How do I report on timesheet details like time entry notes?

Question

How do I report on timesheet details like notes?

Answer

Background

Pacific Timesheet allows you to capture details with time entries such as notes, picklist values, currency values and various other date. To report these time entry details data you will use the Timesheet Details report template.

Key Note:
A key concept to keep in mind is that the Timesheet Details reports first and foremost report on individual time entries, listing their data out with a report record for time entry. You cannot report on individual time entries or their details using any Timesheet Summary reports, which are designed to summarize time entry data over a date range only. However, for numeric-based fields within a time entry, e.g., time entry hours, bill amounts, pay amounts, currency amounts, etc., you can add subtotals to a Timesheet Details report to allow you to summarize numeric time entry details data.

Reporting on Time Entry Notes

1. Navigate to the Reports tab.
2. Scroll down to the Timesheet Reports section.
3. This section includes various report templates that you can customize to save a new custom report.
4. On the reporting row named "Timesheet Details - detailed listing of timesheet entries," on the right of the row, click on the Plus (+) button. 
5. The system will create an editable Timesheet Details report with a default template.
6. Note that the report by default includes a field named Time Entry.Notes with the label "Description." This field displays the time entry notes entered into timesheets in a report column.
7. You can modify the field label to "Notes" or "Comments", and set labels for other report columns in the report. Note that the default column labels use database labels, not necessarily your own terminology. You can customize these labels to whatever you need.
8. Set your publishing options, customize the report title, perhaps a preset date range and other properties, and save. Learn more on how to use these report settings.
9. You will now have a Timesheet Details report in your My Reports section of the Reports tab.         

Reporting on Time Entry custom fields

Pacific allows you setup a variety of time entry custom fields to standardize coding notes into more easily filter and summarize time entry data. These fields can include useful "Reason" codes for leave time entries, or picklist values that when selected categorize time entries for filtered or summarized reporting.

Sample Key Use Cases

• Reason: this field might include five list values for an employee absence. 
• Delay Reason: list values for why work was delayed for a task.
• Issue: list values that flag certain issues be handled to complete a task.

Additional setup options

Assuming you have already created additional time entry custom fields, when setting up a Timesheet Details report, here are some additional options:

1. You can modify the Report Columns by clicking on the Plus (+) button
2. Then search through the pick list to the right of available field for this report type.
3. Click on the fields you want to add to the report. These might include  created pick list, numeric or other time entry custom fields. 
4. You can also add object field data, e.g. employee first day, project finish date, etc.  
5. When done adding fields, click on fields and use the up down arrows to place them into the order you need. Remembering that the fields will render where top to bottom are left to right on your reporting output.  

Using Subtotal Columns

You can also add Subtotals to a timesheet details report

1. While in still in edit mode, scroll down to Subtotal Columns
2. You can add fields to subtotal your time entries records to reorganize and minor your data  
3. For example, for "Issue" or "Location" pick list, you can set a subtotal by Issue value and save the report
4. The report output will reorganize time entries records, displaying them with subtotaled sections that subtotal all numerical data (e.g., hours, bill amounts, etc.).