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DavidHoover's avatar
DavidHoover
Qrew Trainee
7 years ago

How to create a total of weekly allocated hours per employee

I'm looking for a way to create a total of all allocated hours per employee, per week. I currently have a Summary Report that does display the information needed, but management wants to be able to tr...
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QuickBaseCoachD's avatar
QuickBaseCoachD
Qrew Captain
7 years ago
I suggest that you decide which weeks management wants to look at.  Hopefully they will say like "well we usually only look out about 6 weeks.

So make a summary fields on the Employee Record to summarize the allocated hours for the current week. call it [Allocated Hours Current Week]

The filter on the summary will be

where date is during the current week.

The copy the field and called it [Allocated Hours Current Week + 1]
Adjust the summary filters to be where
ALL of 
Date is during the next 1 weeks


duplicate to 
[Allocation Hours Current Week + 2]
Adjust the summary filters to be where
ALL of 
Date is during the next 2 weeks
Date is not during the next 1 week

and keep going so the +3 will be
Adjust the summary filters to be where
ALL of 
Date is during the next 3 weeks
Date is not during the next 2 weeks


The you can make a report when any of those say 6 summary fields is  > 50 hours or whatever the threshold of concern is.

If they want more weeks out well, just turn up the music real loud and keep on duplicatin' that Summary field.  It's pretty quick once you get the rhythm of the mental pattern going for the field duplication.




  • DavidHoover's avatar
    DavidHoover
    Qrew Trainee
    7 years ago
    In this scenario where/how would a notification get triggered? I do already have a Summary Report that displays the total hours allocated for all weeks in the future grouped by employee and weekly end date- I also used some JavaScript to highlight/color the cells (employ row, weekly end date column) that are over (and under) allocated. But management wants to notified in email instead of just looking at the summary report. I'd also like to be able to display the total hours allocated to an employee for any given week when the project managers are allocating hours (so instead of just management getting an email notification, the PM's can see in real-time how many hours an employee is already allocated (for any/all tasks they are assigned).
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    7 years ago
    re:But management wants to notified in email instead of just looking at the summary report.

    It would be a daily subscription to the report I described above.  The report would be called EE's with >Hours Allocated hours in the next 6 weeks.

    As for your 2nd question it is hard for me to answer without seeing how the Pm allocate hours, but you could calculate the week identifier of the week(s) that are over allocated by formula and show that on some report or the drop down list for the EE.

    For example, today is January 29th.  If I was an EE who was over allocated for the bucket +1 and +2, it could read

    Mark Shnier (Feb 4!, Feb11!)
    David Hoover
    Fred Flintstone

    So in the example above they would not allocate me more hour, but give the hours to you or Fred as they are not in warning.


    You would not need to show the year as that is obvious. The formula would calculate what the first Monday is of the week that is over allocated.



  • DavidHoover's avatar
    DavidHoover
    Qrew Trainee
    7 years ago
    Okay, I see where you are going with this. I'm not sure that's what management wants but let me play with it and see what I can do.

    Being a developer (SQL, .Net, Perl, etc) I could handle this with a simple query. I feel like I'm such a newb when trying to work with QB lol.
  • QuickBaseCoachD's avatar
    QuickBaseCoachD
    Qrew Captain
    7 years ago
    Quick Base is often frustrating for real programmers as you have to unlearn your usual thinking. 

    Also you need to sit those managers down get them practical as to how far out they really do need to look.