Using the Document Attachments Feature

Adding a New Attachment

Complete the following steps to add a document attachment to a Time Card entry.

1. Select Transactions > TimeTrack > Time Card Entry. The Time Card Entry window opens.
2. Double-click an existing entry from the scrolling window, or create a new time card entry. To create a new entry, select a Batch ID, Employee ID, Week Ending Date, and Job Number/Service Call ID, if applicable.
3. To add an attachment to the entry, select the paper clip icon next to the Transaction Number field. The Document List window opens. This window displays the attachments for this transaction.
4. Select Add, and the Document Maintenance window opens.
5. Enter the Format of the attachment, as well as a Description and Date.
6. If you are attaching a file that is located online, mark the Internet/Extranet Address checkbox. When this checkbox is marked, the Select File button is disabled. Enter the URL of the attachment in the grey text field next to the button. The attachment will be opened from the URL. Skip to step 9.
7. If you are attaching a file from your computer, use the Select File button to browse for the file that you want to attach.
8. Select the radio button that indicates the type of document attachment you want to create.
   • Copy File
     This method will copy the file to the attachments folder on the shared server under \timetrack. The copy will be opened from this location on the shared server. The file name of the attachment will be automatically generated with the appropriate format extension. The file name will appear in the non-editable Document ID field.
   • Attach File
     This method will attach the file from any location. The path to the file is saved, and the file will open from that location. This method uses less hard disk space, but the attachment cannot be opened if the file is ever moved.
   • Copy to Database
     This method will copy the file to the Microsoft SQL Server database. The copy will be opened from the database. This method offers a more secure connection to attachments and makes the documents easier to manage.
9. Select Save. The attachment is saved to the transaction and displays on the Document List window. From the Document List window, you can Add a new attachment, or Edit or Display an existing attachment.

10. Exit the Document List window to return to the Time Card Entry window. The attachments button next to the Transaction Number field indicates that there is an attachment. If you decide to Clear the window before your time card entry is saved, the attachment will also be cleared. If the attachment was copied to the shared server or database, it will be deleted.

11. Finish all necessary fields to complete the time card entry, and Save the transaction when you are done.

Time card attachment(s) can be viewed from the Time Card Entry, Time Card Approval, and TimeTrack History windows.

Time Card Approval

After a manager approves your time card transaction in Time Card Approval, you can no longer add a new attachment or edit an existing attachment. You can view the attachments associated with the time card transaction. If a manager rejects your time entry in Time Card Approval, you can continue to edit document attachments.

Deleting an Attachment

Attachments can be deleted from a time card transaction. If the attachment was copied to the shared server or database, it will be deleted from that location after the attachment is deleted in TimeTrack.

1. Select Transactions > TimeTrack > Time Card Entry. The Time Card Entry window opens.
2. Select the Batch ID and Employee ID, and double-click an existing transaction entry from the scrolling window.
3. Select the paper clip icon next to the Transaction Number field. The Document List window opens. This window displays the attachments for this transaction.
4. Select an attachment, then select Edit. The Document Maintenance window opens.
5. Select Delete. The attachment is deleted from the time card transaction. If the attachment was copied to the shared server or database using the Copy File or Copy to Database methods, the file will be deleted from that location as well.

Deleting a Transaction

If a transaction that has an attachment is deleted, and the attachment was copied to the shared server or database, the attachment will be deleted from that location after the transaction is deleted in TimeTrack.

1. Select Transactions > TimeTrack > Time Card Entry. The Time Card Entry window opens.
2. Select the Batch ID and Employee ID, and, if necessary, double-click to select an existing entry from the scrolling window.
3. Select Delete. You are prompted to delete the entire week or a single transaction.
   • Single TRX
     The transaction and any attachments associated with the transaction are deleted.
   • Entire Week
     All transactions and attachments for the entire week are deleted.
4. When asked to confirm your choice, select Delete.

The specified transaction or week is deleted, along with any attachments. If an attachment was copied to the shared server or database using the Copy File or Copy to Database methods, the file will be deleted from that location as well.