Import from Schedule

overview

TimeTracker RX This feature allows you to import appointment information from your scheduler's calendar into your timesheet. By using this function to import appointments such as meetings and business negotiations that are pre-set in your calendar,

it makes entering actual work hours easier and more convenient.

The following applications support this function:

• Microsoft Outlook (Exchange Server/Microsoft 365)
• IBM Notes
• Cybozu (Cybozu Garoon)
• Google Calendar

Please refer to the product website for supported versions: "Operating Environment"

Setting up Appointment Import

To import appointment data into your timesheet, you need to register the information of the target application beforehand.

The following provides instructions on how to set up Microsoft Office (Microsoft 365) and a video demonstrating the import process.

Instructions

1. Click the icon to the right of your login name displayed in the global navigation.

   

2. Select "User Settings".

3. Select "Timesheet Settings" from the left-hand menu.

   

4. Select the "Import Appointments" tab.

5. Select the application for import.

   

• To display "Microsoft Outlook (Microsoft 365)" and "Google Calendar," prior configuration by the system administrator is required.
  

For details, please refer to the following link: "Setting up Schedule Import"

If the system administrator's configuration is not complete, it will not be displayed as an option.

• Microsoft Outlook has two types of mail server formats.
  

Please select the format you are using below.

Server Type	Usage Method	Select Items
Exchange Server	Set up a server on-premises	Outlook (Office 20XX)
Exchange Online	Use Microsoft's cloud service	Outlook (Microsoft 365)

6. Enter the settings for each application.

   • For Microsoft Outlook (Microsoft 365) and Google Calendar

     • Click the "Connect" button and enter the account and password for the service you want to link.
       

       
       Imports the calendar information of the user specified here.

     • Google Calendar can import events from multiple calendars at once.
       After successful connection, select the calendar IDs to link (maximum: 100).
       

       
       

   • For applications other than Microsoft Outlook (Microsoft 365) and Google Calendar
     Please enter the following information and click the "Connection Test" button.

     Application	Server URL(*)	Login Name	Password	Database Name
     Microsoft Outlook (Office 20XX)	○	○	○
     IBM Notes	○	○	○	○
     Cybozu	○	○	○

     • Please contact your system administrator for the URL to configure.
       

7. Click the "Save" button.
   

Schedule Import Options

The schedule import function can be configured to suit your preferences.

The following items can be configured:

• Behavior when assigning actual work (common to all applications)
• Determination of actual work based on the type of appointment (varies by application)
• Prioritization of appointments

Details are explained below.

Settings when assigning actual work

Items that meet the conditions will be converted to actual work upon import, but you can change the behavior at that time.

• Automatically assign appointments
  • When checked, appointments will be automatically converted to actual work when the conditions are met.
  • For details on the conditions, please refer to "Automatically convert imported appointments to actual work".
• Only include appointments for this month in automatic assignment
  • When checked, the following behavior will occur:
    • Current month appointments: Assign to actual work
    • Previous month appointments: Remain appointments.
  • Check this if you do not want to mistakenly reflect actual work hours from previous months.
• Automatically set appointment subject as memo
  • Set the appointment subject as the memo for the actual work.
  • While Outlook and other applications allow you to hide the subject line,
    Check this box if you do not want it reflected in your TimeTracker RX notes.

Determining Actual Entry Based on Appointment Type

You can change the import conditions based on the type of appointment settings registered in the application.
This function differs as follows depending on the application you are using.

No.	Item	Microsoft Outlook (Office 20XX)	IBM Notes	Cybozu	Microsoft Outlook (Microsoft 365)	Google Calendar
1	Do not import unanswered or tentatively accepted meeting appointments	◯			◯	◯
2	Do not import canceled meeting appointments	◯			◯
3	Do not import tentatively attended meeting appointments		◯
4	Do not import if there is already a meeting in the scheduled time slot	◯	◯	◯	◯	◯
5	Do not import appointments up to the previous day	◯	◯	◯	◯	◯

Prioritizing Appointments

For appointments other than Cybozu, set one of the following for prioritizing appointments.

• All appointments will be imported regardless of priority.
• If appointments overlap, they will be imported according to the following priority order.
  • Priority varies depending on the application.

Importing Appointments

Imports appointments registered in the calendar.
The import range is the period displayed in the timesheet.
The items to be imported are as follows:

No.	Application	Items to be Imported
1	Microsoft Outlook (Exchange Server/Microsoft 365)	- Appointments - Meetings
2	IBM Notes	-Appointments - Meetings
3	Cybozu	- Appointments
4	Google Calendar	- Appointments - Private Appointments

Note that appointments that meet the following conditions will not be imported.

• Schedules that span across dates
• Schedules shorter than the "Actual Man-Hour Input Granularity"
• All-day schedules without start and end times
• Tentative schedules
• Schedules that overlap (even partially) with actual work already on the timesheet
  

Operating Procedure

1. Click "Timesheet" in the global navigation.
   

2. Click the "Import Schedule" icon.
   

   
   

   As shown in the figure below, the schedule will be imported onto the timesheet.
   

   
   

Converting Imported Schedules to Actual Work Time

To convert imported schedules to actual work time, drag and drop the target work item from My Work Items or the Work Item Tree onto the imported schedule on the timesheet.

The color changes when a work item is assigned.

Automatically Converting Imported Schedules to Actual Work Time

You can input actual work time simply by clicking the button (Import Schedule) on the timesheet.
This is convenient as you don't need to assign work items by dragging and dropping after importing the schedule.

Operating Procedure

By entering the URL of the target work item in advance in the import schedule, you can import it as actual work.

1. Obtain the URL of the target work item.
   For detailed instructions, please refer to the following:

   • "Copy the Timesheet URL"

2. Paste the copied URL into the body of the schedule entry.

   
   You can use either the "path to the timesheet" or the "path to the project" for the URL to copy.

3. Click the "Import Schedule" icon.
   This will automatically assign the imported schedule to a work item, and it will be displayed in orange.

   
   
   When scheduled events are automatically converted to actual events, the subject of the scheduled event will be set as the "Notes" of the actual event.

Notes

In the following cases, importing using the above procedure will result in the event being imported as a scheduled event instead of an actual event:

• The work item (target work item) with the URL set in the scheduled event does not exist in the project.
• For projects with the following settings enabled, the properties of the target work item do not have a value set.
  • "Requires setting process classification in timesheets"
  • "Requires setting work classification in timesheets"
• The target user is not assigned as a resource for the target work item.
• The target work item contains sub-items. (The target work item is not at the end of the tree)
• The target work item is not an item type that allows actual event input.
• Actual event input to the target work item is locked.
• You are attempting to import during a period when actual event input is locked.
• The import was performed before the scheduled end time.
  • Example: For a scheduled event from 13:00 to 14:00, the import was performed at 9:00.