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© 2012 Tenrox. All rights reserved.

Tenrox

Mobile Time Tracking Quick Start Guide:Android Edition

February, 2012

www.tenrox.com

About this GuideThis quick start guide describes how users can quickly track time, as well as view, create and modify the time entries using their Android devices. This guide is used for the following Tenrox releases:

Tenrox 2011 R1

Tenrox 2011 R2

Tenrox 2011 R3

Tenrox Technical SupportThe Tenrox support specialists are trained to use, configure, and troubleshoot Tenrox in your specific enterprise environment. If you have any questions, you can reach us by:

Calling (450) 688-3444

Sending an email to [email protected]

Tenrox Software License Agreement

The Tenrox Software license agreement was reviewed and accepted during the installation procedure of this software in your environment. Copyright © 2012 Tenrox. All rights reserved. You may not photocopy or share this document with any other party without express written permission from Tenrox.

For additional information, please contact Tenrox at:Corporate site: www.tenrox.com

Sales email: [email protected]

Support email: [email protected]

Or click Help > Contents and Index from within Tenrox.

Issue 1

© 2012 Tenrox. All rights reserved. 3

Mobile Time Tracking Quick Start Guide: Android Edition

This quick start guide describes how to establish communication with the Web server and track time using the Android devices. This guide describes the following:

Setting Up the Initial Connection to the Tenrox Web Server

Logging on to the Tenrox Time Tracking Application

Setting Up the Email Accounts on the Exchange Server

Performing Timesheet Functions

Creating New Time Entries

Creating New Leave Time Entries

Viewing or Editing the Entry Details

Copying Existing Entries

Deleting the Entries

Updating Data

Synchronizing Data

Changing Timesheet States


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Setting Up the Initial Connection to the Tenrox Web ServerBefore the Tenrox time tracking application can be launched from a mobile device, an initial connection must first be established with the Tenrox Web server.

To set up an initial connection to the Tenrox Web server:1. Launch the Android device and then touch the Launcher icon to view all the applications.

2. Touch to open the Tenrox Timesheet screen.

Note: The Setup screen is automatically displayed when connecting to the application for the first time; otherwise, users can touch the Setup button to access the Setup screen.

3. Complete the following fields:

Server URL: enter the URL to set up the connection to the Tenrox Web server, the URL is the same as the one used to connect to the Tenrox portal; for example, https://mycompany.tenroxhosting.com

Organization: enter the name of the organization that connects to Tenrox

Update Time: specify when the updates will be performed, options include:

Manual (default): disables automated updates to allow users to manually retrieve information from the server; for more information, see Updating Data

Daily: prompts the user to update the mobile device at the first logon of each day

Weekly: performs updates weekly on a specified day

Monthly: performs updates monthly on a specified date

Note: When logging on for the first time, an update is performed regardless of the setup option.

Default View: specify the default view for the timesheets, options include:

Day view (default): displays each day within a given period in an individual cell

List view: displays a list with a header for each day within a given period

Synch Offline Data: specify whether or not the time entries that only exist on the mobile device (non-synchronized) will be synchronized on logon with the Tenrox server:

Enable the check mark ( ) to be prompted to synchronize non-synchronized data with the Tenrox server

Disable the check mark ( ) to manually synchronize the data with the Tenrox server

Timesheet From previous <x> days To next <x> days: specify the default number of timesheets to download by entering number of days in the past and future; by default, seven (7) days in the past and 15 days in the future are specified

4. Touch the Save button to store the changes locally on the mobile device and then the Back button to return to the Tenrox Timesheet screen; for more information, see Logging on to the Tenrox Time Tracking Application.

Note: The required fields are displayed in blue. If any required fields are not completed, the message Some of the required fields are missing is displayed and the user is prompted to enter the missing information.


Setting Up the Initial Connection to the Tenrox Web Server


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Logging on to the Tenrox Time Tracking Application

To log on to the Tenrox time tracking application:1. Ensure that the mobile device has a wireless connection to the Internet and then enter your user

Logon Name and Password to connect to the Tenrox server.

2. Enable the Remember me check mark ( ) to save your credentials so that the next time you log on to the application your credentials are automatically displayed.

3. Touch the Logon button to display the downloaded timesheets. Note: When logging on for the first time, a connection to the server is required for initial updates, as well as

saving a local copy of the logon credentials for offline validation. If a connection to the Web service cannot be established, the message Server unavailable is displayed and the user is prompted to try to log on again. After successfully logging on for the first time, the user can then log on in offline mode (no wireless connection to the Tenrox server is required).


Setting Up the Email Accounts on the Exchange Server

Setting Up the Email Accounts on the Exchange ServerTo synchronize the emails between an Android device and a computer using Microsoft Outlook, the following information is required to set up an email account on the Microsoft Exchange Server:

Exchange server address

User name and password for the account

Domain name for the account

Note: The instructions for the setting up the email account may vary depending on the Android version you are using.

To set up an email account on the Exchange server:1. Lauch the Android device and then touch the Launcher icon to view all the applications.

2. Touch the Email icon to open the setup wizard.Note: The first time Email is opened, you are prompted to set up an email account. After the initial email

account is set up, additional accounts can be configured.

3. Enter an email address and password, and then Touch Next to continue.4. Select Exchange as the account, the account types include POP3, IMAP or Exchange. After the information

is retrieved from the Exchange server, the Server settings screen is displayed.5. Enter the following information for the account and then touch Done:

Domain\Username

Password

Exchange server address

6. Enable the User secure connection (SSL) and Accept all SSL certificates check marks ( ) and then click Next to validate your email account with the Exchange server. Touch Yes, if prompted to allow the Exchange server to control some security settings.

Note: When trying to send an email for the first time, if a connection cannot be established with the server due to security errors, slide down the screen to the Exchange error message (red), then touch OK to grant security access to the Exchange server and allow the email service to work.


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Performing Timesheet Functions After successfully logging on to the time tracking application, the timesheets downloaded from the server (if any) are displayed. The number of timesheets downloaded depends on the settings specified on the Setup screen; for more information, see Setting Up the Initial Connection to the Tenrox Web Server.

To view the downloaded timesheets:1. Touch either the Day or List button to set the timesheet view. By default, the Day view is displayed.

Day view (default): displays a cell for each day in the current period’s start and end date range; by default, the current day is selected and the total hours per day are displayed

List view: displays a header for each day in the current period’s start and end date range; by default, the current day is selected and the total hours per day are displayed

Note: To change the default view, see Setting Up the Initial Connection to the Tenrox Web Server. The timesheet functionality described in this document applies to both views.

2. Touch either or to move to an earlier or later period within the downloaded timesheet range.

Note: By default, the start and end date for the current period is displayed. For a period outside the timesheet range, the system tries to connect to the server to download the data for the period.



3. Touch a specific day to view its time entries. The following information is displayed for a given period:

Assignments: displays each assignment with its assignment information for the selected day; if there are no time entries for the selected day, then no entries are displayedThe mobile timesheet reflects the timesheet template set up in Tenrox (Setup>Timesheet>Timesheet Templates>TimesheetTemplate Edit):

Show Project Time: select check box to display regular time entries in the mobile application

Show Non-working Time: select check box to display leave time entries in the mobile application

Show Adjustments: select check box to display the adjustment (charge) entries in the mobile application

Last Update: displays the date and time of the last successful update

Day Total: displays the total number of hours entered for the selected day (not displayed in List view)

Period Total: displays the total number of hours for the selected period

Timesheet Day View Timesheet List View


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Creating New Time EntriesFrom the timesheet, users can create new time entries for selected days. When creating new time entries, each assignment attribute is displayed in the order defined in the timesheet template with the exception of client, project and task that always appear regardless of whether or not they are selected in the timesheet template.

Note: For each assignment attribute, the only values available are those that are already part of the assignment. To display the assignment attributes for the regular time entries, ensure that the Show Project Time check box is selected in the timesheet template (Setup>Timesheet>Timesheet Templates>TimesheetTemplate Edit).

To create a new time entry:1. Select a date and then touch the plus (+) button to define the entry type.

2. Touch New Time Entry to open the Time Entry screen and then complete the following fields:

Date: specify the date for the new time entry and then touch the Set button

Note: The date is set by using the plus (+) and minus (-) buttons or touching the date and entering it using the keyboard. If a date is not within the assignment date range or the selected entry’s timesheet template assignment date range, then it cannot be set.

Client: specify the client associated with the assigned tasks that users enter time against

Project: specify the project associated with the assigned tasks that users enter time against

Note: The Client and Project attributes are not displayed when creating new leave time entries.

Task: specify the task assigned to the user

Charge: specify either No Charge or a charge entry that already exist on the user’s timesheet

Note: The Charge attribute is not be displayed if the Show Adjustments option is not selected in the timesheet template.

Hours: specify the hours for the new time entry

Note: If a charge item is selected, the hours can be a negative value. If a charge item is not selected, the hours cannot be a negative value.

Note: specify a note type for the time entry

Public: specify whether the note is public ( ) or private ( )

Note: A description can also be entered for the time entry note.

3. Touch the Save button to create the new time entry. Note: If any required fields are not completed, the message Some of the required fields are missing is

displayed and the user is prompted to enter the missing information.

4. Synchronize the new time entry to specify additional information for the time entry. 5. Touch the Details button to specify additional information for the time entry.Note: The Details button is available only after a time entry is synchronized. For more information on

synchronization, Synchronizing Data. For more information on the details that can be specified for the time entries, see Viewing or Editing the Entry Details.


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Creating New Leave Time EntriesFrom the timesheet, users can create new leave time entries for selected days.

Note: To display the assignment attributes for new leave time entries, ensure that the Show Non-working Time check box is selected in the timesheet template (Setup>Timesheet>Timesheet Templates>TimesheetTemplate Edit) and the timesheet is not in a read-only state. If any attribute is set as read-only in the timesheet template, it is disabled.

To create a new leave time entry:1. Select a date and then touch the plus (+) button to define the entry type.

2. Touch New Leave Time Entry to open the Leave Time Entry screen and then complete the following fields:

Date: specify the date for the new leave time entry and then touch the Set button

Note: The date is set by using the plus (+) and minus (-) buttons or touching the date and entering it using the keyboard. If a date is not within the selected entry’s timesheet template assignment date range, then it cannot be set.

Task: specify the non-working task assigned to the user

Note: The list of non-working tasks is limited to those specified in the timesheet template.

Hours: specify the hours for the new leave time entry

Note: specify a note type for the leave time entry

Public: specify whether the note is public ( ) or private ( )

Note: A description can also be entered for the leave time entry note.

3. Touch the Save button to create the new leave time entry.Note: If any required fields are not completed, the message Some of the required fields are missing is

displayed and the user is prompted to enter the missing information.

4. Synchronize the new leave time entry to specify additional information for the leave time entry. 5. Touch the Details button to specify additional information for the leave time entry.Note: The Details button is available only after a leave time entry is synchronized. For more information on

synchronization, Synchronizing Data. For more information on the details that can be specified for the leave time entries, see Viewing or Editing the Entry Details.



Viewing or Editing the Entry DetailsSelecting an assignment from the timesheet opens the Time Entry Edit or Leave Time Entry screen that displays the selected entry’s assignment attributes. From the Time Entry Edit and Leave Time Entry screens, users can view or edit an entry’s details, as well as save or discard an entry’s changes.

Note: If a task is suspended or decommissioned, or the timesheet is in a read-only state, then the entry cannot be saved.

To view or edit the entry details:1. Touch an existing regular, charge or leave time entry to open the Time Entry or Leave Time Entry screen.

Note: For regular or charge time entries, each assignment attribute is listed in the order defined in the timesheet template; for more information, see Creating New Time Entries. For leave time entries, only the Task field is displayed; for more information, see Creating New Leave Time Entries.

2. Touch the Details button to display the Details screen for the selected entry.

3. View or modify the time entry details. Note: The Client and Project fields (read-only) are displayed for regular time entries only, provided that they

are part of the current timesheet template.

Date (read-only): displays the date of the time entry

Task (read-only): displays the task name

Regular (read-only): displays the regular time entries

Overtime/Double Overtime (read-only): displays overtime/double overtime entries (value cannot be negative or exceed the regular time entry)

Note: The Overtime/Double Overtime fields are calculated on the Tenrox server and are dependant on the overtime setup.

Total (read-only): displays the total amount of hours entered for the selected task

Billable/Payable/Capitalized/Funded/R&D: specifies which attributes are assigned to the entry by

enabling ( ) or disabling ( ) the check mark for each field

Site: displays a list of sites related to the time entry

Note: The Site field is not available if the site is included in the timesheet template.

Regular Time Entry Leave Time Entry


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4. Touch the Save button to save the changes and return to the Time Entry or Leave Time Entry screen.5. Touch the Save button again to store any changes locally on the mobile device or the Back button to

return to the timesheet. Note: If any changes are made to a time entry without saving, then the user is prompted to either tap Yes to

discard the changes or tap No to return to the Time Entry or Leave Time Entry screen to save the changes. If any required fields are not completed, the message Some of the required fields are missing is displayed and the user is prompted to enter the missing information.

Regular Time Entry Details Leave Time Entry Details



Copying Existing EntriesFrom the timesheet, users can copy the information of existing time, charge and leave time entries to other dates.

To copy the information of an existing entry to another date:

1. Touch beside an existing entry to create a new entry.

Note: Touching allows users to copy the information of an existing entry to another date.

2. Touch the Copy From date to set the date from where the source entry will be copied. 3. Touch the Copy To date to set the date to where the source entry will be copied.

A date can be specified as long as:

It is downloaded to the mobile device

It is associated to a timesheet template that is exactly the same as the source entry’s date template

It is not before the assignment attribute’s start date

4. Touch the Copy Notes check box to specify whether the notes are copied ( ) or not copied ( ).

5. Touch the Copy button to copy the entry and then touch Ok when the data is successfully copied to the specified date.

6. Synchronize the new entry to edit its information. Note: Before the information of a copied entry can be edited or deleted, the entry needs to be synchronized

with the server; for more information, see Synchronizing Data.

7. Select the date and then touch the copied entry to edit its attributes. Note: After an entry is copied, it can be edited or deleted without affecting the originating source entry. For

more information, see Viewing or Editing the Entry Details. For more information on deleting entries, see Deleting the Entries.


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Deleting the EntriesFrom the timesheet, users can delete existing time and leave time entries for selected assignments on specific days.

To delete an entry:1. Touch either or to move to an earlier or later period within the downloaded timesheet range.

Note: By default, the start and end date for the current period is displayed. For a period outside the timesheet range, the system tries to connect to the server to download the data for the period.

2. Touch a specific day in the timesheet to view its entries and then touch beside the time entry you want to delete.

3. Touch Yes when prompted to confirm the deletion of the selected item.

If the entry is not yet synchronized with the server, only the local copy of the entry is deleted from the mobile device

If the entry is synchronized with the server, the mobile device synchronizes with the server to remove the already synchronized entry from the server

If currently offline, but the Synch Offline Data option is enabled, users are prompted to synchronize the offline entries the next time they log on to the mobile device which in turn deletes the synchronized entry from the server; for more information, see Setting Up the Initial Connection to the Tenrox Web Server



Updating DataTo ensure that all required information is updated on the mobile device, manual updates can be performed from the mobile device. The automation of updates can also be scheduled; for more information, see Setting Up the Initial Connection to the Tenrox Web Server.

To manually update data:1. Touch the Update button to update the data between the mobile device and the server.

2. Touch Yes when prompted to initiate the update process between the mobile device and the server.


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Synchronizing DataThe synchronization process attempts to go online to save or delete any entries created on the mobile device, as well as refresh the timesheets from the server to the mobile device while still respecting the setup options. For more information on the setup options, see Setting Up the Initial Connection to the Tenrox Web Server.

When synchronizing, the data is first sent from the mobile device to the Tenrox Portal and then it is redownloaded to the mobile device from the Tenrox Portal.

Timesheets for the range defined on the Setup screen and all timesheets outside the specified range that are modified on the mobile device are synchronized with Tenrox Portal

Assignments within the date range of the timesheets being synchronized are downloaded to the mobile device

To synchronize data:1. Touch the Synch button to synchronize the data between the mobile device and the server.



Changing Timesheet States The Open option displays all available transitions for the displayed timesheet and currently logged user; as a result, more than one transition can be displayed depending on the current state of the timesheet.

To change a timesheet state:1. Touch either or to move to an earlier or later period within the downloaded timesheet range.

2. Touch the Open button to open the Action list.Note: Since the states and transitions are not hard-coded to specific values; for example, Open, Complete,

etc…, the mobile device inherits the user’s assigned Workflow and in turn inherits the Workflow's state and transition names.

3. Touch a <transition> from the Action list.4. Touch Yes when prompted to update the timesheet state and automatically synchronize the timesheet

with the server. Note: After a timesheet’s state is successfully changed, users can recall the timesheet to make additional

changes. If the Tenrox server is unavailable, the timesheet state is not updated.

<Transition> Action Timesheet State Update

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