Suggested Entries allow you to load entry suggestions on your timesheet based on data in other applications that you use to do your work throughout the day. Data such as Microsoft Exchange/Office 365 calendar events or tasks can be loaded into the suggested entries of your timesheet for editing and saving as time entries. Suggestions will include project/activity/etc. selections based on the descriptions in the data. However, after accepting the suggestions you can edit these selections, and the system will learn to make more accurate selections in the future based on your changes. NOTE: Suggested Entries are only supported on grid-based timesheets. They are not supported on line item timesheets where the date of the entry is chosen from a select list.
Figure 29.15 Suggested Entries
If your administrator has set up Journyx access to your Microsoft Office portal, you will see an option to link your Microsoft Office account to Journyx at the foot of your timesheet. Linking your account will allow you to load Exchange calendar events and tasks in your suggested entries on your timesheet. If you are already logged in to your Microsoft Office portal in another browser tab, clicking on the "Link this account to Microsoft Office 365" button will automatically create the link and enable loading of calendar events and tasks. If you are not logged into the portal, clicking on the button will take you to a Microsoft Office portal login screen where you can enter your Microsoft credentials and link the account.
Figure 29.16 Linking Microsoft Office 365 Account
After you have turned suggestions on in your Preferences and linked your Microsoft Office 365 account, you will see your Exchange calendar events and tasks in the Suggested Entries section of your timesheet for a given period.
General Things to Know About Suggestions
- Suggestions are...suggestions. You can take them or leave them.
- Suggestions will get better over time. The first time you use them, the selections may be pretty far off.
- Accepting suggestions puts them into the New Entries section where they can be edited.
- Ignoring suggestions makes them go away.
- If you click on the gear icon in the upper right corner of the Suggested Entries section, you will see the option to Accept all of your suggestions.
Figure 29.17 Main Menu for Managing Suggestions
If you select individual suggestions using the checkboxes to the right of each suggested entry, you will also see the option in the gear icon/main menu to Accept Selected or Ignore Selected entries.
Figure 29.18 Main Menu with Specific Suggestions Selected
In addition to the gear icon/main menu that allows you to take actions for all suggestions, there is also a menu for each individual entry to the right of the checkbox. This menu gives you the option to accept or ignore the specific entry. It also has a Details option that allows you to view more information about the data that caused the entry to be created.
Figure 29.19 Detailed Menu for a Specific Suggestion
When you select the option to ignore entries, the selected entries will be removed from the displayed list of suggested entries. If any of the calendar events are from a recurring series, you can ignore the entire series using the row entry menu to the right of the checkbox. If you make a mistake and want to reverse the setting to ignore entries, you can click on the menu option Show Ignored Events to display your ignored entries again for the period.
When you select the option to accept entries, the selected entries will be moved to the New Entries section of the timesheet for editing and saving as time entries. Don't worry if the projects and selections are incorrect in the suggested entries you accept. You will be able to change the suggested selections in the New Entries section, and the Journyx system will learn from your changes and make more accurate suggestions in the future. When you are finished editing your suggestions in the New Entries section, click on the Save button to save the time entries to your timesheet.
NOTE: If you have a lot of calendar events and tasks for a given period, they may not load all at once. After you have cleared the existing suggestions (by accepting or ignoring them), the remaining suggestions will be loaded.
TIP: If you put your project names and/or other time tracking key words in the details or top of the body of your calendar event, the suggested values on your Journyx time entry screen will be more accurate.