Task and Timesheet Settings | Online Help | Zoho Projects

Task and Timesheet Settings

Task Settings

Maintain Task Order

Enable this option to retain the order of tasks even when they are marked complete. Disabling this option will move completed tasks to the bottom of the task list.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Task Settings tab.
  3. Toggle the Maintain Task Order setting to enable task order.

Task Prefix & ID

  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Task Settings tab.
  3. Toggle the setting to enable/disable Task prefix and IDs.

Task Duration

  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Task Settings tab.
  3. Scroll to the Task Duration section.
  4. Set the duration of tasks to either Days or Hours.
  5. Click Update.

Dependency Status

Task dependency status lets you know if a task is waiting for other tasks or is blocking other tasks from completion. There are two statuses, Waiting for and Blocking.

You can view the task dependency status in the classic, plain, Kanban view of tasks. The dependency status is also shown in the task details page. Tasks can be filtered by dependency status in the classic and plain view.

Resource Allocation

Resource allocation setting allows you to view a particular user's work allocation when assigning tasks. This setting is enabled by default.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Task Settings tab.
  3. Scroll to Resource allocation under Task Settings.
  4. Toggle the setting to turn on resource allocation setting.

Associate Tasks with Issues

  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Task Settings tab.
  3. Scroll the page and navigate to the Associate Tasks with Issues section. You can choose to receive Alerts about the associated Issues or not to receive alerts.
    1. When you select Do no show alerts, you can complete the tasks without receiving any alert messages about the associated Issues status.
  4. Click Update at the bottom of the page.

Task Dependency

You can configure the task dependency settings for your portal here. These options allow you to manage the shift in successor task every time the associated predecessor task is moved.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Task Settings tab.
  3. Scroll the page and navigate to the Task Dependency section.
    1. Toggle the switch to enable or disable the setting. Explore more real time scenarios on the usage of task dependency settings here.
    2. Select a Default Dependency Type
      1. The dependency type that you select will be set between two tasks by default when you try to link them over the Gantt for the first time. However, the dependency type can always be modified at later stages.
  4. Click Update at the bottom of the page.
When selecting Automatic as the default dependency type, the dependency type will be assigned automatically based on the dates specified for the parent and child tasks. Automatic is most useful when you don't want to shift the dates for the child task.

Timesheet Settings

Time Log User Restriction

Users can be restricted to adding time for only tasks and issues that they own or allowed to log time for other users in the project. 
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Scroll to Time Log User Restriction section.
  4. Select options based on your preference.
    Task & Issue Owners: Only users assigned to task or issue can log time
    Anyone in Project: Any user who is part of the project can log time
    Associated Team Members: All members of the team associated with a task or issue can log time for it
  5. Click Update.

Log Hours for Closed Tasks and Issues

You can now enable time logs for closed tasks and bugs.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Scroll to Log hours for closed tasks and issues section.
  4. Select Allow or Don't allow based on your preference.
  5. Click Update.

Multiple Timers Restriction

Restrict users from starting multiple timers in your portal.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration Task & Timesheet Timesheet Settings tab.
  3. Scroll to Multiple Timers Restriction.
  4. Select Allow or Don't Allow.
  5. Click Update.

Restriction Based on Task Work Hours

Time logs can now be restricted based on the work hours set for the task. If you allot 5 hours for a task, user cannot log more than 5 hours for that task.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration Task & Timesheet Timesheet Settings tab.
  3. Toggle the Time Log Restriction Based on Task Work Hours option.

Restrict Time Log(s)

Users can be restricted from adding time logs for holidays, weekends, and on their time-offs/leave.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Scroll to Restrict Time Log(s) section.
  4. Select Holiday, Weekend, or Leave based on your preference.
 Leave can be enabled only if your portal has Zoho People integration. Click here to learn more.

Time Log Configuration

Users can be allowed access to timers or only manual entries. This also can be used to control for which entities users are allowed to enter time (tasks, issues, or general logs).
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Scroll to Time Log Configuration section.
  4. Select one of the configurations and the modules
    All - To add time logs for all the modules and to start the timer
    Manual - To manually add the time logs
    Timer - To enable timer for the tasks and issues
  5. Click Update.

Time Log Overlap Settings

Time logs can now be allowed or restricted based on an existing time log during the same time frame on any given day. If the time log being entered already has an existing entry for the given time and date, users can be restricted entirely or partially allowed to log time.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Select from the following options:
    Allow: Overlapping time logs will be allowed
    Warn but allow: Overlapping time logs will be allowed with a prompt
    Restrict: Overlapping time logs will not be allowed

If this Time Log overlap is set to Restrict, the timer will not log any hours if both the start and end time of the latest entry are overlapping with other existing entries. In case of partial overlap, the system will not consider the overlapping portion of time and log the rest in the timesheet.

Time Log Period Settings

Time logs are an effective way to track your users' hours. You can customize your past and future time-log settings, or even remove time logs entirely.
The Customize option will allow users to set a time frame up to 3 years from the current date.
To customize your time log settings:
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Scroll to the Time Log Period Settings section.
  4. Select Allow, Don't Allow, or Customize option for Log past time and Log future time functions.
  5. The restriction can also be applied when editing timesheets. Select the option Apply this restriction when editing timesheets (applicable only for Don't Allow and Customize options).
  6. Click Update.

Log Past Time

This setting determines whether to log past time.
Here are your options:

Allow

Log all past time

Don't Allow
Do not log past time
Customize

Allow past time logs for any specific length of time. Weekends and configured holidays will not be taken into account when selecting your time-log span.

For example :

-If you select 5 days before  09/19/2016, you will log time till  - 09/12/2016

-If you select 5 weeks before  09/19/2016, you will log time until 08/12/2016

-If you select 5 months before 09/19/2016, you will log time until 04/19/2016

Log Future Time

This setting determines whether to log future time.
Here are your options:

Allow
Log all future time
Don't Allow
Do not log future time
Customize

Allow future time logs for any specific length of time. Weekends and configured holidays will not be taken into account when selecting your time-log span.

Example:

-If you select 5 days from 09/19/2016, you can log time until 09/26/2016

-If you select 5 weeks from 09/19/2016, you can log time until 10/24/2016

-If you select 5 months from 09/19/2016, you can log time until 02/19/2017


The Time log settings will reflect in the following modules:

Affected modules
Relevant action
Affected module component
Bugs
Log hours for individual bugs.
Date picker
Task Details
Modifying log hours for individual tasks.
Date picker
Timesheet
 
  • Log Time

Logging time for a particular task/bug is added on a daily basis.

Date picker

 
  • Weekly Log Time

Logging time for a particular task/bug on a weekly basis.

Date picker


 
  • Calendar

Logging time  or editing an existing time log.

Date picker


 
  • Update Log Hours

Editing log entries.

Date picker

  

Example:

Joan wants to allow time-log entries for all past days while restricting entries to only two weeks in the future.

  1. Set the Past time-log to Allow- past days.

  2. Set the Future time-log to custom—2 weeks in the future

If the current date is 02/15/2017, all the users in the project will be able to log entries for all past days, and only until 03/01/2017 in the future. These settings will be reflected in all date pickers shown above.

Time log restriction

  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Scroll to Time Log Restriction and toggle to enable the setting.
  4. The Daily log hour limit and Weekly log hour limit are calculated based on business hours by default . You can edit the log hour limits as required.
    1. The daily log hour limit cannot exceed 24 hours and the weekly log hour limit cannot exceed 168 hours.
  5. Click Update at the bottom of the page.
Click to learn more about restrictions for timer.

Time Log Reminder

  The time log reminder can be used to remind users to update their daily and weekly time logs.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Settings tab.
  3. Scroll to Time Log Reminder and toggle to enable the setting.
  4. Set the time for Daily and Weekly Reminder based on your preference.
  5. Check the Notify running timers .
  6. Select the profiles or users to Exclude reminder for.
  7. Click Update.

    Options available in Daily Reminder

    Before end of business hours: Users will be sent a reminder on the same day that the time logs are due
    Before start of business hours: Users will be sent a reminder on the next day

    Options available in Weekly Reminder

    Before end of business week: Users will be sent a reminder on the last working day of the week that the time logs are due
    Before start of business week: Users will be sent a reminder before the start of the next business week
Users can also switch off the Daily and Weekly Reminders.

Time Log Threshold for Reminders

Admins can set a time log threshold. Users will be notified via email and in-product notifications if the duration of time logged falls below the threshold. For instance, the threshold is set to 9 hours per day in the image below. Users will be notified if they log less than 9 hours in a day.

Timesheet Approval Settings

Control timesheets approval settings. Mandate approval for all log entries, control approval rights for line managers, and set automatic approvals.
  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Approval tab.
  3. Enable the Timesheet Approval setting.
  4. Click Update.
    This will ensure that all timesheets require approval.

Approvers can Approve setting

  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Approval tab.
  3. Select the appropriate option under the Approvers can approve section.
    All log entries: Users with approval permission can approve all log entries irrespective of hierarchy.
    Log entries of direct reports only: Users with approval permission can approve log entries of their direct reports.
    Log entries of all subordinates: Users with approval permission can approve log entries of all subordinates.
    Log entries associated to you as approver: Users can approve time logs where they are added as approvers.
  4. Click Update.

Automatic Timesheet Approval

  1. Click    in the top navigation panel.
  2. Navigate to Portal Configuration > Task & Timesheet > Timesheet Approval tab.
  3. Enable the Automatic Timesheet Approval setting.
    Timesheet of users with approval permission will be approved automatically.
  4. Click Update.

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