If you are using ictime the first time, here you can find some basic information on the first steps recommended before you start using ictime. These steps should help you to understand some concepts of ictime, but of course everything described here does not need to be done in this order and could be done or modified at any time later. In addition, there are a couple of topics (like approval, planning etc.) not covered here.
1. Add-on Configuration
As a first step, you should review the general settings for ictime and decide if the default configuration is okay for you. Navigate to the Add-ons section in the JIRA administration:
Go to "Manage add-ons"
select ictime in the list and click on the "Configure" button:
The following screen displays:
Make the changes you need and save.
Read the detailed documentation here: Global Add-on Configuration
2. Check Permissions
ictime permissions are configured based on JIRA groups. ictime ships with a default permission setup that grants members of the jira-administrators group (JIRA ships with this group) full access to all ictime features (especially all configuration options) and gives members of the jira-developers group access to a few features like timesheets etc. You should review this configuration and change it according to your needs. You find the permissions in the ictime navigation menu:
And what if the JIRA group "jira-administrators" does not exist in your individual JIRA installation or if you are not member of this group? You maybe won't even see the ictime menu! No problem, just proceed like described here:
There are a couple of use case scenarios where the default setup won't work, i.e. you won't be able to access all ictime navigation items (or won't see any ictime navigation at all):
- If the JIRA groups jira-developers and jira-administrators do not exist in your JIRA installation.
- If your user is not assigned to one of this groups (specifically to jira-administrators in order to have full access to ictime administration options)
- If you accidentally have configured ictime permissions in a way that you can't access the ictime permissions screen any longer.
In these cases proceed according to one of the following recommendations:
- If the JIRA groups do not exist, create a new group in JIRA with the name "ictime-lifesaver". Assign yourself to this group. You will now get access to the ictime "Permissions" screen and can set the permissions in accordance with your needs.
- If the JIRA groups exist, but you are not assigned, assign yourself to the group "jira-administrators", if possible.
- If you accidentally have configured ictime permissions in a way that you can't access the ictime permissions screen any longer, proceed like described under #1.
Read the detailed documentation here: ictime Permissions
3. Activity Types
Activity types are on optional feature to further classify your work logs. If you want to use this feature, just create the activity types you need and they will be available for all projects (you will also be able to limit activity types to selected one on a per project base). You find the activity types in the ictime navigation menu:
You also have the option to completely deactivate activity types here (don't skip this step if you don't need activity types, but deactivate them).
Read the detailed documentation here: Configure Activity Types and Project Activity Types.
4. Rounding Rules
If you have projects where you want to track time exactly as a time-span (with start/end time), but do not want to charge your clients the exact amount of time, but a rounded amount (like 15 minutes, 30 minutes etc.), you can define rounding rules. All rules you have defined will be available on project level. You find the rounding rules in the ictime navigation menu:
If you don't need rounding, skip this step.
Read the detailed documentation here: Configure Rounding Rules and Project Rounding Rule.
5. Global Teams & Price Lists
ictime allows you to control who is able to log work via teams, and via price lists, you can set rates for the work of a team. You have the choice whether you want to work with global teams and price lists that can be assigned to specific projects or if you want to create your teams and price lists for each project (you also can mix both approaches!). You find the global teams and price lists in the ictime navigation menu:
You can skip this step if you have decided to globally deactivate team & price list checks in the add-on configuration (step 1).
Read the detailed documentation here: Configure Global Teams & Price Lists.
6. Configure Projects
Read the detailed documentation here: Project Configuration
7. Do you need to log work on other screens?
Sometimes it makes sense to offer the option to log work not only as a separate feature, but also integrated into other screens, like e.g. workflow transition screens (resolve, close). For this, you need to replace the original JIRA "Log work" field with a custom "Log work ictime" field - if you don't do that and go on using the original JIRA field, you will be able to log work, but without any of the additional ictime features.
Read the detailed documentation here: Custom Log Work Field.
8. Log Work
Once you have configured ictime and your projects according to your needs, users can start to log work. Usually, ictime offers a couple of places where you can log work:
- Via the JIRA issue screen:
(on this screen, in fact there are multiple places where you can log work) - Via the JIRA navigation:
- Via your timesheet:
Read the detailed documentation here: Log Work (Issue Screen)
9. My Timesheet
Once you have started to log work, your timesheet is a central place to manage your existing work logs. You just get there via the ictime navigation:
Read the detailed documentation here: My Timesheet
10. Reporting & Accounting
Once you have started to use ictime for logging work, administrative users can manage work logs of all users via the reporting options of ictime, from running reports, editing or moving work logs to approval, exporting data, charging work logs etc. You just get there via the ictime navigation:
Read the detailed documentation here: Reporting and Accounting.