Offline TimeSheet 5.7 User Manual
Contents
1. settings that will allow Web TimeSheel to send and receive a malls S The e mail remains in the Outbox queue until the user is again connected to the Internet when it is sent back to the e mail server to the Web TimeSheet account The Web TimeSheet server connects to the e mail server at scheduled intervals to retrieve any offline timesheets that have been sent The e mails are then parsed by Web TimeSheet and either saved or submitted depending on the user s specifications just as if the user had logged into the system directly Web TimeSheet sends the user a notification when the timesheet has been successfully saved submitted If errors occur during the save submit Web TimeSheet sends the user a notification reporting the error The user can then resolve the error and re send the offline timesheet to Web TimeSheet Chapter 2 Setting Up the Offline Timesheet Setting Up E mail Information Before users can begin using the Offline Timesheet module you must first set up Web TimeSheet to access the e mail server The e mail server information is stored in the Web TimeSheet system preferences To access the Web TimeSheet system preferences 1 Log into Web TimeSheet as an administrator 2 Click on the Admin button at the top of the screen and select PREFERENCES from the side menu 3 Select System Preferences and click on the E mail Settings tab to customize your e mail settings 4 Enter your account inf2. Offline TimeSheet User Guide Version 5 7 REPLICON amp Copyright 2004 Replicon Inc All rights reserved All parts of this manual are the property of Replicon Inc No parts of this manual may be reproduced in any manner whatsoever including mechanical or electronic media such as disk ortape No part of this manual may be transmitted in any form by any means without the written permission of Replicon Inc Web TimeSheet is a registered trademark of Replicon Inc All other products are registered trademarks or trademarks of the respective companies Contact Information Replicon Inc 830 910 7th Ave S W Calgary Canada T2P 3N8 Direct 1 403 262 6519 Toll Free in North America 1 877 737 5420 Toll Free in Europe 00 800 7375 4266 Toll Free in Australasia 011 800 7375 4266 Fax 1 403 233 8046 http www replicon com info replicon com The international toll free numbers may not work in some countries If you experience problems use the direct line to contact Replicon D EME Chapter 1 What is Offline Timesheet 1 OO OR ee ee 1 Technical Requirements nenne nenn ennenennnenn 1 CONS ANS na anse na een 1 OC OO seien 1 Chapter 2 Setting Up the Offline Timesheet 3 Setting Up E mail Information 2222000222ueeeneneeeennene 3 PENIS ION ee 3 Chapter 3 Using the Offline Timesheet 4 OCTO 4 Requesting an Offline Timesheet cccecccsseeeeeeeeesee e
3. TimeSheet server to be submitted at a later time overwriting any existing timesheet data e Save amp Submit Saves the data to the Web TimeSheet server overwriting existing data and submits the timesheet for approval e Cancel Cancels the process without sending your timesheet data Web TimeSheet will send you an e mail when your offline timesheet data has been uploaded successfully If errors in your timesheet prevent Web TimeSheet from successfully saving submitting the data you will receive an e mail explaining the error Any time there is an error you will need to fix the error and re send the offline timesheet 2004 by Replicon Inc All rights reserved
4. es 4 Accessing the Offline Timesheet 4 Entering Data in the Offline Timesheet 4 Duplicating and Deleting ROWS cssccccsseceeeseceseeecanees 5 Saving and Submitting the Offline TimeSheet 5 Chapter 1 What is Offline Timesheet Introduction Constraints The Offline Timesheet module for Web Timesheet 5 5 allows e Client machines must have cookies enabled on their users to modify and submit timesheets without directly local browsers accessing the Web TimeSheet server Timesheets are e mailed to the user at a specified e mail address allowing the user to enter time information without connecting to the Internet The e Local e mail clients must allow for sending receiving diagram below illustrates the flow of information between Web attachments TimeSheet and Offline Timesheet Before you can use the Offline Timesheet module you must complete the following e Install Web TimeSheet e Enter a valid Web TimeSheet license key for Offline Timesheet Technology Client machines must have a local e mail client installed The Web TimeSheet Offline Timesheet module uses e mail to send HTML forms to timesheet users Offline timesheet forms are sent as e mail attachments and then accessed locally using an Internet browser to view the offline form e Setup Web TimeSheet to access the SMTP e mail server includes specifying server name
5. ke the offline timesheet form to be sent You can choose from your internal e mail address external e mail address or if your permissions allow an arbitrary e mail that you enter on the fly Remember the e mail account you choose must be accessible from your offline machine when connected to the Internet Chapter 3 Using the Offline Timesheet 4 When you are ready click the Send button to send the offline timesheet form to the e mail address you specified Before you go offline you may want to check your e mail account to ensure the offline timesheet form was received If you need offline timesheet forms for more than one timesheet period you must request each form separately Accessing the Offline Timesheet To access the offline timesheet form 1 On your offline machine open the e mail account where the offline timesheet form was sent and find the e mail from Web TimeSheet 2 Open the e mail The offline timesheet form will be included in the e mail as an HTML attachment 3 To open the offline timesheet form click on the attachment The HTML form will open in your browser Entering Data in the Offline Timesheet Once you have accessed the offline timesheet form you can enter your timesheet data All drop down lists should contain the data you specified when you set up your timesheet To enter time against a task click in the field for the appropriate task and date Enter the number of hours you worked
6. meSheet User Guide 5 5 for further information about seat assignments and If you need offline timesheet forms for more than one timesheet period you must request each form separately Introduction If you are going to be without Internet access for an extended period you can use the offline timesheet to keep track of your hours The offline timesheet is an HTML form that you can set up in Web TimeSheet and then e mail to an external e mail account of your choice Once you have received the e mail with your offline timesheet attachment you can go offline and use the HTML form to record your hours The offline timesheet allows you to save and or submit the data by storing the information locally until you are again connected to the Internet The offline timesheet is available ONLY for the Standard timesheet format Requesting an Offline Timesheet Before requesting an offline timesheet form make sure you are connected to the Web TimeSheet server To request an offline timesheet 1 Log into Web TimeSheet and click on the Timesheet button at the top of the screen 2 Setup your timesheet with all the project task and time off rows you will need while you are offline Setting up your timesheet in advance will ensure all the necessary data is available when you go Offline 3 When you finished setting up your timesheet click the Offline button at the bottom of your timesheet Enter the e mail address where you would li
7. on the task If you are entering time in decimal format you can enter up to four decimal places Remember to select the correct billing option and enter the appropriate information in any additional columns that may appear for your task rows if applicable To enter time against a time off code click in the field for the appropriate date Enter the number of hours you used for time off Duplicating and Deleting Rows If you need to duplicate a row in your offline timesheet click the INS link next to the row you want to duplicate Anew row will be created with the same project task name To delete any extra rows click the x DEL link next to the row you want to delete The row will be removed from the form Saving and Submitting the Offline TimeSheet When you are finished filling out your timesheet you may choose to e save the timesheet data locally to be re opened and edited later e send the timesheet data to Web TimeSheet information is saved in your e mail outbox to be sent when you reconnect to the Internet To save the timesheet data locally click the Save button The data will be saved in a cookie file on your offline machine To save the timesheet data in an e mail click the Send to Web TimeSheet button The e mail will be saved in your Outbox until you are reconnected to the Internet Once connected you will be prompted to specify how you want to send the data e Save Only Saves the data to the Web
8. ormation Web TimeSheet e mail address Enter the e mail address for the Web TimeSheet e mail account e g webtimesheet yourcompany com that will receive offline timesheet data Username POP3 This is the username for the Web TimeSheet e mail account that will be used to retrieve offline timesheet data Password POP3 This is the password for the Web TimeSheet e mail account 5 Now enter your mail server information Incoming POP3 Enter the address and port number of the incoming e mail server used to retrieve offline timesheet data Outgoing SMTP Enter the address and port number of the outgoing e mail server used to send the offline timesheets to your users via e mail 6 When you are finished customizing the e mail settings for the Offline TimeSheet module click the Save button Seat Assignments and Permissions To allow users access to the Offline Timesheet module make sure you grant each user a seat assignment for the Offline TimeSheet module as well as the necessary permissions To grant seat assignments refer to Chapter 1 Overview in the Web TimeSheet User Guide 5 5 To assign permission to access the Offline Timesheet module refer to Chapter 10 System Security Timesheet actions in the Web TimeSheet User Guide 5 5 Note The Offline button is available on the Timesheet screen only if you have a seat assignment and appropriate permissions Refertothe Web Ti
9. s login password The diagram to the right illustrates how Offline TimeSheet works Technical Requirements The following items are required to successfully use the Web TimeSheet Offline Timesheet e Web TimeSheet 5 6 or higher installed on Windows NT 2000 XP e APOP3compliant e mail server e APOP3 e mail account for Web TimeSheet to access incoming e mails When the user sends the data back to Web TimeSheet an e mail is generated and stored in the user s local e mail outbox ll Internal tion CIE running Web TimsSheet Gant ellet software required Web sn 4 0 i Offline TimeSheet Process 4 Send the current timesheet to any e mail address Mab TimeSheet sends the Cine Tire Sheet through Ihe ecnliguedd SMTP sare Retrieve the timesheet in an e mail client 3 Enter and manage time as usual Send the completed timesheet back via e mail iWeb TmeSheat mooie and Process the Olina Tinmashaat dada Retrieve and view the results as usual in the office External Worksiatlorn Running Gine TeneSheet Web TimeSheet System Preferences Web Timesheet e mail address Incoming e mail server address POPS Incoming e mail server port number POP Incoming e mail username POP Incoming e mail password POP3 Outgoing e mail server address SMTP Quigoing e mail server port number SMT P The Web TimaSheet System Preferences should reflect e mail server
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