Installing PK4 TimeTracker is simple and
works like any other application that can be installed from the Salesforce
AppExchange. This tutorial walks you through the steps necessary for
installation.

Get the PK4 TimeTracker mobile app (for phone users)

Get the PK4 TimeTracker mobile app from the Google Play Store or the iTunes Store from Applications. Install the app onto your mobile device.

On the Google Play Store, you can get the app at https://play.google.com/store/apps/details?id=com.dftly.timeTracker&hl=en.

On the Apple iTunes Store, you can get the app at https://itunes.apple.com/us/app/dftly-time-tracker/id1122912839?mt=8.

Register yourself on your mobile (for phone users)

The first time that you use PK4 TimeTracker on your mobile phone, you will be asked to register yourself as a PK4 Time Tracker user. You will need an App Key, an Employee ID and a PIN to register. You will have received an email with these details. Please use those details to register yourself as a Time Tracker user. After the first time, you will only need the PIN to start using the PK4 TimeTracker app on your mobile.

Using PK4 TimeTracker on your mobile (for phone users)

The Check In screen lets you choose a Project, a Task and a Work Type by default. If your company has a customized version of PK4 TimeTracker, you may see slightly different options on the Checkin screen. Please select the appropriate options from the drop downs that you see on the Checkin Screen. Click on the right hand side of the slider to start recording your work time. You can now continue to use your phone for other tasks, while PK4 TimeTracker continues to record your work time in the background. When you complete your work on that specific combination of Project/Task/Worktype, click on the left hand side of the slider to Checkout and stop recording your time. When you start working on another Project / Task, simply choose the appropriate items in the drop-downs and click on the right hand side of the slider to start recording time again.

Checking work time reports on your mobile (for phone users)

From the hamburger on the top left hand corner of your mobile app, click on the link that says Hours this Month to see how many hours you have worked during the current month. Click on the link that says Hours this Week to see how many hours you have worked during the current week.

Start the Salesforce
Install (for Admins only)

The rest of this documentation is meant for administrators who will install, maintain and run PK4 TimeTracker reports.

Pull up the PK4 TimeTracker AppExchange
listing at https://appexchange.salesforce.com/listingDetail?listingId=a0N3A00000E1egpUAB.

This is where you begin the install process.
To start, click the Get it Now button on the far right of the listing.

time tracker listing screen shot.png

Sign
In

If prompted, sign in using your Salesforce
credentials or log in as a guest. You may already be logged in. If so, proceed
to the next step.

Login server.png

Choose
Install Location

Tell Salesforce whether you are installing
to a Production or Sandbox system. Unless you have a Sandbox system and plan to
test on that system, we suggest you choose Production.

Install-Location server.png

Package
Details and Access Levels.

Inside your Salesforce org, you can review
the package details and choose the application access levels. Please note, you can decide which profiles will be given access to PK4 TimeTracker.
You can start with just admins, give all users access, or choose access for specific profiles. We suggest you give all users access. PK4 TimeTracker is handled through licenses; nothing is visible until a license is assigned and can be changed later. Click Install
when finished.

install for admins only.png

 

Approve
Third Party Access

The PK4 TimeTracker install process now
asks you for permission to allow the dftly.com website to send/ receive data
from your app. We ONLY store the API Key, API Name and Org Name for your org.
We may send you some notifications to your users handset applications when
they use the PK4 TimeTracker. No other information is stored in dftly. To
install PK4 TimeTracker, you will need to approve Third Party Access.

third party access.png

Click on the check box and click on
Continue.

The PK4 TimeTracker app will now be
installed in your org, for the access level that you have chosen in the previous
step.

Install
Complete

The PK4 TimeTracker app installs
quickly. Once the install is complete, you will see the following screen.

install complete.png

 

Within minutes of completing your install,
you will receive an email in your Admin user mailbox.

time tracker install email.png

Configuring PK4 TimeTracker

Congratulations on installing the PK4 TimeTracker. Just a few steps to configure Time Tracker for your specific Salesforce org and your users will be up and running with the PK4 TimeTracker on their mobile handsets.

Here are the steps that you need to do to
setup PK4 TimeTracker:

1.
Authorize PK4 TimeTracker to access your
Salesforce org

2.
Set up the PK4 TimeTracker tabs on your org

3.
Check out the 8-digit App Key for your org

4.
Set up Projects, Tasks and Work Types that are
specific for your org

5.
Add / Import the list of the users who will use
the PK4 TimeTracker app.

6.      Send an email with the API Key and Employee ID to each of your
users. Tell them where to find the PK4 TimeTracker mobile app on the Google Play Store or the
Android Store. Alternatively, you can email them the PK4 TimeTracker apk or
IPA that you have received to your users.

Authorize PK4 to access your
org.

When your users need to sync their TimeSheet data to your Salesforce org, they need a secure mechanism to access your org, via PK4 TimeTracker. To support that, you need to let Salesforce know that PK4 TimeTracker can be allowed to access your org. You only need to do this once, when you install PK4 TimeTracker. Salesforce (and PK4 TimeTracker) remember your authorization for a year (you can always revoke the authorization from within Salesforce).

set permissions.pngImportant Notes.

·
Please note that PK4 by default takes the oAuth details of the user that clicks on dftly in the drop down menu (on the right hand side of your menu as described here).

·
All data that is created from the handset app will all carry this
User-ID as the Created by user.

·
So if you want let’s say your Human Resource Manager’s User-ID to
be the Created by user for all handset related data, then you should get
him/her to authorize PK4 within your org.

·
In general though, we suggest that you authorize PK4 from your
Salesforce Administrator ID. This is because there are chances that you may
delete let’s say the Human Resource Manager’s ID, if that person is no longer
in your org.

 

time tracker permissions.png

 

·
When PK4 TimeTracker is installed for you, you will see it listed in the right-hand-top drop-down menu
in Salesforce. Click on the drop down menu (on the right hand side of your
screen).

·
Choose PK4 TimeTracker oAuth from the drop down.
You will see a pop-up page that tells you about PK4 TimeTracker wanting to
access your Salesforce org. Click on the Allow button to let PK4 access oAuth
details from your org.

·
You will get an email from Salesforce asking you to authorize PK4 TimeTracker again, at the end of the year.

 

 

 

 

Setup the PK4 TimeTracker tabs

You
now need to set up the PK4 TimeTracker tabs for your org.

 

·
From the All Tabs page, click on the Customize My Tabs button on
the right hand side

 

all tabs.png

 

·
Add the PK4 TimeTracker tabs beginning with the words “dftly”
from the Available Tabs to the Selected Tabs on the right hand side

time tracker add tabs.png

 

·
You will now see the required tabs for dftly in your menu.

 

dftly tabs.png

 

Check your App Key

When you installed the PK4 TimeTracker, you would have received an email with the App Key. The App Key is an
8-character ID that uniquely identifies your org to the PK4 TimeTracker app.

 

·
Click on the PK4 TimeTracker Apps tab in All Tabs.

·
You will now see your App Key listed.

dftly time tracker generated app.png

 

Set up reference data

You now need to set up the basic reference data such as Projects, Tasks and Work Types
that your users need for tracking their work times.

 

·
Click on the TT Projects tab to set up the Projects that your users need

·
Click on the TT Tasks tab to set up the Tasks that your users will be working on

·
Click on the TT Work Types tab to set up the Work Types that your users will be working on.

 

Here
are some samples for your information.

projects.png tasks.png work types.png

 

 

Set up / Import Users.

 

You need to set up the users that will be using the PK4 TimeTracker app on their mobile handsets.

Add users individually.

Click on the TT Users tab on your Main Menu and select the New button. Add all the relevant data as shown below and click on Save / Save & New.

 

setup user.png

 

Import multiple users into
Salesforce.

·
Prepare your Employee data in a CSV file as shown below

 

import csv file.png

·
Click on Setup / Administer/ Data Management link

·
Click on the Data Import Wizard

·
Click on the Launch Wizard button

·
Click on the Custom Objects tab

·
Choose TT Users as the object that you want to Import data into. Select the name of your CSV file and click on Next.

 

import data 1.png

 

·
Map all the fields that you want from your CSV file to the appropriate fields in the TT Users table as shown below

 

import data 2.png

 

·
Review the data and click on the Start Import button. Please note that only mapped fields will be imported

import data 3.png

·
The time taken for your data import is based on the number of records that you are importing. At the end of the import process, you should see the data that you’ve imported in the TT Users tab.

imported data.png

·
Send out an email to your PK4 TimeTracker users
with the following format: 

email to emps.png

With this, you have completed the Installation and Configuration needed for PK4 TimeTracker.

 

 

Dashboard and Reports

PK4 TimeTracker default dashboard is in the folder Time Tracker Dashboard folder and the reports are in the Time Tracker Reports folder.

time tracker dashboard.png

 

 

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