Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
AutoTime, available when creating Custom Automation steps, creates draft timesheets for users as they complete FYI Tasks, removing the need for manual time entry and increasing efficiency.
To use AutoTime, the "Time" section of the automation step is populated with a fixed or relative amount of time for the task, which is then used to create the timesheet when the task is completed.
This article explains how to enter time against the automation steps to create documents or tasks.
Note: To use this feature, AutoTime must be enabled in Time & Invoices settings. Refer to Practice Settings Time & Invoices.
For detailed step-by-step instructions on how to create a custom Automation Process, refer to Setting up Custom Processes. For information on creating automation steps within the custom process, refer to the articles in the section Process Step Details.
Using AutoTime
The Time section of an automation step is only displayed if the step is:
- Create Task, or
- If the Create a Task option has been toggled on when creating or altering a document. Refer to the Enable the Time section of an Automation Step.
When using the Time section of an Automation step:
- The Task must have an Assignee selected. A draft Timesheet will not be created if the task is not assigned to a user, or if the selected role has not been assigned to a user for the client/job.
- The Time Section's Allocation and Default Time fields must be populated, or the draft timesheet will not be created. Refer to Setting Time Allocation and Default Time.
- If the Task is not associated with a Job, a draft Timesheet entry will still be created. Users will be able to select the Job once the draft Time entry has been created. Refer to Creating the Draft Time Entry.
- If a Task Template that includes Time is selected, the Time section of the automation step must still be configured. Refer to Setting Time Allocation and Default Time.
Enable the Time section of an Automation Step
For Process steps used to create a document, to use AutoTime, a task will need to be associated with the document using the Create Task toggle. For example, if the automation process creates an email, a task would be created to review the email.
The Create Task option is available on the following Automation Process Steps:
- Create Email
- Create Word
- Create Spreadsheet
- Create Invoice
- Create Meeting
- Create Note
- Create PDF
- Create Phone
- Create Presentation
- Alter Document
To enable the Create Task toggle for one of these Process Steps:
- When editing an Automation Process, click the Add Step button.
- Click FYI Actions.
- A list of functions will be displayed. Select one of the eligible steps listed above, for example, Create Spreadsheet.
- Click the Task heading to expand the section.
- Click the Create a task option to change the setting to "Yes".
- The Task fields will be displayed, and the Time section will be added as a new section underneath the Task settings.
Note: A draft Timesheet will not be created if the task is not assigned to a user, or if the selected role has not been assigned to a user for the client/job.
Setting Time Allocation and Default Time
AutoTime requires both the Allocation and Default Time fields to be populated, otherwise, the draft timesheet will not be created.
If not already expanded, click on the Time heading to open the section.
| Field | Details |
| Allocation |
The method used to calculate the time assigned to the task. Fixed - The Default Time value entered in the next field will always be used when the time entry is created, regardless of the size of the client or the Job Time Budget. Relative is used to calculate the time for the Task relative to the total estimated hours for a Job. Relative - Calculates the time relative to all of the tasks on the job. the total of the Default Times for all the Tasks in the Process is calculated. This is then compared to the Estimated Hours for the Job and any "Relative" times are then calculated and proportionately increased or decreased based on the total for the Job that is being considered. For example:
|
| Default Time |
Set as the estimated time that the action or Task would take. Time can be added using the hours and minutes format (hh:mm), a whole number, or as a decimal. Decimals will be converted using 6-minute increments. Once entered, the time will be converted to display using the hours and minutes format (hh:mm). Refer to Time Overview. For example, to add 12 minutes you could enter:
|
| Custom Fields |
Used to update the Custom Fields when a time entry is created. If you select a Custom Field, a new field will be added to the drawer. Once a Custom Field has been selected, it will be removed from the options available in the Custom Field drop-down list. You can add additional Custom Fields by selecting them from the drop-down. Update the added Custom Field by selecting a value from the drop-down, or clicking the Merge Field. When updating a Custom Field that is a Date, this is set as the "Current Date" by default. |
When Time has been added to an automation step, a clock icon will be displayed in the drawer next to the Time heading.
The Actions table for the process will also display the line "A draft timesheet will be created".
In the example below, once the task "Complete Tax Planning Checklist" is completed, a draft time entry will be created for the user selected as the "Assignee" of the task.
Creating the Draft Time Entry
When the Automation Process runs, the Tasks will be created. To complete the task, refer to Completing a Task.
Once a Task is marked as completed, a draft Time entry will be created for the user selected as the Assignee of the task.
If a User Role has been selected as the Assignee, for example, Administration, or Manager, and a user has not been selected for this role, the draft timesheet will not be created. Visit the Client - Summary and Client - Custom Fields tabs to confirm a user has been selected. Refer to Client Summary and Custom User Roles.
Custom Fields on the time entry will be updated using the selections made in the Automation step, along with any values inherited from the job.
Note: To inherit from the job, the Custom Fields must be enabled for both Job and Time.
AutoTime timesheet entries can be viewed on the Home - My Time tab, as well as the Time tab on the Client or Job. Refer to Displaying and Updating Time and Disbursement Entries.
In the example below, we can see an AutoTime draft time entry added to the Home - My Time workspace.
Time created using a custom process with AutoTime will display the Automation icon on the right-hand side.
- The Status of the Timesheet will be set to Draft.
- The Date of the time entry will be based on the date the task was completed, and the current server date - either AEST or GMT based on the practice location.
- The Time will be added as per the Fixed Time in the automation step.
-
Notes will be added by AutoTime. If the task is attached to a document or a task, the note will include the name of the document or task.
Users will be able to click on each row to edit and submit the Time. Refer to Displaying and Updating Time.