Contextual Help - Weekly View (Time Sheets Approval)

The Weekly View window displays all work weeks for the current project. By default, this window displays weeks with submitted items. To see more weeks, use the search bar.

The Weekly View window has 5 parts: the title bar, navigation tabs, the search bar, the work items table, and the approval bar

  • The title bar tells you where you are in AceProject. At the end of the title bar you will find a link to contextual help. The title bar will also display your total number of weeks corresponding to your criteria. 
  • The Navigation Tabs help you toggle between the "Weekly View" and the "Work Items View".
    • The Weekly View shows you each user's time, week by week. If a user has several work items for one week, it will be specified in the Work Items column. This is useful to save time on work item approval: you can approve a whole week without having to approve each item independently.
    • The Work Items View shows each work item separately. This is helpful to gain a detailed understanding of a user's work for that project. You can then approve or reject each work item individually.
  • The search bar lets you select which work items to display, much like a filter. Simply choose the user, task status and week, then click Apply Filter. You can select several filters at once.
  • The Weeks table displays all user/weeks for the project with some data about them. 
    • Click on a week to open this user's work items for that time period. 
    • Check weeks to select which ones will change status, then click on one of the approval buttons. 
    • If the user has entered comments about this week, you can see it by positioning your mouse pointer over the Note icon: .
    • By default this window will show all weeks, with the most recent ones at the top of the list. 
    • You can sort the table by clicking on underlined column headers: click once to sort in ascending order and twice to sort in descending order. 
    • Once a week's time is approved, the user can only access it in read-only mode. 
  • The Approval bar lets you change the approval status of one or several selected items.
    • Time sheets' status can be "In progress", "Submitted", "Approved" or "Rejected": 
      • "In Progress" means it is not submitted it for approval. 
      • "Submitted" means the time sheet has not been approved or rejected, it is waiting to be processed.
      • "Approved" means the time sheet has been accepted. 
      • "Rejected" means the hours were not accepted. 
    • Check the items to change.
    • Choose the new status in the drop-down list.
    • Write a custom message if necessary.
    • Check the Send email notification checkbox to notify the user by email. The message will contain information about the approved or rejected items, as well as the custom message.
    • Click "Apply".  
    • When work items change status, the system re-computes de related task' actual hours figure. Actual hours corresponds to the number of hours filled in the time sheets for a specific task. This only includes time sheet items with in progress, submitted and approved status. Rejected time is not included in the computation.
     

What is this page for?
The Weekly View page is used by project managers and users with time approval rights to approve or reject weekly time entered by users for their project. 

What is the difference between approval statuses?
Time sheets can be "In progress", "Submitted", "Approved" or "Rejected": 

  • "In Progress" means it is not submitted it for approval. 
  • "Submitted" means the time sheet has not been approved or rejected, it is waiting to be processed.
  • "Approved" means the time sheet has been accepted. 
  • "Rejected" means the hours were not accepted. 

Who can approve weekly time sheets or work items?
Administrators, project managers and users with time approval access can approve or reject work items for a project. 

How do I approve only one user's weekly time?
To approve a user's weekly time more efficiently, you can filter all weeks to display only those of this specific user. To do so, in the search bar, select the user's name, then click
"Apply Filter". The "Weekly View" tab will display only this user's weeks. Select the weeks you want to approve, choose the status from the drop-down list, then click on "Apply".  

How do I delete a work item?
Project managers, administrators and time approval users cannot delete work items. Only the user who has created the work item can delete it from his/her time sheet. To delete the work item, the user has to open it in his/her time sheet by clicking on the
"My Office" tab, then on the "My Time sheets" link on the left panel.

 

 


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