Tips and Troubleshooting https://help.smartsheet.com/ en Unlock a time or expense report https://help.smartsheet.com/articles/2480941-unlock-a-timesheet <span class="field field--name-title field--type-string field--label-hidden">Unlock a time or expense report</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Unlock an approved time report to edit it.</p> <blockquote> <h4>What happens when you unlock a time or expense report?</h4> <p>The app tags the entry you unlocked as <strong>Pending Approval</strong>. Then, once you’re done editing the entry, it’ll show <strong>Resubmit for approval</strong>. </p> </blockquote> <h4>Who can unlock time reports?</h4> <p>Only these users can unlock time and expense reports:</p> <ul> <li><strong>Admins:</strong> They can always unlock time and expense reports. </li> <li><strong>Approvers:</strong> They can unlock time and expense reports only if the Admin allowed them to</li> </ul> <h3>To unlock a time or expense report</h3> <p><span class="note">Make sure you’ve <a href="https://help.smartsheet.com/articles/2481046-turn-on-approvals-in-account-settings">enabled approvals for time entries</a>. If you don’t enable time-entry approvals, you won’t see the Approvals tab in your profile page.</span></p> <ol> <li>To go to your profile page, in the menu bar, select your name.</li> <li>Go to <strong>Approvals </strong>&gt; <strong>Approver View</strong>. </li> <li>In the <strong>Approval Status</strong> list, select <strong>Approved</strong>. </li> <li>Optional: In the <strong>Time Frame</strong> list, select the timeline of the time report you want to unlock: <ul> <li><strong>This Year</strong></li> <li><strong>This Quarter</strong></li> <li><strong>This Month</strong></li> <li><strong>This Week</strong></li> <li><strong>Last Quarter</strong></li> <li><strong>Last Month</strong></li> <li><strong>Last Week</strong></li> <li><strong>Last 30 Days</strong></li> <li><strong>Custom Date Range:</strong> Choose the start and end dates to look at a specific timeline</li> </ul> </li> <li>In the <strong>People </strong>list, select a person or people. After selecting a person(s), you’ll see their time in the approver view.</li> <li>Go to the time report you want to unlock, and then select <strong>Unlock</strong>.<br /> <img alt="A screen showing the Approver view" data-entity-type="file" data-entity-uuid="1789f129-5cde-497c-bfa0-00d64296b186" height="502" src="/sites/default/files/inline-images/3166%20Approver%20view.PNG" width="1118" loading="lazy" /></li> </ol> <h3 style="line-height:1.38; margin-top:21px; margin-bottom:13px">To enable an approver to unlock time and expense reports</h3> <p>If you’re an Admin and you want to allow an approver to unlock time and expense reports, follow these steps:</p> <ol> <li aria-level="1">In the menu bar, select <strong>Settings </strong>&gt; <strong>Account Settings</strong>.</li> <li aria-level="1">In the <strong>Approval Workflow</strong> section of Account Settings, select <strong>Allow approver to unlock time and expenses</strong>.</li> </ol> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 12:03</span> Mon, 27 Jan 2020 20:03:07 +0000 max.furukawa 2480941 at https://help.smartsheet.com Track Time Off or Leave https://help.smartsheet.com/articles/2480936-track-time-off-or-leave <span class="field field--name-title field--type-string field--label-hidden">Track Time Off or Leave</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Organizations typically have an approval process to check a person's leave balance before scheduling their time off.</p> <p><meta charset="utf-8" /></p> <p dir="ltr">You can set up an internal project to see your team’s vacation time taken versus how much time off they're allowed to take .</p> <h4 dir="ltr">To set up an internal project for leave planning:</h4> <ol> <li dir="ltr"> <p dir="ltr" role="presentation">Create an <a href="/articles/2481171">internal</a> project to represent the vacation time for the year, for example "Vacation 2020".</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Set the start and end dates of the project to run the duration of the year (January 1st to December 31st).</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Create <a href="/articles/2481191">a phase for each person</a> that runs the duration of the year.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">In Project Settings, set a time budget (in hours or days) per phase to represent each person's allowed vacation time in 2020.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">When a person takes vacation, assign them to the phase that corresponds with their name on this project. </p> </li> </ol> <p dir="ltr">Now, you can create a Time report, grouped by Phase Name and then by Team Member, to see remaining vacation time for each person.</p> <p dir="ltr"><img alt="Internal PTO project" data-entity-type="file" data-entity-uuid="6019665e-1d57-4aba-8b96-c73bd16c5738" src="/sites/default/files/inline-images/internal-pto-project.jpg" width="1440" height="829" loading="lazy" /><img alt="Internal PTO project report" data-entity-type="file" data-entity-uuid="e5351ee6-77ae-48f8-871e-a0fbf48c06ba" src="/sites/default/files/inline-images/internal-pto-project-report.jpg" width="1440" height="399" loading="lazy" /></p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 11:58</span> Mon, 27 Jan 2020 19:58:23 +0000 max.furukawa 2480936 at https://help.smartsheet.com Track Non-Billable Time https://help.smartsheet.com/articles/2480931-track-non-billable-time <span class="field field--name-title field--type-string field--label-hidden">Track Non-Billable Time</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p dir="ltr">The goal of Resource Management is to show you how long work actually takes.</p> <p dir="ltr">At times, you may need to record hours without some of those hours impacting the fee budget. To track non-billable hours, create a non-billable phase you can schedule people on, or have your team ad-hoc select to track those hours.</p> <h4 dir="ltr">To track non-billable time on projects:</h4> <ol dir="ltr"> <li role="presentation">On the<strong> Project Schedule</strong> or <strong>Worklist</strong>, create a phase called Non-billable. It should span the duration of the project.</li> <li role="presentation">Click on the <a href="/articles/2481151">phase name on the project Worklist</a>, then select <strong>Edit Phase Settings</strong>.</li> <li role="presentation">On the <strong>Phase Settings</strong> page, choose<strong> Set different bill rates for this phase</strong>.</li> <li role="presentation">Update <a href="/articles/2480806">everyone’s bill rate to $0</a>.</li> </ol> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 11:54</span> Mon, 27 Jan 2020 19:54:56 +0000 max.furukawa 2480931 at https://help.smartsheet.com Remove Suggested Time Entries https://help.smartsheet.com/articles/2480926-remove-suggested-time-entries <span class="field field--name-title field--type-string field--label-hidden">Remove Suggested Time Entries</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Suggested hours on timesheets show your team their <a href="/articles/2481041">budget of time for the week</a>; they should try to work according to the plan. The suggested entries help the team understand expectations for how much time they'll spend on their assignments.</p> <p><meta charset="utf-8" /></p> <p dir="ltr">Some teams find the plan is different from the actual hours worked. Use <strong>Clear Suggestions</strong> to start from a blank time card each week.</p> <p dir="ltr"><span class="note">It is not possible to turn off time suggestions for all users in your account.</span></p> <p dir="ltr"><img alt="Clear suggestions" data-entity-type="file" data-entity-uuid="b8846007-ce94-458f-aa2b-e1879f46c586" src="/sites/default/files/inline-images/clear-suggestions.png" width="1076" height="361" loading="lazy" /></p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 11:50</span> Mon, 27 Jan 2020 19:50:03 +0000 max.furukawa 2480926 at https://help.smartsheet.com Generate a Log for Troubleshooting https://help.smartsheet.com/articles/2480921-generate-a-log-for-troubleshooting <span class="field field--name-title field--type-string field--label-hidden">Generate a Log for Troubleshooting</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>When troubleshooting complex issues, Resource Management support sometimes needs a deeper level of information than a screenshot or description of the problem. To figure out what’s causing your experience to be slower than expected, we may request that you record a HAR file (a log of network requests) while the issue is occurring and send it to us for further analysis.</p> <h2>Generate a HAR File</h2> <h3>Chrome</h3> <ol> <li>Bring up the developer tools using one of these methods: <ul> <li>Using Keyboard Shortcut (⌘⌥i on OS X, Ctrl + Shift + i on Linux, F12 on Windows)</li> </ul> <ul> <li>From Chrome Menu at the top-right of your browser window, select More Tools &gt; Developer Tools.</li> </ul> </li> <li>Navigate to the Network tab on the Development Tool</li> <li>Check Preserve Log option <em>only if you are doing an action that brings you to a different page</em>.</li> <li>Refresh the page to start capturing the traffic between the browser and our servers. <ul> <li>Please capture a full page load so we can see the requests made prior to the problem we're analyzing.</li> </ul> </li> <li>Complete the steps that trigger or demonstrate your issue.</li> <li>Right Click in the area where the network records are shown and select Save as HAR with content and save the file</li> </ol> <p>HAR files can contain sensitive information. Before sending the HAR file to Resource Management, remove/censor any sensitive information using a text editor (i.e. remove passwords, secrets, user info, project names, etc). To censor this information remove the section of text contained within quotation marks after the identifier “text”.</p> <p>When you send us the HAR file, include a quick description of the actions you took when the issue occurred.</p> <h3>Firefox</h3> <ol> <li>Go to Tools &gt; Web Developer &gt; Network</li> <li>Check Persist Logs option <em>only if you are doing an action that brings you to a different page</em>.</li> <li>Refresh the page to start capturing the traffic between the browser and our servers. <ul> <li>Please capture a full page load so we can see the requests made prior to the problem we're analyzing.</li> </ul> </li> <li>Complete the steps that trigger or demonstrate your issue.</li> <li>Click the HAR dropdown on the far right of the tool and select Save all as HAR and save the file</li> </ol> <p>HAR files can contain sensitive information. Before sending the HAR file to Resource Management, remove/censor any sensitive information using a text editor (i.e. remove passwords, secrets, user info, project names, etc). To censor this information remove the section of text contained within quotation marks after the identifier “text”.</p> <p>When you send us the HAR file, include a quick description of the actions you took when the issue occurred.</p> <h3>Internet Explorer</h3> <ol> <li>Right-click on the page and select Inspect element</li> <li>Go to the Network tab</li> <li>Refresh the page to start capturing the traffic between the browser and our servers.</li> <li>Please capture a full page load so we can see the requests made prior to the problem we're analyzing.</li> <li>Complete the steps that trigger or demonstrate your issue.</li> <li>Click on Export as HAR (Floppy button next to the stop button on the Developer Tools) followed by Save As... to save the HAR file.</li> </ol> <p>HAR files can contain sensitive information. Before sending the HAR file to Resource Management, remove/censor any sensitive information using a text editor (i.e. remove passwords, secrets, user info, project names, etc). To censor this information remove the section of text contained within quotation marks after the identifier “text”.</p> <p>When you send us the HAR file, include a quick description of the actions you took when the issue occurred.</p> <h3>Microsoft Edge</h3> <ol> <li>Go to Developer tools using the F12 keyboard shortcut or right-click and then click Inspect element</li> <li>Refresh the page to start capturing the traffic between the browser and our servers. <ul> <li>Please capture a full page load so we can see the requests made prior to the problem we're analyzing.</li> </ul> </li> <li>Complete the steps that trigger or demonstrate your issue.</li> <li>Click on Export as HAR (Floppy button next to the stop button on the Developer Tools) followed by Save As... to save the HAR file.</li> </ol> <p>HAR files can contain sensitive information. Before sending the HAR file to Resource Management, remove/censor any sensitive information using a text editor (i.e. remove passwords, secrets, user info, project names, etc). To censor this information remove the section of text contained within quotation marks after the identifier “text”.</p> <p>When you send us the HAR file, include a quick description of the actions you took when the issue occurred.</p> <h3>Safari</h3> <p>Safari hides the developer menu from users by default, so to get the HAR file you will need to allow the Develop menu to show in the menu bar. If you don’t want to do this, we recommend using the tools in Chrome.</p> <ol> <li>If you don’t see the Develop menu in the menu bar, choose Safari &gt; Preferences, click Advanced, then select “Show Develop menu in menu bar.”</li> <li>Use Keyboard Shortcut (⌘⌥i on OS X) to open the console</li> <li>Navigate to the Network tab</li> <li>Check Preserve Log option if you are doing an action that brings you to a different page.</li> <li>Complete the steps that trigger or demonstrate your issue.</li> <li>Click on the Export button and save the file</li> </ol> <p>HAR files can contain sensitive information. Before sending the HAR file to Resource Management, remove/censor any sensitive information using a text editor (i.e. remove passwords, secrets, user info, project names, etc). To censor this information remove the section of text contained within quotation marks after the identifier “text”.</p> <p>When you send us the HAR file, include a quick description of the actions you took when the issue occurred.​</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 11:43</span> Mon, 27 Jan 2020 19:43:59 +0000 max.furukawa 2480921 at https://help.smartsheet.com Create a Report for Incomplete Timesheets https://help.smartsheet.com/articles/2480916-create-report-for-incomplete-timesheets <span class="field field--name-title field--type-string field--label-hidden">Create a Report for Incomplete Timesheets</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Time has different states in Resource Management. Time can be:</p> <ul> <li><strong>Suggested or unconfirmed</strong>: Time scheduled but not submitted; the person has not entered scheduled time into timesheets. </li> <li><strong>Confirmed</strong>: Time entered into timesheets.</li> </ul> <p>In reports, you can see time in either or both states.</p> <p>To see a report for people who have not updated their timesheets, review <strong>Unconfirmed</strong> time for the week. To see who has updated their time sheets, review <strong>Confirmed </strong>hours.</p> <h4><strong>To find people who haven't updated their timesheets:</strong></h4> <p>On the top of the screen, click <strong>Analytics </strong>and use the following settings to create your report. </p> <ul> <li><strong>View</strong>: Time and Fees (hours)</li> <li><strong>Time Frame</strong>: This week (or whatever duration is desired)</li> <li><strong>First Group by: </strong>Team Member</li> <li><strong>Then Group by:</strong> Project</li> <li><strong>Show:</strong> Time Entry Type: Unconfirmed</li> </ul> <p>Click <strong>Save this report</strong> so you can access it whenever you need it.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 11:38</span> Mon, 27 Jan 2020 19:38:51 +0000 max.furukawa 2480916 at https://help.smartsheet.com Confirm or Adjust Time for Other People https://help.smartsheet.com/articles/2480911-confirm-or-adjust-time-for-other-people <span class="field field--name-title field--type-string field--label-hidden">Confirm or Adjust Time for Other People</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Administrators and Project Managers can track time for other people in Resource Management, so long as those people have been<a href="/articles/2480811"> invited</a> and have a licensed seat.</p> <p><meta charset="utf-8" /></p> <h3 dir="ltr">How to track time for other people:</h3> <ol dir="ltr"> <li role="presentation">From your company page, go to the profile of the person you want to track time for. Or, search for the person using the search bar (upper right). </li> <li role="presentation">On the profile page, click<strong> Time &amp; Expenses &gt; Time Tracking.</strong></li> <li role="presentation">Enter your changes and then click <strong>Submit for Approval. </strong></li> </ol> <p dir="ltr">If you are an<a href="/articles/2480841"> Administrator or Project Manager</a> in your account and nothing happens when you click on timesheet, that person is most-likely not a licensed user. If they are a Managed Resource, you cannot track time on their behalf. </p> <p dir="ltr">Visit<strong> Account Settings</strong> &gt; <strong>People </strong>to see a list of your Licensed Users and Managed Resources.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 11:32</span> Mon, 27 Jan 2020 19:32:08 +0000 max.furukawa 2480911 at https://help.smartsheet.com Bulk Approve Billed Hours https://help.smartsheet.com/articles/2480906-bulk-approve-billed-hours <span class="field field--name-title field--type-string field--label-hidden">Bulk Approve Billed Hours</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p dir="ltr">After your team bills their hours, use <strong><a href="https://help.smartsheet.com/articles/2481046">Bulk Approve</a></strong> in <strong>Account Settings</strong> to lock all time entries up to and including a particular date.</p> <p>Only Admins can perform this task.</p> <p><span class="warning">Warning: Bulk Approval can not be undone.  </span></p> <h3>To bulk approve billed hours and/or expenses:</h3> <ol> <li aria-level="1">In <strong>Account Settings</strong>, scroll down to <strong>Approval Workflow </strong>and then click <strong>Bulk Approve</strong>. </li> <li aria-level="1">Click<strong> Save and Continue</strong>. </li> <li aria-level="1">Select the items you want to approve, hours, expenses, or both. </li> <li aria-level="1">Select the date at which you want to lock and bulk approve all hours or expenses. </li> <li aria-level="1"><strong>Double check your entries</strong>; you can not undo Bulk Approve. When you’re sure you have the settings right, click <strong>Bulk Approve</strong>.This locks all entries; your team will not be able to make any more changes.</li> </ol> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 01/27/2020 - 11:25</span> Mon, 27 Jan 2020 19:25:09 +0000 max.furukawa 2480906 at https://help.smartsheet.com