Permissions

The basic functionality is ready to use immediately after installation and does not require any configuration.

Every user can create specification draft and submit it to approval by default.

The project leaders are responsible for accepting the time spent to work on the project included in the specification and can do this without any additional permissions.

Email notifications NEW!

If you want to recive notification from the app, they must to choose email visibility option: Anyone. It gives our application access to theyer email addresses.
To do this you should go to the Jira Settings (gear icon in right top corner of Jira screen)> Atlassian Account Setting> Profile and Visibility > choose the ‘Anyone’ option in Contact section with your email address.

Additional permissions

By installing the application we added three new global permissions to your jira:

• EzeeTimesheets administrator – witch allows to administer eZee Timesheets add-on.

• EzeeTimesheets human resource – witch allows to manage employees data for specifications in eZee Timesheets add-on.

• EzeeTimesheets management– witch allows to accept specifications previously accepted by project leaders in eZee Timesheets addon.

Create timesheet and send it to approval/confirmation

1. Go to the „My specification” -> "Create Specification Draft" tab.

2. Select the time period you would like to create timesheet for and click "Show Specification ". 
   After that EzeeTimesheets  will load the worklog data from jira.

3. When you are pleased with your specification structure click "Submit for review" button to finish the creation process.

4. Complete the specification details: specification number, specification data and click "Save".

Download the specification document

Downloading the specification document (in .pdf format) is possible only if all elements of the specification have been accepted.

Document contains information about employee's organizational unit, specification date, time reports included to this specification with information about: project, reported time, the user approving the report. Under the time reports you can find information about final approval ( only if the specificattion was approved by management). At the bottom of the page, we put some informations abou date and user whitch generated this speciffication printout.

1. Go to the „My specification” -> "Submitted" tab.

2. Browse the submitted specification list for desired specification.

3. Once you've located desired specification and all elements of it are accepted you can download the specification document by clicking on "Download specification document" action button.

Approval of the specification by management  isn’t required to download the document.

Update or delete submitted specification

Update

You can update unapproved elements of the specification and specifications that have not been submitted for approval by the supervisor yet.

If you want to update time spent on a project:

1. Go to JIRA worklog and correct the entries regarding the working time.
   The data update may take 5 minutes.

2. After that go to the "My specification" > "Submitted" tab and check the correctness of the specification.

3. If the element you have modified is:

• Rejected - in the actions column, select the „Submit for review” action icon.

• In review - you have nothing to do. Project leader will see correct data.

• Accepted - you can no longer update the specification - the only way is to ask the supervisor to reject the corresponding element of the specification.

Add specification element

EzeeTimesheets allows you to add new elements to previously submitted specifications in draft status.

If you want to add time spent on a project that is not included in the submitted specification, and the specification has the Draft status:

1. Go to JIRA worklog and add work.

2. After that go to the "My specification" -> "Submitted" tab.

3. Use the "Add" action icon on the updated row.

Delete

You can also delete the specification or remove specification element if the specification is in draft status

If you want to delete  the entire specification or its elements:

1. Go to the "My specification" -> "Submitted" tab.

2. Browse the submitted specification list for desired specification or specification element.

3. Delete the entire specification by using “Delete specification” action icon. or specification elements by using “Remove” action icon

Specification approval/rejection

Project Leaders

As a project leader, you will be responsible for verifying the submitted specifications in the section related to your project.

1. Go to the "Specification review" -> "To review" tab.
   Only specifications that are waiting for approval are shown on the screen.

2. Choose the specification you want to verify,
   If you would like to see specification details click the "Expander" button on the left.

3. Verify the data and make a decision

   1. Accept - if you accept specification element, select the "Accept" action icon

   2. Reject – if you reject specification elements select the "Reject" action icon, after that enter the reason for rejection in the dialog box and click "Save".

If you perform all your actions the specification will not be visible here. To view it, go to: "Specification review" > "All specifications"

 You can also withdraw the approval if the specification hasn’t  been submitted for approval by the superior (Specification status: Draft).

The approval process depends on the number of configured acceptance levels. coming soon

If you configure the number of acceptance levels as 1 the entire specification will be accepted immediately after accepting the last unaccepted time report.
If you configure the number of acceptance levels as 2, after accepting the last unaccepted time report, the specification will be submitted for approval by management

Management

As a manager, you can verify the specifications whose elements  have been approved by the project leaders. It is not a mandatory step (this feature can be use depending on the working time approval process adopted by your organization).

Approval of the specification by the manager changes its status to ‘Accepted’. This approval is also visible on the specification printout as a final approval.

 You need: ’EzeeTimesheets  manager’ global permission to access this functionality.

1. Go to the "Management" -> "Specification to review" tab.
   Only specifications that are waiting for approval are shown on the screen.

2. Choose the specification you want to verify,
   If you would like to see specification details click the "Expander" button on the left.

3. Verify the data and make a decision

   1. Accept - you can only approve the entire specification, if you accept the specification, select the "Accept" action icon

   2. Reject – you can only reject elements of the specification. The option to reject the entire specification is not available. If you wont reject specification elements select the "Reject" action icon, after that enter the reason for rejection in the dialog box and click "Save".

If you accept the specification,  it won’t be visible here. To view it, go to: " Management" > "All specifications".

If you reject an element of the specification, it will be sent for correction to the author of the specification.

Reports coming soon

Work time report

The report that allows data aggregation, for example with regard to the project, user, tasks, etc. It also allows you to export the report to pdf and xlsx formats.

1. Go to the "Reports" -> "Work time" tab.

2. Specify the data range

3. Generate report
   
   

The report is based solely on data from approved specifications.

Managing employees - Human Resources

You can change the activity status for each employer in your organization. Inactive users will not be able to access eZee Timesheets (new users are active by default).

From there in the app you can also add organizational unit related to the indicated employee.

You need: ’EzeeTimesheets  human resource’ global permission to access this functionality.

Update user/employee activity status New!

1. Go to the "Human resources" -> "Employees" tab.

2. Select the employee for whom you want to make changes.

3. Change value of toggle button"Active/Inactive".

Update user/employee data

1. Go to the "Human resources" -> "Employees" tab.

2. Select the employee for whom you want to make changes.

3. Click "Edit" button.

4. Make changes e.g. assign an organizational unit

5. Click "Save" button.

Update employee absence data coming soon

1. Go to the "Human resources" -> "Employees" tab.

2. Select the employee for whom you want to make changes.

3. Click "Edit" button.

4. Make changes in absence section.

5. Click "Save" button.

If you enter absence data for the project leader, reports for projects for which the user is a leader can be accepted by users with the EzeeTimesheets management permission.

Manage organizational units and replacements for Project Leaders

As a eZee Timesheets administrator, you can add a list of organizational units in order to assign employees to them from the application level.
This provides additional possibilities for monitoring, grouping and searching for specifications for leaders and managers.

What is important you can also turn on replacements for project leadre of the selected project (e.g. if the leader is absent and time reports should be approved dureing this period). If replacement option is turned on every user with management permissions can accept time reports from choosen project.

You need: ’EzeeTimesheets  administrator’ global permission to access this functionality.

Manage organizational units

1. Go to the "Administration" -> "Organizational units" tab.

2. Click "Add" button.

3. Complete the form.

Manage repalcements for Project Leaders NEW!

1. Go to the "Administration" -> "Projects” tab.

2. Find the Project or Project Leader for which you want to make a change.

3. Change the replacement status by using toggle button in specific row.

Adjust the number of acceptance levels/acceptation workflow coming soon

User with eZee Timesheets administrator permissions can adjust the number of approval levels to suit your organization.

If there is a need to accept the entire specification in addition to accepting the time reports you should use a two-stage acceptation workflow. Time reports are accepted by Project Leaders, after accepting all reports from a given specification the entire specification is automatically submitted for approval by Managers.

In the case of a simplified approval process, you scholud use one-step acceptance workflow. Leaders accept the reports, after accepting all reports from a given specification the entire specification is automatically accepted.

Adjust acceptation workflow

1. Go to the "Administration" -> "Global parameters" tab.

2. Find 'Specyfication acceptation level' parameter.

3. Choose a value that suits your needs

   • 1 - for one-step workflow (the entire specification will be accepted immediately after accepting the last unaccepted time report)

   • 2 - for two-stage workflow (after accepting the last unaccepted time report, the specification will be submitted for approval by management)
     
     

4. Save the change.