Costpoint Online Help

Using the Help Search
Using the Help Search
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Contents of the Timesheet Reminder Screen

Use the Timesheet Reminder screen to check for timesheets that do not yet have saved hours for the current day or have not yet been signed or approved in the current period.

Parameter ID and Description Fields

Use these first two fields to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description Enter, or select , a parameter description of up to 30 alphanumeric characters.

Reminder Types

Use fields in this section to filter the types of reminders you want to send.

Note: There is default text for each type of email reminder. From the Time & Expense ConfigurationGeneral Controls Email Text screen, you can review or customize the text, such as adding requirements and due by details.
Field Description
Daily Time Entry Select Entered Time to generate reminders for timesheets that do not yet have saved hours for the current day or period.

From the Send drop-down list, choose one of the following notification methods:

  • Interactive Email: Select this option to enable the resource to enter and save hours directly from within the email. The changes are automatically updated to the timesheet. All employees are eligible to receive interactive emails, as well as subcontractors and resources who charge hours related to Intercompany Work Assignments (ICWA).
    Note: When you select this option, you can also set an expiration period for the email from the Expire After drop-down list. The recipient cannot update hours from within the email after the expiration period.
  • Email: Select this option to send a regular (non-interactive) email message notifying the resource that hours have not yet been entered on the timesheet. When this option is selected, the resource must enter hours directly in the Timesheet application.
To base email delivery on resource work schedules, select any of the following that apply:
  • Always Send on Workdays: Select this option to deliver emails only on workdays.
  • Send if Hours are Less Than Scheduled: Select this option to send the reminder only if the hours entered on the timesheet are less than those scheduled.
  • Send on Holiday: Select this option to send the reminder even on holidays.
  • Send on Approved Leave: Select this option to send the reminder even on days where leave is approved.
Sign Timesheet Select this option to check for timesheets in the current period that are not yet signed.
Approve Timesheet Select Approve Timesheet Reminder to check for timesheets in the current period that are not yet approved. When this option is selected, the Send field is enabled as a drop-down list. Choose from the following options:
  • Interactive Email: Select this option to send interactive email reminders to approve timesheets.

    When you select this option, the Expire After drop-down list is enabled. Choose the number of hours (up to 24) for which the email will be valid. After that period elapses, the email is no longer editable

    When interactive email functionality is fully enabled and configured, resources and approvers are notified by email, according to schedule settings, that timesheets either await signing or are pending approval. The interactive email notification includes buttons for approving or rejecting the timesheet.

    The option clicked inside the message (Approve or Reject) is immediately reflected in Time & Expense.

  • Email: Select this option to send standard (non-interactive) email reminders to approvers.

    Note that Email is the default option, and it is not editable unless Approve Timesheets Reminder is selected.

Criteria

Use fields in the lower half of the screen under Criteria to set the role of resource running the inquiry and to filter the results by group or class.

Field Description
Functional Role

Click to select the role for which the inquiry will be run. The available selections depend on the rights that you have as a supervisor in the system.

Group Option

Select from the following options:

  • All — Select this option to include all groups.
  • One — Select this option to include a selected group.
  • Range — Select this option to include a range of groups.
  • From Beginning — Select this option to include all groups starting from the first selected group and ending with the group you select in Ending Group. The Starting Group field is disabled for this option.
  • To End — Select this option to include all the groups that begin with the group you select in Starting Group and end with the last employee group in the list. The To End field is disabled for this option.
Non-Contiguous Ranges Select this check box if you want to manually select non-contiguous ranges of employee groups. After you click this check box, the Select employee groups subtask appears from which you can select the non-contiguous ranges.
Class Option

Select from the following options:

  • All — Select this option to include all timesheet classes.
  • One — Select this option to include a selected timesheet class.
  • Range — Select this option to include a range of timesheet classes.
  • From Beginning — Select this option to include all timesheet classes starting from the first selected timesheet class and ending with the timesheet class you select in Ending Class. The Starting Class field is disabled for this option.
  • To End — Select this option to include all the timesheet classes that begin with the class you select in Starting Class and end with the last class in the list. The Ending Class field is disabled for this option.
Non-Contiguous Ranges Select this check box if you want to manually select non-contiguous ranges of timesheet classes. After you click this check box, the Select employee groups subtask appears from which you can select the non-contiguous ranges.