Timesheet Template – Rules Tab

This article details the timesheet options available in the Rules tab of the Timesheet Template Edit page.

Caution: This article applies to the new My Timesheet experience.

Available Rules

Available Rules

Inherit Rules From: Facilitates the management of multiple Timesheet Templates that have very similar settings. This allows the setup of a master rule template from which other templates can inherit rules. Therefore, any update made to the master template will automatically apply to all the inheriting configurations. The Rule Inheritance applies when a template is selected from the Inherit Rules From list box, which flags the selection as the master from which the current template follows. Moreover, there is the flexibility to select which rules inherit from the master, and which can be modified at the template level.

Time span increment <x> minutes: Select, the number of minutes that the time must be entered in increments of, with the choices being 1, 2, 3, 4, 5, 6, 10, 15, 30, or 60.

Note: This option is based on the selected Time Entry Unit (set in the Options tab) being Hours as either a Time Span or Decimal.

Allow User to log time in the past: Enter the number representing the time line within which a user can log time in the past, if not the default value of 2.
Select from these options which are available to you: Year(s), Month(s), Week(s), Day(s) or Period(s)

Note: This setting does not apply to the Leave Request approval process nor to Non-Working Time entries.

Allow User to log time in advance: Enter the number representing the time line within which a user can log time in the future, if not the default value of 2.
Select from these options which are available to you: Year(s), Month(s), Week(s), Day(s) or Period(s).

Note: This setting does not apply to the Leave Request approval process nor to Non-Working Time entries.

Ignore Time Entry date restriction rule if timesheet has been rejected: Select this option for the Time Entry date restriction rule not to be applied for a rejected timesheet in order that users can correct and resubmit their corrected timesheets.

Display Overtime entries as exceptions: Select this option for overtime or double overtime entries to be flagged as exceptions in the timesheet; by default, this option is selected.

Display rejected entries as exceptions: Select this option for rejected time entries to be flagged as exceptions in the timesheet; by default this option is selected.

Display Time Entries not created/updated by Timesheet owner as exceptions: Select this option for time entries not created or updated by the timesheet owner to be flagged as exceptions in the timesheet.

Note: Exceptions are not triggered for the Timesheet approvers.

Display Time Entries not created or updated on their entry dates as exceptions: Select this option for time entries not created or updated on their entry dates to be flagged as exceptions in the timesheet.

Note: Users Active Site’s Time Zone is used before handling this exception.

Enforce Public Note for all Time Entries: Select this option for note entry to be mandatory for all time entries.

Enforce Hourly Notes: When enabled, users can enter an Hourly Entry Note for each Start/End time. These Hourly Note Types are then visible through the Notes section of the Timesheet.

Note: The Enforce Hourly Notes option is available for selection only if the Enforce Start and End Time setting is chosen ( from Timesheet Template Options tab).

Enforce Public Note for Billable Time Entries: Select this option for note entry to be mandatory for billable time entries.

Enforce Public Note for Non-billable Time Entries: Select this option for note entry to be mandatory for non-billable time entries.

Enforce Public Note for Overtime entries: Select this option for note entry to be mandatory for overtime or double overtime time entries.

Display outstanding In/out balance as exception: Select this option for outstanding In/Out hours, allocated a value other than 0, to be displayed as exceptions in the timesheet, as a result users are required to enter the total In/Out hours.

Note: To enable the Display outstanding In/out balance as exception option, select the Show In/Out Timesheet selection box

Enforce Public Note for Time Entries not created or updated by Timesheet owner: Select this option for note entry to be mandatory for time entries not created or updated by the timesheet owner.

Enforce Public Note for Time Entries not created or updated on their entry dates: Select this option for note entry to be mandatory for time entries not created or updated on their entry dates.

Enforce Public Note for all entries/billable entries/payable entries [x] Day(s)/Week(s) after end of period: Select this option to require a Time Entry Note after a set number of days have elapsed from the Timesheet Period End date

Note: The following conditions:

  • If payable or billable entries is selected, the rule applies only to those specific entries.
  • If all entries is selected, the rule applies to all entries regardless of their attributes.

Enforce minimum rules only when Time Entries exist: Maintain this option as selected, which is the default setting, to apply the minimum rules ONLY when there are entries. Applicable to all the chosen minimum rules when there are time entries. When the option is not selected, it enforces them even with no time entries, therefore barring any submission of an empty Timesheet.

Note: This rule excludes Time Adjustment entries and Leave Time entries, only applying to regular Time Entries.

Prevent Time Entry Notes on Read-only States: Select this option to prevent the creating, editing or deleting of a time entry note(s) when the Timesheet is in a read-only Workflow state. By selecting the Prevent Time Entry Notes on Read-only States Rules option for the required Timesheet Template, the time entry note(s) can only be viewed when the Timesheet is in a read-only state.

Prevent Users from adding time on Holidays: Select this option to prevent Users assigned to the Timesheet Template to enter time against any Entry cells except for Adjustments

Prevent Users from modifying holiday entries created automatically: Select this option to prevent the editing of automated Holiday entries. By selecting the Prevent users from modifying holiday entries created automatically Rules option, any automatically generated Holiday entry will display in read-only format.

Prevent Users from modifying or deleting entries created from a Leave Request: Select this option to prevent the editing or deleting of Non-Working Time entries created from a Leave Request. By selecting the Prevent Users from modifying or deleting entries created from a Leave Request Rules option, any Leave Request entry will display in read-only format.

Enforce a minimum or maximum number of hours per day

Select any of the below mentioned options, to enforce a minimum or maximum number of hours per day, week or period for the specified entries. Defaults are a minimum/maximum 8 hours for all entries.

  • Enforce daily minimum of <x> hour(s) for <all entries/billable entries/payable entries> on Selected Day(s)
  • Enforce daily maximum of <x> hour(s) for<all entries/billable entries/payable entries>
  • Enforce weekly minimum of <x> hour(s) for<all entries/billable entries/payable entries>
  • Enforce weekly maximum of <x> hour(s) for<all entries/billable entries/payable entries>
  • Enforce periodical minimum of <x> hour(s) for <all entries/billable entries/payable entries>
  • Enforce periodical maximum of <x> hour(s) for<all entries/billable entries/payable entries>

Note: When the User Hire or Termination dates fall within a given Timesheet Period, the daily, weekly and periodical minimum hours defined is ignored and no warning message is displayed.

Upon selecting the required option:

  1. Change the hour(s) if different from the default one.
  2. Select one of the following options from the list box
    - all entries
    - billable entries
    - payable entries

The option to apply minimum hours only to weekdays is available for the option Enforce daily minimum of <x> hour(s) for <all entries/billable entries/payable entries> on Selected Day(s).

  1. Click the Selected Day(s) link to display the balloon containing all the days of the week with selection boxes. Here you can opt to select only the required weekdays
  2. Once complete, click the Close link

Note: The following conditions:

  • If payable or billable entries is selected, the rule applies only to those specific entries
  • If all entries is selected, the rule applies to all entries regardless of their attributes, included in the calculation are entries of Time and Leave Time type
  • If a weekly rule is enforced and the week has fewer than seven days within the period, the rule is bypassed

Min/Max Error Messages for Percentage Time Entry Unit: Allows displaying minimum/maximum error messages appropriate for when Time Entry Units are in Percentage, as opposed to messages more suited for when Time Entry Units in Hours with the hours indicated. When enforcing a daily/weekly/periodical minimum/maximum of x percentage (Time Entry Units in Percentage), and the minimum/maximum is not fulfilled, an error message displays without specifying any value, simply stating that the minimum/maximum rules have not been met.