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Home > Setting Up and Managing Processes > Defining the Elements to Track Time and Expense Entries
Defining the Elements to Track Time and Expense Entries
Before you start recording your time and expense entries, you first need to define the structure of the task elements in your organization. Element Levels are the primary foundation in which tasks are defined and time is tracked.
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Note: Only systems administrators can define and set up task elements. |
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To define your task element structure:
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Click on Define Elements in the Process Management tab.
The Define Elements screen will appear.
This screen allows you to define the hierarchical order of elements that form your task structure. In Office Timesheets, the task structure begins with an Employee element and ends with an Expense element. Office Timesheets allows you to define upto 10 levels of elements between these two elements.
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Note: Though the Employee and Expense items are fixed, you can change the names of these items. For example, you could change the label or name “Employees” to display as “Resources” or “Team Members”. |
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- Check the check box next to an element you want to activate.
- Type a name for the element in the Name text box.
- Repeat the above two steps to define more elements.
- Finally, click the Save button to create the elements.
The following table provides more details about the components of the Define Elements screen—
| Item |
How to use the Item |
Default Value
(if any) |
| Activate Element check box |
Check this check box to activate an element. Uncheck the check box to deactivate an element.
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Note: The Employee and Expense elements are pre-defined and always active. You cannot deactivate them. |
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Tip: If you deactivate an element (by unchecking it) the details or entries of that element still remain within Office Timesheets for reporting purposes. They are just hidden from view. If you later re-activate the element (by checking it), Office Timesheets will once again display the details or entries of that element. |
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| Name |
Type a name for the element. The element names that you define and activate here will appear in the Task dialog box. They also appear in the drop-down menus that are displayed when you click on the Element Items… and Custom Fields buttons.
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Note: The Name field can also be used to rename the pre-defined Employee and Expense elements, to some name that is more suitable to your organization’s task structure. For example, you could change the label or name “Employees” to display as “Resources” or “Team Members”. |
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| The Reset button |
Click the Reset button to undo your changes and restore the values entered in the fields back to what they were when you last saved the page. |
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| The Save button |
Click the Save button to save any changes you make to the page.
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Note: If you move to some other page before clicking the Save button, the changes you have made will be discarded. Therefore, remember to always click the Save button before you move away from the page. |
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Tip: If you do not want to save your changes, move to some other page without clicking the Save button. |
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See also
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