Find Time

Here you will learn how to find time cards in Projector. Think of a time card as a physical card. It marks how long a particular resource worked on a particular task on a particular day. Once time cards are found, there is a wealth of additional options for you. You can group time cards together for batch administration, configure your view to show relevant detail columns, save searches for later, share searches, and even edit cards.

Additional Resources

Projector Fundamentals: Time and Cost Management webinar is a great resource to learn about Time Approval Workflows and Permissions in Projector.

Permissions and Settings

To find time in Projector you must be one of the following:

A user with the cost center permission to Administer Time Workflow
A user with the cost center permission to View Resource Time
A user with the cost center permission to View Project Time
A user with the cost center permission Management Approval of Invoices to view time cards already on an invoice
A user with the cost center permission Create and Approve Invoices to view time cards already on an invoice
Be a time approver in some way. For example, you are a PM on a project set to PM Approval.
When viewing the project info tab, you are in the permissions list (you do not need "Can Act as PM" ticked or "Include on Email List" ticked)
When viewing a resource's profile, you are set as the Manager for time

If the user searching for time has the general permission Limit Access to projects in Projector Web enabled on their profile, then the number of search fields available is greatly reduced. This is to prevent them from accessing data outside their purview. For instance, all the locations you do business.

Client users can also approve time. Useful when clients must okay all work before it can be invoiced. See Client Time Approval Tutorial to learn how to set this up.

Time card results are limited by the user's permissions.

To share searches with others and to modify shared searches, you must have the global permission Maintain Public Reports and Saved Searches.

Saved Searches

One awesome thing about save searches which may not be immediately obvious is that more than just your criteria is saved. Your result columns, column order, and column widths are also saved. Customize your searches to meet your individual business needs. If you want, you can also publish those saved searches to the rest of your organization. Turning your productivity boosting searches into organization wide productivity boosters.

Saved searches are accessible from the dropdown in the upper left.

Once you choose a saved search from the list, the criteria is immediately loaded. You'll then need to click Run Search to execute the query.

Save New Search

Follow these steps:

Click New Search or load one of your existing saved searches
Set your search criteria
Run your search
Adjust the displayed columns and column order
Adjust your column widths
Click Save if this started as a new search. Click Update | Save As if it is based on an existing search.

Modify Saved Search

Follow these steps:

Load an existing saved search
Set your search criteria
Run your search
Adjust columns and column order
Adjust column widths
Click Save Changes

Remove Saved Search

Follow these steps:

Load an existing saved search
Click Update | Delete

Favorites

Favorites not only appear under your saved search dropdown list, but also underneath the Favorites menu in your navigation bar. Favorites are denoted by a yellow star icon,.

To mark a favorite, load a favorited search. Then pick Update | Make Favorite.

To remove a favorite, load a favorited search. Then pick Update | Remove from favorites.

Share Search

When you save a search or update an existing search, you have the ability to share it. The following share options are available:

Do not share
Privately share - to individuals
Publicly share - to individual users or to groups of people in your organization based on your installation's user types and cost centers

Search Builder

The flex search builder is designed to quickly design a search that finds exactly what you need.

Search Criteria

The following fields are searchable. Results are shown as of the current state of the system. For example, if a resource changes location, time card's are returned based on their location as of today, not the date of the time card. User Defined Fields (UDFs) are automatically populated in for clients, engagements, projects, roles, resources, and time cards.

Criteria Group	Criteria	Description
Client	Client	Search by client name or number
Client	Client UDFs	UDFs are dynamically added to the list and prepended with "Primary"
Contract Line Item	Contract Line Item
Contract Line Item	Time Contract Terms	Limit results based on the engagement's time contract terms (Fixed Price, Not to Exceed, or Time and Materials).
Engagement	Engagement
Engagement	Engagement Code
Engagement	Engagement Cost Center	Limit results based on the engagement's cost center. Engagement cost center is set on the Engagement Info Tab.
Engagement	Engagement Company
Engagement	Engagement Currency
Engagement	Engagement Manager
Engagement	Engagement Stage	Limit results based on the engagement stage. Engagement stages are set on the Engagement Info Tab.
Engagement	Engagement Type	Limit results based on the engagement type. Engagement types are set on the Engagement Info Tab.
Engagement	Engagement Type Billable (Yes/No)
Engagement	Engagement Type Productive (Yes/No)
Engagement	Time Billing Type	Hourly / Daily
Engagement	Billing Cycle	Determined by your Billing Cycles
Engagement	Engagement UDFs
Financial	Contract Revenue
Financial	Adjusted Revenue
Financial	Recognized Revenue
Financial	Write-Up Amount
Financial	Revenue Recognition Adjustment
Financial	Contract Hourly Rate
Financial	Billing Adjusted Hourly Rate
Financial	Contract Revenue (Reporting Currency)
Financial	Adjusted Revenue (Reporting Currency)
Financial	Write-Up Amount (Reporting Currency)
Financial	Rev Rec Adjustment (Reporting Currency)
Financial	Contract Hourly Rate (Reporting Currency)
Financial	Billing Adjusted Hourly Rate (Reporting Currency)
Financial	Day Fraction
Financial	Revalue Needed (Yes/No)
Project	Project
Project	Project Code
Project	Project Location	Limit results based on the project's location. Project location is set on the Project Info Tab.
Project	Project Manager
Project	Project Stage	Limit results based on the project stage. Project stages are set on the Project Info Tab.
Project	Project Management Team Includes Me
Project	Project Revenue and Hours Mapping
Project	Project UDFs
Resource	Resource
Resource	Resource Cost Center	Limit results based on resource cost center. As resources may move between cost centers, this filter applies their cost center as of today.
Resource	Resource Company
Resource	Resource Location	Limit results based on resource location. As resources may move between locations, this filter applies their location as of today.
Resource	Resource Department	Limit results based on resource department. As resources may move between departments , this filter applies their department as of today.
Resource	Resource Title
Resource	Resource Type	Limit results based on resource type. As resources may move between types , this filter applies their type as of today.
Role	Role
Role	Role UDFs
Time Card	Work Date	You can pick from a list of pre-defined search periods, or specify your own period by clicking on the start or end dates.
Time Card	Accounting Period
Time Card	Hours
Time Card	Project Rate Type
Time Card	Standard Rate Type
Time Card	Task Name
Time Card	Task WBS Code
Time Card	Project Task Type
Time Card	Standard Task Type
Time Card	Billing Title
Time Card	Time Card Description
Time Card	Time Card Location
Time Card	Time Off Reason
Time Card	Invoice
Time Card	Limit to Time Off
Time Card	Chargeable (Yes/No)
Time Card	Credit Time Card (Yes/No)
Time Card	For Reporting Only (Yes/No)
Time Card	Time Card UDFs
Workflow	Approval Workflow Status	This multi-select field lets you find time cards in the following status'. Draft, Submitted, Approved, Rejected, Invoiced (Issued), Invoiced (Draft), Missing
Workflow	Limit to Cards Awaiting My Approval
Workflow	Created By
Workflow	Created Timestamp
Workflow	Last Updated By
Workflow	Last Updated Timestamp
Workflow	Submitted By
Workflow	Submitted Timestamp
Workflow	Approved By
Workflow	Approved Timestamp
Workflow	Billed Timestamp
Workflow	Rejected By
Workflow	Rejected Timestamp
Workflow	Rejected Reason

Search Results

The results grid isn't your every day results grid. It functions very similarly to a pivot table and allows you to group and subgroup time cards. You can then select time cards individually, or by group. Once cards are selected, there are a wide range of actions you can take. From approval to adjusting the financials.

In the screenshot below you can see a time card search grouped by resource. The darker rows show rolled up information. The lightest rows show individual time cards. If a column can't be rolled up into a single value, we display multiple as a placeholder.

Result Columns and Result Grouping

When you get your search results, you can customize your columns. Resize or reorder by dragging them. Or, click to add/remove columns, set order, and apply grouping. You can save your columns settings as part of your saved search.

To group a column, tick the checkbox next to it.

Summary Search Results

For most users, you won't need to leverage summary results. The pivoting capabilities of the normal results grid is sufficient. However, power users and those executing searches on very large numbers of time cards will want to use summary results.

To enable summary results, click Options | Show summary grid. To cutomize the grid, click Options | Customize results grids | Grid Display Options | Summary Grid with Details.

With your summary grid activated, you'll see two results section. The upper results are a straight grouping of time cards. Clicking on one of the rows in the upper section displays its details in the lower section. The two results areas are independently controlled. Each having its own columns, column order, column width, and groupings.

Client Time Approval

Projector allows your clients to approve time. To limit access to potentially sensitive information, only certain fields can be searched on or results returned on. See Configure Clients to Approve Time to learn how to set this up.