time management. For this purpose, you have Norm Working Hours. The resource gets their norm time from the timesheet configuration code on the resource card.

You can also specify time exceptions for dates, ensuring that non-working days have their norm time values set to zero. For this purpose, you have the Norm Time Exceptions

Extended description

Explore the extended description and standard text functionalities, designed to provide comprehensive task details and simplify reporting. Extended description allows up to 2,000 characters for comprehensive task details. By utilizing standard text, enable the reuse of descriptions while ensuring consistency in your time sheets.

The description field for time entries has a standard character limit of 100 characters. However, sometimes more detailed explanations are required. Therefore, the extended description feature allows you to provide up to 2,000 characters for each time entry. This expanded limit enables you to provide comprehensive details about your tasks, projects, or any other relevant information.

To set the extended description

1. Choose the 🔎 icon, enter Progressus Project setup, and then choose the related link.
2. Under Time and expense registry tab, in Extended description group, click Extended description enabled check field to enable feature.

Extended Description Rules

To enhance control over the content within extended descriptions, there are extended description rules. These rules provide options for handling prohibited content. You can choose to block the word or phrase altogether, issue a warning to the user, or require user confirmation before allowing the word or phrase.

To set the extended description rules

1. Choose the 🔎 icon, enter Extended description rules, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.

Standard Text

If you have texts or descriptions that you want to reuse when you are reporting time, you can use the standard text. Note that you must enable the extended description in the Progressus project setup before you start using the standard text in the time sheet. See here.

To set the standard text

1. Choose the 🔎 icon, enter Standard text codes, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. When you are ready, click on Extended description.
4. Fill in the fields as necessary. Hover over a field to read a short description.

To use standard texts in the description

1. Open the Timesheet or Time tracking entries page,
2. Click on Description field.
3. Click on three dots showed in the field.
4. Choose previously set Standard text.

Retention policies

To ensure optimal performance of our time tracking app, it is important to manage the storage of entries from various users. By default, the app is equipped with retention policies that automatically delete all entries older than two months.

If necessary, manual setup of retention policies can also be performed. To manually create retention policy, please follow the steps below:

Create retention policy for Time tracking entries

1. Choose the 🔎 icon, enter Retention policies, and then choose the related link.
2. Click on New to create.
3. Specify the table to which the retention policy applies, you can either enter in the field Table id 70230200 manually or use the dropdown menu to select the table from a list Time tracking table.
4. Fill in Retention period with period after which records will be deleted.
5. Check fields Apply to all records and Enabled to true.

Create retention policy for Detailed time tracking entries

1. Choose the 🔎 icon, enter Retention policies, and then choose the related link.
2. Click on New to create.

3 - Graph Connection

Configuring the Microsoft Graph Connection

The Microsoft Graph connection is needed for synchronizing calendar appointments, emails and Teams meetings. This data is used to create time tracking entries either directly or when using the Copilot feature to complete timesheets.

Create an Entra ID app registration

Before configuring the connection to Microsoft Graph in Business Central, an Entra ID app registration must be created. The app registration is used to authenticate and authorize the connection between Business Central and Microsoft Graph, it establishes a trust relationship between your app and the Microsoft identity platform.

Only users with sufficient permissions in Entra ID can create an app registration. Regular users typically do not have the necessary permissions to create app registrations. If you are unsure about your permissions, contact your Entra ID administrator.

Follow these steps to create the app registration:

1. Sign in to the Microsoft Entra admin center.
2. If you have access to multiple tenants, switch to the tenant in which you want to register the application.
3. Browse to Entra ID > App registrations and select New registration.
4. Enter a meaningful Name for your application, for example BC Pryme Time, it can be changed at any time.
5. Under Supported account types, specify who can use the application. We recommend you select Accounts in this organizational directory only.
6. Select Register to complete the app registration.
7. The application’s Overview page is displayed. Record the Application (client) ID, which uniquely identifies your application. You will need this ID later when configuring the connection in Business Central.
8. In the left navigation pane, select Certificates & secrets.
9. Under Client secrets, select New client secret.
10. Enter a description for the client secret, such as BC Pryme Time Secret, and select an expiration period that suits your needs.
11. Select Add to create the client secret.
12. After the client secret is created, copy the Value of the client secret. This value is only displayed once, so make sure to save it securely. You will need this value later when configuring the connection in Business Central.
13. In the left navigation pane, select API permissions.
14. Select Add a permission.
15. Select Microsoft Graph.
16. Select Application permissions.
17. In the search box, type Calendars.Read, select it from the list, and then select Add permissions.
18. Repeat the previous step to add the following permissions:
    • Mail.Read
    • CallRecords.Read.All
    • User.ReadBasic.All
19. After adding the permissions, select Grant admin consent for [Your Organization] to grant the permissions to the app.
20. Confirm the action when prompted.

To set up the Microsoft Graph connection in Business Central

1. Choose the 🔎 icon, enter Pryme Time Setup, and then select the related link.
2. In the Microsoft Graph Connection fast tab, fill in the fields as necessary:
   • Client ID: Enter the Application (client) ID you recorded earlier.
   • Client Secret: Enter the client secret value you copied earlier.

4 - Work types

Work types allow you to define and categorize the various types of work performed on tasks. Whether it’s billable work like DESIGN, CONSULTING, and TESTING, or non-billable activities such as TRAVEL and TRAINING, work types provide a flexible framework for tracking and organizing your tasks.

In addition to their general functionality, Pryme Time on PGS offers two distinct functionalities:

• Allowed Work types
• Default Work types

Allowed Work types

In certain scenarios, you may want to restrict which work types can be used for time entry on specific tasks. For example, a task may only allow time to be logged for DESIGN and TESTING activities. This can be achieved by configuring Work Type Sets.

Work Type Sets can be assigned to projects, tasks, or project templates. When a work type set is assigned only the work types in the set can be used for time entry on that project or task.

When a work type set is assigned to a project template, both the project and its tasks will automatically inherit the assigned work type set.

Define allowed Work types

1. Choose the 🔎 icon, enter Work type sets, and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. The Work Type Filter can be filled using the drill-down button and selecting one or more work types.

Once Work Type Sets are defined, you can assign them to tasks, projects, or project templates as needed.

Set allowed Work types on multiple existing projects

1. Choose the 🔎 icon, enter Work type sets, and then choose the related link.
2. Select the work type set to which you want to assign, and then choose the Update existing projects… action.
3. In the Filter page window, select filters to define the projects to which you want to assign the work type set, and then choose the OK button.

Set allowed Work types on a project template

1. Choose the 🔎 icon, enter Project templates, and then choose the related link.
2. Select the project template to which you want to assign a work type set, and then choose the Edit action.
3. Choose the Allowed Work type field, and then choose the work type set that you want to assign to the project template.

Set allowed Work types on a project

1. Choose the 🔎 icon, enter Project list, and then choose the related link.
2. Open the relevant project
3. Choose the Allowed Work type field, and then choose the work type set that you want to assign to the project.
4. If you want to assign the work type set to all existing tasks in the project, accept the prompt to update the tasks.

Set allowed Work types on a task

1. Choose the 🔎 icon, enter Project list, and then choose the related link.
2. Open the relevant project.
3. Select the task to which you want to assign a work type set, and then choose the Task card action from the Project menu in the project subform.
4. Choose the Allowed Work type field, and then choose the work type set that you want to assign to the task.

Default Work Types

In addition to restricting allowed work types, you can also specify a Default Work Type for a project or task. This work type will automatically appear in time entry for the task. For example, you may want to set TRAVEL as the default work type for a specific task.

Set the default Work type on a project

1. Choose the 🔎 icon, enter Project list, and then choose the related link.
2. Open the relevant project.
3. Choose the Default Work type field, and then choose the work type that you want to assign to the project.
4. If you want to assign the work type set to all existing tasks in the project, accept the prompt to update the tasks.

Set the default Work type on a task

1. Choose the 🔎 icon, enter Project list, and then choose the related link.
2. Open the relevant project.
3. Select the task to which you want to assign a default work type, and then choose the Task card action from the Project menu in the project subform.
4. Choose the Default Work type field, and then choose the work type that you want to assign to the task.

Set the default Work type on a project template

1. Choose the 🔎 icon, enter Project templates, and then choose the related link.
2. Select the project template to which you want to assign a defauly work type, and then choose the Edit action.
3. Choose the Default Work type field, and then choose the work type that you want to assign to the project template.

5 - Default Time entry task

In some lines of business, most time entries are typically linked to a single task within each project. By configuring a this task at the project level, users can skip selecting the task for the majority of their time entries.

When a default task is set, it is automatically populated in the task field whenever the project is selected in the timesheet or time tracking entries. This not only improves efficiency but also reduces the risk of errors and saves valuable time for users.

To set default time entry task on existing project

1. Choose the 🔎 icon, enter Project list, and then choose the related link.
2. Open the relevant project
3. Open Project card from the action bar.
4. Under Pemission section you can select Default Time entry task that you want to assign to the project.

To set default time entry task on a project template

1. Choose the 🔎 icon, enter Project templates, and then choose the related link.
2. Select the project template to which you want to assign a deafult task, and then choose the Edit action.
3. Choose the Default Time entry task field, and then choose the task that you want to assign to the project template.

6 - Timesheet reminders

The process of submitting timesheets involves the routine reporting and posting of expired ones. To assist with this, you can setup reminders that will periodically send an email to resources or managers. In Pryme Time on PGS we have three reminder emails:

Unsubmitted timesheets to Resources
This email allows the resource to review and submit the entries in the timesheet. The resource can also open the timesheet from the email to review and adjust the timesheet. Before the email is created, the timesheet can be updated with any necessary work assignments.

Unsubmitted timesheets to Managers
This email is a list of unsubmitted timesheets of your team members. This can help ensure that your timesheets are accurate and up-to-date and make the process of submitting them more efficient.

Unapproved timesheets to Managers
This email is sent to approvers (Project Managers, Line Managers, and Project Executives) when they have timesheets pending approval.
It lists all resources and periods where time entries are waiting for their approval, helping to ensure that all time is reviewed and approved before invoicing.

These reminders can be complemented with setting up reminder emails in Progressus

Basic setup for timesheet reminders

Before you get started working with your email reminders, there are a few decisions and steps that you should take to set up how the email will be sent. First, you have to set up both a recipient and a sender email account. For more information on how to do this, please see the instructions provided here.

Once these accounts are set up, the email scenario should be assigned to the sender account, and the recipient’s email address should be added to the resource. This will ensure that the emails are properly configured and delivered to the intended recipient. You also need to update the Timesheet configuration code where you set rules about the reminders.

Assign timesheet email scenario

1. Choose the 🔎 icon, enter Email accounts, and then choose the related link.
2. Select a relevant sender’s email address.
3. Navigate to the Email scenarios action.
4. Choose Assign scenarios action.
5. Select Timesheet workflow scenario.

Add email address to the resource

1. Choose the 🔎 icon, enter Resources, and then choose the related link.
2. Select a relevant resource.
3. Under Personal data tab, check that the resource has an email address in the E-Mail field.

Update the Timesheet configuration code

1. Choose the 🔎 icon, enter Timesheet configuration list, and then choose the related link.
2. Select a relevant configuration.
3. Under the Timesheet tab, you can define the reminder rules for both unsubmitted and unapproved timesheets.

For unsubmitted timesheets

Use the fields Timesheet reminder LM1 and Timesheet reminder LM2 to set how reminders will be sent to line managers:

• None – nothing will be sent to the line manager.
• Summary – a summary of resources and the periods they have not submitted will be sent.
• Individual – one email per resource and period that has not been submitted will be sent.

For unapproved timesheets

Enable the field Email alert on not approved.
When this option is turned on, approvers (Project Managers, Line Managers, and Project Executives) will receive automatic reminders about timesheets that are waiting for their approval.

Run reports on schedule

You can easily schedule email reminders to run at regular intervals. With a single click, all settings are automatically configured, with the option to review and customize the job queue as needed.

1. Choose the 🔎 icon, enter Pryme Time Setup, and then choose the related link.
2. In the action menu, under Schedule Reminders group, choose action for desired email reminder; for resources or/and managers.
3. Configure the emails for resources/managers, or unapproved timesheets.
4. Enable the job queue.

You can also, set reminder manually, in standard Business Central. Learn more on scheduling a report to run.

Configure the email for resources

1. Enter the report Email timesheet reminder as a new entry on the Job queue entries.
2. Under Report parameters set the Report request page options as below:
   • Choose the Resource that will be recipient of the email. If empty, an email will be sent to each of the resources for their own timesheet.
   • Choose Update with Work assignments if update of the timesheet is necessary before sending.
   • Select the Language if it’s needed an email to be translated to different language than system language.

Configure the email for managers

1. Enter Email timesheet reminder to Managers as a new entry on the Job queue entries.
2. Under Report parameters set the Report request page options as below:
   • Select the Language if it’s needed an email to be translated to different language than system language.
   • Set Pre-end period reminder days to set the number of days before the end of the current time period for sending the reminder email, including the current period.

Configure the email for unapproved timesheets

1. Enter Email Approvers Reminder as a new entry on the Job queue entries.
2. You don’t need to set any report parameters. The report automatically detects all approvers (Project Managers, Line Managers, and Project Executives) who have time entries pending approval.
3. Set the report recurrence and other settings per the standard instructions specified here.

7 - Departments, Resource planning

Department Code is used to classify the resources, for better planing of resource and project management. When doing Resource analysis, the department filter helps retrieve and analyze the resources belonging to a certain department.

Departments

It is important to create the departments, for the resources to be classified.

1. Choose the 🔎 icon, enter Departments, and then choose the related link.
2. Specify the new department Code and related Description.
3. You can create as many department codes as necessary.

Department Code on Resource Card

To determine which department a resource belongs too, the Department code is set on Resource Card.

1. Choose the 🔎 icon, enter Resources, and then choose the related link.
2. Select the resource and open Resource card.
3. Under General fast tab, select the Department code the resource belongs to.