hello and welcome everybody to this webinar today so today we have the topic getting lost out of tempo timesheets this webinar is intended or is based on tempo timesheets for geoserver so here later on I have it is based on a gr instance which is running on 8.15 and my tempo version that I'm running here is tempo 10.8 so I just want to show you actually how it works on on the current version today so my name is here today on the line is Alexander and I'm working as a customer success manager for tempo so this session here today will be about 50 minutes so what I'm going to cover here today so it is very very much about configurations and settings and yeah all that boring stuff but it is of course very important to to figure out these configurations and settings that we can do in order to for you to be aware of what these settings or configurations do basically for you and and at the D what what effects that I have for for the end user so it is very important that we that we go through those topics in order to configure tempo correctly so basically for you to get the most out of tempo timesheets for your organization's so I will cover a lot of permission stuff as well so first may be for the excess permissions I will cover that a little bit if you are not aware of and I will also get into team and project permissions and and how they are working together and where you basically can adjust those settings in order to configure temple correctly in order for to see or for you an teasers so that they do not see rock locks or anything that I that they should not see in the user interface or in the front-end and last but not least I want to of course give you enough time to ask over to answer your question so I would rather like to hurry up a little bit through all that stuff into configurations maybe do not do too much exclamations to to eat and single item and rather give you time for the questions later on so little bits as an introduction for for this webinar probably like I said the viewer I'm going to focus or we are basically focusing on tempo timesheets some of the settings but but also if you are probably or what you should be aware of you also have other add-ons or we deliver also other add-ons like tempo planner and temple budgets at least for the server version or for JIRA server version or tempo data set orgy or data center and so some of those settings that I'm going through here later on today might also affect these other add-ons as well so and I will I will tell you how they are affected and and some of the settings are more related to for example tempo planner than they are might for tempo timesheets so but a little bit as an introduction of what our add-ons stand for so tempo timesheets is of course - - is first of all the time tracking solution making time tracking easy it allows you to to pull ease and flexible flexible reports so there's also another webinar tomorrow ongoing where I specifically go through tempo reports and dashboards and and little bit more related to - - reporting so I'm not going to to cover that into too much details so but if you're interested you can also join the webinar for tomorrow with tempo timesheets you have also the option to approve timesheet and we might also look into that a little bit later here today so if you're interested in for example how the proof workflow works with in tempo timesheets we can also look into that later on and another very important functionality within tempo time it is managing account so managing accounts is very much - to be able to track or to distinguish between for example billable versus capitalized or operational activities within your organization so that's therefore accounts are also very important but we will also a little bit jump into that a little bit later here today so tempo planner is is very much a resource management tool in order to to plan for your team and and team members to to look into the capacity availabilities of your of your team members and tempo budgets is a financial tracking tool where you easily create budgets and follow up on on your on your costs and it is also you can also use it very easily not only for cost tracking but also for project management I just want to start directly with my cheer instance and let's get started so you see my dear instance and like I have mentioned earlier I have the JIRA 8.5 so it's it's the latest version that I pulled from from JIRA and I have tempo timesheets 10.8 ok so it's it curves version that is only running with generate and very start is we go to the manage app section that's is where I would like to start and as as we are going through all the configuration and settings we I want to start there so there are different areas within both within jira and tempo that we need to cover and that is that you need to be aware of so that is important for you to know where to where to configure and where to put your you you a screwdriver and that make the adjustments to to tempo era in order to to do what you need to do okay so when we go to the manage up section here this is where I am now you see of course a lot of a lot of configurations here we have and you see here for for temple we have different configurations from here okay so the configurations for temple are now separated into two sections so there's one section which is only accessible for geo admins and there's one setting or one one part of configuration that is also able to to temper administrators okay so you asked me maybe hopefully what is the difference between a gr admin and the tempo admin this is what I'm going to ask you how to to show you and therefore I will go here for the for the tier admin and making you make it open a new window here and then I go to the JIRA settings so so when once I'm here in into JIRA you will probably they are also a lot of a lot of settings here and the first thing that you know need to know is in the first part of the permission of the global permissions so I go here which is now I'm into JIRA okay so just for you to know I mean in JIRA and I'm not in tempo but what you need to know is when you install one of our tempo times its or any other temple add-ons as well you're getting injected some kind of JIRA permissions okay so you of course may be our way of the cheer at system demonstrator enter your administrator and pros use it and so on so there are a lot of JIRA permissions and when you installed temple you get off a lot of injected temple permissions as well so we have for example this one the tempo timesheets exacts permission okay so by default it is I think of course I'm a little I have a different amended instance but for by default it is the temple timesheet access is granted to every single JIRA user okay but for example if you don't want this and only if one for example tier are time tracking to be available for a certain Department or certain teams you just you can't just adjust that from here this is also what I recommend so there are many people complaining about I don't want to see tempo timesheets and for the management stuff they are not interesting the same time timesheet ok no problem just take that away from those users that I am NOT interested in to tempo so therefore you can adjust from here who has a general access to to temple but of course you need to be ware of if you don't have access to temple you are not able to to log time at a temple but you can you cannot either create any temple report so so this is maybe the downtown site some of them want to create Templeton reports but not track time so but this is a general overall access for temple timesheets ok and then we have the temple account administrator this is for example very important for the ability to create configure and delete accounts ok so there might always be for example account leads that might be able to configure disabled specific accounts but when it comes to create and delete accounts only temple account administrators can do that ok so be very careful about this permission and make sure only to have that dedicated to a specific user so not even the JIRA admins should be able to do that so so pick your account managers within temple and give them access to that permission roller very similar to this role here temple raid administrator and and this is as you probably see here the ability to set price rates for team roads and different teams so we come to that a little bit later when I go in to roads and price tables we will see what you can do in there and I will also little bit tell you what it is used for okay so then you might have or you have this this permission here which is the tempo administrator so there are certain settings within temple that are also also accessible for tempo administrator so like I said right before we have those settings only accessible for geo admins and then we have settings only accessible for template - traders so if you want to set this setting here you can basically see that here okay so and then we have the tempo team administrators this is the next setting that you should be careful about so very similar to the tempo account administrator this role has the ability to create configure and delete teams so very similar with the tempo counts team leads can configure routine but they are not able to create or delete a team so only tempo team administrators can create and delete teams and again you should be very careful who you give the permission to do to do that okay so because you don't want to end up with a lot of teams that are confusing so if you want to if you want to be you should of course be careful about that but that is maybe not as important as as accounts because teams more or less only have do not really have effect on on time tracking but they might affect for example temple reports okay so this is about the global permissions global permissions and JIRA okay so next I jump back here to to my temple site and I will start with the temple settings that are only accessible for geo admins cheer admins okay so and I will also then a little tell you about these so I will go through those permissions here on the left hand side so this is the general tempo tempo counts and tempo teams and I will try to tell you something about that what you basically can do here okay so global configuration so from here you have different options that are and all those options that you do here or that you configure here also have directly where affect the the work lock dialog so when I talk about so therefore I will jump a little bit to another window here so a little bit try to tell you what what area these these configurations cover so when I talk about the Brock lock dialogue I am talking about this window here so so this is the lock time dialog as we see it here from within tempo and yes so and these configurations that I'm doing here do all affect this dialogue here okay so make sure that you set this or that you configure this properly before you before you roll out before you roll this out to - to your users and be aware of if you make any changes here it effects immediately all the work lock dialogue so probably depending on the size of your system many hundreds or even thousands of users because all those settings is like the name is is they are global okay so they are different options here like I said I don't want to spend time on each single one just for you to know what you we already can adjust that and and very often the the description or where the the configuration description is is very or should be should be clear enough so it should tell you what it is doing for example here rock lock description is optional and and all that stuff so so that should be that should be easy for you to configure what you sought a little bit or what I'm not recommending is the accounting option here so you have the the build hours okay so so in order for you to know is what is what are the build hours so basically what you see when I lock my time I can differentiate between rock towers and billable hours okay so the billable hours is is very much it's very much configurable so you can hide it if you want to by default the billable the billable field is getting the same value as the rock field but like I said I do not really recommend it I would rather solve were the the better use case in order to work were the the use case in order to solve that is by using a temporal counts rather than having a billable field here on the work lock dialog but I will little bit tell you about that when I come to Temple accounts okay so next option this is very quick this temple analytics so if you want to have temple in order to analyze what field of error you're using you can take this here it's much appreciate the hard pass of course to to to to develop our our add-on but it's of course not a must so next thing is the custom fields so many people ask about that and what it is doing so when we come to reports over when it comes to to to to reports in in temple yeah you have the option to to export to export and report to excel so if you also want for example some some chiara custom feeds included into the reports so that helps you in order to create the customized reports based on any JIRA custom feeds you should take them here this will help you to for example to do specific or more customized reports within your third-party application like Excel or any other spreadsheet application but we also have and that's what is saying an XML format here which basically means that that is an abrupt lock servlet that we have so making it this will help you to integrate to other applications so if you and therefore it is also needed for that but I will also come to that later okay then tell you about the third for the possibility to integrate tempo to other applications okay and then we have the planning time as its as a as you probably you should be aware of that this is for mostly for temple for temple planner but of course within temple you only you do not only have the ability to to to to lock your time you also have the ability to plan time so the plan time option is is you don't need of course to use it it only helps you to organize yourself and to make it easier for you to to track your time so if you want and like it said were like it says states in the configuration you can of course also set the the the start time I usually do not recommend to do that because so and I don't want any yeah okay because I have that but you can of course keep that and then you see probably probably I need to reload that you can hide this from and to so and planning time like I said if you have tempo timesheets only installed you can only plan for yourself you cannot plan for others but still you can you can plan for yourself and making plans for yourself also helps you to organize your daily work and helps you to to create work locks or to look at time so once you have a plan ready you can simply click here and convert your plan into a rock lock okay so that makes it easier from here okay what else do we have them we have the scheduler scheduler of is very very nice one so a scheduler is so what is the scheduler used for so we have this get Tula here and I go into the edit option I cannot enable the the scheduler because I don't have I don't have an email provider or I don't have my email settings enabled so therefore the schedule is only makes only sense if you have some some emailing account enabled on your gr instance which sends out emails so basically the schedule is sending out emails in order to remind people to lock their time okay but the scheduler only also has another functionality so first of all it is an email reminder - - - for your users - to track the time and another functionality is - to close their time sheets so you can also check that here and this is basically closing down the time sheet for users so the users cannot lock time anymore so you can of course then later on giving some kind of grace periods or enable for team needs - to open the the time sheet for users again so they can lock their time even though after after the period has been closed and here you can adjust some email settings status reminder for all users only for late users and then if you want to have the scheduler you need to activate that but like I said if I I cannot enable it because I have no default but but this is how it looks like and if you ask me if you recommend that yes I recommend that of course because it's yeah helping people to track the time and to be keep on track without without the need for any team leads to to check every week on on the progress of the of the time tracking of their users okay so this is the scheduler I hope you got an idea what is the schedule is used for and next I go to access control okay access control is a very weird word in my opinion but what it says control for access control is used for our Rock locks of lead okay so Rock locks are look what is rock solid if you are not have you not heard about that before it is very basic in API so and the rock lock servlet here is the documentation for the rock lock servlet is very basically an URL that you use with all kind of with all kind of parameters date from and to and and all that stuff and all the parameters explained here and this this URL or API is is basically is used for integrations to other applications and what it is or what it does is as you probably see here this is an HTTP GET method so everyone with this URL can basically get all kinds of wroclaw so you should be very aware of that and and this rock lock servlet or this api is bypassing all permissions okay so once you have that API token here we to basically configure configure here the or the security or the API token once once you have that enabled or and people get this API talk now they basically can get a report for all work locks besides or bypassing all permissions okay so make sure that this is of course secret it is used like I said for a third party applications but it can also be used for example for other Excel applications for example to import data from an URL into directly into Excel in order to create more sophisticated reports for example so and it's it is called access control because you can also determine which IP addresses have access to this to this URL so it's it's a double security so to speak by default it is allowed to every to every IP address but of course you can remove that and enter your public or API in order to secure that that's URL or that IP I a little bit more because the API token like I said is is maybe not the securest way in order to to prevent people from using this API okay next thing up is PDF configuration so this is very basic you have we have some PDF reports within our system or within tempo so you can here specify the configuration and their logo and so on so I don't want to go and to jump into that so that's very basic then we have the license details if you want to contact support you can look into here what tempo versions you have running and so on okay so and then we have here temporal accounts and teams so very quick what configuration can you do here so we have the tempo counts configuration very basically can give this field where you can customize the field because the the count field is basically injected as a deer or a custom field and you can you can change that name from here and additionally if you want to have the tempo count custom field required and some in some geography configurations you can also here you would get a list of all the field general field configurations and you can you can basically check them from here same with tempo teams or not maybe yeah it's basically the same here for four teams you can make the the team field required and you can also change the tempo team custom field or temple JIRA was the JIRA temple cast of it I don't know how you would explain that but it's a little bit confusing because if you have also JIRA portfolio for example installed JIRA portfolio also has another JIRA custom field called team so you might want to name that for example temple team instead of team because then it's it's more obvious which team field you are talking about so now I have covered the settings for configurations for dear admin and now I want to go into these settings or configurations that are able to have to be made for tempo admins okay so we have discovered or we have talked about the difference between a G roadman and tempo admin and now I go into the temple admins and the temp admin section is available from the temperature up down main menu here and then you have settings and this will come up with another set of permissions yeh this what I like so there are many other configurations also available so permissions overview so permissions overview but there are a lot of permissions here okay so and this is to little bit to what we have covered before the tempo administrator this is what we have in the global configurations right and then we have project permissions and team permissions so maybe it's now time that I pull up my slide again that I skipped in the very beginning this one here so so a little bit too to tell you about permissions okay because it's very confusing and and the permission settings that I just showed you is a little bit just to explain it you cannot do anything there it's only trying to give you some some indication or some more information of what they basically do okay so we have the permission set or the permission set up and and it is all about the ability to view rock locks okay to view rock locks and then we also have other team permissions that I that come a little bit too too later when we look into teams but when we look into view rock locks permission we have they are there are two different permission sets so there's one the project permissions which is basically the Tierra project permissions and they are the the team permissions which are a temple on the temple site okay so in order to be able for so I can set the ability to view work locks on specific projects on on JIRA side with the Jiva project permissions and I can adjust the the team permission so if I want only for example instead of giving giving permission on on all projects or on a specific project per se I can also adjust that or give the permission per team that means only specific team has permission to wear I can also only view rock locks from specific team members on a specific project for example so this is what you need to have in mind that there are two permission sets we have the JIRA project permissions and The Temper team permissions so the JIRA project permissions are basically the view or work locks permission lock work for others edit or work locks and all that stuff and then we have also other permissions like the work on issue permission the Edit on rock locks permission or the delete envelope permission so these are configured on the JIRA protect permission schemes and these settings here on the right hand side the team permissions are configured within tempo so it makes possible for you for example to view teamwork locks or to manage teamwork look so if you want for example create edit or delete other people Rock looks okay so it is a little confusing it's a little bit sophisticated just want to point out that these permissions exist and that you can and should of course configure that probably in order to make sure that only the persons in question have the correct permission to edit rock locks to create rock locks and to view work lock so all these all these permissions you can adjust with those two permission sets the only advice that I give you here remove the JIRA project permissions as much as possible and try to start with the team permissions even though and and if you do not get forward with the team permission you can always grant on a more granular level like on the JIRA project permissions okay hope that makes sense so like I said here again this is a little bit more for for you to know what they're doing with some kind of description but you cannot configure anything here so in order to configure the project permission schemes you really need to go into your project permission schemes or into team permissions so I have another configuration here so I go to the next one which is internal issues so internal issues is again is is more link between tempo and JIRA it is not creating any any issues it only helps it only helps your users to find the correct issue so basically means when I lock my time yes fear this I have here let's say I have here internal issues which is basically helping me to find my correct issues okay because it's all about finding or yeah finding the right issues where I need to lock my time against so we're clear tributes next one so we have we have standards lock time window which is basically the search issue description date and and all that stuff here but you see that horizontal line here beneath the remaining estimate so I have the option to add specific work attributes this is what we call rocket reboots here so for example if you want to add some kind of mileage or you want to add your account so it's not available unless I pick something here I you want to set the tempo count directly on the rock lock level or if you want to have other rock lock categories for example if you want to use that with in tempo reports you can also do that from here and so therefore you have different options here to create new work attributed you can also for example make them required so that helps you of course to do a more advanced reporting but be careful with that it is you should really should really have only those records that are required or that are necessary for your organization because it's it's does not have will have for you and users to to log their time and this is you and go next one next of revenue expense category so so maybe for you to know these are what you can also do with in tempo is basically you can go to an issue and you once you have temple installed you have also the ability to add an expense okay so the expense is basically some kind of other expense non-labor related expense which you can specify here on a specific category so so therefore you can adjust those categories here and yeah so this is what you how you can do that okay want to go back so we have been to record boots we have two revenue expense categories and the expense categories for example they also we can also use them within there's the specific reports which is the time and revenue report which is very much used for for billing activities or when you are for example the service company you and you'll want to and you want to or you want or you need to to bill your customers you can use those expenses in order to create a report at the mouth ends in order to send to your to your customer or to your client customer client okay so next up manage stuff so this is also functionality that we have included or implemented into I think it was in the last version ten point eight so I guess most of you have not seen that before so that is basically helping you a little bit more to to specify the Rock load scheme and the holiday scheme so so these schemes are a little bit down here maybe I go into here little bit to start with so the workload schemes is basically telling you how much time each where each wroclaw scheme needs to has and this helps temple to calculate the required hours for person so you can set up as much as workload schemes as you would like to and from the main staff section you can basically assign a workload scheme to multiple users at once okay so it helps you to manage your staff in order to assign the proper Rock load scheme or and holiday scheme to a user so the holidays game is is is not for vacation it's only for determine for example public holidays okay so you might have different holiday schemes depends on depends on the country or the location you are working at and and this is basically reducta your your required hours that you need to look for a week or four months for example and within the manage staff section here what you basically you can do here you can for example filter deaf DIF several users here and for example move them to different rock lot scheme or holiday scheme if you want to switch them and move them around for example ok then become two periods next up periods ok so we have some kind of period configuration which is the monthly periods when they start so you have some companies they have a different start date they use for example v of attempts over months to to start a period so you can distinguish between monthly periods or weekly periods and here you can say what what you where you want to if you want to have it monthly or weekly ok again this is global so so you cannot have different or customized periods for different teams that's not an option at the moment so period management peer management is something really to to close down for a period so so for each period as we see here for example for example gender February and so on you have the option for example to or to district if it's open for everyone if it's open for timesheet approvers or if it's closed for all so if you want for example to to close a period for example about say here for then I would not be able to look anytime for October for example or only if you want to only have that open for approvers that might make sense for example if you only want to have specific persons to be able to enter them for a specific period but once a period is completely over and you want to do your reporting or your invoicing you just closed it for everyone okay I hope that makes sense so then we have team rolls team rolls are used and when you setup your team's and I hope I have the option to to go there before my time ends up so team rolls are yeah they are used very much very often or very much used both for tempo planner to for example to plan time on specific roles but they also used for within tempo timesheets in order to distinguish between work for for your revenue reports and we can look into that when it comes to accounts and price tables within price tables you basically assign their price rates to your team roll that's what you do and this is the reason why you need or why you might set up different or more team roles here and I want also a little bit later on to come into accounts and show you for example these kind of account reports so next is the account section here so from the account checks and you have different you have three different options so you have the import/export option so if you want for example import or export reports you can do that from here from CSV file or from an XML file for example you can also export them and then you have the account categories ok so this maybe gives you an idea of what categories you can set up so once you create a new account you have the option to to assign an account to category so there once like billable development internal cost management and so on so you might of course create new ones or categories that might also make sense for your organization but then we have these type here so each category category belongs to a specific type so and these types are fixed so we have four ones which are available capitalized internal operational and this specific type you also when you use accounts you are basically able to pull reports on those types as well so this is I mentioned a little bit earlier that we have the option to just billable hours on the workload dialog screen I do not recommend it rather use the accounts and use for example the specific type here to make it billable or capitalized in order to think which between really what kind of work is capitalized and which one is available or operation or internal okay so these are the strong use case for temple counts so here comes two last configuration that I'm going through here today is the price tables and the price tables so they are different there there's always the default price table which is super tempo but you also might create a new price table and so when you create a new price table what you basically do you are assigning a team role for example to is specific to a specific role okay or you assign their role the team role to a specific rate okay and I want to so once we are here I want also to show you how this looks like for an account okay so I have gone through all the configuration I have two minutes left for so I really don't want to jump into very quickly into counts so so these are all my accounts that I have and you might for example here I have an account which is billable and I want to jump into that specific account and I have mentioned the timely expense report earlier so this is available form a specific account so here's the timely expense report and from the time an expense report it will basically convert all your rock locks that you have based on on a specific issue here and you might see for example when I open up the issue specifically you will see that I have the account field activated here or the tempo count field and the tempo or this specific issue is assigned to to that account so when I now create a count report it pulls in all rock locks on those issues that are related or assigned to that account okay so an TS you will see you have the rock lock into this converting the rock lock into financial figure based on based on the the team roll here which is the scrum master and the rate for that specific for that specific team role here so two times one or 90 is 280 and so on so and for these kind of reports I could also now for example if I have if I have this this issue here I could for example I like we have also stated before I could enter an expense for example it travel expense like say maybe let's say if I travel something here at expense okay so once I've done that I pull up this report I do a refresh and I will see somewhere here I should see it where do I see it here so on that specific account I have now an expense okay so it's not only pulling in rock locks and call ready into into cost it also pulls in any other expenses on the issue itself okay so this is to account and before I really stop I want I need to show you also the team's a little bit and the teams I want to go into just want to mention here so when we look into a team a team has of course team members and they have they have these team roles you do not need to bother much about that because then the team roles on the team would service is only really for it's mostly for tempo planner and what but what you also should be we are off here is the permissions and this is here where you basically do all the permissions I showed you in the slide earlier that what what permissions you can set here and how they work together with the JIRA protect permission scheme settings okay so you have here from this permission you have different permissions on the rock lock level we do not need to we do not need to think about plans but we have different permissions here so we have the team rock locks permission to the manage teamwork locks permissions or the approve timesheets permission and they are different roles that you can send so teammate for example has all permissions by default and then we have members but you can also then here set up customized team roles and yeah I mean it's it's very complex it's not very easy and and also want to encourage you if you need any more information on that via can they are also a lot of videos or tutorials up there that you can refer to you