pesikwane

A Simple Time sheet Solution Part 4 (Office 365)

Blog Post created by pesikwane on Jun 7, 2018

Hola, 

 

Finally back in South Africa from Israel!!! 

 

Anyway, this solution allows you make use of the Office 365 version of my Timesheet Solution. Yup,I did it, I migrated it across to Office 365/SharePoint Online® using Sharegate ®   and tweaked a couple of things to get a similar experience to the on-premise version.

 

 

 

 

Just to recap, previously, I did the following posts for the on premise version of the solution:

 

A Simple Time Sheet Solution - Part 1 

A Simple Time Sheet Solution - Part 2 

A Simple Time Sheet Solution - Part 3 (The Nintex Form) 

 

 

AuthorPalesa Sikwane
Long DescriptionThis solution allows you make use of the Office 365 version of my Timesheet Solution. Yup,I did it, I migrated it across to Office 365/SharePoint Online ®
Dependencies

Nintex Workflow for Office 365 ®

Nintex Forms for Office 365 ®

SharePoint Online ®

Compatibility

Nintex Workflow O365 ®

Nintex Forms O365 ®

Platform

Office 365 ®


 

 In this part I've again included a breakdown on how the solution has been put together for Office 365®/SharePoint ®:

 

The Solution

The proposed solution will consist of the following technologies:

  • SharePoint Online ®
  • Nintex® Workflow for Office 365 ®
  • Nintex® Forms for Office 365 ®

Lists & Libraries

The solution will consist of a Team Site Template including the following custom SharePoint lists:

#

Title

Description

1.

Employees

A list containing all the Employees who are authorized to submit a Timesheet

2.

Projects

A list containing all projects that Employees can bill time against

3.

Timesheets

A list storing all submitted Timesheets

4.

Timesheet Reports

A list storing a consolidated view of approved Timesheets

5.

Week Ending

A list storing all the Week Ending days for the year

 

Employees

The Employees list has the following SharePoint Configuration:

Column

Type

Notes

Initials

Single line of text

 

Modified

Date and Time

System Generated Column

Created

Date and Time

System Generated Column

Full Names

Person or Group

Allow selection of People Only

Time sheets

Lookup

Count Related Lookup to Employees

Created By

Person or Group

System Generated Column

Modified By

Person or Group

System Generated Column

 

Projects

The Projects list has the following SharePoint Configuration

Column

Type

Notes

Project Name

Single line of text

 

Modified

Date and Time

System Generated Column

Created

Date and Time

System Generated Column

Category

Choice

Choices:

 

Administration

Crestan Corporate Office

Crestan Head Office

ACME

Leave

Public Holidays

Training

ProjectNameCategory

Calculated

=Category&" - "&[Project Name]

Project Category

Lookup

Lookup from Categories

In this column:

Category Name

Created By

Person or Group

System Generated

Modified By

Person or Group

System Generated

 

Time sheets

The Time sheets list has the following SharePoint Configuration

Content Type

Scope

Notes

Time sheet

Site Collection

Default Content Type

 

Time sheet Content Type

The Time sheet list makes use of the Time sheet Content Type with the following configuration:

Column

Type

Notes

Created

Date and Time

System Generated Column

Title

Single line of text

 

Employee

Lookup

Lookup from Employees

In this column:

Initials

EmployeeID

Single line of text

 

Mon

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Tue

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Wed

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Thu

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Fri

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Sat

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Sun

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Total Hours

Calculated

=SUM(Mon,Tue,Wed,Thu,Fri,Sat,Sun)

LineItems

Multiple lines of text

Plain text

Timesheet Status

Choice

Choices:

 

Draft

Submitted

Approved

Work Date

Date and Time

 

No of Line Items

Number

Helps me know how many times I loop in my workflow through the repeating section. This is just another way you can Query XML

 

  

Time sheet Reports

The Time sheet reports list has the following SharePoint Configuration

Column

Type

Notes

Title

Single line of text

 

Modified

Date and Time

System Generated Column

Created

Date and Time

System Generated Column

Mon

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Tue

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Wed

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Thu

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Fri

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Sat

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Sun

Number

Min: 0
Max: 12

 

Number of decimal places:
1

Employee Initials

Lookup

Lookup to Employees

Week Ending

Date and Time

 

Project

Lookup

Lookup to Projects
ProjectNameCategory

Project Name

Lookup

Lookup to Projects
Project Name

Total Hours Worked

Calculated

=Mon+Tue+Wed+Thu+Fri+Sat+Sun

Month

Calculated

=TEXT([Week Ending],"MMMM")

Year

Calculated

=TEXT([Week Ending],"YYYY")

 

Week Ending

The Week Ending list has the following SharePoint Configuration

Column

Type

Notes

Title

Single line of text

 

Modified

Date and Time

System Generated Column

Created

Date and Time

System Generated Column

WeekNumber

Number

Number of decimal places:
0

WeekEnding

Date and Time

Min: 0
Max: 12

 

Number of decimal places:
1

Month

Choice

Choices:

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

WeekStart

Date and Time

Date Only

Created By

Date and Time

System Generated Column

Modified By

Date and Time

System Generated Column

 

  

Workflows

This solution consists of the following workflow configuration:

Time sheet Approval

List Name

Workflow Start Conditions

Time sheets

Start when items are created and Time sheet Status Equals Submitted

 

Start when items are modified and Time sheet Status Equals Submitted (Conditional Start Office 365)

 

Overview

Timesheet Approval Workflow

Figure 1 Timesheet Approval Workflow

 

Note:

In Nintex Workflow for Office 365 we do not have User Defined Actions so after the migration I removed the "PlaceHolder" action that Sharegate put in place, and put in a series of steps to achieve the same functionality as to what I had on premise. 

 

Would like to see someone do this with a Component Workflow, you can read up on these here if you haven't seen this new feature. 

 

Figure 2 Timesheet Nintex Form

 

Note:

The Form on Office 365 ® has more or less the same functionality as the one in my previous post A Simple Time Sheet Solution - Part 3 (The Nintex Form). I did, however, use some of the newly released OOTB (Out of the box) functionality in Nintex Forms for 365  ®  and for SharePoint  ® such as Save and Continue, check out Sean Fiene's post Lucky You, there's New Form Features! for more information on this.

 

Migration log:

Finally below is a migration log I've attached to this post, just to give you an idea how  Sharegate  ®  handled the migration. You might want to go through some of the warnings and errors so you know what to anticipate when migrating an on-premise solution to Office 365 ®. But if you want to find out more, you might find the following resources useful:

  1. Migration Tips when moving to Office 365
  2. Nintex Workflow Migration from on premise to Office 365  which is a really great post by one of our vTE's Tomasz Poszytek

 

For download I've included the following:

 

 

 

In any case, I hope you do enjoy this solution, and let me know if you have any questions!!

 

Shup!!

 

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