Creating, Editing, Sending a Timesheet

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Creating a New Timesheet

Creating a New Timesheet

There are three ways to create a new Timesheet form within ArkCase FOIA. One way is from the Global New button next to the ArkCase FOIA logo in the top left of the webpage. The second way is clicking on the Time Table on a Request. The third way is by clicking the New Timesheet button from within the Time Tracking module.

From the Global New menu button.

1. On the page banner, click the Global New button new botton

Creating a New Timesheet

2. Select the Timesheet button from the menu and a blank expense form will open.

From the Time Table in the Request module

1. Click the Time Table on one of the request and click the plus sign to populate a new Timesheet.

Time Table

From the Time Tracking module

1. Click the New Timesheet button located above the expense details to open a blank expense form.

Time Tracking module

Creating a New Timesheet

1. A new Timesheet form will open after selecting one of the three options to create a new Timesheet.

New Timesheet

Note: Required fields are outlined in red.

Timesheet Elements for new Timesheet

User  is the owner of the timesheet.
Status  system assigns, updates to Draft at first save
Period  is the week you want time to be recorded. You can select previous week or next week.
Type opens a dropdown list for selection. Choose from the list the type for your timesheet.
Code opens a search page for an object. Type in the information in the search bar of the request you want time to be added to.
Role is the type of charge role. Select from the dropdown to chose the type of role you are for adding time.
Period Week enter in the amount of time for each day you worked on a request.
Details use text field to enter information relevant to the timesheet.
Approver opens a search page for user/group. Select one or more approvers and the owning group from the list, before submitting the timesheet.
Save creates the new form and applies updates to the form until it is sent for approval.
Send for Approval moves the form to the approver or approvers.
Cancel closes the form without saving new information.

 

Editing a Timesheet

Edit Timesheet From the Time Tracking Module

1. Click the Edit Timesheet button located in the Cost Tracking module for that specific Timesheet.

Edit Timesheet From the Time Tracking Module

Edit Timesheet From the Request Module

1. Click the edit icon located on the time table.

Edit Timesheet From the Request Module

Edit Timesheet

2. An editable Timesheet form will open after selecting the Edit Timesheet button.

Edit Timesheet

3. To modify existing information, re-select or re-enter the update. The total hours and cost field recalculates when changes are made.

4. To add additional time to the form, click the plus green icon button at the line you want to add additional time. A new entry line is created.

5. Select and enter the information in the fields required to define the new time.

6. To remove additional time from the form, click the - icon button.

7. Click Update botton to update the time form. The form will close when the save is complete.

8. To close the form without saving updates, click cancel - botton.

Saving a Timesheet

1. During the process of completing/editing the Timesheet, you can save at any time by clicking the Save/Update button at the bottom of the Timesheet.

 New Timesheet     save-blue

Editing Existing Timesheet    Update botton

Note: You can cancel anytime while creating/editing a Timesheet.

Sending a Timesheet for Approval

1. Once you have completed all the required field in the Timesheet, click Send for Approval.

Sending a Timesheet for Approval

Note: If a submitted Timesheet requires change or additional information, the approver returns it to the owner. As the owner, you receive a Rework Timesheet task that includes a copy of the Timesheet and describes the rework required.

Approving a Timesheet

When the owner sends a Timesheet for approval, the approver(s) selected on the form receives a Review Timesheet task. The task includes a due date for completion.

1. Open the task from your dashboard (My Tasks widget) or from the Tasks module.

2. Review the Timesheet.

  • To only view the form, click the title (.PDF document) in the Documents Under Review section title bar. The Timesheet opens in a new window.
  • To make changes, click Edit Timesheet on the Documents Under Review section title bar. The Timesheet opens in a new window. Click Save to retain updates to the expense form. Use Cancel to close without saving.

3. Make any updates to the task. For example:

  • Add comments or descriptions in the Task Details or Notes (Use the Task Details space when you need rich text options such as formatting text and inserting links and a variety of file types.)
  • Associate files to the task. The Attachments (Documents) section is a Windows Explorer-like tree view structure in which you can upload files from your desktop and share drives, and create folders.

4. To approve the Timesheet, click the Approve Timesheet button located in the Summary space of the task page.