Creating Timesheet Profiles


Understanding Timesheet Profiles

As a system administrator, you can define recurring timesheet profiles and associate them with users.

Although you can manually create individual timesheets for users, we recommend that you use recurring timesheet profiles associated with users to generate timesheets automatically. For more information about creating a timesheet manually, see "Creating Timesheets."

Recurring timesheets allow you to program Workfront to automatically create a weekly, bi-weekly, or monthly timesheet for your users, without any further intervention from you.

Workfront automatically creates two timesheets based on the specifications of the recurring timesheet profile. The first timesheet always includes the current date in the timeframe of the timesheet. 

By using a timesheet profile, you can ensure the following are consistent between users: 

  • Timesheet timeframe
  • Approvers
  • General hour types

Creating a Timesheet Profile

  1. Click Setup in the Global Navigation Bar.
  2. Expand Timesheet & Hours, then click Timesheet Profiles
  3. Click New Profile
  4. Specify the following information in the Set Details tab:
    Name: Specify a name for the timesheet profile.
    Description: Provide a description for the timesheet profile.
    Create timesheets: Specify when the timesheet profile should generate the timesheets. A timesheet can be set to automatically generate on a weekly, bi-weekly, semi-monthly, or monthly basis. Select the day of the week when you want the timesheet to be produced.
    NOTE: If you configure a timesheet profile to create timesheets on a Friday, users are not able to record hours on Friday, Saturday, and Sunday, for the current week.
    Workfront always creates two timesheets at a time: the first timesheet always includes the current date, and the second timesheet starts when the timeframe of the first one ends.
    Approvers: Approvers are users who approve the timesheet for the users associated with the timesheet. Only users with timesheet administrative rights can be set as approvers. For more information about timesheet administrative rights, see "Administrative Access."
    Use the drop-down menu to select the approver for the timesheet (if an approver is required). You can select from the following options:
    - None: The timesheet does not need to be approved.
    - Their Manager: This is the default approver, set by the system. In this case, the user designated as their manager approves the timesheet when it is submitted for approval.
     - Specific People: You can designate specific users, by name, as timesheet approvers. You can have multiple approvers on a timesheet. In this case, after one of the approvers approves the timesheet, the timesheet is marked as Closed and it disappears from the timesheet approvals list of all the remaining approvers. 
    Can edit hours: Select this option to allow the approvers to edit hours on the timesheet.
    Available Hour Types: By default, users see all general hours on a timesheet. However, if your organization wants only specific general hours to be shown for a particular set of users, you can select the general hours that they need to see in their timesheets by selecting them in their timesheet profile in this field. If you want to disable all general hours, deselect all hour types to generate the timesheet without a section for general hours. 
  5. Click the Assign People tab to associate the timesheet with specific users, groups, or teams. Begin typing the name of the person, team, or group, then click it when it appears in the drop-down list.
  6. Click Create Profile.

Associating a Timesheet Profile with an Existing User

You can assign a timesheet profile to users, teams, or groups as part of creating the timesheet profile. For more information about assigning users, teams, or groups with a timesheet profile, see "Creating a Timesheet Profile."

You can also associate a user with a timesheet profile by editing the user profile. For more information about editing the profile of a user and associating a timesheet profile with them, see "My Settings."

Multiple Recurring Timesheet Profiles

You can have more than one timesheet profile for your organization, if there are:

  • Unique pay periods for different sets of users. 
  • Unique approvers for different sets of users.
  • Unique general hours requirements for different sets of users.

One user cannot be associated with more than one timesheet profile at a time. 

Editing Timesheet Profiles 

Editing Timesheet Profiles

You can edit an existing timesheet profile, if changes occur. For example, if the user designated as an approver on a timesheet changes, you need to edit the timesheet profile to reflect this change. 

To edit a timesheet profile:

  1. Click Setup in the Global Navigation Bar.
  2. Expand Timesheets & Hours, then click Timesheet Profile.
  3. Select an existing timesheet profile, and click Edit.
  4. Make your changes to the timesheet profile.
  5. Click Save Changes.
    The changes you make are not automatically applied to existing timesheets that have already been generated. The changes you make to a timesheet profile are applied only to the timesheets that are generated after the timesheet profiles changes are made.
  6. To apply your changes to the timesheet profile for the timesheets that are already generated, you must delete the existing timesheets and manually generate them. For more information about deleting and manually generating timesheets, see "Deleting and Manually Generating Timesheets."

Deleting and Manually Generating Timesheets

Deleting Timesheets

The changes you make to a timesheet profile are not effective right away for the currently existing timesheets. For more information about editing existing timesheet profiles, see "Editing Timesheet Profiles."

To make the changes visible on existing timesheets, you must delete the timesheets that have been generated, and generate new timesheets. This applies only to timesheets that have been generated by associating timesheet profiles with users. For more information about manually generating timesheets, see "Manually Generating Timesheets."

NOTE When you delete timesheets, the hours logged against tasks, issues, and projects are not deleted. Only the general hours are deleted with the timesheet. In a separate text editor, write down what general hours are associated with the timesheet. After the timesheet is deleted, you can then log them in the new timesheet.

IMPORTANT We recommend that you do not delete past timesheets, because they are not generated automatically based on timesheet profiles. You can delete the current and future timesheets, and generate them manually, if you want the changes to your timesheet profiles to be immediately visible in the new timesheets.

To delete timesheets:

  1. Click Timesheet on your Global Navigation Bar.
  2. Click Back to Timesheets
  3. Select the All Timesheets tab. 
  4. Using the filters on the left side, filter for the timesheets you want to delete. 
    You can filter timesheets by the following criteria:
    - User name
    - Approver name
    - Timesheet Status
    - Time Period of the timesheet
  5. Select all timesheets that you want to delete and click Delete.
  6. Click Yes, Delete it.

Manually Generating Timesheets

To enable changes that you made to the timesheet profiles to reflect in current timesheets, you have to first delete the existing timesheets and generate new ones. For more information about deleting timesheets, see "Deleting Timesheets."

When you manually generate timesheets, the timesheets are generated according to the timesheet profiles that are associated with your users. Users who do not have timesheet profiles associated with them will not receive timesheets when you manually generate timesheets. 

When you manually generate timesheets, only the current timesheet and the one to follow are generated. Workfront does not generate two timesheets for the same period. If you already have a timesheet for a specific timeframe, another one will not generate when you are using the manual process to generate timesheets. 

To manually generate timesheets:

  1. Click Setup in the Global Navigation Bar.
  2. Expand System, then click Diagnostics.
  3. Click Conduct Diagnostics
  4. Click Generate Timesheets.