Preparation (System Administrator)

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Overview

This page introduces the preparations required before users can use TimeTracker NX.

This setting is assumed to be performed by a system administrator.

The preparation flow is as follows.

1. Install TimeTracker NX
2. Set up master data
   1. Create an organization
   2. Create a system role
   3. Create a user

1. Install TimeTracker NX

First, install TimeTracker NX.
For details on the installation procedure, see the following link. : "Setup Guide" (https://docs.timetracker.jp/setup/)

Do not include the "sample data" introduced in "Creating a database" in the setup guide.

This guide assumes that the database is empty.

2. Setting the master data

In the steps up to this point, the server environment has been built and a database for TimeTracker NX has been created.

Next, set up the master data.

• This master data must be set in order for users to use TimeTracker NX from a browser on a client PC.
  
• Master data refers to basic information common to all databases, such as the following.
  • Organization information
  • System role information
  • User information

Launch your browser and access TimeTracker NX with the following URL.

http://(TimeTracker NX server machine name)/TimeTrackerNX/admin

The login screen will be displayed, so enter the login name and password below.

Item name	Input content
Login name	Login name of the administrator account registered when creating the database
Password	Password of the administrator account registered when creating the database

Points

When setting up master data, some people have trouble defining "organizations" and "roles".

There is no need to define the actual organizational structure as is.
By designing in the following steps, you can effectively operate TimeTracker.

1. Classify users according to the purpose of using TimeTracker.
2. Design the "role" configuration.
   
3. Reflect the actual organizational structure (organization hierarchy) at the required granularity.

The following is an example case.

Role	Scope of visibility
TimeTracker administrator	All information
Department head (general manager or section manager)	Project information for the entire department
Manager	Project information for the department
Leaders and members	Project information for the project

2-1. Creating an organization

First, create an organization on the Admin screen.

It is recommended to create an organization according to the actual department or team.

You will be able to calculate man-hours by the unit of the defined organization.

Creation procedure

1. Click "Organization" from the list on the left side of the screen.

2. Click "+".

3. Enter the following items in the "Create organization" dialog.
   

   
   

   Item name	Input content
   Name	Name of the organization to be defined
   English name	Name in English used for searching
   Code	Arbitrary string to be set when managing organizations systematically
   Description	String to describe the defined organization

4. Repeat steps 1 to 3 until all required organizations are defined.

Points

Organizations can be hierarchically structured up to 16 levels.
You can easily change the structure by dragging and dropping organizations to any position.
The following is an image of a hierarchically structured organization.

2-2. Creating a system role

A system role defines the functions available to users.
By assigning the system role defined here to a user, the functions available to each user will be determined.

Creation Procedure

1. Click "System Roles" from the list on the left side of the screen.

2. Click "+".

3. Enter the following items in the "Create System Role" dialog.
   

   Item name	Input content
   Name	Name of the system role to be defined
   Description	String describing the defined system role

4. Click the "Properties" icon.

   
   

5. Click the "Edit" button.

6. Enter the system role's permissions and access scope.
   The applicable permissions are as follows.
   (For details on the access scope, please refer to the following link in "Changing System Roles": "Define Access Scope")

   No.	Function	Item	Content of Permission
   1	System	Login	Can log in to TimeTracker NX.
   2		System Administration	an use Admin.
   3	Project	Create Project	Can create new projects.
   4		Manage Project	Can view and edit project settings.
   5		Edit Project	Can edit work items.
   6		View Project	Can view work items.
   7	User	Change Account Settings	Logged-in users can edit their own user information.
   8		Edit Timesheet	Can edit timesheets.
   9		View timesheet	Can view timesheet.
   10	My page	Work item list	Can view the work item list.
   11	Analysis	Dashboard	Can view the dashboard.
   12		Cross-project	Can view cross-project.
   13		Pivot analysis	Can aggregate and view data using pivot analysis.
   14		Workload	Can view resource load.
   15		Export Actual Work	Can perform actual work export.
   16	Cost	View cost	Can view and edit cost.

   The following permissions cannot be set in Standard Edition.

   • No.10: "Work item list"
     
   • No.13: "Pivot analysis"
     
   • No.14: "Resource load"
     

7. Click the "Save" button.

8. Repeat steps 1 to 7 until all required system roles are defined.

Below is an example of defining permissions by job title.

• What you want to set

  • Department head: Analysis and cost management
  • Manager: Create and edit projects
    
  • Leader: Edit projects
  • Person in charge: View projects (editing not possible)
    

• Setting results (permissions granted by "○")

  System role name	System administration	Create projects	Edit projects	View projects	Dashboard	Cross-project	View costs
  Department head	○	○	○	○	○	○	○
  Manager		○	○	○
  Leader			○	○
  Person in charge				○

2-3. Creating users

Now it's time to create users.

Each user will use the user information defined here to log in from their browser and use TimeTracker NX.
Create one for each user who plans to use it.

Creation Procedure

1. Click "User" from the list on the left side of the screen.

2. Click "+".

3. Enter the following items in the "Register User" dialog.
   

   
   

   Item name	Input content
   Name	Display name of the user to be defined
   English name	Name in English, used for searches
   Code	Arbitrary string to set when managing users systematically
   Login name	Login name to enter when logging in
   Password/Password re-enter	Password to enter when logging in
   Organization	Organization to which the user belongs
   System role	System role that defines the permissions to be granted to the user

4. Repeat steps 1 to 3 until all required users are defined.

Point

If you have a large number of users to register, registering them manually is tedious and may result in input errors.
If you want to register a large number of users at once, we recommend that you use the "Import user information function".

• For details, see the following link. : "User information import function" (https://docs.timetracker.jp/help/admin/user/create#import)
  
• You can register users in bulk based on information written in an Excel or CSV file.

With the above process, the preparations to start using TimeTracker NX are complete.
If you are the system administrator, please inform each user of the following information.

• Access URL
• Login information for the configured user (login name and password)

With the above information, each user can use TimeTracker NX through a client browser.