Mobile App

This screen displays graphs of hours logged by day for the current time period (access restricted to timesheet users with at least a Project Time license) and an expenses summary for expense users with at least a Project Tracking license. The expenses summary will show the following:

• Unsubmitted - summary of all reimbursable expenses where the expense report has status of INUSE
• Processing - summary of all reimbursable expenses where the expense report is in SUBMITTED or APPROVING status

 

Screen Controls

• View Leave Balance to navigate to your current leave requests (access restricted to timesheet users); available if Enable Leave Request (unatime.leave_request.enabled) property is true.

• Capture Receipt to open camera to take a picture and add it to a new or existing expense report (access restricted to expense users). Completed, locked, and extracted expenses are not accessible.

• Add Hours to navigate to today’s details (access restricted to timesheet users).

• View Current Timesheet or Add Current Timesheet to navigate to your current timesheet .

 

 

           Sample iOS timesheets screen

 

Add/Edit/Delete Time

Swipe down to refresh the list of timesheets. Tap on a timesheet to see the time slips, and tap on a day to see the details. You can tap on the filter icon in the upper right corner of the screen to filter on status and time frame.

 

Add

In order to create a timesheet, the following must be true:

• the user has timesheet user role
• the user is active
• a time period is defined in their Person record
• the time period that contains the specified date allows creation of new timesheets
• the time period that contains the specified date allows non-admin access
• the end of the time period that contains the specified date is on or before the cutoff date specified in the time period setup
• the end of the time period that contains the specified date is on or before the last time period of this type that can be created based on the number of future periods allowed (see Setup Time Period Setup)
• the specified date is on or after the start of this time period type

 

Tap +Timesheet to add a timesheet. You can add a timesheet for the next period, or choose a specific date. If you already have a timesheet for that date, that timesheet will display. Then you can tap on +Hours to add your hours.

 

Edit

You can edit timesheets that meet the following criteria:

• in INUSE or DISAPPROVED status (including Adjustment statuses) (if timesheet is in SUBMITTED, APPROVING, or COMPLETED status when you try to edit, you will see a warning that the timesheet will go through the approval process again if you proceed)
• in LOCKED or EXTRACTED status if Enable End-User Adjustments (unatime.end_user_adjustment.enable) property is true (see End User Adjustments)
• work date is on or after the user's effective date
• time period allows edits

 

When editing a time slip's drop-down values (i.e., project, task, etc.), you will have the option of editing only that day or every day in the timesheet.

Delete

Swipe left on a timesheet or time slip to delete it. If deleting a time slip, you will have the option of deleting for only that day or every day in the timesheet.

You can delete a timesheet under the following conditions:

for timesheets in INUSE, DISAPPROVED, or any ADJUSTMENTS status:

• time period of the timesheet allows non-admin access (see Setup Time Periods)

 

for timesheets in INUSE or DISAPPROVED (not Adjustments):

• Allow End Users to Delete Timesheets  (unatime.allow_timesheet_delete)  property is set to true
• Enable Timesheet Audit Trail  (unatime.audit)  property  is set to false

Note: If this property is set to true, the timesheet will not be deleted, but the time will be zeroed out.

 

For Adjustment statuses, the adjustments are deleted, but the original timesheet is left in LOCKED or EXTRACTED status.

 

Details Tab

                  

        Sample iOS timesheet details screen                                                   Sample iOS hours screen

 

Tap on +Hours to add your hours. You must first select a project before allowed to enter time. You can add hours for a Duration of a single day or multiple days, or add hours for Time In/Time Out (TITO) punches (only available for non-subcontractor portal users).

For Duration, you can tap on the Date field and select multiple days for which to enter hours.

For TITO, you can tap Add Punch to add hours, and tap Remove Punch to remove those hours. Only one TITO entry at a time can exist without a stop time. If you already have a punch without an end time, and you enter another without an end time, the end time will auto-populate to the current time. The project or user can require TITO time entry. See Time In - Out for more information.

Hours are rounded according to the user's time entry increment (see People Profile >> Time), and must be zero or positive.

When adding hours, you can search for projects, tasks, labor categories, locations, project types, and pay codes. To narrow selections, start typing in the search field for each detail. These fields are available under the following conditions:

• Project
• • always available
  • choose from recently used projects (from previous and current timesheets) or all projects available to you under My Projects - see Working with Timesheets >> Which Projects/Tasks are Available
• Task
• • available if Hide Task on Timesheet Edit (unatime.timesheet.hide.task) property is false
  • choose from recently used tasks (from previous and current timesheets) or all tasks available to you under My Projects - see Working with Timesheets >> Which Projects/Tasks are Available

Note: We recommend choosing from the recently used projects and tasks when possible.

• Labor Category - available if Hide Labor Category on Timesheet Edit (unatime.timesheet.hide.labor_category) property is false
• Location - available if Hide Location on Timesheet Edit (unatime.timesheet.hide.location) property is false
• Project Type - available if Hide Project Type On Timesheet Edit (unatime.timesheet.hide.project_type) property is false
• Pay Code - available if Hide Pay Code on Timesheet Edit (unatime.timesheet.hide.pay_code) property is false

 

The combination of these fields must be unique: work date, project, task, labor category, location, project type, and pay code. See Working with Timesheets >> Time Field Descriptions for more information about the timesheet fields.

If Hide Comments on Timesheet Edit (unatime.timesheet.hide.comments) property is false, you can enter comments for time entered. If the project for the timesheet requires comments, then you must supply comments for time entered. You can also tap the dictation icon on your phone to speak your comments.

If you change a timesheet and Enable Timesheet Audit Trail (unatime.audit) property is true, you will be prompted for a change reason. You can select a change reason for each change, or select a global change reason for all of your changes. See Working with Timesheets >> Audit Trail for information about tracking timesheet changes.

After entering your information, you can Save or Save & Copy. The latter option will save the timesheet and copy the details (project, task, etc.) to the next day in the timesheet. Hours and comments are not copied. The save actions will be disabled until the timeslip becomes unique (as you select the data).

When you are ready to submit a timesheet, tap on in the upper right corner to submit. You can also add a comment when submitting. If you made timesheet adjustments, you will be prompted to enter an adjustment change reason. After submitting, a "Rate Me" popup will display. If you tap the sad face, you can submit a suggestion.

 

Validations

The mobile timesheets follow the same validations as the main Unanet web application, including custom business rules (stored procedures). To enable displaying messages from stored procedures, your administrator must enable the following property: Enable Mobile In-App Browser to Display Save and Submit Stored Procedures (unatime.mobile_display.stored_procedure). If there are messages displayed, tap Open Error Message or Open Warning Message to view the errors or warnings. You can rotate your device to view the errors and warnings in landscape view.

If you have warning messages (e.g., a day with more than 24 hours), you can choose to cancel your submission or continue your submission. If you have error messages, you cannot submit until the errors are corrected.

if comments are required for timesheet cells, the colored borders indicate the following:

• black border - comments have been entered

• yellow - warning, no comments but not required

• red - error, no comments and they are required

 

Approvals Tab

In order to see the approval history for a timesheet, tap to open the timesheet from the list. Tap the Approvals tab. You will see a listing of the approval history (date/time, approver name).

 

Comments Tab

In order to see the comments for each time slip, tap to open the timesheet from the list. Tap the Comments tab. You will see a listing of the comments for each timesheet cell.

 

Audit Tab

If the Enable Timesheet Audit Trail (unatime.audit) property is true, you can view the audit history of changes. You will see a listing of each changes work date, project/task, modified date, original values, new values, and change reasons.

 

Adjustments Tab

This tab will display if you have adjustments and the timesheet is in LOCKED, EXTRACTED, or one of the ADJUSTMENT statuses. You can view the modified date, the change from and to values, and the reason. A yellow bar on the left side of the screen indicates pending adjustments.

 

 

Access to expense reports is restricted to expense users only. Tap on Expenses to see a list of your expense reports. Expense users can tap on the filter icon in the upper right corner of the screen to filter on status and time frame. Tap Apply Filters to see the newly filtered list, or tap Reset to apply default filters. Tap on an existing expense to see the details.

 

Add

              Sample iOS Expense Report screen

 

Tap on +Expense Report to add a new expense. You will be prompted to enter the following:

• Location

• • required if Require Location on Expense Reports (unasense.location.required)  is true

  • maximum characters allowed is 255

• Purpose

• • required if Require Purpose on Expense Reports (unasense.purpose.required) is true

  • maximum characters allowed is 2000

 

Tap Next to enter the following:

• Project

• • can select multiple projects (tap Add Project to add additional projects) unless Limit Expense Reports to one Project (unasense.single.project.expense.limit) is true or user is a subcontractor employee

  • project must be active

  • project must allow expense charges (i.e., project's Allow Expense Reporting is true)

  • if project requires task for expense reporting, project must have at least one task for expense reporting

  • expense report owner must have project, task, or organization assignment for the project

  • if Show Project Org Code on Expense Report Edit  (unasense.expense.org.display) property is true, org code will display; if the Show Project Title on Expense Reports  (unasense.project.title.display) property is true, the title will display

• Task

• • task must be active

  • task must allow expense charges (i.e., task's Allow Expense Reporting is true or uses the project's setting which is true)

  • required if Require Tasks for Expense Reporting is checked on Project Profile

• Allocation

• • allocation will be split automatically among multiple projects, but you can change the allocations

  • allocation percentages must total 100%

 

              Sample iOS Add a Project screen

 

Tapping on Save will take you to the Details tab.

 

Validations

The mobile expense reports follow the same validations as the main Unanet web application, including custom business rules (stored procedures). To enable displaying messages from stored procedures, your administrator must enable the following property: Enable Mobile In-App Browser to Display Save and Submit Stored Procedures (unasense.mobile_display.stored_procedure). If there are messages displayed, tap Open Error Message or Open Warning Message to view the errors or warnings. You can rotate your device to view the errors and warnings in landscape view.

 

Details Tab

The Purpose and Projects section at the top of this tab can be expanded to view the details, and from there you can edit those details if desired.

Existing expense item lines will display. Tap on SHOW DETAILS to view the expense item details.

If the item exceeds the expense type threshold established on the Admin >> Setup Expense Type page, then "Exceeds Threshold" will display in red for that item line. If Require Comments if Threshold Exceeded (unasense.threshold.exceeded.need_comments) property is true, then you must enter a comment for the line item.

 

Add Expense Item

Tap on +Expense Item to add an expense line. You will be prompted to enter the following:

• Expense Date - the date must be within the project and task dates.

• Expense Type

• • enabled expense types (see Setup Expense Types) are available for selection.

  • limited to expense types without a wizard or those which support the Mileage, Airfare, Lodging Per Diem, M&IE Per Diem, or M&IE Per Diem Allowable wizards (see Setup Expense Types >> Wizards for more information about wizards). You will be able to view and delete expenses that use other wizards that were added in the core Unanet web application, but will not be able to edit those.

• Payment Method - defaults to Preferred Payment Method found in People Profile >> Expense tab.

• Project Type - active project types (see Setup Project Types) are available for selection. The project type defaults to the selected project's project type.

• Charge to Project - only displays if more than one project is selected; select "Use Allocation" or select a project to charge.

 

Note that if you select an expense type that has a wizard, you will enter additional information depending on the wizard type.

Note: If the expense type is set up to require a vendor, you must select a vendor for the expense item.

Note: If you select Use Currency other than USD, you will be able to select the currency used and exchange rate. Currency defaults to your System Base Currency  (unasense.company.currency) property or the value specified in the user's People Profile.  

 

When you are ready to submit an expense with status of INUSE, tap Submit or the three-dot more menu and then Submit in the upper right corner of the screen (for iOS and Android phones respectively).

If the expense type requires a receipt, you must attach receipt or enter a reason why the receipt is not provided. You will be prompted to do one of the following:

• Take a photo - if permission dialog pops up, tap Allow and then your device camera will open.

• Upload from your device - you can choose from Photo Library or Files

• Select an Expense Report Attachment - shows a list of available files attached at the expense report level that you can select to attach to the line item

• Skip for Now - at the end of the expense wizard you can tap Attach Receipt to add it then

Scanning Receipts

When adding a receipt for the first time, data will be extracted from the scanned image and used to automatically populate the line item details. You have the option of canceling the scan and uploading the data manually. Follow the on screen prompts for scanning.

The Auto Detect option automatically attempts to find the receipt rectangle. The image is automatically cropped to the selected receipt rectangle.

The Flash option defaults to off. Turn on for flash photography.

If the scan fails, tap Retry.

If the receipt is added at the end of a wizard or added to an existing line item, the receipt will be uploaded but not scanned.

The expense date on the receipt is validated against the date that you chose. If they do not match, a popup will display where you can keep the date you entered by tapping Continue or tap the date to edit. You can also edit or delete any of the scanned data.

You can swipe right on a receipt to Re-scan. You will be prompted to either replace the item details with the new details or you can skip the scan.

If you add another receipt, the new scanned data from that receipt will replace the existing data. You have the option of skipping the scan and just adding the new receipt as an attachment.

              Sample iOS Add a Receipt screen

 

Edit Details

Tap on an existing expense item to edit the details.

If expense report is SUBMITTED, APPROVING, DISAPPROVED, or COMPLETED status, you will see a warning that the expense will go through the approval process again if you proceed with editing.

Expenses with LOCKED or EXTRACTED status cannot be edited.

 

Approvals Tab

Tap this tab to see the list of status transitions. You will see the date of status change, the approver and alternate approver if applicable, and comments.

 

Attachments Tab

Tap this tab to see a list of existing attachments. Tap on an image to view it full screen. Once in full screen, you can zoom in.

Swipe left on an attachment to delete it.

Tap on +Attachment to add files or images.

You can upload a receipt by one of the following methods:

• Take a photo - if permission dialog pops up, tap Allow and then your device camera will open

• Upload from your device - you can choose from Photo Library or Files

 

Tap +Attachment if adding additional receipts. Tap Finish when done.

Note: To assist with the management of allowable attachment types and size, the administrator can use the following three properties: Maximum Size Allowed for each attachment  (unanet.attachment.max_size), File Extensions that are Not Allowed  (unanet.attachment.invalid_file_extensions) and File Extensions that are allowed  (unanet.attachment.valid_file_extensions).

 

Delete

Swipe left on an expense report or report line item to delete. You can delete expense reports with INUSE or DISAPPROVED status.

 

1. Enable properties and offline option

When a mobile device is offline, timesheet and expense users can still access timesheet and expense functionality. Administrators can set the following properties, Enable Mobile Offline Timesheets (unatime.mobile_offline.enabled) and Enable Mobile Offline Expenses (unasense.mobile_offline.enable), which control whether users can access time and expense when offline.

You can also enable/disable offline capabilities with the Offline Data > Offline Enabled option on the More >> About screen.

Note: As long as you stay logged in, you will be able to access your timesheet and expense information when offline. 

• Logging out of the application (using More Menu > Log Out) would require you to re-authenticate and would prevent accessing data offline. (Re-authentication requires an internet connection.)

• It is recommended that you close the application rather than logging out.

2. Open mobile app to load data

You will need to open the mobile app and allow the timesheet or expense data to load while online to ensure that the data will be available offline. Loading the data happens in the background and should not take longer than it takes to enter time or expense.

 

3. Manage data offline

When your device is offline, you can still do the following functions:

Timesheets

• view, add, and edit a list of cached timesheets that have one of these statuses: INUSE, APPROVING, SUBMITTED, DISAPPROVED, or ADJUSTMENT

• delete timesheets in INUSE, DISAPPROVED, or ADJUSTMENT statuses

• submit timesheets if no errors and time period allows it (timesheets will be in "Pending Sync" status until back online)

 

Expense Reports

• view, add, and edit a list of cached expense reports that have one of these statuses: INUSE, APPROVING, SUBMITTED, COMPLETED, or DISAPPROVED
• add/edit expense line items
• add attachments - note that Optical Character Recognition (OCR) scanning does not occur when offline
• view cached attachments
• submit expenses if no errors (expense reports will be in "Pending Sync" status until back online)
• delete expense reports in INUSE or DISAPPROVED statuses
• delete line items for expenses in any status
• delete attachments for expenses or line items with INUSE status

• capture receipt from Overview tab (OCR scanning not available offline)

 

You cannot filter expenses while offline.

Only cached projects and tasks are available for selection while offline.

 

4. Sync data when back online

The timesheets will be synced when back online. This can take a few minutes, especially when there is a lot of data to sync.

If the sync fails, you will see an " Issue Syncing" message.  You can view and address the errors if this occurs.

If there are conflicts (e.g., time was entered on the web while the phone was still offline and it doesn’t match the offline changes), the most recent edits will take precedence.

 

 

Tap on More to access the following features.

A red dot next to More indicates pending approvals in your approval queue.

              Sample iOS More screen

 

About

Tap to see the app version, platform version, and current platform URL. You can also see Unanet's Privacy Policy and Terms and Conditions.

You can also enable/disable offline capabilities with the Offline Data > Offline Enabled option.

 

Approval Queue

Managers (or alternates) have access to the Approval Queue. If you have time or expense to approve, you will see a red dot next to the More menu at the bottom of the screen. From each tab in the queue, you can select which items to Approve or Reject. Tap Select All to select all items for approval or rejection. You can also approve or reject from the detail view. Note that if you reject a timesheet or expense, a comment is required. A red bar on the left side of a time entry in the detail view indicates a problem with that entry (e.g., no comment entered when comments are required).

The mobile timesheets follow the same validations as the main Unanet web application, including custom business rules (stored procedures). You can view the errors or warnings and rotate your device to view in landscape view.

Tap on the filter icon in the upper right corner of the screen to filter on managers for which you are an alternate approver, if applicable. Tap Apply Filters to see the newly filtered list, or tap Reset to apply default filters.

Time Approvals

When you approve or reject a timesheet, you can enter a comment.

 

If Require Approvers to View Details  (unanet.approve.force_view) property is false, then you can select multiple timesheets and approve or reject in bulk. If this property is true, then you must tap the timesheet to review the details and scroll to the bottom to approve or reject.

Approved timesheets will have one of the following statuses:

• APPROVING or APPROVING (Adjustments)

• COMPLETED or COMPLETED (Adjustments) if there are no other approvals required

• LOCKED if COMPLETED and Set Timesheets to Locked Upon Completion (unatime.autolock) property is set to true.

 

Rejected timesheets will have a status of DISAPPROVED or DISAPPROVED (Adjustments) for adjusted timesheets.

The timesheet owner will receive a status change email notification. For approvals, the email is also sent to the next approver if there is one.

 

Expense Approvals

When you approve or reject an expense, you can enter a comment.

If Require Approvers to View Details  (unanet.approve.force_view) property is false, then you can select multiple expenses and approve or reject in bulk. If this property is true, then you must tap the expense to review the details and scroll to the bottom to approve or reject.

If an expense report in the queue has attachments, you can click the icon to view the attachments.

Approved expenses will have one of the following statuses:

• APPROVING

• COMPLETED if there are no other approvals required

• LOCKED if COMPLETED and Set Expense Reports to Locked Upon Completion (unasense.autolock) property is set to true.

 

Rejected expenses will have a status of DISAPPROVED.

The expense owner will receive a status change email notification. For approvals, the email is also sent to the next approver if there is one.

 

Leave Requests

      Sample iOS Leave Requests screen

 

If you have leave requests and Enable Leave Request (unatime.leave_request.enabled) property is true, you will see your leave balances at the top of the screen and then  a list of current leave requests (i.e., requests whose end dates are greater than today). You can edit or delete requests that are in INUSE or DISAPPROVED status (if request is in SUBMITTED, APPROVING, or COMPLETED status when you try to edit, you will see a warning that the request will go through the approval process again if you proceed). You can also cancel requests that are in SUBMITTED, APPROVING, COMPLETED, or LOCKED status. Swipe left to delete or cancel. If notifications are enabled, the manager will be notified of the delete or cancellation.

Tap + Leave Request to add a request. You can select start and end dates, enter hours, select whether to include non-working days, and enter a comment. The default number of hours between start and end dates is based on the user's business week definition, but you can override the number of hours. Tap Save or Submit when finished.

You will also see a section at the top for remaining balances. It will show the remaining leave balance for each leave project to which you have access. You can tap View Details which will show all the past requests that contributed to the remaining balance.

Account Settings

Profile

In this section, you can do the following:

• tap on Email to edit your email address.

• Timesheet Users can toggle Autofill Timesheet on or off. This will autofill values from the previous timesheet, i.e., you can tap on a "ghost" time slip entry and the add hours form is pre-populated with project, task, etc. (hours and comments are not pre-populated). The "ghost" time slip is only visible if there is not already a matching entry for that row on the selected day. Note that "ghost" entries from the current timesheet always display (this toggle only affects displaying values from previous timesheet).

 

Security

In this section, you can do the following:

• tap Face ID Authentication to enable or disable. When enabled, you can log in using Face ID or Touch ID (iOS only), or fingerprint (Android only).

• tap Change Password to enter a new password.

 

Mobile Notifications

In this section, Timesheet Users can do the following:

• tap Allow Mobile Notifications to turn notifications on. Notifications must be turned on in order to get timesheet reminders. Once you have turned notifications on, the button will be grayed out. You can disable notifications using your phone system notifications. Note that you cannot enable notifications if it is disabled at the system level.

• tap Timesheet Reminder to view and edit the reminder schedule for timesheet notifications. You can set the time and choose which days to be reminded. When you receive the notification, you can tap to access the app and enter time.

These options are available even when offline.

 

Email

In this section, you can do the following:

• tap Timesheet Update Emails and Leave Request Update Emails on or off.