Creating Time Reports

In time reports, you can comprehensively analyze your tracked time. Various filtering, grouping, and summarization options are available. From here you can create timesheets, generate invoices through external tools, export time entries, or mark them as billed.

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Overview of Time Reports

You'll find the reports in the main menu under Time Reports.

The overview page is divided into My Reports and Shared Reports. However, you'll only see the Shared Reports section if there are actually reports shared with you.

Under My Reports you'll find all the reports you've created. Under Shared Reports you can find all the reports that other users have shared with you.

Using the + Report button in the upper left corner, you can create a new report. To open an existing report, you can simply click on its name.

In the overview, you can also search for reports or delete them. Saved reports can be sorted by name or last modified date in ascending or descending order.

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Creating, Saving, Deleting, Sharing & Duplicating Reports

Creating and Saving a Report

Once you've created a new report, you can set a name for it at the top and save it. Saved reports can be displayed on your dashboard as widgets.

When you create or edit a report and leave the page, you'll be prompted to confirm whether you want to save the report.

You don't need to save your report to export it or create invoices.

Deleting, Duplicating, and Sharing a Report

Using the action button on the right in the respective report row, you can delete the report again, duplicate it, or share it with your team. When you've shared a report with your team, they can view and use your saved report. Of course, the results can vary depending on which data the user is allowed to see according to the rights management.

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Using Filters

The filters for creating reports are divided into four sections/rows:

1. Time filter
2. Data filter
3. Sorting & Grouping
4. Displayed columns

1. Time Filter

Here you can select the time period to be used in the report. awork distinguishes between relative and absolute options. If you select a specific month (e.g., August), the report will always show the data for August. Of course, you can still manually switch between months at the top of the report. However, if you choose a relative time period, such as This month, the current month will always be displayed.

2. Data Filter

You have various options for data filters:

• Filter by user
• Filter by project
• Filter by activity
• Filter by tags
• Filter by billing status
• Filter by time entry notes

All filters can be used in combination. An AND operation is always performed, for example all billed time entries and a specific activity.

3. Sorting & Grouping

There are several options:

• Select grouping
• Choose summation by field
• Sort list by
• Set rounding

Select Grouping

Here you can define how the data in the report should be grouped. The groups are then displayed as headings in the list.

Choose Summation by Field

Here you can set up summations for the list. For example, if you sum by user, the list will show one entry for each user with the total sum of tracked time in the selected period. This can then be expanded to show the entries below it.

Sort List By

Here you decide which field the list should be sorted by in ascending or descending order. You can also sort by fields that you don't display in the list.

You can now see at a glance whether sorting is set to ascending or descending. Depending on which sort order is selected, the ascending or descending sort icon will be displayed.

Set Rounding

Here you can define how entries are rounded. There are two options:

• Round to the nearest full unit up or down (15 min., 30 min., or hour). For example, 1:17 becomes 1:15
• Round up: this always uses the next larger value, for example 1:17 becomes 1:30.

4. Choose Displayed Columns

This function is located further down the page and can be accessed through the menu to the right of the time entries.

Here you define which columns are displayed in the table. Only the columns available in this selection can be displayed. It's not possible to create additional columns.

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Totals and Charts in the Summary

In the summary you'll find the sum of time by billability in the individual widgets:

• Total (Purple): Sum of all time tracked in the selected period.
• Billable (Yellow): Tracked time that is billable.
• Billed (Green): Tracked time that is billable and has been billed.
• Non-billable (Red): Tracked time that is not billable. If it needs to be billed, it must first be marked as billable.

For the chart there are three settings: bar chart, matrix, and pie chart. awork automatically displays the bar chart when data is not grouped. For grouped data, the matrix view is automatically used.

Bar Chart

If the report is not grouped, bars are displayed in the height of the tracked time for the respective time period. By moving your mouse over the entry, the exact date and value of tracked hours is displayed.

Matrix

If the report is grouped, a matrix is displayed. The rows correspond to the respective group of the report. In the matrix itself are the entries for the respective units being reviewed, such as days, as well as the total sum for the group at the end. By moving your mouse over the entry, the exact date and value of tracked hours is displayed.

Pie Chart

If the report is not grouped, this shows the ratio of non-billable, not yet billed, and already billed time. If the report is grouped, the ratio of group totals is displayed. When you move your mouse over an entry, the value of the entry and the percentage share are displayed.

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Exporting Data

The data from the report can be exported in two ways.

As a Timesheet in PDF Format

Print your report or save it as a PDF.

To get an excerpt of the filtered values as a PDF and attach it to, for example, an invoice in your invoicing tool, click on the document icon. Your browser's print window will open. Here you can make various settings (depending on your browser) and print the excerpt or save it as a PDF. The groups, totals, and column filters you've selected are taken into account.

As a Table in Excel Format (.xlsx)

Export the raw data or create a formatted export.

Using the filter options, you can format the export (only available for PDF format and formatted export) as you wish by grouping, summing, or sorting your data. You can also specify which columns to export or decide how the data should be rounded.

You can find more information about exporting here.

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Editing Time Entries

There are several ways to edit time entries in the report view.

Editing Individual Time Entries

You can open the edit window using the action button for a time entry to edit the entry.

Editing Multiple Time Entries at Once

You can also edit multiple time entries at the same time, for example to mark them as billed. In accordance with your rights (rights management), you can change the activity, project, task, or user for multiple time entries at once, or also delete time entries.

To do this, select individual time entries or entire groups using the checkboxes to the left of the time list. The checkboxes appear when you hover your mouse over the task rows or groups. An action menu appears at the bottom of the screen. Here you can now perform various actions or deselect the selection.

Marking Time Entries as Billed

You can simply mark all time entries in your report as billed. To do this, set up your desired filter and then click the dollar icon in the upper right and select Mark as billed.

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Creating Invoices

Time entries are billed through integrated invoicing tools. To do this, click the dollar icon in the upper right and select Create invoice.

Learn more about billing time here.

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FAQ

Are breaks (paused time) shown in the time report when tracking time?

Paused time is not shown here initially. If you click on Edit using the action button of a time tracking entry, you can view the paused time/duration. The paused time cannot be changed but can be deleted. Paused time can only be deleted if the time entry is not yet marked as "billed". You can find more information here.

Can I report on planned effort for tasks?

Yes, there's a column you can add for this. In this column you see the total planned effort for a task - regardless of the selected time period of the report.

This means: If a task has a total of 10 hours of planned effort but the report only covers the current month, we still show the full 10 hours - not just the portion in the selected time period.

Why is a URL visible in my PDF file?

If, for example, a link is visible at the bottom of the PDF, it's likely due to your print settings. These settings need to be disabled in the print window.