Reports - Time

In this Article:

• Cases/Matters
• All Timeslips
• Pro Bono Time
• Only Show Timeslips for User Running Report
• Reporting on "Missing Time"

Cases/Matters

Total Time on Case Field

On the top level Case Data table. The total time on the case regardless of when the time was entered. Useful because it will not cause a report to have multiple rows per case.

Case Data >Timekeeping (Multiple Rows per Case)

Guarantees that the report will only contain timeslips linked to cases/matters (no chance of pulling in outreach or other time).

Allows reporting on time spent during a range of dates, as opposed to all time on a case (how much time was spent last month on open cases).

To maintain a one row per case report, apply the Sum aggregate to the Time Spent column, and the Min aggregate to any other field used, like Date of Service, and the Min aggregate on the hidden Database ID column that will be automatically added to the report.

This subtable can do two things that may take you by surprise, even if you are not pulling any fields from it. Just the presence of the subtable can:

• Cause your one row per case report to produce multiple rows.
• Cause your case report to return no results, or limited results, for users whose role does not have the "View Other Users' Time" permission.

Case Data > Matter Last Service > Service Date

The date of most recent timeslip on a case. This may slow down your report.

All Timeslips

Time linked to cases, outreaches, or neither, and the 'pro bono' variants if used.

Report using the top level Timekeeping table.

Timekeeping > Caseworker > Caseworker Name. The subtable also has the "Is Probono" field, allowing the report to filter for only time spent by pro bono users.

Timekeeping > Cases to pull in information from the matter a timeslip is linked to. If you really only want timeslips on cases, start over with a Case Data report and use the Case Data > Timekeeping subtable.

Timekeeping > Outreach to pull information from the outreach a timeslip is linked to.

Timekeeping > Combined Outreach/Case Information to display in one cell either the case number or the outreach name a timeslip is linked to, if any. Easier than adding both the Cases and Outreach subtables if other detail isn't needed. Using both subtables would also result in a column for case numbers and a column for outreach names.

Pro Bono Time

Time can be considered 'pro bono time' based on various criteria, and depends on how an organization chooses to configure its timeslips.

The Pro bono Time field is set to Yes in the background when a timeslip is created from an "Add Pro bono time" link using the static timekeeping processes and forms. Most sites use dynamic forms, so this field doesn't apply unless it has been added to those forms.

The PAI Time field can be selected by the user (pro bono or staff) if the timeslip form is configured to display it. This is the recommended setup because it provides the most flexibility in reporting on pro bono time. PAI (Private Attorney Involvement) is the acronym used by many organizations to refer to work done by volunteers or by staff in supporting volunteers.

The Probono Time field on the top level Case Data table. This field gives the total pro bono time recorded for a case, where 'pro bono time' is the time entered on pro bono timeslips.

Focusing on the caseworker the time is entered for, there is the Timekeeping > Caseworker > Is Pro Bono field.

Only Show Timeslips for User Running the Report

The "My Time" links that may be enabled for the main timekeeping page use a hidden filter to run the "My Time Today" and related reports, showing timeslips only for the user running the report. To add this filter to other reports, add the Timekeeping > Caseworker > User Data > Database ID field to a report. This will automatically add a filter that looks like this:

Select "Is the User Viewing this Report". 

Reporting on Missing Time

If you need to report on users who have not recorded time, or recorded less than a certain number of hours, for any given date during a range of dates, you can build the following report. Alternatively, you can download the XML file from the Example Reports page and import it to your site.

• Create or edit a report that is based on the System Users top-level table.
• Click on Advanced Add Columns and add the following fields and sub-tables:
• (Optional for filters) System Users: Active, System Users: Current, and System Users: Is Probono
• System Users > Person: Full Name (Last, First)
• System Users > Users by Days: Date
• System Users > Users by Days > Timeslip Entries for Day-User Combination: Time Spent
• Add other fields as desired
• Edit the properties of the Time Spent column and set the Aggregate to "Sum".
• Sort the report by the Date column.
• Add the Time Spent field as a filter, set it to "Is less than", enter a number of hours, for example 7, and check the Advanced box, then the Apply After Aggregate box.
• Add the Date field as a filter and set it to a common range of dates like "Previous Week" or "Past 7 Days".
• (Optional) Add the day of the week to help distinguish weekends. Add the Date field from the Users by Days subtable, then edit the column properties set Format to "Day of Week".
• Group the report by user name. Edit the column properties of the name column and set Show to "Section".