Orangescrum Time Log Gold add-on User Manual

www.orangescrum.org
User Manual
Version 1.2 | April 2017

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Designed and Powered by
SL # Date Description Version
1 January, 2017 User Manual Released V 1.0
2 March, 2017 New Feature Added V 1.1
3 April 2017 Updated User Manual V 1.2
Table of Contents
Time Log Gold Add-on User Manual.............................................................................................................3
How Can I Install Time Log Gold add-on? .....................................................................................................3
Requirements........................................................................................................................................3
Installation ............................................................................................................................................4
Add-on Installation:- .............................................................................................................................5
For Upgrading AddonInstaller:- ............................................................................................................6
How do I log time?....................................................................................................................................7
Using Log Time......................................................................................................................................7
Using Start Timer ................................................................................................................................10
How can I view the total log time for a particular day or date?.............................................................12
How can I view total time log for a resource of a project?.....................................................................16
Time Log List view...............................................................................................................................17
Resource Utilization View ...................................................................................................................17
How can I view total billable hours for a project?..................................................................................19
How can I view total hours spent by resources for a project on a particular date?...............................20
Can I edit the Log Time?..........................................................................................................................21
Can I edit the time entries by the timer?................................................................................................23
Who can edit the Time Logs?..................................................................................................................23
Can I view time logs of all resources at a time?......................................................................................23
Can I edit the Note in the Time Log? ......................................................................................................24
Can I delete a time log entry?.................................................................................................................24
Can I log time for a back date? ...............................................................................................................24
How can I know which Resource is available for the task? ....................................................................26
Where can I plan the vacation for my resources?..................................................................................27
On which case a resource will be shown as overloaded?...........................................................................28

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Can a user see the Resource Available report? ......................................................................................29
How can I know whether resource is logged time for the task or not? .................................................29
What can I know from the Resource Utilization report?........................................................................30
Can I know project wise resources hours spent? ...................................................................................32
What can I view in Time Log calendar? ..................................................................................................32
What can I export from the Time Log page? ..........................................................................................36
What is the Payment feature in Time Log with Payment? .........................................................................37
How can I send the Payment? ....................................................................................................................43
Can I search which Resource Paid or not?..................................................................................................45
How can I download the Payment?............................................................................................................45
Time Log Gold Add-on User Manual
How Can I Install Time Log Gold add-on?
Requirements
* Apache with `mod_rewrite`
* Enable curl in php.ini
* Change the 'post_max_size' and `upload_max_filesize` to 200Mb in
php.ini
* PHP 5.4 or higher and less than PHP 7
* MySQL 4.1 or higher
* If STRICT mode is On, turn it Off.

4
Installation
Below prerequisites need to be taken care of prior to installation.
The most important thing is if you have already purchased any add-on before
16th July 2016, then contact us at "support@orangescrum.org" before you
proceed to the following.
Note: If you have already installed the AddonInstaller before then no need to
install it again. Only exception is if you are finding any new version of installer or
you have not installed before then follow the below steps for successful and
seamless installation.
 Make sure to keep a backup of your existing "app" folder of your current
working directory.
 Extract the zip file(AddonInstaller-V1.0.zip) to your desktop.
 Remove the existing "app" folder from your working directory then copy
and paste the extracted "app" folder inside "AddonInstaller-V1.0" to your
working directory.
 If you are using local machine as storage (excluding Amazon S3), please
replace the folder, named "files" inside the "app/webroot" folder from the
back up to the current "app/webroot" folder.
 Give write permission to "app/Config", "app/tmp", "app/Plugin" and
"app/webroot" folders.
For Example:-chmod -R 777 app/Config
chmod -R 777 app/tmp
chmod -R 777 app/Plugin
chmod -R 777 app/webroot
 Import the "installer.sql" files from the extracted files to your current
database. If you have already imported installer.sql before then no need to
import it again. Only exception is if you are finding any new version of
installer.sql then import to your current database.

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 Do necessary changes to "constants.php" and "database.php" inside
"app/Config" folder again as you have done earlier. For Example SMTP
email credentials in constants.php and database credentials in
database.php.
 Run your website once.
Ex. http://localhost/orangescrum (if you are using localhost)
http://127.0.0.1/orangescrum (if you are using IP)
http://myprojects.orangescrum.com (if you are using any valid domain)
Note: if you are facing any issue or seeing any blank page after doing all the above
steps, then just do the following once.
 Replace "Configure::write('debug',0);" with "Configure::write('debug',2);"
in the app/Config/core.php. Run the web url once and restore the debug
value to 0 again.
i.eConfigure::write('debug',0);
Congratulations!!
Add-on Installation:-
 Download the Add-on zip file.
 Place the downloaded zip file(Ex. Timelog-V1.0.zip) in the "app/webroot"
folder.
 Log in to the application.
 To install the add-on(Ex. Time log gold add-on) run below link once and
follow the instructions.
Ex. http://..../install/timeloggold (for Time Log add-on)

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Note: http://.... means your Orangescrum access URL.
Ex. http://localhost/orangescrum (if you are using localhost)
http://127.0.0.1/orangescrum (if you are using IP)
http://myprojects.orangescrum.com (if you are using any valid
domain)
 Do the same for other add-ons.
Ex. http://..../install/invoice (for Invoice add-on)
http://..../install/taskstatusgroup (for Task Status Group add-
on)
http://..../install/ganttchart (for GanttChart add-on)
http://..../install/recurringtask (for Recurring Task add-on)
http://..../install/api (for API add-on)
http://..../install/chat (for Chat add-on)
http://..../install/clientmanagement (for Client Management
add-on)
http://..../install/projecttemplate (for Project Template add-
on)
Note: you can find notification.js, node-js-installation-linux.pdf, node-js-
installation-windows.pdf file in app/plugin folder after install the chat plug-in.
For Upgrading AddonInstaller:-
 Download the AddonInstaller zip file.

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 Before installing updated AddonInstaller, make sure to keep a backup of
your existing "app/Plugin" and "app/webroot/files" folders.
 Then follow the steps written above to install AddonInstaller.
 After installing the new AddonInstaller, Copy all the folders inside
"app/plugin" backup folder to the new "app/Plugin" folder.
 Also copy all the folders inside "app/webroot/files" backup folder to the
new "app/webroot/files" folder.
How do I log time?
With Orangescrum’s Time Log you can log time for your task at any time or for others also. The
Time Log sheet will show the time logs of your tasks, but owner and admin can see all the time
logs of all resources of the project.
There are two ways you can log time for a task:
 Log Time
 Start Timer
Using Log Time
 Go to the Time Log page by clicking on the menu from the left side menu
panel.

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 Hover on Button on right hand side; click on the Log Time button
 You can also navigate to the button on the top menu bar and click Time Log
from the dropdown.
 On the Log Time pop-up, select& enter the following details:
o Task
o Resource Name
o Date
o Start Time
o End Time
o Break Time

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Once the Time entries are done, Orangescrum will automatically calculate the Spent
Hours for you.
 By default “Billable” field is checked, you can always uncheck in case of non-billable
hours.
 Click on “+ Add Line Item“, if you want to log more hours for a different resource or
same resource different date or different time.
 Enter you Note (if any)
 Click on “Save” button to save data.
On the Time Log page, you can view the time log for:
 Resources
 Task
 Date
 Spent Hours
 Billable or Non-billable
 Notes
Along with the above information, you can see the Total Logged Time, Total Billable hours,
Non-Billable hours, Estimated Hours for all users and all dates.

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At any time, you can export the data in .csv format.
Using Start Timer
 Hover on the icon and click on to start the Timer.
 Or, Go to button on the top menu bar and click on the Start Timer button.
 Once you clicked on the Start Timer, the Timer sheet will open.

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 On Timer, select;
o Project
o Task
o Enter Note (if any)
o Mark billable or Non-billable (by default billable field is checked)
 Click on the Start Timer button to start the Timer top track your time.
 You can pause, start or cancel the Timer at any time before saving the tracking time.
 You can minimize the Timer also.
 Click on the Save button to save the time for the selected task.
 You can view the logged time for the task in Time Log page.

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How can I view the total log time for a particular day or date?
You can view total log time for a particular day or date from:
 Dashboard
 Time Log Page
 Resource Utilization Page
 Calendar view
Go to the Dashboard, you can view the Time Log bar chart to view the total time log for the day
or date for last 30 days. You can also view the total billable and non billable hours of the day or
any date for last 30 days.
Here also you can view the total billable or non billable by hover on the time log bar.
You can also view the total log time for a day in the Time Log page.

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 Go to the Time Log page.
 Navigate to on the top right (above the export button) and click on it.
 Click on Date option, and select today, yesterday, this month, this year… etc from the
option or you can set the custom date for your convenience.
 Once you select your date, you can see the total time log for that day or day along with
total billable and non-billable hours with details as shown in below.
You can view this also in the Resource Utilization Page.
 Go to the Resource Utilization page by clicking on the Resource Utilization Report
below the Time Log table or click on the Resource Utilization from the Company Setting.
 The report is for current month which you will see once you visit on the page.
 Click on the Add/Remove Columnto select the required fields for your report.

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 Select Date, Project&Hour(s) Spentfrom the column, and click on the
button.
 Click on the Date and select day or month or year or any custom date.
 Click on Search & you can see the total time spent for that day on the project by
resources.

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Similarly you can add more columns to view different reports like total log time by
Resources on a particular date or task or project.
On the Calendar view, you can also view the total log time for the day or any particular date.
 Go to the Time Log calendar view.
 Select the Month from monthly view and select the day ( To change the month use this
button )
 Click on the Day from the view button.
 You can see at the top of the calendar how much time spent for the day along with
billable and non-billable hours of the day.

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How can I view total time log for a resource of a project?
You can view this by the following two ways:
 Time Log List view
 Resource Utilization view

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Time Log List view
 Go to Time Log page
 Select the Project from the dropdown on the top menu bar
 Click on the Filters button
 Click on Resource option
 Select the Resource
You can see the total log time (see Logged Time) for a Resource of a Project as shown in below:
Resource Utilization View
 Go to Resource Utilization Page ( You can go by clicking on the Resource Utilization
report in the Time Log Page or from the Company Setting clicking on the Resource
Utilization)
 Click on the Add/Remove Button
 Select Resource, Project, Hour(s) Spent columns

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 Click on the Filters
 Click on the Date & select the date range
 Select Project & Resource
You can see the total time spent by the resource for that project with the given date range.

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How can I view total billable hours for a project?
You can view the Total billable hours on Dashboard, Time Log List view and Time Log Calendar
view.
 On Dashboard page, scroll down to see the time Log bar chart.
 Hover on the Time Log bar to see the total hours spent with total billable hours like
shown in the image.
 On the Time Log List view, see at the top of the time log table. You can view total
billable hours for the project.

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 On the Time Log Calendar view, at top of the calendar you can see total billable
hours of the project or resources.
How can I view total hours spent by resources for a project on a particular
date?
Total hours spent by resources can be viewed from the Time Log & Resource Utilization page.
 Go to the Time Log page
 Select the option Resources & click on the resource
You can view the total hours spent by the resources.

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 On the Resource Utilization page, ( You can go by clicking on the Resource Utilization
report in the Time Log Page or from the Company Setting clicking on the Resource
Utilization)
 Click on the Add/Remove Button
 Select Resource, Project, Hour(s) Spent columns
 Click on the Date & select the date range
 Select Project & Resource
You can view the total hours spent by resources on that project.
Can I edit the Log Time?
Yes, you can edit the Time Log entries.
 Select the Time Log entries you want to edit
 Navigate to Action
 Click on the Edit option
On the Time Log edit pop-up, you can edit:
 Date
 Start Time
 End Time

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 Break Time
 Check field of Billable
 Note
 Click Update to save your changes.
You can also edit the Time Log entries from the Time Log calendar view.
 Click on any time log entries from the calendar
 Edit the Time, Date, Note and Update the fields
 Time Log entries will be updated automatically

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Can I edit the time entries by the timer?
You can edit the time log entries from the Time Log page List view or calendar view.
 Click on the edit option under the Action
 On the Time Log Edit Pop-up, edit the time entries and click on Update
Who can edit the Time Logs?
There are four types of users in Orangescrum. They are:
 Owner
 Admin
 User
 Clients
Owner and Admin can view all users’ time log entries and able to see the Resource Utilization
report. But Users and Clients can see their own time log entries and can’t see the Resource
Utilization report.
Owner & Admin can edit all users’ time log entries where as Users & clients can only edit their
own time log entries.
Can I view time logs of all resources at a time?
You can view time log entries of all resources at a time in the Time Log page and Resource
utilization page.
 Select Resources
Upon selection of resources, you can see the time log entries by resources of that project.
But with Resource Utilization page, you can see more clarity on the resources time spent on
tasks or projects.
 Go the Resource Utilization Page from the Time Log or Company Setting
 Click on Add/ Column and select Resource, Project, Hours Spent
 Navigate to Filters
 Click on the Resources, mark all resources
 Select the date or a date range
 Select Project

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You can see the Time Log entries of all resources by Project wise.
If you want to see time log entries by one resource at a time for a single project, select that
resource from the filter and view the report.
Can I edit the Note in the Time Log?
 Select the Tasks and time log entry
 Click on the edit option from Action field
 Go to Note on the Edit pop-up, edit the Note & click on the Update button to save the
changes.
Can I delete a time log entry?
 Select the Task from the Time Log List view
 Go the Action
 Click on the Delete icon
 Click Okon thepop-up
Your time log entry will be deleted successfully.
At any time you can edit, delete or entry time for that task.
Note: In case of Dependencies, you can’t log time for a dependent task, until you finish the
parent task.
Can I log time for a back date?
You can log time for any date from the Time Log and time log calendar page.
 Go to the Time Log page.
 Click on the Log Time from the button or from the Newat the top right menu bar,
click Time Log.

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 On the Time Log Entry page, select a date as per your convenience.
 Click on Save to log your time for that date.
You can edit time log entries to change the date of the log time.

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How can I know which Resource is available for the task?
You can check which resource is available or not or on leave from the Resource Availability
page.
 Go to the Settings
 Click on the “Resource Availability” under the “company setting”
 Find the following colors for “Resource Available”, “Not available”, “Leave” and
“Overloaded”.
o Green: Resource Available
o Red: Resource not available/Booked
o Grey: Resource on Leave/Vacation
o Purple: Resource Overloaded
Or,
While assigning a task to a user, it will show you notification if the user is not available and give
you suggestion the next available date of that user. Also it will give suggestion if there is
another resource is available before or on that date.

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You have two options; either create the task anyway or change the resource.
You can have option to select other resource on that pop up as well as shown in the above
screenshot & click on the “change” it will update the task accordingly.
If you select the option “create anyway” the task will be created & assigned to that unavailable
resource.
The resource will be overloaded if you Create the Task anyway.
Note: To know the Resource Availability during task creation enters the “Estd. Hour” or “Due
Date” of the task.
Where can I plan the vacation for my resources?
 Go to the Setting
 Click on Resource Availability under Company Setting
 On the Resource available page, click on the resource row & select the date
 If the resource is available, then you can see the “Leave Form”

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 Select the Start “Date & End Date” & enter “Reason of Leave”; click on Add
 Resource availability will be updated the color to grey for that resource & you can see
from the Resource Availability.
On which case a resource will be shown as overloaded?
To use Resource Availability, you need to define the “Work Hour per Day” from “My Company”
page of “Settings” option.
Let us say, you defined the Work Hour per Day is 8 hrs.

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 Click on “Create Task “
 Enter Task title
 Select Start Date & End Date with Estimated Hour
 Select Resource from “Assign To”
 Enter other fields
 Click on Post to create the Task
 Select Create Anyway
Now if you have entered Estimated Hours 9 hrs which is more than the work hour/day, then
for that assigned resource, on resource available page it will show the resource has one
extra hour of overload task.
Can a user see the Resource Available report?
No, a user can’t see & access to resource available feature. Only admin & owner can see the
report.
How can I know whether resource is logged time for the task or not?
You can see on the time log or resource utilization page.
But with our updated feature, now you can get alert if a user is not logged time for a day, then
you (owner & admin) will get an email alert with the user details.
Also the user will get the alert for his assigned task & project if s/he doesn’t log time for a day.

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What can I know from the Resource Utilization report?
The Resource Utilization report can be viewed by owner and admin. This is not accessible to a
user and clients.

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On this report, you can see:
 Which resource worked how many hours
 Total hours spent on a project
 Total hours spent by resources on a day or particular date
On the Resource Utilization Page, Click on the Add/Remove Column to add fields to generate
different reports. The fields are:
 Date
 Resource
 Project
 Task Title
 Status
 Type
 Hour(s) Spent
 Billable
With the help of Filters, you can get specific results.

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Note: The default date range for the Resource Utilization is the current month. So change it
from the Filters and select your date or date range to view your required reports.
Can I know project wise resources hours spent?
 Go to the Resource Utilization page.
 Select Project, Resources & Hours Spent from the Add/Remove Column
 From the Filters, select your Project
You can see the total hours spent by resources for the project.
What can I view in Time Log calendar?
You can view the time log calendar view using the following steps:
 Click on the Time Log menu from the menu panel.
 Select the Project you want to view the Time Log entries.

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 Click on the Calendar icon to view the Time Log calendar details
 On the calendar page, we have the following three views:
o Monthly view
o Weekly view
o Day wise view
(Monthly View)

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(Weekly View)
(Day wise view)
 To change the current month/week/day, you can use the left or right button
 At any time you can click on Today to return to the current date.
 On the calendar page, you can view the following time log details:
o Task Title

35
o Time Logged in for the day
o Assigned To
 You can log time for any day by clicking on the day box, and enter & select the required
field in the Log Time pop-up.
 Your calendar will be look like this:

36
What can I export from the Time Log page?
You can export your time log entries by clicking on the button.
The following data will be exported in a .csv format:
 Date
 Name/Resource
 Task
 Note
 Start Time
 End Time
 Break time
 Billable or Not
 Hours Spent
 Export Date
 Total fields exported
 Total Billable Hours
 Total Non-billable hours
 Total Hours

37
What is the Payment feature in Time Log with Payment?
The Payment feature will help you to keep track of your payables along with your
team's time to ensure transparent management of contractors, freelancers, third
Party Vendors, Technology Service Providers, distributors etc.
To create a payment for your extended team follow the below steps as
mentioned:
 Go to the Time Log Page
 Select one Resource
 Go to the Time Log sheet
 Mark the Time entries to create a Payment
 Click on the Create Payment

38
 You can see the Add Unbilled time to Payment pop up form.
 Select the option to create a new Payment or to continue with the existing
Payment.
 Select New Payment, you will be redirected to Payment page
 On the Payment page, edit, select or enter the following data:
o Billing From
o Payee

39
o Payment #
o Hourly Rate
o Currency
o Payment Date
o Reduction Percentage or flat Rate
o Tax
o Remittance details
o Note
 You can edit the Task Date, Description, Billable Hours, Rate as well.

40
 If you select add Payment to the existing Payment, then the marked billable
hours will be automatically updated to the Payment.
 You can Save, Send, Download, Print this Payment.

41
 You can see the update of the same Payment at the bottom of your
Payment.
 When you will send Payment to your extended team’s email address, (s)he
can view the email with amount, date & the payment PDF like the below
screenshot.

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 After you send the Payment, you can see the payment details in the
Payment tab.
 On Payment tab, you can re-send the Payment, Download & Print the
Payment PDF and Delete the Payment as well.

43
 Once you paid the amount you can mark it Paid by clicking on the Dollar
icon ($) to close your deal.
 From the Payment page, you can see which payment is paid and which is
not.
How can I send the Payment?
 Go to the Time Log Page
 Select the Resource, Date & search
 Click on the Payment Number
 On the below of Payment page, you can see the Payment Updates

44
 From the Payment Tab, you can also click on the Payment number to check
the Payment whether it has been sent or not.
 If it is not sent yet, you can send it by clicking on the Save and Send button.

45
Can I search which Resource Paid or not?
 Go the Time Log Page
 Select the Payment Tab
 Check which Payment has been paid to Resources
Note: Once you Paid the Payment, mark the Payment number as Paid.
How can I download the Payment?
 Go the Time Log Page
 Select the Payment Tab
 Navigate to Action column
 Download the Payment by clicking on the download icon.

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Orangescrum Time Log Gold add-on User Manual