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Custom calculations for reports
Create a custom calculation using OpenAir built-in values, detail fields, or another custom calculation. Rename OpenAir Built-in summary report values
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Multi-currency display for receipts
Expense grid receipts can be displayed in multiple-currencies
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Default form field values for new projects and tasks
Set form default values when creating new projects and tasks
Task and phases 'edit only' role
Role allows tasks and phases to be viewed and edited, but not created
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Booking at the task level
Specify tasks for resources requested and booked
Attribute column for Resource profile advanced report
Add an attribute column to the Advanced report for Resource profile updates
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Timer: live time-tracking
Apply accrued time to your timesheet with one click
Approved timesheets can be adjusted
Adjust approved timesheets, create an adjusted timesheet
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Add attachments to projects, recognition rules, booking requests
Attach documents, spreadsheets, reports, presentations, and
contracts
Optional additional "Log out" link, at top of each page
Activate at: Account > Company > Settings >
"Display a "Log out" link at the top of each page"
Filter drop-down menus change color when a filter is applied
Applied filters on list pages are now easier to see
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Custom calculations for reports
Identify the unique factors that help you manage your business
and build reports that help you evaluate your success. Create calculated fields
and then use them as an operand to create other calculated fields. While in an
elementary stage, this is the first step of many in evolving this feature.
How to create custom calculations:
- Send an email request to to support@openair.com to activate the feature.
- Users with required role privileges navigate to Account > Company > Calculated fields > Custom calculations.
- Click Create and select a calculated field. They are listed by module name.
- New custom calculation window displays with Module, Entity, and Type listed and highlighted.
- Select the Left operand, the Operation, and the Right operand from the drop-down lists.
- Type the Title of the new custom calculation.
- Type the Description of the new custom calculation.
- Select the check box to indicate this is an Active custom calculation. It must be
active to show up in your report selections. If you do not wish to not have the
module name before the calculated field title, select the check box Do not
automatically prepend module name to title in account-wide reports.
- Click Save or Save & create another custom calculation.
- To use the custom calculation in a report, select Reports > Summary > and the report.
Note: To rename an OpenAir built-in value to a name that is better for your company, click Account > Company > Calculated field.
Click Renamed built-in summary fields. Enter the new name and
description and click Save. If you do not wish to not have the module name
before the Built-in title, select the check box Do not automatically prepend
module name to title in account-wide reports. Use HTML break tags to control
how the field title displays on the report.
Multi-currency display for receipts
Accounts with multi-currency enabled see available currencies for a receipt displayed in a drop-down list on each row of the Expense Grid after the Amount column. If the account forces the receipt currency to match the envelope or user's default currency, the currency is displayed as read-only. To enable multi-currency, users with required role privileges navigate to Account > Company > Currencies > Multi-currency.
Create default form field values for new projects and tasks
Prepopulate forms with commonly used values.
Default values can be set for a defined role or apply to all roles.
Capture and reuse information specific to a particular client.
Establish default project information, customer information as well as dates, custom fields, notifications, and additional information
including rules, billing settings, issues, invoice layouts, and workspace information as well as project approvals and notifications.
Establish default values for different roles. For
example, an Administrator can set the default values that a project manager can
see and they can be different than the values a user sees. Project managers
could see default values pertinent to the project management role just as a
user might see default values that were applicable to the user role.
Define default task values for task ID and names,
priority, phase, task type, planned hours, percent complete, dates,
assignments, and other entries.
How to set form default values:
- Users with required role privileges select can click the
Set form default values link in tips at the bottom of the
Create Project or Project from another project form or the Create Task forms.
(If you do not see tips, click the show tips link at the bottom of the window.)
- Use the drop-down to select a role.
- Enter the default information.
- Click Save
The form you are working on refreshes and displays the default information on
the new project form. Once default values are defined, users will see them when
creating new projects and tasks.
Form permissions are respected when configuring default values.
For example, if a default value for a particular field is set for a user role,
but that field is designated as Read-only via form permissions, that field
remains Read-only when a user with that role creates a new project or task.
Task and phases 'edit only' role
To select the new role switch for viewing and modifying tasks and phases, users with required role privileges navigate to Account > Account > Role under Account data. Select a role. Scroll down to Projects and select the check View and modify tasks and phases, but not create new tasks and phases.
Booking at the task level
If booking at the task level has been enabled, a task drop-down displays on the forms used for creating Booking requests and Multiple bookings. When tasks are identified for bookings, those tasks display in the drop-down in users' timesheets, expenses, and schedule requests. You can also display booked hours and booked users on the Edit tasks/phases list view for Projects. Projections (billing and cost) can now be calculated when based on booked hours, and when using billing rules that have task-based filters. In addition, when you run the advanced Booked Utilization reports, they subtotal by booking task.
To enable the booking at the task level feature and to require that tasks be selected on bookings,
send an email request to support@openair.com.
To use this feature, select Resources > Booking requests or Multiple bookings. A task drop-down displays on the form. Select Resources > Bookings > Grid.
A new task field displays on the dynamic booking grid.
Booking at the task level in Timesheets and Expenses
Booked tasks display in the drop-down task lists on Timesheets,
Schedule requests, and receipts for users who are booked to specific tasks. If
you limit clients and projects that appear on timesheets and receipts to those
where the user has an open task assignment, you can now do the same where the user
has an open task booking. To limit clients and projects, go to Account >
Company > Settings > Timesheet Options or Expenses Options and select the
check box for Show only clients and projects with open tasks booked to the
user.
Booking at the task level in Projects
Booked users and Hours-Booked can now be added to to the Edit tasks/phases list view with the customize link.
You can also run projections off booked hours using a billing rule that has a task filter. After setting up your billing rules, go to select Projects > Options > Charge projections or Timebill projections. Set up a billing rule with a task filter. Set up charge projections based on booked hours, then run projections. Finally, run a summary report on projected billing or cost.
Booking at the task level in Reports
Run advanced reports for Resources utilization
and display subtotals for booking tasks. Select Reports > Advanced and click
on the Percent booked utilization report under Resources.
Attribute column for Resource profile advanced report
Users with sufficient role privileges navigate to Reports > Advanced > Resources > Resource profile updates.
Click Edit for Report layout and select Attribute under Available Items. Click Add selected items and click OK.
Attribute and associated values display in the Resources profile updates report.
Timer: live time-tracking
The timer allows you to track time spent on projects and
tasks, and transfer that information to your timesheet.
To enable the timer feature, send an email to
support@openair.com.
How to activate timer functionality, and how to use a timer:
- To enable the timer feature for a user account, users with required role
privileges navigate to Account > Users > [select a user] > Demographic
> Timesheet Options, select the Timer Required check box, and click Save. Administrators
can copy the Timer Required to other users and/or departments in bulk. The wizard is available from Dashboard > Overview > Wizards > Bulk user change wizard.
- Select Timesheets > Timesheets > Create (Timesheet or Timesheet from another timesheet).
- Verify or change the timesheet information presented and click Save.
- Click on either the "Today's Timers" link or on the clock icon associated with the current date.
You will be directed to the "Add a Timer" dialog box if you have not enabled any timers yet for the day, or you may be directed to the "Timer's List View" if you have enabled timers already for the day.
- From the "Add a timer" dialog click "Start" to enable a timer and be taken the to "Timer List View" where you can view and manage your individual timers. The Timer feature will allow you to run multiple timers simultaneously and even adjust time if you have inadvertently made a mistake.
- Click Edit in the timer list view to edit the timer or add notes. Make changes to when the timer started or to Timesheet data. Type information about the timer or project/task in the Notes text box. Click Save. Revised information displays in the timer list view.
- To save time to your timesheet, click "Send all to timesheet". Each timer from your "Timer List View" will be copied to your timesheet.
Approved timesheets can be adjusted
Select an approved timesheet and make changes to the original time
entries. Project and task information may also be modified. While these
adjustments are made to the timesheet itself, they do not affect project
billing transactions, slips, invoices, and revenue recognition transactions.
How to use time adjustment:
- Send an email request to support@openair.com to activate the feature. OpenAir support can also enable the ability to allow automatic approval of adjusted timesheets for you at this time. To adjust an approved timesheet, a user must be granted the role permission of "Adjust approved timesheets".
- Click Timesheets > Approved and select a timesheet.
- Click Enter time. The original timesheet displays.
- Click the adjust link in hints at the bottom of the window: Adjust this timesheet
- Edit the desired time entries and click Save. Create an adjusting timesheet displays.
It includes the timesheet name with [Adjusted] in the title, a text box for
Notes, and the proposed Adjustments.
- Click Create the adjusting timesheet.
- The adjusted timesheet is created and displays in the Timesheets List view. It is
marked as [Adjusted].
A timesheet can have multiple adjusted timesheets. An adjusted timesheet can also be adjusted.
All related timesheets are listed and can be accessed from the hints at the bottom of the window.
Add attachments to projects, recognition rules, booking requests
More attachment options have been added to projects, recognition rules, booking requests, and
bookings. Attachments from approved booking requests can be copied to bookings.
To enable "copy attachments from booking requests to bookings", send an email request to
to support@openair.com.
For recognition rules, ensure the Recognition option is enabled in Account > Account > Project Stages.
Optional additional "Log out" link, at top of each page
To add a log out link on the top of each page, users with required role privileges can navigate to Account > Company > Settings and select the check box for Display a "Log out" link at the top of each page. This provides two ways of logging off OpenAir: clicking a log out link or selecting Log out on the drop-down module menu.
Filter drop-down menus change color when a filter is applied
Filter dropdowns on list views are now colored if they are filtering data that appears on the list. With the coloring, you can readily see which columns have filters being applied.
Would you like to see previous OpenAir updates?
Click here to browse previous OpenAir updates.
Suggestions, problems, or questions?
Contact us at support@openair.com or 888.367.1288 (outside the U.S. and Canada, call 617-351-0226). We pride ourselves on the outstanding care we give our customers. Please let us know how can we improve your experience with OpenAir. |
