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Multi-Project User Specific Timesheets

  • 1.  Multi-Project User Specific Timesheets

    Posted 02-10-2020 12:51
    I'm a relatively new user to QuickBase and have quickly developed the want to use this in multiple avenues in my company. One of the things that my company would like to do is start tracking time spent on projects on the engineering side of the business. We would like this to be as easy as possible so that it is as easy as possible to get people to use the timesheet as possible. We are thinking of capping this out at a per hour time sheet, rather than drilling down too deep. What i have currently is a table called "All Projects" that will house all projects that are being worked on(this table will also track opening date and closing date of project). This table is the Parent table to the "User Projects" table. The "User Projects" table is where each person will add their specific projects that they are currently working on, as well as remove the projects that they are not currently working on. This is done such that each person has a unique list of current projects and does not have to sort through a bunch of non-relevant projects each time they add a time card. Then you get to the third table, "Time Log" where each person will add, either weekly or daily, a basic timesheet. They should be able to select a number of different projects for each timesheet based on the "User Projects" table. I am struggling with making the fields/relationships such that this works. Right now i have a multi select text box in the "User Projects" table for each person to select their projects. This way there is only one record per person on currently active projects. I am also struggling with creating multiple fields with the projects options listed in them. I will share a couple pics of the basic tables as well. Please let me know if you need more information. 

    Eric Hernandez

  • 2.  RE: Multi-Project User Specific Timesheets

    Posted 02-10-2020 14:45

    I maybe misunderstanding your table design from the paragraph, but let me suggest an architecture.

    A couple of key things.
    The Assigned Project Table exists to let you relate all the Projects to the Employees.  You can have one or many Employees working a Project.  It is not a list of different Projects, it is only who is assigned to them.

    The Time Cards table will let you people enter time against their Assigned Projects.  They will see the correct Project Name, they need never know that they are tied to the Assigned Projects table.  You make a Record Picker report so they can only see Assigned Projects where they are User assigned to it.

    When a Time Card record is added, use an Automation to then relate the Time Card directly to the Projects table.  You now have all your time summarizing there.

    Project Management and Time Tracking can get complicated.  You have not laid out the business case for the customers or billing which I am sure could impact some of this.   We want to make sure you have the data for Payroll, Invoicing and Job Costing.

    Don Larson
    Westlake OH

  • 3.  RE: Multi-Project User Specific Timesheets

    Posted 02-10-2020 18:34

    Thank you for your quick reply. I am going to try to get something put together in the next few days to see if I understand your suggestions. I will let you know if I happen to have any more questions.


    Eric Hernandez