This guide is to explain how the time tracking feature works and the various features that can be used to assist in the tracking of time under a specific project/ activity.
What is Time Tracking?
Time tracking is a feature which can be enabled, by request, in a domain and is controlled by a feature flag. Once turned on, the time tracking feature can be configured into specific workflow tasks as required including form tasks, approval tasks and upload tasks. The feature allows users to track real-time spent on tasks, this data can then be analysed by organisations and reported on.
Time tracking can be initiated by selecting the play button on the task page adjacent to the task the user is completing, for example in the image below. Once the play button has been selected, the task will start accruing time.
Users are also able to enter the task and select the Play button within the task, they can enter the task whilst the time tracking feature is running and time accrued can be seen on the task page and within the task whilst the task is active.
Completing the task ends the time tracking for the task.
Note - where tasks are assigned to a role, users are required to use the 'take it' function before being able to select the play button. The play button is grey when the user is unable to select it and turns blue when available.
Viewing Time Tracking
The time accrued on tasks which have a time tracking activated will be displayed on the project task page, the Task itself and on the Activity Summary Page. You can see how much time has been spent on a completed or running task, and if a task has multiple assignees, you can identify how much time has been taken by each assignee.
Adjusting Time Tracking:
Users with access are able to adjust the time spent on a task by accessing the specific task in the workflow, clicking on the 3 dots in the Actions column and selecting 'Adjust Time' from the popup menu as seen in the image below:
This will open a pop-up form where the user can update the time by adding in the total hours and minutes and a reason for editing the time:
The 'Time Spent' column will update to the new time and show in blue with an edit icon. hovering over the icon will show the amended details including who made the amendment, the organisation, the date updated and the reason:
To view the Time Tracking audit log for any changes, go into the Actions for the task and select 'Time Audit'. This will display a pop-up showing the original allocated time tracked against the task if available and any additional changes which have subsequently been made.
If you would like to use the Time Tracking feature in your organisation, please contact the Professional Services team. This allows users to more effectively track their total time spent working on a project.
Users with the correct permission have the ability to manually log additional time spent out-of-system for tasks such as pre-production meetings.
To do this, simply go to the 'Tasks' tab of the activity that you wish to track time spent against and click on the 3-dot context menu in the 'Actions' column for any running or completed task.
An option named 'Add Time' will appear and clicking on this will present the user with a modal where they can fill in details about the time spent. Time Spent is allocated per Assignee.
- Time will automatically stop tracking once a task is completed.
- You can decide which tasks in your workflows you want to track real-time against.
- To adjust the time in the task actions, a user must be assigned a time tracking security role.