Support & Documentation

User Guide

Staff Output Report

Section Contents

• • Report Description
  • Generate Staff Output Report (HTML Format)
  • Export Report Data in CSV Format

Report Description

Staff Output report provides you with information on who, when, on which tasks, and how much time has reported. Staff Output report helps you monitor personal time expenses in everyday work.

Information presented in the report includes:

• Summary data on users' leave time

  When option 'Enable leave time tracking' is not selected in the system settings, information on leave time is hidden in the report (see also section Adjust General System Settings).

• Information on hours worked grouped according the selected grouping options.

  The available grouping options are:

  • by customers
  • by projects
  • by projects having the same names (by project names)
  • by tasks having the same names (by task names)

    Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks with same names that are created in a number of projects.

  • by billing types
  • by dates

  You can select up to 2 levels of data grouping. For example:

  • First group results by customer, then group by project
  • First group results by date, then group by customer
  • First group results by date, then group by project
  • First group results by project, then group by date
  • First group results by billing type, then group by customer
  • etc.

  The second grouping level is optional.

  actiTIME automatically calculates subtotals when grouping report data.

If there are users' comments for the time-track included into the report results, the corresponding time-track numbers are clickable. Clicking a number opens pop-up window with user's comments:

Staff Output report may be generated in the detailed or summary form. In the detailed form, the report contains information about tasks. In the summary form, the information about tasks is hidden and the report presents only summary records according to the selected grouping options.

The following filters are available for the Staff Output report:

• System users - you can create a report for all staff or for the selected system users only.
• Date range
• Customers and projects - you can create a report for
  • all projects of all customers
  • all active projects of all active customers
  • one or several selected customers and/or projects

To access Staff Output report interfaces, use sub-menu 'Staff Output' of the top-level menu 'Reports'.

Generate Staff Output Report (HTML Format)

To generate and view a Staff Output report in HTML format follow the instructions below:

1. Select option 'Staff Output' in the top-level menu 'Reports' to open the report interface.

   
   Staff Output Report form

2. Specify parameters for the report to be generated.

   You can load a report configuration with pre-configured report parameters. See section Working With Report Configurations for more information.

   The report parameters include:

   • Users to generate report for - all or selected actiTIME users

     • If you select option 'All Staff', report will show information for all users who entered time within the specified date range.

       Note that users who did not enter time within the date range will not be shown in the report.

     • If you select specific users, all selected users will be shown in the report even if some of them did not enter time within the selected date.

       Combined with grouping report records by dates, this option is useful for analysis who did not enter time-track on the specific dates.

     To show users with disabled access in the 'Selected Staff' list select 'Show users with disabled access' checkbox under the list.

   • Data grouping options

   • Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes format (HH:MM).

     This option is not applicable to the reports in CSV format. Reports in the CSV format always use decimal format for time data.

   • Whether to show leave time information in the report

     When option 'Enable leave time tracking' is not selected in the system settings, report parameters related to configuring leave time options are hidden in the report form (see also section Adjust General System Settings).

   • Date range - you can use one of pre-defined date ranges or configure a custom date range.

   • Customers and projects to generate the report for

     To see archived customers and projects in the customers and projects selector, select 'Show archived customers and projects...' checkbox above the list of customers and projects.

     
     Customers and Projects Selector

     If you select a customer when option 'Show archived customers and projects...' is not selected, archived projects of this customer will not be shown in the report.

   Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

   • Users: All staff
   • Data grouping: Group results by dates, hide tasks (second grouping level and details are turned off)
   • Time format: As configured in the general system settings
   • Leave time: Show in the report
   • Date range: Current month
   • Customers and projects: All active projects of all active customers

   After you have generated a report, the interface saves its parameters and will pre-set them when you open the report page next time.

3. When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above the table. This will return you to the page with report parameters. Modify them and generate the report again.

Export Report Data in CSV Format

To export data of the Staff Output report in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information see section Generate Staff Output Report).

2. When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom of the interface. The system will generate and return a file with report data in CSV format.

   Save the generated file. For examining exported data open the saved file in Microsoft Excel or any other spreadsheet software.

   Report records will be delimited by the field separator configured in the general system settings. You may need to change the default field separator if your spreadsheet software does not automatically split the report data in columns (for more information see section Adjust General System Settings).

   Numbers shown in the report will be formatted using decimal symbol configured in the general system settings.

   In contrast to HTML reports, CSV reports always convert time to the decimal format. This means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".

You can also export the report data to CSV format just after generating a report in the HTML format. To do that click on the 'Export to CSV format' link under the report. The system will generate and show you a new report in the CSV format using the same report parameters as in the previously generated HTML report.