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Time Tracking
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Create Time Entry Block: Automatically Submit Timesheets Based on Form Data

📄 Create Time Entry Block: Automatically Submit Timesheets Based on Form Data
 

The Create Time Entry Block enables you to generate timesheets from submitted forms—automating labor tracking for payroll, costing, and reporting. Whether it's from a daily log, equipment use report, or shift closeout, this block ensures time data is always captured accurately.

⏱ What Is the Create Time Entry Block?

This workflow block:

  • Creates time entries for users based on form inputs
  • Supports start/end time, duration, project, cost codes, and roles
  • Allows you to configure submit vs. pending status
  • Prevents redundant manual time entry

✅ Great for daily field logs, shift summaries, after-hours work tracking, timesheets, and indirect labor

🛠 How to Use It

  1. In Step 3: Workflow, drag the Create Time Entry Block into the canvas
  2. Connect it to any previous block (Submit, Approve, Edit)
  3. Click the block to configure:

⚙️ Configuration Options

1. Time Source

Choose which table to pull time data from:

OptionDescription
Time Entry TableCreates time card based on data entered in form’s Time Entry Table

2. Customization Steps

Determine how the Create Time Entries step behaves:

StatusMeaning
Auto SubmitTime entries are submitted automatically
Auto ApproveSkips approval → goes directly to payroll/costing
Prevent DuplicatesIf checked, Ontraccr ignores new time entries that conflict with existing time entries. If unchecked, Ontraccr creates all entries, even if they conflict with existing entries.

🔁 Field Mapping (When Using Table)

When using a Time Entry Table:

  • Auto-map columns like:
    • User
    • Date
    • Hours
    • Cost Code
    • Notes

🧠 Use Case Examples

FormEntry TypeSetup
Daily ReportTime Entry TableAuto-create timesheets for entire crew
Incident ReportManual fieldsLog time spent resolving the issue
Overtime RequestStatic 2 hrsAdd 2 hours to author on approval
Site Walk LogTime Entry TableSubmit team time to specific cost code

📌 Best Practices

  • 🧠 Combine with Approval Block before this step to ensure verified data
  • 🔁 Use Edit Block to force corrections before final time is logged
  • ⏳ Add a check to prevent overlapping entries with warning logic

📋 Reporting & Audit

  • Entries created via this block are flagged with “Created via Form”
  • All entries include the originating form as a reference
  • Time audits can trace entry back to submission and user

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