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Add options to "Remind Users in Groups" option of "Timesheet Email Subscriptions"

Issue #1075 resolved
Stephen Tate created an issue

The information of the "Highlight Hours" option of the "JIRA Timesheet Reports and Gadgets" shows:

http://www.jiratimesheet.com/wiki/Plugin_Configuration.html#Highlight_Hours

Additionally, if using Remind Users in Groups option of Timesheet Email Subscriptions, there will be a notice in users' report email if there is incomplete day, i.e. day total is higher or lower than the value specified in the Highlight Hours plugin configuration option

This means that currently:

  • When the "Highlight Hours" option of the "JIRA Timesheet Reports and Gadgets" is set to some value
  • And the "Remind Users in Groups" option of Timesheet Email Subscriptions is set to a specific group
  • An email is always sent to the person who subscribed to the Timesheet Report and all the users in the specified group.
  • The total hours in the email are highlighted if they do not match expected daily value and additional notice is added if hours is less then expected, or is zero, in case of "Highlight Hours" options is not set.

I would like to suggest some enhancements to this feature:

1) It would be nice to have some options to control if and when an email of the Timesheet Report is sent out so that people logging their hours properly are not sent reminders when none are needed. This can be accomplished via the following:

  • Create a new (whole number) option called "Regular Hours in a Work Day".
  • Change "Highlight Hours" to a Yes/No option to highlight totals with different colors if they they are less then or greater then "Regular Hours in a Work Day" (as is currently being done).
  • Add three new options to trigger an email to users (both the subscriber and users in the "Remind Users in Groups") based on their total hours in a day when compared with the "Regular Hours in a Work Day" value on any given workday in the range specified in the Timesheet Report:
    • "Missing hours": Send email to uses when they log less then "Regular Hours in a Work Day" (default on)
    • "Exact hours": Send email to uses when they log "Regular Hours in a Work Day" (default off)
    • "Extra hours": Send email to uses when they log more then "Regular Hours in a Work Day" (default off)

In addition to controlling when the "Highlight Hours" feature is used, this would allow complete control over when an email is set out based on the value of "Regular Hours in a Work Day", thus cutting down on email people get (some would consider this spam if they have logged their hours correctly).

2) Another nice option to have would be change the trigger for the email from based on the total hours in a workday to total hours in the range specified in the Timesheet Report:

  • "Total hours in Timesheet Report": Send email based on total hours in Timesheet Report (i.e. number of workdays in the report * "Regular Hours in a Work Day") as opposed to on any given workday in the range specified in the Timesheet Report.

So if you have a Timesheet Report for 7 days, the value to trigger the emails would be 40 hours as opposed to 8 hours (for a standard workweek when the "Regular Hours in a Work Day" option is set to 8). This would take care of the case when 7 hours is logged one day, but 9 hours is logged the next day to make up for it, so the total for the whole report is still OK and no reminder email is needed.

3) Some other options that might be nice to have:

  • Subscriber of the Timesheet Report is always sent email email (this is something a manager might want), while the users in "Remind Users in Groups" are sent emails based on the options above.
  • Ability to specify the color used to indicate Missing hours, Exact hours, and Extra hours in the daily and report totals.

Comments (24)

  8. Andriy Zhdanov

    Hi Stephen,

    Version 3.0.8 for JIRA 7 and 2.9.8 for JIRA 5-6 with the Incomplete Period and Remind Always options for Timesheet Subscriptions is released.

    Thank you.

  10. Stephen Tate reporter

    Thanks Andriy. This takes care of #2 above and part of #1. If I want the rest of #1 done, should I raise another issue? I still think it would be good to control if a report is sent if extra hours are logged...

  11. Andriy Zhdanov

    Hi Stephen,

    It's unlikely, that I can address concern about separating highlight hours and reminder. But currently it's possible not to have Highlight Hours and still use Remind Users, it will just check for non-empty working day.

    Though for 3rd point, colours configuration, is likely to be addressed later/separately, no need for issue for this.

    Thank you.

  13. Stephen Tate reporter

    OK. Thanks for the feedback. I can foresee a lot of people complaining to me when I set up this report that they are getting reminder emails to log their time when in fact, they have already logged their expected hours and more...

  14. Andriy Zhdanov

    But Remind Always is exactly to avoid such complains, isn't it? I.e. unless checked, it will not send reminder email, if timesheet is filled in.

  15. Stephen Tate reporter

    http://www.jiratimesheet.com/wiki/Plugin_Configuration.html#Highlight_Hours states: Additionally, if using Remind Users in Groups option of Timesheet Email Subscriptions, there will be a notice in users' report email if there is incomplete day, i.e. day total is higher or lower than the value specified in the Highlight Hours plugin configuration option.

    Unless I am misunderstanding the above, the user will get an email if the day total is higher or lower than the value specified in the Highlight Hours. I don't think some people are going to want emails if the day total is higher than the value specified in the Highlight Hours. Remind Always basically overrides the Highlight Hours check ("Send individual report even in case timesheet is complete for the period").

  17. Stephen Tate reporter

    Thanks Andriy. I think it would be clearer and more flexible to add the three new Y/N options to trigger an email to users (both the subscriber and users in the "Remind Users in Groups") based on their total hours in a day when compared with the "Highlight Hours" value on any given workday in the range specified in the Timesheet Report (or total hours for all working days in report, if "Incomplete Period" is set):

    "Missing hours": Send email to uses when they log less then "Highlight Hours" (default on)

    "Exact hours": Send email to uses when they log "Highlight Hours" (default off)

    "Extra hours": Send email to uses when they log more then "Highlight Hours" (default on if you want to match current functionality)

    This way you would not need the "Remind Always" and "Exact Match" options, plus you would end up with greater control of when an email is sent out.

  18. Stephen Tate reporter

    @azhdanov, I setup up a time report report after the upgrade using the "Highlight Hours" and "Remind Users in Groups" options. Two things I noticed:

    1) Users in the group now get an email with data for everyone in the group(s) selected, as opposed to just their own data (which they don't like at all). 2) The daily or weekly totals are no longer highlighted in the email report with a color if they are not equal to the value in "Highlight Hours" (but I can't remember if they were before the update, so perhaps this is not a change in functionality...).

  19. Stephen Tate reporter

    Actually, I may have screwed up. I will check on something and then get back to you...

  20. Stephen Tate reporter

    Yes, I was using "CC Users in Groups" as opposed to "Remind Users in Groups". Now that I fixed that, it is sending a copy of the time I have logged to everyone belonging to the groups selected with the "Remind Users in Groups" option, as opposed to the way it used to work when it sent the hours of the individual that the email was addressed to.

    Note: One of the QA guys got an email that had my information in it but there was the following message at the bottom: "You have incomplete timesheet for the period". I did not get this message at the bottom of the email that I got. So it seems like the feature is partly working for users in the "Remind Users in Groups" where they are warned if they have incomplete time, but are show my data (i.e. person that set up the report).

    Timesheet Subscriptions Schedule info:

    • Schedule: Days per Week
    • Interval: once per date at 11 55 pm on Monday, Tuesday, Wednesday, Thursday & Friday
    • CC Users in Groups: None selected
    • Remind Users in Groups: DEV and QA groups selected
    • Remind Always: Not selected
    • Incomplete Period: Selected
    • Title: Blank
    • Excel attachment: Not selected

    Also, the daily and weekly totals are not highlighted in the email report with a color if they are not equal to the value in "Highlight Hours" (but I can't remember if they were before the update).

  21. Andriy Zhdanov

    Hi Stephen,

    1. Regarding remind email in case of Overfull timesheet. It appears that it used to be the way you have expected it. I just did not realise this and made a mistake when doing the change for total check. I've fixed it now and documentation. So remind email should be send in case of Incomplete timesheet only, i.e. when there is a day or total less than expected according to Highlight Hours setting.

    2. Regarding latest problem, that email has your data. It must happen because you have incorrect subscription. You should look at report parameters instead. It most likely has Target User: your name. May be this could be fixed in code, so that Target User is replaced with the recipient of the email. But currently the point is to setup report for a JIRA group, Project, or Project Role, and then use Remind Users option.

    3. Sorry I don't get it, regarding highlighting hours for day and week totals, could you please send screen shot?

    Thank you.

  23. Stephen Tate reporter

    Hi @azhdanov, thanks for the feedback and sorry in the delay in responding (just finished a couple days of sprint planning with my different teams).

    1. OK. Thanks.
    2. Yes, you are correct. I checked the Timesheet Report I was using and it had the following set up:
    Start Date: 16/Mar/17
End Date: 29/Mar/17
User: state
Groups: None
Exclude Groups: None
Role: None
Projects: None
Filter: None
Priority: None
Show Weekends: <<< SELECTED >>>
Show Details: <<< SELECTED >>>
Month View: <<< NOT SELECTED >>>
Sum by: Day
Sum Subtasks: <<< NOT SELECTED >>>
Show Empty Rows: <<< NOT SELECTED >>>
Group by Field: Worked User
Collapse Field Groups: <<< SELECTED >>>
Additional Fields: None

    It clearly states right next to the "User" field: "(Optional) Show entries created by user(s). If not specified, uses currently logged in user, unless Group or Project are specified.", so this was a mistake on my part and probably didn't need to be "fixed in code". But doing so probably makes it more idiot proof...

    1. (this should be #3, but I can get it to work) Basically what I was trying to say was that the Timesheet gadget for the Dashboard color codes the daily/report totals, where the email does not. I just tried this and it seems the emails are now color coded, so this is no longer an issue.
  24. Andriy Zhdanov

    Hi Stephen,

    Great, glad we've worked it out together, thanks a lot for your patience and suggestions for improvements.

    Let me know if anything else is needed.

    Thank you.

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Type
enhancement
Priority
major
Status
resolved
Component
Configuration
Version
2.9
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