Setup and configuration

• 1: Basic setup
• 2: Work types
• 3: Default Time entry task
• 4: Departments, Resource planning

1 - Basic setup

pryme Time setup

In the pryme Time setup you do the basic settings for pryme Time. 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

To use the tracking functionality in the pryme Time, it is essential to enable tracking after installing the app. Without enabling this setting, you will have access to all other functionalities except for time tracking.

The rounding method is used to convert the time duration to quantity when you track time in the timesheet. It’s suitable for billing service hours. You can set your own rule for rounding method according to your needs.

1. Choose the 🔎 icon, enter Rounding methods , and then choose the related link.
2. Fill in the fields as necessary. Hover over a field to read a short description.
3. Choose the 🔎 icon, enter pryme Time setup , and then choose the related link.
4. In the Rounding method field set previously defined rounding method for converting hours to a quantity.

Calender 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 determine how finely this period is sliced, creating a tailored view of your schedule.
• Ingrement 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.

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 expections, users ensure accurate highlighting of their schedules, fostering effective time management. For this purpose you have Norm Working Hours. The resource gets their Normtime from the Timesheet configuration code on the resource card.

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

Email timesheet reminder

The process of submitting timesheets involves the routine reporting and posting of expired ones. To assist with this, you can set up a reminder that will periodically send an email with a report of your timesheet or timesheets of manager’s team members. This email allows you to review the entries, submit it, and update the timesheet with any necessary work assignments before the email is being received or track unsubmitted timesheet of team memebers. This can help ensure that your timesheets are accurate and up-to-date and make the process of submitting them more efficient.

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.

To 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.

Email timesheet reminder for individuals

Run reports on schedule

Set the reports below to run on a recurring schedule. Learn more on scheduling a report to run.

To assign 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, in the E-Mail field fill in previously set recipient’s email address.

To set email timesheet reminder

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, a mail 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 a mail to be translated to different language then system language.
3. Set the report recurrence and other settings per the instructions specified here.

Email timesheet reminder for managers

Managers sometimes need to know who in their team has not submitted their timesheets so that they can help to get them submitted. An email with details for those who have not submitted their timesheets on time can help with that. The summary email provides a list of team members under a specific manager who have unsubmitted timesheets by the due date.

To assign timesheet reminders to the managers

1. Choose the 🔎 icon, enter Timesheet configuration list, and then choose the related link.
2. Select a relevant configuration.
3. Under Timesheet tab, in the Timesheet reminder LM1 and Timesheet reminder LM2 field choose which manager should recevie reminders.

• None - nothing will be sent to Line Manager
• Summary - a summary of the resources and what periods they have not submitted will be sent
• Individual - one email per resources and what periods they have not submitted will be sent

To set email timesheet reminder

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:
   • Choose the Resource that you will send the reminders for. If empty, it processes all the resources.
   • Select the Language if it’s needed a mail to be translated to different language then 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.
3. Set the report recurrence and other settings per the instructions specified here.

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 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 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. Specify the table to which the retention policy applies, you can either enter in the field Table id 70230201 manually or use the dropdown menu to select the table from a list Detailed 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.

Permissions

To ensure efficient usage and access control, there are two distinct permission sets: pryme Time admin and Time tracking user.

pryme Time Admin has elevated privileges, including access to the pryme Time Setup, the ability to run the email reminder flow, and the authority to modify work type sets.

2 - 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 offers two distinct functionalities:

• Allowed Work types
• Default Work types

Allowed Work types

For certain tasks, you may want to limit the work types that can be used in time entry. For example, you may want to limit the work types for a task to DESIGN and TESTING. You can do this by setting up work type sets. The work type sets are then assigned to tasks. When you assign a work type set to a task, only the work types in the work type set can be used in time entry for that task.

The allowed work types can also be defined on the project level. If a work type set is assigned to a project, the work types in the work type set are available for all tasks in the project. If a work type set is assigned to a task, the work types in the work type set are available only for that task.

A project template can also have a work type set assigned to it. If a work type set is assigned to a project template, the work types in the work type set are available for all tasks in the project that is created from the project template.

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.

After you set up the work type sets, you assign them to tasks. Optionally, assign work type sets to projects and project templates.

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

For certain tasks, you may want to specify a work types that will appear in time entry by default. For example, you may want to specify the work type for a task to TRAVEL. You can do this by setting up default work types. The default work types are then assigned to tasks. When you assign a default work type to a task, the work type will appear in time entry for that 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.

3 - Default Time entry task

In some lines of business, the majority of time entries are typically associated with a single task per project. By defining this task on the project, the users can skip selecting the task for most time entries, thus saving time. In addition to their general functionality, pryme Time offers Default Time entries task functionality. Once a default task is configured for a project, it automatically populates the task field whenever the project is selected in the timesheet or Time tracking entries, enhancing efficiency and eliminating the need for manual task selection.

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.

4 - 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.