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Recording Time

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There are two sets of hour types in Workfront:

  • General hours: Hours that are not associated with a project, such as sick time or administration. You can log general hours only on the timesheet.
  • Project-specific hours: Hours logged on projects, tasks, and issues. You can log project-specific hours from any locations where you can log time.

When logging time in Workfront, the project-specific hour types that are available depend on configuration options set at the system, project, and user levels. (The following default project-specific hour types are always available: Project Time, Task Time, and Issue Time.)

After the appropriate hour types have been configured, you can log time from multiple locations in Workfront.

Defining Which Hour Types Are Available 

An Hour Type is a label that allows you to categorize time entry. Depending on the reporting requirements of your organization for hours, this can be an essential part of logging time.

The hour types that are available to select when logging time (on projects, tasks, and issues) are determined first by the hour types made available system-wide by the system administrator, and then by the hour types selected at the project and user levels. 

Defining Availability at the System Level

The system administrator determines which project-specific hour types are made available system-wide, as described in "Hour Types."

Defining Availability at the Project Level

The project owner determines whether all hour types defined at the system level are available on the project (and tasks and issues within the project), or whether only a subset of those hour types are available. 

  1. Navigate to the project where you want to determine the availability of hour types.
  2. Click Edit Project.
    The Edit Project dialog box is displayed.
  3. In the Settings section, locate the Filter Hour Types option.
  4. Select No to make all project-specific hour types available on the project.
    Or
    Select Yes to make only a subset of the project-specific hour types available on the project, then select the hour types you want to make available. (Hold the Shift key to select multiple hour types.)
    If you select this option, only the hour types you select are made available to select when logging hours on the project (or on tasks and issues within the project). You must select at least one hour type; if you select this option and you do not select any hour types, all hour types are made available on the project.
    The same selections must be made at the individual user level in order for the user to see these hour type options on the project.
  5. Click Save Changes.

Defining Availability at the User Level

You can log hours for a given hour type on projects, tasks, and issues only if that hour type has been made available at the system level, at the project level, and at the user level.

If you make an hour type available at the user level as described in this section, but you do not see that hour type when logging time on a project, task, or issue, that hour type has not been made available on the project (as described in "Defining Availability at the Project Level").

To define the hour types that are available to a user:

  1. Click your user avatar in the upper-right corner of the Workfront interface, then click My Settings.
    The My Settings dialog box is displayed.
  2. In the Resource Planning section, in the Available Hour Types drop-down menu, do either of the following, depending on which hour types you want to make available when logging time on a project, task, or issue:
    • To make all hour types available for the user: Select all the hour types.
      If you leave all hour types unselected, this is technically the same as selecting all hour types. However, in this case, all hour type are available for the user only on projects, tasks, and issues where No is selected in the Filter Hour Types option when editing the project, as described in "Defining Availability at the Project Level."
    • To make only a subset of the hour types available for the user: Select only the hour types you want to make available.
      In order for the hour types you select at the user level to be available on projects, tasks, and issues, these same hour types must also be selected in the Filter Hour Types option when editing the project, as described in "Defining Availability at the Project Level."
  3. Click Save Changes.
    Now when you log hours on a project, task, or issue, the hour types you select are available if those same hour types have been made available at the project level.

Logging Time

There are two sets of hour types in Workfront:

  • General hours: Hours that are not associated with a project, such as sick time or administration. You can log general hours only on the timesheet.
  • Project-specific hours: Hours logged on projects, tasks, and issues. You can log project-specific hours from all locations discussed in this section.

Consider the following when logging time in Workfront:

  • All hours recorded through tools other than the timesheet appear in the timesheet for the corresponding time period.
  • Time recorded in the timesheet is immediately applied to the task, issue, or project.
  • Timesheets include total hours for all recorded dates. Weekends are always included, even when timeline calculations have been configured to exclude them (as described in "Project Preferences").

You can record time in the following locations in Workfront:

Timesheet

  1. Click Timesheet on the Global Navigation Bar.
  2. (Optional) To add a project, task, or issue to the timesheet, click the Add drop-down menu in the upper-left corner of the timesheet, then select whether you want to add a project, task, or issue to the timesheet.
    1. In the Search dialog box, in the Quick Search field, specify the name of the project, task, or issue you want to add, then click Search.
    2. In the search results, click the Plus icon next to any projects, tasks, or issues you want to add.
      The selected, projects, tasks, or issues are displayed in the area on the right side of the dialog box. For example, when selecting tasks, the selected tasks appear in the Selected Tasks area.
      timesheets_add_search.png
    3. (Optional) Click the (x) icon next to any items in the Selected Projects, Selected Tasks, or Selected Issues area if you do not want to add the item to the timesheet.
      IMPORTANT After you manually add an item to the timesheet and log hours on it, the item cannot be removed from the timesheet. Items are removed from the timesheet only after the timeframe of the project, task, or issue is past. 
    4. Click Save.
  3. (Optional) You can remove an item (project, task, or issue) from the timesheet if you manually added the item (as described in Step 2), and if you have not yet logged time against it.
    If the item is included in the timesheet because the timesheet preferences in your Workfront system are configured to pre-populate the timesheet (as described in "Timesheet and Hour Preferences"), the items cannot be removed from the timesheet.
    To remove an item from the timesheet that was manually added:
    1. Ensure that no hours are logged against the item.
    2. Click the Pin icon next to the item to unpin the item from the timesheet. 
    3. Refresh the page.
      The item is removed from the timesheet.
  4. Click the drop-down menu next to the item on the timesheet where you want to add time, then select the appropriate hour type.
    Hour types are available depending on what has been defined at the system, project, and user levels, as described in "Defining Which Hour Types Are Available."
    The hour type cannot be changed after a timesheet is closed.
  5. Specify the number of hours you want to log on any given day.
  6. (Optional) Click Include a comment to include a comment on the timesheet.
    Comments are displayed in the Recent Updates section below the timesheet.
  7. Click any of the following options:
    • Save for Later: Save your changes and keep the timesheet open to be updated at a later time.
    • Save and Close Timesheet: Save the timesheet and close it so that it can no longer be edited. (You can open the timesheet after closing it by clicking Re-Open.)
      The hour type cannot be changed after a timesheet is closed.
    • Submit for Approval: (This option is available only if there is an approver on the timesheet) Save your changes and submit for approval. (You can open the timesheet after closing it by clicking Recall.)

Updates Tab

  1. Navigate to the work item where you want to log time.
  2. Click the Updates tab, then click Log Time.
  3. In the Enter Hours drop-down menu, select the appropriate hour type.
    Hour types are available depending on what has been defined at the system, project, and user levels, as described in "Defining Which Hour Types Are Available."
  4. Specify the number of hours you want to log for that work item on any given day.
  5. Click Log Time.

My Work Page

  1. Click My Work in the Global Navigation Bar.
  2. On the Working On tab, select the work item where you want to log time. 
  3. In the Enter Hours drop-down menu, select the appropriate hour type.
    Hour types are available depending on what has been defined at the system, project, and user levels, as described in "Defining Which Hour Types Are Available."
  4. Specify the number of hours you want to log for that work item on any given day.
  5. Click Log Time.

Hours Tab

  1. Navigate to the work item where you want to log time.
  2. Click the Hours tab. (The Hours tab might be located in the More drop-down menu.)
  3. Click Log Hours.
  4. Specify the following information:
    Owner: The user whose time you want to log for the work item.
    NOTE The Hour Owner is the user to whom the hours are attributed. This is different than the user who is actually logging the time. These two entities can sometimes be two different users.
    Hours: Specify the number of hours you want to log for that work item on any given day
    Hour Type: Select the appropriate hour type. 
    Hour types are available depending on what has been defined at the system, project, and user levels, as described in "Defining Which Hour Types Are Available."
    Note: (Optional) Specify a note regarding the time you are logging.
  5. Click Log Hours.

Mobile App

You can record time from the Workfront mobile app, as described in "Logging Time on a Work Item" in "Workfront Mobile App."

*** Linked to Understanding Fields in Lists and Reports