Notes Purpose

The Notes Purpose screen allows the Admin to designate types of notes for the users to use on their timesheets in Time.

To add a Notes Purpose

1. Expand Time by clicking on the plus sign.
2. Click on Notes Purpose
3. Click on Add
4. Enter the following:
   1. Format: Defines the field input format on user entry, available options (Decimal 2 field, Integer, Drop Down and Group is required, Free Text)
      1. Free Text - Allows users to enter in notes as a free text field
      2. Drop Down and Group is Required - A field group will need to be created for this option. For the notes, the users will need to select from a drop down menu based on what is set up under the field group.
      3. Integer - Allows users to enter in integers for the notes. Only allows whole numbers, no decimals or fractions.
      4. Decimal 2 field - Allows users to enter in decimals for the notes.
      5. Additional Fields- allows administrators to require more than one type of a note in a single entry. Field Labels, Field Group and Group Details will need to be created separately from Time → Additional Fields menu then assigned to the corresponding Notes Purpose under Additional Fields tab per below.
   2. Note Purpose: This is the ID that will be hard coded for this Notes Purpose
   3. Name: Enter a name for this Notes Purpose which will be visible to the user.
   4. AutoFill Text (for Free Text format only): Enter text that will be AutoFilled when this Notes Purpose is selected.
   5. Default Purpose: If enabled, a selected Note Purpose will appear as a pre-selected default value any time a new note is being added. Important Note: This option should only enabed if a Note Purpose is NOT restricted.
   6. Restrict Access: If a Note Purpose is restricted it can be further assigned to groups of employees or WBS through the Assignment tab (see below)
5. Click Save

Note Purpose Assignment

If a Note Purpose has been configured as restricted, the corresponding assginments must be set.

1. Expand Time by clicking on the plus sign.
2. Click on Notes Purpose
3. Select an approprate Not Purpose and click on the Assignment tab in the bottom window pane
4. Click Add  to assign groups of employees or WBS to the selected Note Purpose. A Note Purpose can be assigned to the following groups: Operating Unit, Department, Employee, Function, WBS level 1, WBS Level 2, Time Code.

To Add Additional Fields

If a Notes Purpose has been added as an Additional Fields  format, administrators can create and require an entry into more than one field and a combination of different formats.

Once the Note Purpose has been created and saved and additional tab for Additional Fields  will appear. 

Click on the Additional Fields tab

Click on the Add button on the toolbar

1. Fill in the following fields:
   1. Field: Select the field that has been set up as a Field Label  under Time→  Additional Fields → Field Labels)
   2. Format: Select one of the following:
      
      1. Integer - whole numbers
      2. Decimal - numbers with decimals
      3. Date - select a date from the calendar
      4. Drop Down - select from the values available in the drop down
      5. Free Text - free text field
      6. Drop Down/Free Text - Allows you to chose from the drop down or enter in a free text
   3. Group ID: This is required for Drop Down format. Group ID corresponds with the Field Group that has been created under  Time →  Additional Fields → Field Group.
   4. Default Value: If needed (this will populate by default in this field).
   5. Required: Specify whether this field needs to be completed or not by picking Yes or No.
   6. Sort: Specify the order that these labels will occur (for example, if you have two different labels, one called City and one called State, you can set City to 1 and State to 2 to make City come before State).
   7. Active: Pick either Yes or No
2. Click Save.
3. Repeat as many times as necessary.

An example of a Note Purpose with multiple additional fields included below. In this example a single note Purpose "Travel Time" requires an end user to provide details in two separate fields, one in the drop down format and the other one in the decimal format