Working with descriptions

Learn how to improve your descriptions in the time sheet

  4 minute read  

Improve Descriptions

Clear, detailed and professional descriptions on invoices are essential for effective client communication and minimizing misunderstandings. However, descriptions from time tracking entries** and time entries often appear on invoices without sufficient refinement, potentially leading to confusion.

To address this, Copilot has been introduced to rewrite descriptions, making them concise, easy to understand and aligned with business standards. This ensures that the descriptions presented on invoices are both professional and meaningful, improving the overall approval and invoicing process.

In the Pryme Time setup you define specific Copilot commands to refine the text. These commands should:

  • Use clear and precise wording
  • Ensure grammatical accuracy
  • Follow a structured format
  • Remove redundant or unnecessary details

For more details on Copilot and Business Central, visit.

Benefits

This feature enables users to request Copilot’s assistance in rewriting descriptions for time tracking entries, time entries and invoice suggestion lines. It provides suggestions to:

  • Improved Clarity: Ensures descriptions are concise and well-structured.
  • Consistency: Maintains a uniform writing style across all entries.
  • Professional Tone: Enhances readability and adherence to corporate communication standards.

To run Improve descriptions copilot

  1. Open the Time Tracking Entries, Timesheet, or Invoice Suggestion page.
  2. In the action menu, under the AI action group, select Improve Descriptions.
  3. Copilot will analyze and suggest improved descriptions
  4. Review the suggested descriptions and modify them if needed.
  5. Click Keep Changes to apply the refined descriptions

Example Use Case

A user creates a time tracking entry with a lengthy or unclear description. Before finalizing the invoice, they select Improve Descriptions in Copilot. The tool generates a refined version that is clear and professional. The user reviews the suggestion and applies the changes.

Extended description

The Extended descriptions feature allows users to enter more detailed explanations for time entries. By default, the description field has a character limit of 100 characters. However, with this feature enabled, up to 2,000 characters can be entered.

Once enabled, the following features can be used when reporting time:

  • Standard text
  • Extended description rules

These features help maintain consistency and professionalism in time entry descriptions.

For details on enabling Extended descriptions, see Basic Setup.

Extended Description Rules

To maintain professionalism and appropriateness, Extended description rules allow the management of specific words or phrases.

In the set up you configure the rules:

  • Block certain words or phrases (highlighted in red).
  • Display a Warning when certain words or phrases are used (highlighted in blue).
  • Require Confirmation before submitting the description (highlighted in yellow).

How It Works

  1. When using the Extended description field, words and phrases found in the Extended description rules are highlighted in different colors. Note: The Description field does not support highlighting.
  2. When leaving the Extended description or Description field, the text is checked against the Extended description rules.
  3. If a blocked word is detected, a pop-up window appears showing the blocked word.
  4. After confirming the pop-up, a new page opens where the flagged words or phrases are highlighted in different colors.
  5. Edit the blocked words and update any necessary text.
  6. When leaving the page, approve and confirm any words found in the Extended description rules.

Standard Text

In the context of time tracking, predefined descriptions refer to a set of Standard text entries that users can select from a list when logging their time. This feature enhances consistency and efficiency in time entry, allowing users to quickly choose a description that accurately reflects the work performed without needing to type it out each time.

Benefits of Predefined Descriptions

  • Time Efficiency: Users can select a predefined description from a list, saving time and effort.
  • Consistency: Predefined descriptions ensure consistency in time entries, making it easier to track and categorize work activities.
  • Accuracy: Users can choose descriptions that best reflect the work performed, reducing the risk of errors in time tracking.

How it works

  1. Navigate to the Description field.
  2. Click on the ellipsis (…) button on the right-hand side of the field.
  3. Select the desired Standard texts to insert it into the Description field.
  4. Edit the inserted text if necessary.