Kantata FAQs

Available in: Enterprise and Premier User Permissions Needed: Account Administrator, Report Viewer with Cost, or Report Viewer

Summary: See the status of all invoices for associated projects in your account.

Overview

The Invoices analytics report is intended for project managers or operations personnel who generate invoices and monitor the payment status of those invoices. In practice, theInvoices report is used to ensure that all invoices are going out and being collected as expected, that there are no outstanding invoices, and that the project delivery process is being followed.

For example, if you are working with a client who pays you on a monthly basis, you may need to check if the most recent invoice has been paid so that you can begin working on the next task or project. Or, you may want to see all the invoices from the last month as part of your monthly closeout procedure. You can generate a report to check the status of invoices by project, recipient, and more.

Time ApprovalsAnalytics Report

How to Configure the Report

On the Invoices Analytics page, use the provided fields and drop-down selections to specify what information you'd like to include in the report. By fine-tuning these filters, you can target specific data subsets and exclude that which is not of interest. Use the following attributes to filter theInvoices report:

Date RangeUse the from and to fields to specify a start and end date between which data is retrieved for the report. Most Analytics reports require that you specify a date range in order to generate a viable report.

Invoice Date (default)If selected, the report will only include invoices that were created within the specified date range.

Due DateIf selected, the report will only include invoices with due dates between the specified date range. Invoice due dates are calculated using the net Payment Schedule selection when an invoice is created.

OrganizationsWhen enabled, Organizations helps to limit visibility or categorize project data in standard Analytics reports, so you can see how specific departments or regions are performing. Simply choosean availableDepartmentand/or Geographyto include them in the report.For more information, see our Organizations in Analytics Reports article.

ProjectLeave this field blank to view multiple projects using alternative filter criteria (e.g., Invoice Status).To view a single project, specify the name of the project.As you begin typing, a drop-down appears below the field, populated with a list of relevant selections. Choose the project to use for the report.

SenderOnly invoices with sender you specify are included in the report.As you start typing the sender's name, the drop-down will populate with a list of relevant selections.

RecipientOnly invoices with recipient you specify are included in the report. As you start typing the recipient's name, the drop-down will populate with a list of relevant selections.

Invoice #Includes a specific invoice by number.As you start typing the invoice number, the drop-down will populate with a list of relevant selections.

Invoice StatusIf you selectAll, the report includes all invoices that match the selected filter criteria, regardless of status. Otherwise, you can specify that the report include onlyPaid, Canceled or Unpaid invoices.

Amount RangeEnter values in themin and max fields to include only invoices for amounts within the specified range.

How to Generate the Report

It is recommended that you double-check the selected report filters (above) before generating or exporting the report.

Generate ReportClick this button to generate the report using the selected criteria. After a few seconds, the report results will appear below the filters in the Mavenlink interface. You can then "save"the report by exporting it as an XLS or CSV file.

Reset ReportClears the selected filter criteria and resets the report to its empty, default state.

Export ReportReport data (filtered by your selection criteria) is automatically exported to anXLS (Microsoft Excel Spreadsheet)or CSV (Comma Separated Values)file and saved to the default folder for downloaded files on your computer.

How to Read this Report

A generated Analytics report is typically divided into sections containing charts and tables; often, a report header containing summary information, followed by details that make up the body of the report. Depending on the combination of selected filters and attributes, each report can be broken down (i.e., sliced and diced) to surface specific trends or interesting patterns.

Here's how to read what appears in a generated Invoices report:

Report Header

TotalThis is the total amount invoiced for all projects that fall within the selected date range and filter criteria.

Report Table

Invoice #This column contains all invoices included in the report by number. For closer inspection, click on a number in the column to open the invoice in a popup modal.

Project(s)This column contains all invoiced project(s) included in the report by name. Click on a project name in the column to go directly to theActivity Feedin that project's workspace. Please note that clicking on the project name causes you to leave the Invoices Analytics report; it will be reset to its default state upon return.

SenderShows the name of the person who sent the invoice.

RecipientShows the name of the invoice recipient; i.e., the client.

AmountShows the total amount billed to the client for the project.

Invoiced OnShows the date the invoice was created followed by the scheduled payment term ; i.e., net 30.

Due OnShows the date on which the invoice is due.

Paid OnThis column shows whether an invoice has been Paid, Canceled, or is stillPending payment (i.e.,Unpaid). If the status is paid, it includes the date that the invoice was paid and the total number of days it took since the "invoiced on" date. If an invoice was paid after the scheduled due date, the number of days appears in red.

Related Articles:

Analytics Reports Overview

Invoices Analytics Report

Expenses Analytics Report

Accounts Receivable Analytics Report

Time & Materials Margin Analysis Report

Work in ProgressAnalytics Report

Project DetailsAnalytics Report

UtilizationAnalytics Report

Time TrackingAnalytics Report

Available in: Enterprise, Premier,and Professional

Billing Overview

Overview

Mavenlinks flexible invoicing tool is available to Professional, Premier, and Enterprise customers for bothnew and existing projects. This gives you the ability to manage yourprojects, time and expenses, and billingall from within Mavenlink; theres no reason for you to use a third-party invoicing tool.

Mavenlink gives you the option to submit purely Fixed Fee invoices,Time &Materials, or a blended invoice with both Time &Materials andFixed Fee items. This means youdon'thave to know before creating your project which billing method you and your clients prefer.

Mavenlink'sinvoicing feature links all project work, such asTasks ( ), Deliverables ( ), and Milestones( ) to the billing process. When creating a new project, Mavenlink will ask which billing mode you prefer. Selecting an option will set the default billing type (i.e., Time &MaterialsorFixed Fee) for all theTasks,Deliverables, andMilestones in your project.

You can always change billing type after the project is created by selecting Settings from the Actions ( ) drop-down menu located to the rightof the project name.Changing yourdefaults in theProject Settingssection will only affect newly created tasks, not those that previously exist.

Invoice Settings

With Mavenlink, you can brand each invoice you create by uploadingyour companys logo and address. You can also set thedefault payment schedule, tax rate, and currency for your invoices. To access, hover overSettingsfrom the left-side nav bar and select Invoices; note that youmust be an Account Administratorto access this section. Configuring your Invoice Settings during the initial setup phaseensures that your information is up to date before a payment gets processed.

Upload Your LogoIf provided, yourcompany's logo will be applied toeveryinvoice and shared across all account users. Yourlogo can be a maximum of200 pixels wide by 250 pixels high; if your image is larger, it isautomatically resized to fit our size specifications.

Invoice AddressYour address will appear on every invoice you send and receive. Please note that your address will appear exactly as entered, so be mindful of text formatting and spacing.

Payment ScheduleProvide your own "due on" payment schedule option that can be used when creating an invoice; it will be added to the existing options (i.e. 0, 15, 30, 45, and 60 days) as default. Please note that if you provide a number that exceeds364 days, the payment schedule will increment by year.

Default Tax RateSet the default tax rate for every invoice item you markas taxable.

Default CurrencySelect the default currency to beused for all account member rates and new projects. The default is USD -United States Dollar ($).

Additional DetailsAdd additional, rich-text information to the bottom of your invoices. This allows you to customize an invoice using basic HTML-styling, tables, and justified formatting.

Default Expense FormattingSelect how expenses are displayed on an invoice by default. This can be overridden when creating a new invoice, if necessary.

Default Time FormattingSelect how time entries are displayed on an invoice by default. If necessary, you can override the default when creating a new invoice.

Note: Currently, the Default Expense and Time Formattingoptions don't apply to QuickBooks invoices.

The first time you Save or Send an invoice for a project with a client, youll be asked if you wish to update your settings, including the Additional Details and Time Formatting, as the default options for that client. This way, the next time you select that clientor a project associated with the clientyour defaults automatically load and youwon'tneed to reconfigureanysettings or options. This saves time when invoicing a common the client.

Each time you make future changes to your invoice settings, Mavenlink will ask if you'd like to update the defaults for this recipient or maintain your previoussettings.

Getting Started

Once you have time entries and/or expenses that youre ready to invoice,click on Create an Invoice from thePayment tab of the Projects Adminbox.

Alternately, hover over Billing from the left-side nav bar and selectInvoicesor click the Add New ( ), icon to the right of Invoices.From here, you can choose to invoice for a single project or across projects by client. If you've integrated Mavenlink with QuickBooks, you'll be able to create an invoice for QuickBooks.

Next, select the appropriate project(s), add some time entries, fixed fee items, or additional items and youre all set! When finished, click Send to post the invoice in your project and notify your client.

To learn how to create an invoice for a single projectin more detail, click here.

To learn how to create an invoice across projects by clientin more detail, click here.

To learn how to create an invoicefor QuickBooksin more detail, click here.

Please see our Time Tracking and Expenses and articles for more information.

Available in: Enterprise and Premier

Image File Formats

Extension

Sony RAW Image

.ARW

Bitmap Image

.BMP

Adobe Illustrator Files (only if created with the "Create PDF Compatible File" box checked in Illustrator)

.AI

Canon RAW Image

.CR2

Canon RAW CIFF Image

.CRW

Windows Cursor

.CUR

Kodak Raw Image File

.DCR

DirectDraw Surface

.DDS

Adobe Digital Negative

.DNG

Graphic Interchange Format

.GIF

JPEG File Interchange Format (JFIF)

.JPEG, .JPG

Minolta RAW Image

.MRW

Nikon RAW Image

.NEF

Olympus RAW Image

.ORF

Pentax RAW Image

.PEF

Portable Network Graphics

.PNG

Adobe Photoshop Large Document

.PSB

Adobe Photoshop Document

.PSD

Targa Image

.TGA

Tagged Image

.TIF, .TIFF

Sigma Camera RAW

.X3F

Vector File Formats

Extension

Encapsulated PostScript

.EPS

Level 2 Encapsulated PostScript

.EPS2

Level 3 Encapsulated PostScript

.EPS3

Encapsulated PostScript Interchange

.EPT

Document File Formats

Extension

Document

.DOC

Microsoft Word Open XML

.DOCX

Portable Document Format

.PDF

Microsoft PowerPoint 97-2003 Slide Show

.PPS

Microsoft PowerPoint Slide Show

.PPSX

Microsoft PowerPoint 97-2003 Presentation

.PPT

Microsoft PowerPoint Presentation

.PPTX

PostScript

.PS

Rich Text Format

.RTF

Text File

.TXT

Microsoft Excel 97-2003 Workbook

.XLS

Microsoft Excel Open XML Workbook

.XLSX

Video File Formats

Extension

3GPP Multimedia File

.3GP, .3GPP

Advanced Systems Format

.ASF

Audio Video Interleave

.AVI

Digital Video Express

.DIVX

Flash Video File

.F4V, .FLV

MPEG-4 Video File

.M4V

Matroska Multimedia Container

.MKV

QuickTime Movie File

.MOV

MPEG-2 Video File

.MP2

Moving Picutre Experts Group Video

.MPEG, .MPG

Windows Media Video

.WMV

Audio File Formats

Extension

Advanced Audio Coding

.AAC

AC3 Audio

.AC3

Audio Interchange File Format

.AIF, .AIFF

MPEG-4 Audio File

.MP4,.M4A

MPEG-1/MPEG-2 Audio Layer 3

.MP3

WaveForm Audio File

.WAV

Animation File Formats

Extension

Flash Animations

.SWF

HTML5 Animations

.HTML (via .ZIP)

Welcome to the Mavenlink IntegrationsChangelog! This is where you can see a summary of changes that our Product Development Team has made to our Integrations Platform.

2019

November 5, 2019

NetSuite Dynamic Discovery -FeatureEnhancement

Oracle now dynamically discovers the WSDL URL for your NetSuite service(s). The URL you previously entered in the Services WSDL Path field now syncs automatically behind the scenes.

August 12, 2019

Xero Integration - New Feature

Connect multiple Xero services for Xero organizations within the same Xero account, and enableFilter by Projectto addProject Filters within a scenario todetermine what items are sent to the specified Xero organization. To take advantage of this capability, follow these step-by-step instructions.

April 12th, 2019

New Jira Time Sync Config- Feature Enhancement

Sync your Jira time entries without including the notes the user added in the Jira work log description field. By default, this option is set to 'Yes', thus notes are synchronized with the corresponding Mavenlink time entries. To exclude notes, select 'No' in the new option Include Time Entry Noteson the scenario configuration page.

[email protected]

March 27th, 2019

Scenario Bulk Actions-New Feature

Bulk actions allow you to enable or disable many scenarios for any integration with one click. Use the top checkbox to select or deselect all the scenarios. You can then refine your selected scenarios before selecting the bulk action enable or disable actions from the Bulk Action.

March 27th, 2019

Jira Additional Field Sync- Feature Enhancement

Additional field syncing lets you extend your Jira integration by syncing additional data with Mavenlink. Using this feature, you can share additional business-critical information between Jira and Mavenlink, or override an unwanted out-of-the-box mapping.

For each Jira issue, additional fields can be configured to sync from Jira to the Mavenlink task and task custom fields. Configure this via the Additional Fields section of the scenario configuration page. Detailed information on this new featurecan be found here.

March 25th, 2019

Scenario Cloning- New Feature

Copy configuration details from a selected scenario to a new scenario for any integration, including additional fields and mappings.

Important: Be sure to change the key parameters of the new scenario so youdon'thave both scenarios processing the same events to the same source and target systems.

For the Jira integration, be sure to change the Mavenlink Project and the Jira Project/Board for the new scenario. Having two scenarios running against the same projects can create duplicate data.

January 24th, 2019

Multiple Jira Accounts- Feature Enhancement

Integrate your Mavenlink account with more than one Jira account. Each Mavenlink project can be synced to a Jira project/board in a different Jira account. To take advantage of this capability, please see step by step instructions here.

2018

December 20th, 2018

Jira Comment Creators- Feature Enhancement

There is now a scenario option to add the Jira username to the synced Mavenlink post.Appended to the Mavenlink post will be the name of the Jira user who made the originating comment on the synced Jira issue. To take advantage of this new capability, edit your Jira scenario and select Yesfor the new Include Comment Creatorsoption.

Your newly synced Mavenlink posts should look like the below example, with the commenting Jira user's name appended to the beginning of the comment.

October 16th, 2018

Token-Based Jira Authentication- Feature Enhancement

We now support token-based authentication for our Jira Services. In December, Jira is sunsetting support for user-based credentials when accessing their system via the API. To ensure your integration keeps running smoothly, you will need to edit your JIRA Services on the Integrations Platform to use a token. Quick and easy instructions can be found here.

October 16th, 2018

Jira Components- Feature Enhancement

You can sync Jira Components to a custom field on the corresponding Mavenlink task using the new Additional Fields section of the scenario.

To add a field pair mapping, select the Add Field Pair button.

Select to map the JIRA components to a Mavenlink custom task field of type text or multi-choice.

Note: If a component value is synced that does not exist in the other system, it will not be synced.

Currently, the only additional field we support iscomponents. Look out for a future release where we allow additional fields to be synced.

To remove the field pair mapping, select the '-' button to the right of the pair.

October 10th, 2018

Multiple Flat File Servers- Feature Enhancement

You now have the ability to use different file servers for each of your flat file integration scenarios. For example, if your expense file for import needs to be located on one SFTP file server and your time entry file for export needs to be located on a different SFTP file server, the scenarios can now account for this.

In the Services page, you can now create a Global Account Service for each of your FTP, SFTP and S3 file servers.

For your integration scenario, select which file server type and the name of the file service you want the scenario to use.

August 8th, 2018

Jira Subtask Time Sync Only-New Enhancement

You now have the option to bring Jira subtask time over to Mavenlink without syncing the subtask. The time will be added to the Mavenlink task that is synced to the Jira parent issue.

To take advantage of this new functionality, in your Jira scenario, set the Include Jira Subtasks option to No and set both the Include Jira Issue Time Entries and the new Include Jira Subtask Time Entries options to Yes.

July 23th, 2018

Jira Tempo Token-Feature Enhancement

If you are using the Tempo add-on for Jira, the Mavenlink platform needs to connect to Tempo in order to obtain the name of the user who submitted a time entry. To do this, update your Jira Service definitions with a Tempo token. For guidance on creating a Tempo token, please refer to your Tempo documentation.

If you are not using the Tempo add-on, leave the Tempo Token field blank.

July 19th, 2018

NetSuite Expense Report Approver - Feature Enhancement

We have added the ability to send the Mavenlink expense report approver to a designated custom field on the NetSuite expense report. This allows your finance team to see who on the project approved the expenses.

June 22nd, 2018

Scenario Management- Feature Enhancement

All integration scenarios that are generating errors higher than a 60% error rate will automatically be disabled. In this case, an exception will be logged indicating that the scenario breached the acceptable error threshold and you will receive an email alerting you to the problem. If your scenario has been disabled due to a high error count, you will need to review the errors in the Exceptions page and address them. Once addressed, you can re-enable the scenario.

In the new User Email Settings page of the Platform, you can opt out of receiving this email in the future.

June 11th, 2018

NetSuite Job to Mavenlink Scenario- Feature Enhancement

1) You can now indicate which NetSuite jobs should be synced as Mavenlink projects using a custom checkbox field on the NetSuite job. On your scenario, enter the field id of the NetSuite job custom field in the new field pictured below. For NetSuite jobs that have this field checked, a Mavenlink project will be created. If the field is unchecked, no Mavenlink project will be created.

If this field is not filled out, the scenario will pick up all-new NetSuite jobs and create Mavenlink projects for them as it does today.

2) You can send additional NetSuite job field values to the synced Mavenlink project using the new Additional Fields section of the scenario.

To add a field pair mapping, select the Add Field Pair button.

You can select to map a custom Netsuite job field to a Mavenlink custom project field or a native NetSuite job field to a Mavenlink custom project field. Enter the NetSuite field id and the Mavenlink custom field name.

To remove a field pair mapping, select the '-' button to the right of the pair.

Mavenlink Approved Expense Reports to NetSuite Expense Reports Scenario:

We have added the ability to send your expense receipts to NetSuite. Select 'Yes' on the new Sync Expense Receipts option. Then enter the internal id for the file cabinet folder in NetSuite that you would like the receipts to be copied to.

Note: NetSuite has a maximum allowable size of 10MB. Any receipt that is uploaded to Mavenlink that exceeds this size will fail during sync with an exception stating:

The data you are uploading exceeds the maximum allowable size of 10.0 MB. Please change your selection and try again

In this case, the expense will need to be edited and a smaller size file uploaded. The expense report will need to be resubmitted for approval before the integration scenario can pick it up for processing.

May 9th, 2018

Service Management- New Feature

You can now edit your Service definition so if your Jira password changes, just select the Edit button for each of your Jira Services and enter the new password.Your scenarios will automatically pick up the new Service changes.

Some Service definition fields are not editable. These fields are part of the unique identifier for the integration and cannot be changed for an existing integration. If a new Service is created for an existing integration but with a different value for one of these unique identifier fields, the Platform will consider the integration to be new and will treat all objects in the source and target system as new.

March 5th, 2018

Scenario Management- New Feature

Integration scenarios that are generating errors higher than a 40% error rate will be automatically disabled. In this case, an exception will be logged indicating that the scenario breached the acceptable error threshold. If your scenario has been disabled due to a high error count, you will need to review the errors in the Exceptions page and address them. Once addressed, you can re-enable the scenario.

February 15th, 2018

Logs Page - New Feature

The page links of the Logs page were causing performance issues for integrations containing a large number of logs. We have removed the ability to navigate to a specific page using page links and changed the number of logs returned to 100 per page. You can still navigate to a specific page of the logs by changing the page number in the URL (/logs?page=2).

A date and time filter has also been added so you can narrow your search down quickly. The default filter is the last 24 hours.

February 15th, 2018

Events Page- New Feature

A date and time filter has been added so you can narrow your search down quickly. The default filter is the last 24 hours.

February 15th, 2018

Exceptions Page - Feature Enhancement

The calculation for the number of occurrences of an exception was causing performance issues for integrations with a large number of errors of that type. For exceptions that exceed 500 occurrences, we are now showing '500+' rather than calculating out the specific number of occurrences.

2017

August 30, 2017

Jira Due Dates- Feature Enhancement

For the Project and Sprint Two Way scenarios, sending the Mavenlink Task's Due Date to Jira is now optional. To not send the Due Date to Jira, unselect the 'Include Due Date' option on your scenario. For Jira Projects and Boards that do not have Due Date configured on the Issue, this option should be turned off so the Issue Update events to Jira do not fail.

July 11, 2017

Event PayloadFilter- New Feature

From the Integration Platform Event page, you can now filter your event listing based on specific textinthe event payloads. This allows you to identify all events for a given user, project, task, etc. While only a small part of the payload is visible from the Event page, the filter will search the entire contents of thepayloads and return those that contain the text entered in the Payload Filter field.

The event payload contains the data that is used as part of the synchronization. Depending on the system and scenario, the contents of the payload can differ.

Note: The search is a LIKE statement so it is case sensitive and you can use wild cards like %. The text you enter is automatically wrapped in %s so if you enter 'Scott%Smith', it is submitted as '%Scott%Smith%'. For more information on other expressions you can use in your search, click here.

May 16, 2017

New Jira Synchronizations- Feature Enhancement

Auto invite Jira users to your Mavenlink project when their time is entered against a Jira Issue or Sub-task

Syncs Mavenlink Tasks at all 5 levels to Jira Issues if Jira Sub-tasks are not part ofthe synchronization definition.

When a new Jira Issue is created, the synchronization will create a new Mavenlink Task at the top level. It can then be moved to any other level in the project and synchronization will keep it in sync with its Jira Issue without moving it from its new location.

The exception to this is Sprint scenarios where the level 1 Mavenlink Tasks represent a Board's sprints and backlog. The second level of Tasks represents Jira Issues.

April 12, 2017

Log Acknowledgement- New Feature

This rarely used feature is being replacedas it was causing performance issues on the Platform. In its place is a new indicator in the menu bar when there has been one or more new exceptions since the last time you visited the page. The exceptions are ordered with the latest at the top so you can see right away whichnew issues need to be addressed.

March 10, 2017

Mapping Sets- Feature Enhancement

You are no longer able to delete a mapping set if it is being used by an integration scenario. We had instances of customers with invalid scenarios running and generating errors since they had unknowingly deleted a mapping set that the scenario was using. You will now need to update any scenario to use a different mapping set before you will be allowed to delete one.

March 6, 2017

Exceptions View- New Feature

The Exception View is a new way of reviewing your integration errors that allows you to quickly identify what the issue is, possible resolution and re-emit all the related failed events once a resolution has been applied. Each Integrations events and logs are now grouped by the error message so that once that error is addressed, all events can be processed again using the Re-emit button for the exception. Previously, the error message was buried as one of the many event logs for each event that failed. Now it is surfaced as the exception and all events and logs related to it are linked and therefore viewable in its context.

The number of events that failed due to an exception is found in the Occurrences column. To drill down to the logs and events that failed, click View for the given exception.

Once you have addressed the issue that caused the error, you canselect the action to re-emit all the events that failed. For exceptions that can be ignored, you can dismiss the exception. Selecting Dismiss will only remove the exception from the view. The related events and logs are removed.

To have the Exception View turned on for your Integration Platform account, please email [email protected].

February17, 2017

Mapping Jira Bugs and Stories- Feature Enhancement

You no longer need to create separate mapping sets and scenarios for your Mavenlink Issues vs. Tasks. Now you can have one Type Mapping Set and one Status Mapping Set that contain all your Issue Type Statuses as well as your Task Type Statuses and your scenarios will use the correct status during synchronization.

What do you need to do to take advantage of this new enhancement? If your current scenarios are working as desired, youre all set. If you are creating new scenarios, you can update your Status Mapping Set to include both Task and Issue Statuses. Your scenarios using this Mapping Set will work for allTasks, Milestones, Deliverables and Issues. You will notice in the Status Mapping Set, you can now easily see which statuses are specific to Mavenlink Issues.

2017

January 1, 2017

Jira Agile/Scrum Board Synchronization- Feature Enhancement

We have a new Scenario called Board - Sprints - 1 way that allows you to pushall your Scrum Board activity to yourcorresponding Mavenlink Project. Sprints and Backlogs are captured as parent tasks in your Mavenlink project. Additional project work can be managed in Mavenlink and this work is kept out of your Jira project.

The start date of a Sprint is reflected in your Mavenlink project.

When a Sprint is closed in Jira, Mavenlink is updated accordingly. The Sprint is marked complete and tasks not done are moved to the Backlog or next open Sprint.

The Epic that your Issue is assignedis captured in the corresponding Task using a Mavenlink custom field. Insights reports allow you to analyze the time spent perEpic.

2016

July 13, 2016

Jira Updates- Feature Enhancement

Good News: Our Jira integration has some new enhancements that will help you improve your collaboration between your teams and give your project managers more visibility into the work being done in Jira.

For both project- and board-based integrations:

Jira sub-tasks can now be captured in a Mavenlink subtask and kept in sync.

Time logged in Jira can now be captured as time in the corresponding Mavenlink task.

Comments made in the Jira Issue and Subtask are captured as posts in the corresponding Mavenlink task. Posts made in the Mavenlink task are then copied to the Jira Issue and Subtask so two-way communication is completely coordinated.

Fixed Versions and Jira ID for your Issues can now be captured in the corresponding Mavenlink Tasks using Mavenlinks custom fields.

For Agile/Scrum Boards:

We have a new Scenario called Board - Sprints - 2 way that allows you to keep your Scrum Board in sync with your corresponding Mavenlink Project. Sprints and Backlogs are captured as parent tasks in your Mavenlink project.

The start date of a Sprint is reflected in your Mavenlink project.

When a Sprint is closed in Jira, Mavenlink is updated accordingly. The Sprint is marked complete and tasks not done are moved to the Backlog or next open Sprint.

The Epic that your Issue is assigned to can now be captured in the corresponding Task using a Mavenlink custom field.

All of these new options can be turned on for your existing scenarios via the Integration Platform. For more information, read here,speak with your Account Executive or Client Success Manager, or email .

Available in: Enterprise and Premier

Overview

Mavenlink'sOrganizations functionality allowsyou to structure and group your projects and account members by departmentsand geographies. This gives you the ability to limit access to specificprojects in Mavenlink and keep sensitive information safe from unauthorized users. Thisisextremely valuablewhen operating out of multipleoffices whereparticular projects and/or financial informationisn'topenly shared between locations.

Organizations also allow you to restrict which projects your account members may add themselves to voluntarily; an invaluable feature when working with contractors.In addition, organizations help categorize and limit access to project data in MavenlinksAnalytics reports, allowing you to see how different departments or regions are performing.

The Organizations functionality works best when only Account Administrators are allowed to create projects. By structuring your account this way, you can better manage each teams access to specific projects and keep your system configured correctlygiving you the most out of Mavenlink.

The Organizations Settingsare freely available to Enterprise users; they'realso available as an add-on for Premier accounts. To enable organizations, contact your Client Success Manager or email our support team at [email protected].

If you have existing data, youll need to contact Mavenlinks Optimization Services team (i.e. MavenOps) to migrate your projects.

Related articles:

Organizations Overview

Setting Up YourOrganizations

Apply an Organization to Account Members

Apply an Organization to a Project

Organizations in Analytics Reports

Available in: Enterprise and Premier

Getting Started

Organizations provide a simple way to structure your people and projects. Defining your departments and geographic regions allows you to audit how different areas perform and better control which projects your account members can access.

First, you'll need to determine how to divvy upyour Account Members. This could be by department, by region, or by a combination of the two. After you've establishedyour organizational structure in Settings, you'll be required to associateeach member withtheir designatedarea(s). When you associateadepartment or regionwithan account member, youcan give that person access to view and voluntarily add themselves to related projects. Don't worry, Mavenlink also allows youto give individual members access to multiple departments and regions.

Step-by-Step

How to Set Up Organizations

Follow these steps to set upyour organizations:

Hover over Settingsfrom the left-side nav bar and select Organizations. Organizations in Analytics Reports

On the Organizations page, you will see theDepartments and Geographiestabs. Westrongly recommended that eachproject and memberhave a designateddepartment and geography so that you don't lose data in Analytics; however, if your organization doesn't utilizea particulartaxonomy, you are allowedto leaveoneof these tabs at the All (Whole Company)orAll (Global) level.

To add a new department or geography to your structure, click on the Subicon ( ) to the right of the All (Whole Company)orAll (Global)top-level parent.

Continue adding toyour organization by department and regionas necessary.

Once you've set up your organization, go to the Account Members section to assign your account members to their designated organizations.

WARNING

Only Account Administratorsare allowed to create, remove, or edit the organizational structureinOrganizations Settings.

Related articles:

Organizations Overview

Setting Up Your Organizations

Apply an Organization to Account Members

Apply an Organization to a Project

Available in: Enterprise and Premier

Step-by-Step

How to Apply an Organization to Account Members

When using Mavenlink's Organizations functionality, your account members will need to be associatedwith acorrespondingdepartmentand geography.

Follow these steps to assignyour account members to the appropriate organization(s):

Hover over Settingsfrom the left-side nav bar and select Members. Organizations in Analytics Reports

Click on a name from the Member list to open the member Details side panel.

Click on theOrganizationstab.

Select the department(s) and region(s) you would like this member to access. They can access everyDepartment orGeography going up the hierarchy from their current selection, but can not see across or down or unless the checkbox for that department or has been specifically selected. This way, you can easily create projects that only your department(s) can see, preventing information overload for those whodon'twantor needto see everything.

In the example above, Angela Jacobs has been given access to Internal projects for the South Salt Lake office. Angela can now voluntarily join any project that is Open to Organization Members and also tagged with:

Internal and South Salt Lake

Internal and Utah

Internal andAll (Global)

All (Whole Company) and South Salt Lake

All (Whole Company) and Utah

When Angela visits the mainProjects page and selects Organization Projectsfrom the Show drop-down menu, she'll see the following:

Although Angela cansee the projects indicated above in theProjectslist and Analytics reports, she isunable toJoinbecause they are marked as Invitation Only in the Privacy section of their Project Settings.

When Angela selects Your Projectsfrom the Show drop-down menu, she'll beable to see any projects that she has been added to by an Account Administrator, regardless of theorganizations to which she belongs.

Keep in mind that Mavenlink'sOganizationsfunctionality doesnotlimit access to projects or personnelinMaster Planning. For example, a member belonging to the Boston and Professional Services organization can see all users in Master Planning, not just thosebelonging to theirown BostonandProfessional Services organization.However, userswho wish to filter the Master Planninglist by organization will only be able to do so by the organizations forwhich they belong.

Time Approvals and Organizations

To approve time when using Mavenlink's Organizations functionality, a manager must have the same (or broader) organizational access tothe project where time was logged.

For more information, see our Designate Time Approvals article.

Related articles:

Organizations Overview

Setting Up YourOrganizations

Apply an Organization to a Project

Apply an Organization to Account Members

Available in: Enterprise and Premier

Step-by-Step

How to Associate a Project with anOrganization

When using Mavenlink's Organizations functionality, yourprojects shouldbe associatedwith a correspondingdepartmentand geographyso that you properly capturedata for Analytics reports.

Follow these steps to configure your project's Privacy and Organizations settings:

Hover over Projects from the left-side nav bar and select Add New( ). - or - SelectProjects from the left-side nav bar and thenclicktheAdd Projectbutton onthe subsequent Projectspage. - or - Change your Privacy and Organizationssettingsafter the project is created by selecting Settings from the Actions ( ) drop-down menu located to the rightof the project name.

When theOrganizationsfunctionality is enabled, you'll notice the following additions to your Project Settings :

In the Privacy section, the Who Can Participate drop-down menu options have changed. While the Invitation Only and Open to Admin Onlyproject access selections still remain, theOpen to All Account Membersoption is no longer available. In its place is the Open to Organization Membersoption; this selection givesaccount membersthe ability to access particular projects forthe chosenorganization(s)while limiting others from joining voluntarily. Organizations in Analytics Reports

There is now anOrganizations section where you canchooseyour organizations by department and/or geography.

Keep in mind that Organizations only preventmembers from voluntarily adding themselves to projects. Depending on your Privacysettings, members in a project are allowed toinvite others to Join theproject, regardless of theorganization(s) to which they belong.

Related articles:

Organizations Overview

Setting Up YourOrganizations

Apply an Organization to a Project

Apply an Organization to Account Members

Available in: Enterprise and Premier

INFO

To ensure accurate Analytics report data, each project and memberin your account must have a designated department and geography.

Analytics Reports

When Mavenlink's Organizations functionality is enabled, it affects howAnalytics reports are used.

For example, let's say thatAngela Jacobs, a Project Lead-level Account Memberhas access to Internal projects in the Boston office. Angela will be able to see Analytics reports forany project that is Open to Organization Members and also tagged with:

Internal and Boston

Internal and All (Global)

All (Whole Company) andBoston

Apply an Organization to a Project This includes:

Projects that Angela can not voluntarily join such asProject Access: Internal/Boston/Invite Only.

This does notinclude:

Projects tagged with All (Whole Company) or All (Global)such asOrgs: Internal/All.

Projects that Angelahas been given access to by an Account Administrator that are outside her affiliated organizations such asClient - Internal/Salt Lake City.

INSIGHTS

Please notethat theOganizations functionality does not limit Mavenlink Insights reporting. If you haveaccess to an Insights dashboard in Mavenlink, you'll be able to view all project data, regardless of which organization(s) you belong.

Related articles:

Organizations Overview

Setting Up YourOrganizations

Apply an Organization to Account Members

Organizations in Analytics Reports

Welcome to the Mavenlink Insights Changelog! This is where you can see a summary of changes that our Product Development Team has made in Insights.

2019

June 28, 2019

Resource and Estimate custom fields are now available in custom reporting.

Resource Custom Fields:

Resource custom fields can be added to resources on an estimate, unnamed resources on a project, or named resources on a project.

Because they may share the same name and values of User Custom Fields, all resource custom fields have Resource appended at the end of their name in Insights.

Choice and Text custom fields can be found under the Resource Custom Fields attribute folder.

Date custom fields create their own date folder on creation.

Currency and Number custom fields are added as facts in Insights. They can be added to a report by creating a metric from their fact found under the Resource Custom Fields Fact folder.

Estimate Custom Fields:

Because they may share the same name and values of project custom fields, all resource custom fields have Estimate appended at the end of their name in Insights.

Choice and Text custom fields can be found under the Estimate Custom Fields attribute folder.

Date custom fields create their own date folder on creation.

Currency and Number custom fields are added as facts in Insights. They can be added to a report by creating a metric from their fact found under the Estimate Custom Fields Fact folder.

June 17, 2019

Utilization Dashboard - Enhancement

Time Off & Holidays: Throughout the dashboard, there are now references to Time Off & Holidays to better understand the amount of potentially available time.

Time Off: Both projects tagged with [PTO] as well as the Time Off feature are fully supported. NOTE: Using both methods in the same period of time may result in double counting.

Holidays: Set up using the Holiday Calendars feature.

Additions and enhancements have been made to the following tabs:

Performance to Target (Enhancements): Columns for Time Off & Holidays.

All Actual Hours Breakdown (Enhancements): Updates to bar graph to include Time Off & Holidays.

Out of Office (New Tab): Weekly summary of Out of Office time: Time Off & Holidays, bar graph visualizing consumption of Time Off & Holidays from workweek, Time Off breakdown with drill-ins to show daily breakdown.

Productive Utilization: Time Off Headline & calculation now inclusive of both Time Off logging methods.

June 13, 2019

New Resourcing - Enhancement

Date (Date Created) can now be used to see the date an allocation in Master Planning was created.

New Attribute: Allocation Note can now be added to reports to see the note entered on an allocation from within Master Planning.

Task assignments and resource estimated hours now include unnamed resources in reporting.

May 10, 2019

Invoicing: Additional Item Dataset

The following items have been added to improve reporting visibility on invoiced additional items:

Additional Item Id (Additional Description Label) - Text description of each additional item on an invoice. Individually separates out additional items across invoices with the same name.

Additional Item Description - Same as text as above with ability to group together additional items across projects & invoices with the same name.

March 18, 2019

User Workday Data Set

The following facts have been added to this data set in order to allow for capacity type reports to take into account holidays and time off :

Holiday Time in Minutes - The number of minutes a user has for a holiday on their calendar for a given date.

Time Off Time in Minutes - The number of minutes a user has for time off on their calendar for a given date.

March 11, 2019

Time & Expense Admin Dashboard

Additions and enhancements have been made to the following tabs:

Time Audit Summary (Enhancements)

Formatting changes to better identify users with unlogged hours in a time period.

Distinction between Variance and Unlogged Metrics:

Variance: Actual Hours - Workweek time in Hours

Unlogged: Weekly sum of hours under workweek only

Unlogged Time by Week (New Tab)

Graph and table designed specifically for week over week analysis of unlogged time.

Time Approvals by Project (New Tab)

Graph and table for analysis of time spent by project by user broken down by various states of time approvals.

Time Audit by Project, Time Audit Detail, and Time Entry Log w/ Notes (Enhancements)

Added new Location field as a filter and column

March 11, 2019

Estimate Scenario

The following attributes have been added to this data set:

Favored - Indicates if the scenario has been designated as the favored one of the Estimate. Value(s): Yes/No

Estimate Opportunity Confidence - The percentage confidence/probability of an estimate becoming a real project. It can be used for displaying exact value in reporting, running averages, or other metric calculations This is a fact and thus can be rolled up. Value(s): Integer, 0-100

Estimate Opportunity Confidence Range -Buckets for the estimate's opportunity confidence value to allow for better filtering in reports.Value(s): 0-9, 10-19, 20-29, 30-39, 40-49, 50-59, 60-69, 70-79, 80-89, 90-99, 100

January 9, 2019

Estimate Scenario

The following attributes have been added to this data set:

Estimate Creator - Name of user who created the estimate

Estimate Rate Card - Name of rate card for the estimate scenario

January 9, 2019

Resource

The following attributes have been added to this data set:

Resource Type - Indicates if a resource is named or unnamed for filtering purposes. For resources that do not contain a user, the value is 'Unnamed' and those that contain a user, 'Named'.

Resource Geography - The name of the geography for a resource in an estimate's scenario. Resource geographies only apply if rate cards are turned on.

January 4, 2019

User Skills

Skills that are defined without levels were being set in Insights as a skill level of 1 for a user. To aid in better filtering, these skills are now set to null for a user (Attribute = User Skill Level).

January 4, 2019

User Billability Targets

A users billability target was being set to 0 for weekends which made creating rollups and averages difficult. The field (Fact = User Workday Billability Target) now shows the actual value for the users billability target consistently on weekends as well as weekdays.

January 4, 2019

Resource Allocations

Resource allocations now span a much larger timeframe: 8 years in the future and 5 years in the past (Facts = RAD Cost Amount in Cents, RAD Bill Amount in Cents, RAD Time in Minutes)

January 4, 2019

User Workweek

A users workweek also now spans a similar timeframe: 8 years in the future and up to 18 years in the past depending on when the user joined the account (Fact = Workday Time in Minutes).

2018

October 18, 2018

Mavenlink Projects Hyperlinks

The Project field on a report now contains a hyperlink that opens the project in a new tab. If the Project field is defined as a drill-down to another report, however, the hyperlink will not be active.

Insights Dashboard Configuration

October 16, 2018

Project Health Dashboard

The Task Est metric on the Resource tab was adjusted so that task estimated values exist by assignee when the User filter is selected on the dashboard.

October 16, 2018

Utilization Dashboard

The date range on the All Hours Compare tab was corrected so that reports still display weekly utilization when filtering by a date range that is less than a month.

October 16, 2018

Project Detail Dashboard

The Task hours metric in the Tasks Open table now ignores the User filter and groups Task hours by task, regardless of user assignments/creator.

October 16, 2018

Time & Expense Dashboard

The Time Audit Summary tab filters were adjusted to accommodate parent filtering. When the Task Title filter is selected, it automatically filters down the project filter list.

October 16, 2018

Margin & Cost Dashboard

When you click the information in the Cost-to-Date and Cost columns on the Project Budget Method tab, the Story Id column heading has been changed to Task.

August 16, 2018

Fees Dashboard

Allocated Fees are now incorporated on the Actual, Scheduled andAllocated, By Project Status, and By Resource and Role tabs. This enables Mavenlink reports viewers to forecast revenue by project or resource.

August 16, 2018

Project Detail Dashboard

Weve added Allocated Fees so you can compare allocations in Master Planning with project and task budgets, as well as scheduled hours. Look for financial allocations in the Budget vs. Actuals and Burndown tabs.

August 16, 2018

Resourcing Dashboard

Now includes Allocated Hours rather than Planned Hours, so you can gain greater visibility into billable capacity, availability, and daily schedules/allocations. Please note, if youre not using allocated hours yet, the purple line still represents planned hours.

August 16, 2018

Margin and Cost Dashboard

Now includes Allocations on the Project Budget Method and Resource Allocation Method tabs, allowing you to see a comparison of how your Scheduled Cost and Fees and your Allocated Cost and Fees stack up against your budget.

July 30, 2018

Utilization Dashboard

The PTO metric now ignores the Productive Billable filter, allowing PTO to always be factored into a users workweek even when only Billable Projects is selected.

July 30, 2018

Project Detail Dashboard

We fixed the Past Due metric so that it correctly displays the proper values in all filtering scenarios.

July 16, 2018

Scorecards Dashboard

We improved the headline reports in the User Task Scorecard so that they now show all tasks by status, instead of just those in the past 30 days. This will more accurately reflect what is being displayed in the tables below. We also fixed the User filter so that it displays all tasks that were assigned or created by any user.

July 16, 2018

Time & Expense Admin Dashboard

The date range filter is now labelled Date Range (instead of Shared Date) in order to more clearly indicate its purpose.

July 16, 2018

Project Health Dashboard

A Budget Burned metric has been added to provide users with a classic project budget burn calculation (based on project budget and fees).

July 11, 2018

All Dashboards

The new Insights Export to XLSX feature allows you to export all reports from any dashboard tab to a single Excel file. Every report on the dashboard will be appear on the Excel file as a new sheet. Weve also replaced the Edit icon with anActions icon. Click it to edit a dashboard or select an export option from the drop-down menu.

July 2, 2018

Utilization Dashboard

In the Utilization By Month, Utilization by Week, & Performance to Targetdashboard tabs, the Project Group and Project filters were removed. Because the projects is not included in the graphs for tables, these filters do not change the utilization calculations.

July 2, 2018

Staffing & Capacity Dashboard

The Staffing Timeline tab was updated to include a headline metric that counts the number of unnamed resources. This provides symmetry and a quick view of how many unnamed roles are allocated.

July 2, 2018

Project Health Dashboard

The Execution and Resources headlines on the Portfolio Scoreboard tab now filter out delete tasks to enhance the average risk score when measuring execution and resource risks.

June 18, 2018

Utilization Dashboard

In the Utilization by Month tab, the table report was not including PTO in the variance calculation. This has been corrected to align with standard utilization calculations.

June 18, 2018

Staffing & Capacity Dashboard

Utilization reports in which a 0 workweek with 0 hours available appeared as 100% available This has been adjusted so that it is now correctly displayed as 0%.

June 18, 2018

In the User Availability tab, the allocated hours metric was adjusted so that it now correctly displays 44 and 45 hours allocated within the conditional formatting of the heat map.

June 18, 2018

Time & Expense Admin Dashboard The Expense Log w/Notes and Expense Summary tabs were updated to include filters for vendor name and the reimbursable expense flag.

June 4, 2018

Project Health Dashboard

Fixed a bug with the Project Group filter on the Portfolio Scoreboard tab so that the bar chart now matches the bottom report.

June 4, 2018

Utilization Dashboard

The Saturday-Sunday date range was causing an issue on the Utilization by Month and Utilization by Week tabstwo different Actual Utilizations by User were being displayed when the same date range was selected. We resolved this by replacing it with a traditional Monday-Saturday date range.

June 4, 2018

Staffing & Capacity Dashboard

Corrected an issue in which projects were being removed from the Project filter on the User Availability tab. All projects will now be correctly displayed.

June 4, 2018

Fees Dashboard

The Task Rem metric in the By Project Status table was reporting 0 in most cases. It will now correctly display remaining task counts.

May 21, 2018

Project Health Dashboard

A delete task filter was added to the Task Estimates headline report; it now matches the bottom reports.

The project filter of the Task Action tab is now clickable.

May 21, 2018

Utilization Dashboard

The All Actual Hours Breakdown graph now excludes decimal places, saving space and increasing visibility into allocations.

May 21, 2018

Staffing & Capacity Dashboard

In the User Availability tab, you now have greater visibility into allocationsjust click on the employee drill-in, which displays all allocations for the selected employee.

A group filter was added to all dashboard tabs to allow filtering by group.

April 4, 2018

Project Health

The metric descriptions have been updated across the dashboard to be more exact in the nature of the reports.

The titles have been updated on all of the tabs to be consistent across the dashboard in font, size, and color.

The text box on the PM Health: Execution report has been extended in order to remove thescrollbar.

The PM Defined color icons have been replaced across the dashboard from a solid circle to a Fisheye UTF icon. This allows users on older Windows OS to view these reports.

April 4, 2018

Scorecards

A date filter has been added that allows you to filter the data on the table on the Project manager tab.

The color/shape formatting on the Task Scorecard of the headline metrics was replaced to be consistent with other Insights dashboards.

April 4, 2018

Time & Expense

On the Time Audit Summary, decimal places were removed from the numbers of the graph to allow for easier viewing.

April 4, 2018

Staffing & Capacity

In the Staffing & Capacity timeline report, the conditional formatting for the availability metric was adjusted to show 100% availability when zero allocations exist.

March 9, 2018

Utilization Dashboard

The Utilization By Month tab has been adjusted to include an updated metric to allow for proper filtering between billable and non-billable utilization.

The Outlook by Week tab has also been adjusted to include an updated metric to allow for proper filtering between billable and non-billable utilization.

The Productive Utilization tab has had a color adjustment from blue to yellow to align with the pattern that shades of yellow are used for [Admin] and [Internal] hours.

In the Utilization by Week tab, the allocation type filter was removed to align with the other tabs that do not include this filter.

March 9, 2018

Resource Dashboard

In The Daily Schedule tab, the width of the columns has been resized to fit the table width. Project Details Dashboard

On the Burndown tab, the hours format has been changed from 1 decimal points to 2 decimals points.

March 9, 2018

Scoreboard Dashboard

The Project Manager Scorecard tab has been adjusted so that the user and project filters no longer overlap.

A new filter has been added to the User Task Scorecard tab which removes NA projects. Utilization (Legacy) Dashboard

In the Billable by Week tab, the width of the columns has been resized to fit the table width.

In the Outlook by Week tab, a default of zero was added on the variance metrics to remove empty values and display zero instead.

March 9, 2018

Project Health Dashboard

In the Task Action tab, the duration metric has been removed in the Completed Task report for improved performance.

February 21, 2018

Project Health Dashboard The new Project Health dashboard gives you visibility into how your projects are performing. It is the go-to dashboard for project managers looking to see the health of their portfolio of projects.

Evaluate your projects overall health, scope, schedule, budgets, and client status.

Metrics around pace, execution, resources, and issues help you predict where risks are most prevalent.

Quickly see margin and cost, project duration, tasks, milestones, and issues and EAC hours on a given project.

By default, your users in the Admin and Report Viewers access groups will see this new dashboard in their Mavenlink Insights menu. Add this new dashboard to any of your other access groups to grant those users access as well.

February 15, 2018

Workspace Health Status Data Set

Workspace Health Status is a new data set that contains each projects Health Status Report as defined in the project side panel.

The following attributes are contained in this data set:

Workspace Health Report ID - The ID for each Health Status Report submitted. To see all of the status information for a submitted report, use this ID.

Report Type ID - The ID for each Health Status Reports unique status. This is the primary key for this data set.

Health Status Type - The type of the status which can be the Overall, Schedule, Scope, Budget, or Client status.

Health Status Color - The color of the status as defined in the Project Health report.

Health Status Description - The description of the status as defined in the Project Health report.

Health Status Create Date - The date the user submitted the report. This date is also tied to the Shared Date.

February 14, 2018

Estimate Scenario Data Set Estimate Scenario is a new data set that contains estimate scenario information to allow you to report on all your Estimates as well as the each Estimates Scenarios.

The following attributes are contained in this data set:

Estimate Id - The id of the estimate

Estimate Scenario Id - The id of the estimate scenario. This is the primary key of this data set.

Estimate Title - The name of the estimate

Scenario Title - Name of the scenario

Estimate Client Name - The client name

Estimate Currency - Currency defined for the estimate

Estimate Locked - If one of the scenarios was used to create a project, the estimate and all of its scenarios are locked and cannot be modified. This attribute indicates if this estimate scenario is locked.

ES Start Date - The start date of the scenario

ES Workspace Id - If this scenario was used to create a project, this is the id of that project

Favored - Not currently used, for a future feature

Estimate Budget In Cents - The budget of the scenario. This is a fact and thus can be rolled up.

February 14, 2018

Resource Data Set Resource is a new data set that contains the resources that are found in an Estimate Scenario or a Project. A resource can be linked to a role as well as a user for resources that have been staffed. Estimate scenario resources do not have a user as they have not been staffed yet. A project resource may or may not have a user depending on if it has been staffed.

The following attributes are contained in this data set:

Resource Id - The id of the resource. This is the primary key for this data set.

Resource Title - This is the label of the resource. It is what makes each resource unique.

Resource Default Role Title - For a resource that is tied to a user, this is the users account default role. For a resource that is not tied to a user, this is the role of theresource.

Resource Project Title - For an estimate scenario resource that was turned into a project, this is the resulting project. This allows you to compare your resource allocations on the estimate against the results of the project.

February 14, 2018

Resource Allocation Days Data Set The Resource Allocation Days data set contains the number of minutes a resource is allocated to a project or estimate scenario on a given day.

The following attributes are contained in this data set:

Resource Allocation Day ID - The id for each resource allocation day (RAD). This is the primary key for this data set.

Allocation Type - Indicated what type of allocation these minutes are for. The values are Hard, Soft, and Unstaffed Demand. All allocations for an estimate scenario ofthe type, Unstaffed Demand. Allocations for a project that are not assigned to a user are also of the Unstaffed Demand type.

Shared Date - The date a resource has been allocated is found using the existing Shared Date attribute.

RAD Time In Minutes - The number of minutes a resource is allocated to a project or scenario. This is a fact and thus can be rolled up.

2017

November 30, 2017

User

The following attributes have been added to the User data set

User Job Title

User Email

User Created At (Date user was created in Mavenlink)

November 30, 2017

Workspace (Project) Group

The following attributes have been added to the Workspace Group data set

Client Address

Client Email

Client Phone Number

Client Website

Client Contact Name

November 30, 2017

Workspace (Project)

The following attribute has been added to the Workspace data set

Include Expenses in Budget

This attribute is a boolean and can be used in budget metrics to decide if expenses should be added to the total budget.

The following fact has been added

Workspace Budget Used in Cents

This fact is the sum of billable time entries, and, if the expenses are in the burn rate,the sum of the additional items on invoices and the sum of billable expenses. There was an attribute, Budget Used, that contained this data but it was incorrectly created as an attribute rather than a fact. Use this new fact as a replacement to the existing attribute.

2017

November 27, 2017

TheStory Date Completed At field contains the date a story was set to a completed (blue) status. It now takes into account the completed statuses of Issues. This means it can be used to report on completed dates of Issues as well as Tasks, Milestones and Deliverables. The following are considered completed statuses: Completed, Duplicate, Can't Repro, Resolved, Won't Fix

November 1, 2017

Utilization Dashboard

The Capacity calculation on All Hours Compare tab has been adjusted to include PTO hours.

November 1, 2017

Resource Dashboard

On the Daily Schedule tab, the Non-Billable Productive time is no longer appearing negative in the bar chart under certain circumstances.

A box was removed that was off center on the bottom of legend in the Current Roll-off/Unscheduled tab.

The Total Monthly Availability drill in the report has been adjusted to match monthly aggregation seen in the chart above.

November 1, 2017

Project Details Dashboard

The headline metric in the Budgets vs. Actuals tab called Budget Remaining has been updated to handle NULL values.

August 28, 2017

Report 'Save As' functionality is now available on your custom or clonedstandard reports in the same way as it was available on our standard reports.

August 2, 2017 Resourcing Dashboard

Staffing report: Projects with no remaining estimated hours are no longer being filtered out.

Two entirely new report tabs focused on giving Resource Managers and other owners of resources visibility into when resources are coming off of projects.

Extended Rolloff Report: Long-term visibility to resources rolling-off of ALL projects (Final Rolloff). Represents each resource's last date where Scheduled Hours exist. A project specific Rolloff is included for more precise predictability on resource movement and potential margin leakage.

Current Rolloff/Unscheduled: A calendar based view for a selected month where resources have a Final Rolloff as well as a Scheduled Hours Gaps (Dead Days). The Estimated Potential impact to Revenue, Margin and Unscheduled (Dead) hours is highlighted for a sense of the magnitude of these Gaps.

August 2, 2017 Resourcing Dashboard

Project Details Dashboard

Open Tasks report: In the Tasks Coming Due graph, the color scheme has been changed to reflect red "urgency" for tasks coming due within 7 days with color scale to green as the due date duration lengthens.

Past Due and Future Outstanding report: New metrics have been created to decipher the remaining hours on a task based on a the users assigned the task and whether estimates are placed on user assignments per task or only at the task level. There is now a drill down to the assigned users on the task.

August 2, 2017 Resourcing Dashboard

Time and Expense Admin Dashboard

Time Audit Detail report: The 'Billable Time with Zero Bill Rates' drill down no longer filters out Fixed Fee Tasks. A flag has been put on the drill down to indicate which time entries are on Fixed Fee vs T&M tasks.

Time Audit Summary report: Un-logged hours now show a - when the actual hours meet or exceed the workweek hours.

August 2, 2017 Resourcing Dashboard

Overall Report Modifications

Task Status Flag has been updated to include the Issue type statuses. The Flags text colorization has also been updated for consistency, eg. Completed is Blue, Blocked is Red, In Progress is Green, etc. relative to the colors of Task Status drop downs throughout Mavenlink

Several filter dependencies have been modified for Projects, Users and Tasks to keep each filter list to a manageable size. Fields that have more than 500 filterable items cannot be filtered so adding filter dependencies help to reduce the amount of items in the filter list. For example, by making the Projects filter dependent on the 'Project Archived?' filter, users can select non-archived first, then the Project Filter will be a reduced list to only those projects.

July 11, 2017

Margin and Cost Dashboard

The Project Target Marginmetric has been added to many of the Margin reports to measure actual vs. expected margin. There is a new project field to capture your targetmargin. You can update this field for an existing project using the Project Settings page. For any project where this field is not filled out, the default target margin is 50%.

June 16, 2017

Time Entry

The following attributes have been added to the Time Entry data set

Bill Rate

Cost Rate

Bill Rate and Cost Rate have been added to the Time Entry data set to allow for bill and cost calculations that are not impacted by rounding. This allows for more precise financial reporting in Insights

June 16, 2017

Story Active Days

Story Active Day is a new data set that contains a date entry for each day a task is active starting with its start date and ending on its due date. For a task to have these date entries, it must have a start date and a due date. These dates are stored in the Shared Date attribute. You must pull in a Story Active Day fact to your report to use the Shared Date for this data set. The two facts are Story Active Day Time Estimate In Minutes and Story Active Day Budget Estimate In Cents.

This new data set will allow for the following types of reporting:

Distributing financial / fixed fee budgets across a date range. For example, Phase One starts January 1st and ends December 31st for a task duration of 365 days. We can break out the Budget of $300,000 per day, week, month, etc. to spread the total budget evenly over a date range

Distributing estimated hours across a date range for resourcing purposes. For example, Phase One runs from January through March (3 months) for 90 hours. By distributing hours per month we can calculate approx. 30 hours/month of demand are needed in January, February, and March

Easy calculation of task duration without weekends. We can now more easily calculate the number of days in a task that do not include Saturday and Sunday

May 22, 2017

During the exact time your data is getting loaded into your Insights project, the report header will show'Loading...' rather than the last data load date and time. This indicates that the reports may not have all your data at this time. When viewing a report that shows the last data load date and time, all your data is represented as of that date and time.

Invoice Date (Date the invoice was created) has been added to the Shared Date attribute. This will allow for reporting project and task budgets against what has been invoiced.

New Organization specific facts will allow for utilization and project margin type reporting broken out by geography and department. Use these facts in the same manner as you would use the pre-existing non-'Org' version but to see the fact broken out perdepartment and geography. Do not use these facts if you are not breaking out the facts by department and geography. If a user has 8 planned hours for today and the user has 2 geographies and 2departments, the fact will show 32hours for the user. When broken out for geography and department, it shows the proper 8 hours percombination. To report on only departments or only geographies, add a filter that narrows the report scope of the one you don't want to report on to 'All'. For example, if you want a report that shows Planned Minutes for each user in the North America geography, add a filter for Department = 'All (Whole Company)'. If you want a report thatshows Planned Minutes for each user in the HR department, add a filter for Geography = 'All (Global)'. If you want a report that shows Planned Minutes for each user in the HR department for North America, no Org filter is needed.

Planned Org Minutes

SAD Org Bill Amount In Cents

SAD Org Cost Amount In Cents

SAD Org Time In Minutes

Story Org Budget Estimate in Cents

Story Org Time Estimate in Minutes

TE Org Bill Amount In Cents

TE Org Cost Amount In Cents

TE Org Time In Minutes

Workday Org Time In Minutes

March 29, 2017

The following attributes have been added to the Organization Pair data set. These attributes can be used as filters to view your department or geographic data that rolls up to the selected parent value.

Org Department Parent Name

Org Geography Parent Name

January 27, 2017

The following attributes have been addedto existing data sets

Workspace (Project)

Rate Card Name - The name of the Rate Card as defined in the Financials section of the Project Settings page

Project Client Name - Client name as definedin the Project Settings page

Workspace Billable Default - The Project Settings page task default for Billable or Non-Billable

Workspace Billing Mode Default - The Project Settings page task default for Time and Material or Fixed Fee

January 27, 2017

Story (Task)

Story Created At - The date/time the task was created

Story Updated At - The date/time the task was last updated

January 6, 2017

Updates to existing Data Sets

Expense

Expense Last Action By - This is the name of the user who last performed an approval or rejection action for the expense report. It will be empty for an expense that is not submitted, submitted or canceled.

January 6, 2017

Time Entry

Time Entry Last Action By - This is the name of the user who last performed an approval or rejection action for the time-sheet. It will be empty for a time that is not submitted, submitted or canceled.

January 6, 2017

Skills

New Data Sets Account Skill (Inventory of all skills defined for the account)

Account Skill

Account Skill Description

Account Skill Id

Account Skill Max Level

Account Skill Name

Account Skill Type

Account Skill Created At date

Account Skill Updated At date

User Skill (Skills assigned to users. Join this with the User to see skills for each user)

User Skill Creator Name

User Skill Id

User Skill Level

User Skill Max Level

User Skill Name

User Skill Type

User Skill Created At date

User Skill Updated At date

New Facts (Use in the same manner as you would use the pre-existing non-'Skill' version but to see the fact per skill. Do not use these facts if you are not breaking out the user's facts by skill. If a user has 8 planned hours for today and the user has 3 skills, the fact will show 24 hours for the user. When broken out for a skill, then it shows the proper 8 hours per skill)

SAD Skill Bill Amount In Cents

SAD Skill Cost Amount In Cents

SAD Skill Time In Minutes

Workday Skill Time in Minutes

Planned Skill Minutes

2016

December 13, 2016

The following date attributes are now available for you to use while building custom reports.

Shared Approval Date: The date that the time or expense was approved

Shared Cancellation Date: The date the submitter of the time or expense cancelled the submission

Shared Rejection Date: The date the time or expense was rejected

Shared Submission Date: The date the time or expense was submitted for approval. If the time or expense is later rejected or cancelled, it is considered no longer submitted and this date will be empty.

Projects, tasks, users and groups that contain no values in any of their custom fields will now be represented in your reports. There is no longer a need to make sure to put a value in one of the custom fields to see these on your reports.

November 21, 2016

The following data sets are now available for you to use while building custom reports.

User Planned Workday:The new fact,Planned Workday Estimated Minutes, is a user's planned hours for a project as defined in Master Planning broken out in minutes per day of the week. This allows you to create reports comparing scheduled hours, planned hours, and actual hours on a daily, weekly, monthly basis.

For the Time Entry data set, the values for the Status attribute have been modified to be more self explanatory: Empty value is now displayed as 'Unsubmitted' and 'New' is displayed as 'Pending'.

There is a new attribute for the Workspace, Story, and User data sets that just contains the title or name (Workspace Title Attribute, Story Title Attribute, User Full Name Attribute). This allows you to pull in the project title, task title or user name and sort on this field.

The Story data set now contains Story Creator Name which is the name of the user that created the task.

The Invoice data set now contains invoice notes.

November 16, 2016

The user work daynow takes into account a user's holiday calendar

November 1, 2016 The following data sets are now available for you to use while building custom reports. New Attributes:

User Manager Name

New User Facts User Billability Target

New Story Facts (Task) Sub Stories Billable Time in Minutes Sub Stories Budget Estimate in Cents Sub Stories Time Estimate in Minutes Sub Story Count Subtree Depth

August 19, 2016 The following data sets are now available for you to use while building custom reports. New Attributes:

Story (Task) Description Priority Top Level Story Id (top level parent task)

Invoice Project Code Purchase Order Title

Date dimension Workspace Status Completed At (Project completed date)

Time Entry Status (approved, rejected, new) Status Notes

User Workday Records of User Workday Fact: Workday time in minutes

August 19, 2016

Release 2.0 Our latest release of Insights gives you all new retainer based project reports, a KPI Dashboard, more metrics for added visibility into time and expenses, and complete alignment with the Mavenlink data security model with support for Organizations at the user level as well as at the project level.

August 19, 2016

Insights 2.0 will be available starting April 11th 2016. You do not need to do anything to take advantage of the latest enhancements. Your Insights will be automatically upgraded.

August 19, 2016

Retainer & Recurring Dashboard: A new set of reports provide a framework for companies that desire comparisons of monthly and cumulative Fees (or Cost) against a stream of Invoices or against monthly budgets set on individual Tasks. An Inception-to-date report is also included that provides comparison of Total Life Cycle comparison of various metrics.

August 19, 2016

KPI Dashboard: This new dashboard provides the 6 Key Performance Indicators (KPIs) as discussed in the initial KPI questionnaire: % of projects completed on time, % of projects completed on budget, Utilization, Margin, Growth Rate, and Days of Sales Outstanding (DSO). This report looks at the performance values for the past three months in each of the 6 KPIs to allow you to quickly answer follow-up questionnaires. It shows the trends which will allow you to easily quantify the business improvements from using Mavenlink.

August 19, 2016

Note: These new dashboards come with the Admin Only security setting. To make these dashboards visible to your Insights users, go to Settings > Insights and configure the security settings for your needs. For more information on how to configure these settings, see.

August 19, 2016

New Reports: On the Utilization & Planning dashboard, there is a new Utilization by Week Actual vs. Scheduled report. It is similar to the current monthly report. There are three new time and expense analysis reports including actual, unsubmitted, unapproved, approved hours and dates. These can be used in your custom reporting.

August 19, 2016

Additional Metrics: You can now add the following metrics to your custom reports for even more analysis: Time and Expense Submitted Date Expense Created Date (Time Created Date already exists) Time and Expense Notes (The first 255 characters of your Notes field will be brought over to Insights)

August 19, 2016

Support for Organizations: If you are using Organizations in Mavenlink to structure users and projects, you can now add filters for the regions and departments per user as well as per project on your reports.

August 19, 2016

Fixed Fee Graphs Update: On the Fixed Fee Tab, the Completed Date and Due Date values have been updated for drill down accuracy. The top graph, Completed and Open Task Budgets has been split into 2 separate graphs, Completed Task Budgets and Open Task Budgets. Additionally, the Invoices Created by Shared Date has been changed to Invoices by Create Date and only shows Invoice amounts. The Combined Task budget bar was removed.

August 19, 2016

Miscellaneous: Project Name is no longer getting truncated to 128 characters. Time Analysis/By Week drilldown data correction

August 19, 2016

Resolve potential anomalies for Task reporting by date: An existing standard drilldown to task report and potential custom reports may have shown metrics differently than from a Project basis. This may occur when reports created with the Shared Date and setup to view week-to-week or month-to-month at the Task level. For Tasks completed where their Complete Date is in a different period than the Due Date, metrics can show values in the Completed period vs. when executed. (Hours, Fees, etc). This has been resolved.

August 19, 2016

Customers on Insights v1.1 If you are currently on Insights version 1.1, you will also be seeing the following version 1.2 changes to your Insights Workspace:

August 19, 2016

Margin Calculations: With the myriad of ways Mavenlink clients use the system weve noticed that with certain combinations the Roll-up of Margins for Fixed Fee tasks may produce unexpected results at the Project level. Individual Task level margin calculations remain as intended. Most of the situations occur when there is a combination of Tasks with a Budget and Zero time throughout its life, while others have an Empty budget, yet time is being tracked. When rolling up these combined situations, the resulting margin was different than expected. Now this has been adjusted, and impacts mostly for Fixed Fee Tasks Margin report, and in a few cases, the Estimate-at-Complete margin report in the Resource Schedule Method Tab.

August 19, 2016

Utilization Headline Metric: On the Utilization (Actual and Scheduled) Dashboard, the Total Utilization calculation for an individual month both on the graph and the Table now correctly ignores any individual that has 0 time entries (same for scheduling) for that month. The individual may still be listed in the table for a Multi-month report, and you will notice that a particular month for someone may be empty. For example if you filter for a 4 month period and someone is 100% utilized for 2 of the months and has 0 time entries for the other 2 months, the calculation used to average that out to 50%. Now, the metric will notice the absent months and calculate 100% utilization. Please note that this only works for a month basis. Any time entered in a month will be considered working in that month and, for example, if a team member starts in week 4 and charges 40 hours that week, the month will still appear as 25% utilized for that month.

August 19, 2016

Project Details: Open Tasks Tab: Additional filters to allow more granularity of reporting on open tasks by User, Role, etc. 2 new charts that summarize the number of open tasks in an ageing fashion, both for past due and for future coming due. Additional columns of information with drill down capability.

August 19, 2016

Miscellaneous: Project Status Color filter added to the Project Margin Method Tab. This allows for the filtering of, for example, only completed projects, or only open projects in a given status Consistency with filters being applied to reports. Better visibility of the download carat on reports.

This changelog summarizes all the great new features, enhancements, improvements, and fixes that our Product Development team continuously brings to Mavenlink.

2019

October 17, 2019

EAC Calculation Display Preferences in Master Planning - FeatureEnhancement

New Display Preferences in Master Planning let you control how project Estimate at Completion is calculated. Currently, EAC is calculated based on all allocations; these new options allow you to control whether EAC is calculated using only named hard/soft resource allocations or unnamed soft resource allocations. This setting is persistent, meaning that Mavenlink will remember your EAC calculation options the next time you refresh or revisit the page.

October 17, 2019

Increased "Per Page" Options and More Weeks/Months in Master Planning- FeatureEnhancement

Master Planning can now display up to 100 members or projects per page. In addition, we've reduced the column width in theWeek or Month view to reduce horizontal scrolling and show more data at once. Both these settings are persistent, meaning that Mavenlink will remember your selections the next time you refresh or revisit the page.

October 17, 2019

Resource Request History- New Feature

After submitting a resource request in Master Planning, you can now see the history behind the request, including when the request was submitted, canceled, rejected, or approved. This way, you can ensure that requests are being fulfilled in a timely manner.

October 17, 2019

Time Tracking Limits- FeatureEnhancement

This enhancement to the Schedule section of the Members Details side panel allows you to control how much (or how little) time a user is allowed to submit. This is particularly useful if you need to adhere to local laws, working time regulations, or employee contract requirements.

September 19, 2019

QuickBooks Client Email Addresses Appear on Invoices- FeatureEnhancement

When applicable, we now auto-populate the client email address defined in QuickBooks for newly created invoices.

August 21, 2019

Mavenlink Roles in QuickBooks - New Feature

We've added the option to map Mavenlink roles to QuickBooks product/service items.This allows you to:

Sync time and invoices based on the role in a time entry rather than the task.

Define the QuickBooks service item mapping once at the account level. All projects will use this mapping, requiring less project-based management.

Provide your customers with invoices summarized by role.

July 17, 2019

New Task Tracker Filtering Capabilities - New Feature

The Filters modal in the project Task Tracker lets youcombine various elements (task fields and values) to viewing only thetasks or resource information you are interested in and hiding the rest.

To access the Filters modal, click the Filters button on the Task Tracker toolbar.

June 27, 2019

Using Default Rates on Rate Cards - Feature Enhancement

We've added the option of applying any role to a project using the default rate from the rate card. To change the default behavior, simply go to Settings > General, scroll down to the Resource Schedule section, and disable "Only make roles on the rate card available to projects."

June 18, 2019

Access Groups - New Feature

Access Groups are customizable sets of permissions that allow you to collectively manage product access. You can create as many Access Groups as you need, and each member can belong to multiple groups. This makes it possible to only expose information and grant access to specific users without assigning Account-level permissions higher than a member needs.

Currently, Access Groups control permissions related to Resource Management. You can configure access to take such actions as viewing Master Planning, editing resources, editing allocations, and submitting requests.

You can enable Access Groups through Settings > People.

June 18, 2019

Resource Requests - New Feature

Create repeatable staffing processes within your organization by establishing a specific list of approvers and requiring users to submit requests in order to staff resources.

Specify skills, and add User Custom Fields for a resource through the Resource side panel, communicate changes through the Activity Feed with anyone with Financials permissions or above on the project or to any Report Viewer or above on the account. This can help you keep conversations about resourcing inside Mavenlink.

You can enable Resource Requests through Settings > Resource Management.

June 06, 2019

Rate Cards - Feature Enhancement

You now have more control around billing roles and rates. Adding a rateto aRoleon aRate Cardmeans you can usethatRoleon aProject, and not accidentally bill for aRolethat is unintended. If you've already been usingRate Cards, the default rate acts as a backup in case a user without a designated role and rate on the card is part of theProject.

April 4, 2019

Estimates Updates -Feature Enhancement

The following enhancements have been made to Estimates:

Start and End dates are dynamically linked to resource start days and duration, so adjusting one updates the other.

Add custom fields to estimates, and they will transfer to the project.

Use an opportunity confidence score to factor in the level of certainty about your estimates.

Star or favorite a scenario.

Include a description to add notes that carry over to the project.

Change the client name and estimate name after creation.

February 7, 2019

Change Order Updates -Feature Enhancement

Project Administrators on the Provider-side of a project now have the ability to approve or decline budget and schedule changes if there are no clients on the project.

This can be enabled when creating new or updating existing projects in the Project Settings.

February 5, 2019

Role-Based Planning in Templates -Feature Enhancement

You can now define roles for each resource when creating a project from a template (or applying a template to a project). You also have the ability to create new unnamed resources and assign them to tasks in the template.

February 5, 2019

Cascade Changes in the Project Task Tracker -Feature Enhancement

Anytime you modify the Start or Enddate of a task in the project Task Tracker, you can cascade changes to all predecessors and dependenciesjust like you do in Gantt. Simply enable the Cascade button before changing the date so that tasks that are part of the dependency chain are automatically shifted.

January 9, 2019

Bulk Shift Allocations for Project or Resource -Feature Enhancement

You now have the ability to shift all allocations for the entire project or for a single resource in Master Planning.

To shift all allocations for a single resource, select Shift All Allocations from the Resource Options menu located to the right of any resource name in Master Planning.

To shift all allocations for a project, find the project in Master Planning (when grouped by Project) and then click on the project summary bar in the timeline.

When the Shift All Allocations modal dialog appears, choose how much you want to shift the earliest allocation for the project. All other allocations will be shifted by the same amount.

2018

December 20, 2018

Audit Logs -Feature Enhancement

The following project fields can now be audited using Mavenlink's audit log capabilities: Start Date, Due Date, Budget, TargetMargin, RateCard, and Currency.

December 18, 2018

Apply Template UI Update -Feature Enhancement

When you apply a template to an existing project, you now have the ability to assign all named/unnamed resources from the Apply Template modal. You'll be able to map to a current unnamed resource on the project, a current team member ( named resource ), or invite an account member who is not currently on the project.

December 18, 2018

Unnamed Resources in Task Tracker -Feature Enhancement

You can now use the Assignee column to view and filter tasks assigned to unnamed resources in the Global Tasks list. In addition, you can now view and select unnamed resources to assign a task in the Assignee column of the project Task Tracker.

December 12, 2018

Time and Utilization Tracking -New Feature

The new Time and Utilization Tracking panel on Your Dashboard provides three sections of important metrics that give your members instant visibility into how they are performing against billable utilization goals and time targets. If your members go over their available capacity as they track time, they'll have visual indicators that show them by how much.

December 12, 2018

Future Billable Utilization Targets -Feature Enhancement

Now, when new employees need time to ramp up or you have one growing into a new role, you can set their future billable utilization targets in advance from the Account Members Details side panel.Future targets automatically update the members current utilization target, so youwon'tneed to update them on a continuous basis.

December 5, 2018

Location on Time Entry -Feature Enhancement

If your organization is operating in more than one state or country, you may need to track where work is being performedfor both analytics reports and tax purposes. The Locations settings allow you to create a list of locations that users can choose from when tracking time in Mavenlink (e.g., Timesheets,Time Entries,Weekly Schedule,Project Time & Expenses, the Time Entry form, and the punch-clock Timer.

November 13, 2018

Unnamed Resources Grouped by Role -Feature Enhancement

When grouped by Team Member in Master Planning, unnamed resources now appearsorted alphabetically by Rolebefore named resourcesin the Resource List. The ability to see team members alongside resource demand in one location is extremely useful to resource managers. You can enable or disable this feature in Master Planning's Display Preferences.

November 13, 2018

Show/Hide Resources in Master Planning -Feature Enhancement

Resources thataren'tcurrently allocated or scheduled are now hidden by default in the Resource List of Master Planning. This helps reduce unnecessary scrolling and visual clutter so you won't be overwhelmed by too many projects when expanding a resource row. Use the newShow and Hidecontrols to fully-expand or completely collapse project and team member rows.

October 25, 2018

Time Off -Feature Enhancement

Time off can now be added in the User Details side panel in order to get amore accurate view of resource utilization and help better staff your projects. When added, time off will adjust a users available hours in Master Planning and the projects Resource Planner. By default, only Account Administrators can manage time off; however, other user types can be given permission to add, edit, or remove time off from Time & Expense settings.

October 10, 2018

New Views and Scheduled Hours in Master Planning - Feature Enhancement

Weve added two new views to Master Planning. With these views, you can compare your allocations against scheduled hours to ensure that your resources are being used effectively.

Compare Scheduled vs. AllocatedInstantly see how your project schedule aligns with your allocated hours. When scheduled hours are more than allocated hours, youll see a red bar.

Scheduled HoursView only the hours that your team has scheduled across all projects. Shading on the bar indicates how many scheduled hours each team member has compared with their capacity.

Click on theActions() icon at the top of Master Planning to select these views.

September 20, 2018

Project Pulse Side Panel now with EAC/ETC Calculations - Feature Enhancement

Enhancements to the Project Pulse side panel help keep your projects on track and improve the accuracy of projected budgets. The Financial section of the side panel now includes an overview of the projects total budget, as well as the actual fees used, EAC (Estimate at Completion), and ETC (Estimate to Completion)which can now be calculated using hard allocations or scheduled hours.

August 29, 2018

Improvements to New Master Planning - Feature Enhancement

When grouped by Team Member, the timeline summary row now shows the percentage of time and number of allocated hours for each resource by day, week, and month. Stripes indicate that the user has a soft allocation. The shading of each bar gets darker as the allocated time for each resource increases.

Weve also added a Month view to the timeline controls to help with your long-term planning.

August 21, 2018

Project Colors - New Feature

You can now categorize your projects by color. These colors, whose meaning is defined by your team, can be used to differentiate between project types, phases, specific clients, and other categories. Account Administrators can enable this feature in General Settings.

August 16, 2018

Week Ahead Email - NewFeature

At the beginning of each week, Mavenlink will send you an email showing you what tasks are due, past due, or starting soon. Each email provides quick links directly to your projects. The settings for this email can be configured in your Email Settings.

August 20, 2018

New Billable Calculation on Timesheets -Feature Enhancement

The term "Billable" has been replaced with "Billable Utilization" on Timesheets. Billable Utilization is now calculated as the total billable hours that have been logged divided by the workweek. The calculations are as follows:

Standard Utilization (actuals) / (workweek - holidays and time off) *100

BillableUtilization (billable actuals) / (workweek - holidays and time off) *100

August 16, 2018

Remove and Change the Project and Task in Timesheets -Feature Enhancement

You can now clear the project or task fields from any row in Timesheets by clicking the Remove icon. This makes it easier to correct when you accidentally track time to the wrong project or task.

July 23, 2018

Project Email Addresses are now Unique per User -Feature Enhancement

Every project participant now has a unique email address per project andis no longer able to email the project using a teammate's email address. For security reasons, members should never share this email address; it is unique to each user and their Mavenlink account.

July 16, 2018

Export User ID and Account Membership ID -Feature Enhancement

When you export a list of your current account members, their Mavenlink User ID and Account Membership ID are now included. These unique Mavenlink, system-generated identifiers are useful when requesting and updating member data via the API.

July 12, 2018

New Template Resources Tab -Feature Enhancement

The Resources box has been moved from the Tasks tab in Project Templates to its own tab. Now, when you assign unnamed resources to tasks in the template, the total number of assignments and estimated time for each resource are displayed.

July 9, 2018

Multiple Time Approvers - NewFeature

You can now designate multiple users to approve time for a project in your Project Settings. Take note that youll need to enable the Time entries must be approved before invoicing setting and all time approvers must have account permissions of Report Viewer(or higher) or have project permissions of Financials(or higher).

July 9, 2018

Find Unnamed Resources by Role in Master Planner -Feature Enhancement

In addition to a team members name, you now have the ability search by role when allocating unnamed resources in Master Planning.

July 9, 2018

Invoice Rollup -Feature Enhancement

When creating invoices, you can now choose whether expenses appear as individual line items (arranged by date) or are rolled-up into a single line item. This can be done when invoicing for a single project or when creating an invoice across projects by client.

June 19, 2018

New Font-Feature Enhancement

We changed the font in our user interface to make text easier to read in a table formatcreating more room for longer task and project titles.

June 13, 2018

Joinable Workspace URL-Feature Enhancement

Previously, if you tried to join a project (for which you were not a participant) using a URL linked to your account, a 404 error would occur.

Now, depending on Project and Account-level settings, you are able to either immediately join the project (without an invite) or asked to request an invite from the Project Administrator. This change only impacts joinable URLs linked to your account; youwon'tbe able to join a project from a different account.

May 31, 2018

Additional Options for Designating Time Approvers -Feature Enhancement

Anyone with F inancials permission on a project can now approve time. The designated approver can be added or updated from the Project Settings page.

May 23, 2018

Formatting Markdown for Task Descriptions -Feature Enhancement

You can now insert hyperlinks and add formatting, including emojis, to your task descriptions. In addition to manually typing the standard markdown syntax, a formatting toolbar will be available in the Description field of the Task Details side panel. Youll also be able to use markdown formatting syntax when adding task descriptions in the Task Tracker or Project Templates.

May 14, 2018

Adding Time Off Entries via API -New Feature

Account Administrators can now add time off via Mavenlink's API; entered time is viewable on the User Details side panel. For more information, please contact your Client Success Manager.

May 4, 2018

Highlighting for Overallocated Resources in Project View -Feature Enhancement

When you're sorted byProject View in Master Planning, you'll now see red highlighting when a team member is overallocated.

May 1, 2018

Project Permissions Defaults - NewFeature

You can now set the default permissions that users are granted when they join a project. You can map different project defaults for each Account Permission level, including the Provider or Client side of the project. These can be set byhovering over Settings in the left-hand nav bar and select Project Permissions Defaults.

Changes to Project Permission Names -Feature Enhancement

Some of project permission level names were changed for greater clarity.

Collaboration Project Contributor

Time Logging Project Time & Expense*

Financial Access Project Financials*

Admin Project Administrator

The changes are purely cosmetic and donotaffect Mavenlink functionality.

April 18, 2018

Changes to QuickBooks Invoice Syncing Options -Feature Enhancement

You now have the ability to use Mavenlink invoice numbers when performing a QuickBooks invoice sync. You also have the option of addinga prefix in front of all QuickBooks invoice numbers to make them easily identifiable as having come from Mavenlink.

April 11, 2018

New Manager Filter in Master Planning -Feature Enhancement

You can now filter byManager when grouped by Team Member inMaster Planning. Mavenlink Administrators can set up managers for each member in Account Member Settings.

March 22, 2018

More Rows in Master Planning -Feature Enhancement

You can now view up to 25 rows at a time in Master Planning. Just select your preference from the bottom-right of the page. You can set a preference for both the Project and Team Member views. Your preference will be saved when the next time you return.

March 1,2018

Filter on Projects with Unnamed Resources in Master Planning -Feature Enhancement

In Master Planning, you can now quickly filter down to projects that need to be staffed by using this new filter option in the Group by Project view.

February 28,2018

View Task Information Faster Than Ever! -Feature Enhancement

Weve optimized the loading speed and performance of the Task Details side panel. Youll be able to immediately see key details, such as title, type, priority, status and dates in the header as soon as it opens.

February 19,2018

New Master Planning w/Role-based Planning Using Unnamed Resources -New Feature

Your team now has the option to enable this feature. Here are some of the highlights:

New Master PlanningResource Planners are able to more effectively and easily allocate resources across projects with a simple, intuitive interface.

AllocationsPercentage-based allocations replace planned hours to indicate project-level resource demands. Resource Managers can create and edit allocations from the Master Planning page and Project Managers can view them in the Resource Planner.

Unnamed ResourcesResource Planners and Project Managers can now use unnamed resources to show demand for a role prior to filling it with a named resource. Unnamed resources can be allocated on projects, assigned to tasks, and then replaced with named resources when youre ready to staff the work.

Hard and Soft AllocationsSoft and hard allocations allow you to indicate the level of commitment that a resource has to a project. Soft allocations represent tentative resources, while hard allocations mean the resource has been booked.

Utilization DashboardDefining utilization is easier than ever with allocations and a new set of customizable filters.

February 12,2018

Keep Projects Secure & Clients Informed -Feature Enhancement

Participants invited to the Client-side of a project will now be View & Post by default (with the exception of Administrators on your account). This way, they can communicate within the project, without the ability to change task or project information.

In addition, participants invited to the Client-side of a project will not enter as ProjectAdministrator(with the exception of Administrators on your account).

February 12,2018

Project Health on the new Project Pulse Side Panel - NewFeature

With the new Project Pulse side panel you can create a health status report for your projectdirectly from the page youre working on. Users with Financial access in Mavenlink can easily document and view details about the health of a projects schedule, scope, budget, and client status.

February 8,2018

Changes to Billable Time for Punch Clock Users-Feature Enhancement

Time entries created by users with Punch Clock permissions will be marked to better reflect the financial status of the selected task; either billable or non-billable. When a task is not selected, however, time entries will continue to be marked as billable.

January 30,2018

Time & Expense Settings Have Moved -Feature Enhancement

To make room for our expanding Time & Expense configuration options, weve moved them from General Settings to their own Time & Expense Settings page.

January 29,2018

Project Team Permissions Update -Feature Enhancement

Participants invited to the Client-side of a project will now be View & Post by default (with the exception of Administrators on your account). This way, they can communicate within the project, without the ability to change task or project information.

In addition, participants invited to the Client-side of a project will not enter as ProjectAdministrators (with the exception of Administrators on your account).

January 17,2018

User Details Side Panel -New Feature

We've made it easier to access user details. You can now view your teammates timezone, location, and other key details by clicking on their name or profile picture from anywhere in Mavenlinkwhile staying on the page youre working on.

Plus, Account Administrators can now decide who can view or edit Custom Fields based on account-level permissions, and grant Managers the right to edit user Skills.

January 15,2018

New Master Planning -New Feature

Master Planning is now more flexible and intuitive than ever before. With a new visual drag-and-drop interface that streamlines resource management, youll gain the insights you need to plan more effectively and quickly manage change.

Gantt-like interface to visually manage resource allocations

See your entire resource pool, including unfilled demand

Role-based allocations and scheduling.

January 3,2018

New Account Role Change Options -Feature Enhancement

When you update an account members role, you can now:

Update the Role and Bill Rate (if youre using Rate Cards) for all of the members projects.

Use both the existing role and new role on current projects, and keep the existing role for current assignments.

Keep the existing Role on current projects, and use the new one going forward.

January 1,2018

Changes to Time Entries Export -Feature Enhancement

To continue promptly receiving exported time entries, each export is now limited to one years worth of data. As time entry data grows, the increased load of exporting it can begin to impact performancethis change keeps exports running smoothly and loading quickly.

2017

December 13,2017

Estimates -New Feature

The new Estimates feature helps you maximize your margins by finding the right ratio of resources and rates. Plan your projects by creating multiple scenarios with different rates and staffing options. Once youre ready, you can convert your best scenario into a project and begin forecasting your resource demands via Master Planning.

Note: Access to Estimatesis only available to Account Administrators who have Rate Cards enabled on their account.

December 6,2017

QuickBooks Invoice Syncing -New Feature

The latest update to our QuickBooks Online integration allows you to create QuickBooks invoices directly fromTime, Expenses, and Fixed Fee items in Mavenlink. This allows you to precisely bill your clients and keep Mavenlink up-to-date automatically when invoice payments are booked in QuickBooks.

November 15,2017

Report Viewer With Cost -Feature Enhancement

You now have the option to assign a new Report Viewer with Cost permission to team members in the Account Members settings; this means team members are no longer required to be an Account Administrator to view costs across Mavenlink.

November 9,2017

Refresh Project List-Feature Enhancement

Weve added the ability torefreshyourProject List(just like the global Tasks List) so you can get the latest information without losing your currentfilters,search, orsort.

November 8,2017

Global Tasks List: Project Filter-Feature Enhancement

You asked, we delivered! You can now filter by Project in your global Tasks List.Simply use Configure > Columns and select the Project column to see it in the Tasks List. Use the filter icon in the Project column header to select one or more projects to filter your list.

November 7,2017

View PDFs-Feature Enhancement

You can now view PDF files, including those posted to Activity Feeds and receipts, without downloading. PDF Files will now open in a new tab or window of your browser. You can still download PDF files from Mavenlink directly or while viewing the file.

November 1,2017

Global Tasks List Enhancements-Feature Enhancement

You can now see more of your custom field content in your global Tasks List. Longer text is easier to read and you now have access to full details of truncated values.

Weve also added the ability torefreshyourTasks Listso you can get the latest information without losing your currentfilters,search, orsort.

October 20,2017

View & Post -New Feature

View & Post is a project-level permission setting that allows participants to viewbut not updatetasks, finances, project permissions, or time & expenses according to their project permission level (e.g. Contributor, Time & Expense, Financials, etc.). Additionally, View & Post participants are able to post, reply, and upload files to the Activity Feed.

September 26,2017

Insights Access Groups -Feature Enhancement

This newly enhanced Insights feature allows your project managers and other groups to access their own Insights dashboards to see things such as the utilization rate of their staff, and more! To learn how to take advantage of this functionality, click here. If youd prefer a more guided explanation on how Insights can benefit your organization, please contact your Client Success Manager to schedule a training session.

September 14,2017

Gantt Improvements-Feature Enhancement

Weve made some behind-the-scenes upgrades to Gantt. These enhancements improve performance and stability, and fix a number of minor issues.

September 11,2017

Change a Team Member's Role -New Feature

In addition to the ability to add multiple roles for project team members, you can nowchange the roleof an existing team member. When you update the Rolecolumn, theroleandbill rateare updated on all scheduled hours associated with this team members role.

August 22,2017

Time Lock -New Feature

Mavenlinks Time Lock feature provides a way for you to lock time in the past so that previous time entries can not be edited or updated and new time entries can not be created before the selected lock date. This way, you can confidently close your books at the end of the month or quarter without worrying about past time entries later changing. This ensures that your historical records remain accurate for financial compliance.

August16, 2017

Rates & Roles -Feature Enhancement

Easily manage your margins and bill rates on your project by allowing team members to play multiple roles on the same project. With the enhancedproject Rates & Roles page, you can also bulk reassign tasks to team members.

August 16, 2017

Multi-Currency Cost Rates -Feature Enhancement

Mavenlink nowoffers multi-currency support, allowing foreign markets to plan and visualize project and resource cost rates in their local currencies. Setting cost rates in multiple currencies helps you more accurately manage your margins for team members.

August 4,2017

Proofing Avatars and @mentions-Feature Enhancement Now you can @mention your teammates in the proofing workspace to directly notify them of things requiring their attention. Just type the @ symbol followed by the first few letters of the persons name and youll be presented with a list of project members to choose from. Mavenlink user profile photos now appear in the proofing workspace so you can easily see who adding feedback.

August 3,2017

Post Formatting -New Feature Byadding bold, italics, bulleted lists, numbered lists, hyperlinks, and horizontal dividers to your Activity feed posts, you can create more readable, user-friendly, posts that better emphasize important project information, dates and deadlines, customer details, important milestones, and more.

March 16,2017

Universal Time Entry Form - New Feature Mavenlink's new Universal Time Entry Form allows you and your team to quickly and easily track time from anywhere within Mavenlink!

February 7,2017

Filtering By Organizations in Master Planning- Feature Enhancements If you have Mavenlink's Organizations feature enabled, you can now filter the by project and by people views of Master Planning by your departments and geographies.

January 23, 2017

Advanced Timeline Settings for Project Resource Planner- Feature Enhancements You can now view up to 6 weeks of your resource schedule in the Project Resource Planner. Make your view selection and we'll retain it for you.

January 18, 2017

Project Resource Planner - New Feature Mavenlink's Resource Planner allows Project Managers and Resource Managers to see all of the resources on a project and the resource plan in one place.

January 6, 2017

Proof Detail Panel -Feature Enhancements We are excited to announce an update to Mavenlink Proofing! In order to ease navigation and use, now all critical details, including past versions (and more!) are available on the Proof Detail Panel. Simply select the title of your proof via the task or proof tab to open the panel.

January 5, 2017

Invoice Defaults - Feature Enhancements The first time you save or send an an invoice on a project with a client, youll be asked if you wish to save your settings, including Additional Details and Time Formatting options as the default for the client.

2016

December 21,2016

Edit Groups in Project Settings - Feature Enhancements You can now add and remove project groups directlyfrom the Project Settings page.

December 14,2016

Allocation Highlighting- Feature Enhancements Weve improved how we show resource load and capacity information with our allocation highlighting. You can now better distinguish whether someone is overallocated, partially allocated, fully allocated, unavailable due to a zero day workday or holiday, as well as when a day is outside of a tasks date range.

November 8,2016

Proofs Section Updated Design- Feature Enhancements We know your proofs are full of vital information and now these details are even easier to review. All the functionality you use today is still there: downloading a feedback report, downloading a proof, and deleting a proof are found in the actions menu, leaving more space for proof details and more capabilities coming soon!

October 20,2016

Holiday Calendar Scheduling - New Feature Holiday Calendars allow you to inform your team's capacity by allowing you to indicate which days are not available for work due to a holiday.

October 18,2016

Groups Side Panel- Feature Enhancements Our group's interface has a whole new look to make it easier for you to navigate between your clients' and groups' detail sections.

September 28,2016

Mobile: Link Expenses to Tasks- Feature Enhancements You can now link your expenses to tasks in mobile, just like with the fullMavenlink app.

September 20,2016

Access Past Announcements- Feature Enhancements If you've missed any important announcements from Mavenlink, you can now access all past announcements via the Support menu.

September 15,2016

Post Search - New Feature You can now search for posts across all your projects with Post Search..

September 15,2016

Counts on Task Details - Feature Enhancements You can nowquickly see what you have on your task with counts for Activity, Checklists, Files, and Proofs.

September 15,2016

Right-Click in Project Tracker - Feature Enhancements You can now right click to access a task menu, allowing you to add tasks and subtasks, add a template, batch add inline, remove or rename a task, as well as archive.

September 9,2016

See Expenses in Task Burn Rate- Feature Enhancements If the 'Include Expenses' setting is enabled in your project, you will see expenses included in the burn rate on each individual task.

September 8,2016

Real-Time Progress Visibility on Fixed Fee Tasks - New Feature For Fixed Fee tasks, you can now get real-time visibility into progress as time is tracked, while still keeping visibility into how much has been invoiced on those tasks.

September 8,2016

Submit Time for Others - Feature Enhancements Need to make a quick correction for a timesheet submitted with errors? Account Administrators can now submit time on behalf of another user.

July 12,2016

Follow that Task!- Feature Enhancements Individuals, who want to monitor the progress of a task, but aren't responsible for the work, can add themselves as followers to the task. When a task is followed, youll receive email notifications about updates to that task just as if you were assigned to it.

July 12,2016

Task Estimate at Completion- Feature Enhancements Estimate at Completion adds your actuals with your future hours to show you an estimate of what your total hours and fees will be once the task work is completed.

July 12,2016

Time Approvals Analytics Report and Designated Approvers - New Feature See how your organization is tracking time and who is responsible for approving it with the new Time Approvals Analytics Report and Designated Approvers capabilities.

June 23,2016

Project List: Clear All Filters- Feature Enhancements Clear all filters at once on yourconfigurable Project List.You can also see how many filters you've applied as well as the total number of results.

June 16,2016

Configurable Project List and Bulk Actions - New Feature Customize to view your most important project information and perform actions across multiple projects.

May 27,2016

Mavenlink Skills - New Feature Staff your projects with the individuals who are available and most qualified to do the work.

March 22,2016

Account Member Details Paneland Custom Workweeks - New Feature Set the working hours in a workweek for your entire account and create overrides on any account members who work a different schedule.

February5, 2016

Task Details Panel and Global Task List - New Feature Access all your task details in a convenient side panel and use the new Global Task List to configure your global view of tasks across all your projects.

January 13, 2016

Edit Task Details in Gantt - New Feature Whether youre setting up a project template or adjusting your projects plan, you can edit assignees, dependencies, priority, and status using the worksheet side of the Gantt chart (located on the left side of the Gantt view).

Project Participant Setting - New Feature We now allow account administrators to have finer grain control over who can be invited to the provider team in a project.

January8, 2016

Enhanced Time Tracking Settings - Feature Enhancements You now have the ability to require assignment for time tracking, as well as specify task types that time can be tracked against.

2015

December8, 2015

New Project Create - Feature Enhancements You can now create and customize your projects faster than ever. When creating a new project, youll see a Save and Clone button next to the usual Create Project button. This allows you to quickly create similar types of projects without having to re-enter all of the same data.

November 5, 2015

Pandexio Upgrades- Feature Enhancements After uploading a file in a Pandexio-enabled project, you will now see a message informing you of the status of your file upload.

September 30, 2015

Easily Identify Your External Consultants - Feature Enhancements It's now even easier to organize your internal and external members of a project. If a participating consultant in your project is not on your account, we now show them as external team members.

September17,2015

Restrict Sign In to SSO - Feature Enhancement You can now configure SSO from within your Account Settings and require that account members user an identity provider to access Mavenlink.

August 19,2015

Personnel View of Time Approvals- New Feature This new view allows you to batch approve all submitted time for that week.

July 31,2015

Update to Post Notification Emails - Feature EnhancementYou now have greater control over the way you receive notifications on posts.

Single Sign On-New Feature Our SSO capabilities allow Premier customers to sign into Mavenlink using an identity provider, such as Okta, OneLogin, and Active Directory. For more information contact our support team at [email protected].

Planned Against Scheduled Hours-Feature Enhancement In our Master Planning view, you can now compare your planned hours vs. your scheduled hours at the same time.

July 21,2015

Filter the Time Tracking Report by Role-Feature Enhancement In the Time Tracking Performance Analytics Report, you can now filter by an account member's role.

July 14,2015

Additional Levels of Task Nesting -New Feature You can now create project plans and templates with up to 5 levels of task nesting!

July 7,2015

Needs Info Status-Feature Enhancement Now when you need more information or clarification to make progress on a task, deliverable, or milestone, you can indicate this with this new status message.

Daily Digest Email Preferences-Feature Enhancement Gain more control over your inbox with new email settings. You can now choose to receive a single email with all of your post notifications bundled together.

June 30,2015

Support for MultipleWord Tags-Feature Enhancement You can now tag your tasks with more than one word tags.

June 26,2015

New Look for Your Dashboard-Feature Enhancement We've upgraded the look and feel of our dashboard and added a few useful modules and configurations to the page.

June 23,2015

Resource Shifting-New Feature When you shift a task bar in Gantt, its associated scheduled time will now move with the task. This feature is enabled by default and can be disabled via Account Settings.

June 4,2015

Task Notification Emails-Feature Enhancement The email you receive when you're assigned to a task or when important details of your tasks change has an updated look, making it easier to understand what changes occurred.

June 2,2015

Post and Daily Digest Emails-Feature Enhancement Our Post Notification and Daily Digest emails have a new look to make it even easier to understand the context ofa post and take action.

May 28,2015

Increased Character Limit on Task Descriptions-Feature Enhancement You can now enter a task description up to 4,000 characters in length!

Improved Email Threading-Feature Enhancement Post notification emails have improved subject lines so that they group together in your inbox based on the task or project that they're posted to.

May 26,2015

Typography and Project Create Changes-Feature Enhancement Weve made some small styling enhancements to Mavenlink, most notably on the project creation page.

May 15,2015

Search Results Preserved in Time Admin-Feature Enhancement In the project view of Time Approvals, we now preserve your search results if you returnto the list of projects afterviewing a particular project's detailed view.

Pending Filterin Time Admin-Feature Enhancement You can now filter the project view of Time Approvals to only see projects that have time submissions requiring approval.

Filter by Project Group-Feature Enhancement You can now filter the project view of Time Approvalsby a project group.

May 11,2015

Issue Tracking -New Feature With Issue Tracking, you can manage and track items outside your original scope of work, like client requests, bugs, or other unplanned occurrences.

May 7,2015

Export All Tasks-Feature Enhancement You can now export all tasks for projects that you're in via User Settings> Exports.

May 4,2015

Sort by Priority-Feature Enhancement When you're viewing your tasks in the Global Task Tracker or in a Project's Task Tracker, you can see your tasks ordered by highest priority using the sort by priority option.

April 29, 2015

Search Improvements-Feature Enhancement You can now filter by a project's status by searching the project list with queries like 'status: active'.

April 28, 2015

Set Priority on Tasks-New Feature Now you can use priority flags to indicate whether a Task, Deliverable, or Milestone is Critical, High, Normal, or Low priority. Start setting priority by going into your task's detail view and clicking on the priority menu next to the field where you enter in your task's title.

April 24, 2015

Search by Project ID and Task ID- Feature Enhancement This feature makes it easy for you to cut through the noise and locate a specific project or task by searching for that item's unique identifier.

April 6, 2015

Quick Copy Link To Task- New Feature You can now see a task's ID in the user interface via the detail view. Click on the link icon to see and copy the url. This feature is helpful for directing team members to a specific task in Mavenlink.

March 30, 2015

Master Planning By Project- New Feature With this new view, Premier customers can see all their financial projects' resource schedules and plans, as well asfilter them by project name, group, client, and team lead.

March 20, 2015

Rate Cards - New Feature Create unique Rate Cards by client, project type, and region.

March 18, 2015

Security Enhancements- Feature Enhancement Passwords now require at least 3 of the following: capital letters, lowercase letters, digits, or symbols.

Project Percent Complete Calculation Setting- New Feature You can now choose to include or exclude archived tasks from the project percent complete calculation.

March 12, 2015

Add People to Private Conversations - Feature Enhancement This enhancement makes it possible for our customers to add new people to a private post thats already in-progress.

March 10, 2015

Project Templates via the API - Feature Enhancement Using Mavenlinks API, you can now take advantage of project template functionality like dependencies, resource placeholders, checklists, and more.

March 9, 2015

Invite Account Members Lightbox- Feature EnhancementInviting Account Members has been streamlined to be consistent with the edit mode of our user interface. You can invite a user, set their name, role, email, permission level, cost rate, and bill rate. Click on the green Invite Account Members button to see the new look.

March 6, 2015

Project Settings - Feature Enhancement Click on the gear icon next to your projects title to manage your projects settings. We've grouped settings into categories (General, Privacy, and Financials) to make it easier to find what you are looking for.

February 11, 2015

Custom Team Names Visible on a Post -Feature EnhancementWhen you are targeting a post to a specific group, you can now see your custom team name.

February 2, 2015

ImprovedSupport Access - Feature EnhancementYou can now access support, including: Live Chat, the Knowledge Base, and Tutorials from the header on the top right.

February 1, 2015

Mavenlinks New Brand and Logo - New brand!Mavenlinks feature set is made even more accessible through an elegant, updated user interface designed so that all stakeholders can easily navigate and get work done.

Left-Navigation and Custom Branding - Feature EnhancementA new streamlined feel and easier to use left-navigation. Everything you can do in Mavenlink is now found on the left, and everything that relates to you individually, such as your profile and settings, are located in the top right.

January 29, 2015

Custom Fields - Feature EnhancementPremier customers can create custom fields on projects, users, tasks, and groups.

January 28, 2015

Time Approvals Administration - New FeatureThe Time Approvals dashboard provides an organized view of time that has been submitted.

January 26, 2015

Client Contact Management -Feature EnhancementThis feature adds a new section to company groups to manage client contact details.

January 13, 2015

New Utilization Report - New FeatureThis report replaces the existing Scheduled Utilization report, allowing comprehensive reporting of scheduled utilization, actual utilization, and billable utilization.

January 12, 2015

Enhanced Project Templates -Feature EnhancementProject Templates have been enhanced to support dependencies, resource placeholders, checklists, billable/non-billable flag on tasks. Project Administrators can edit shared templates regardless of template creator.

Available in: Enterprise and Premier

Overview

The standard Utilization dashboard gives you complete visibility into how billable and non-billable resources are being leveraged across your organization. Taking into account member workweeks and billability targets, it gives you up-to-date utilization metrics, comparisons on how members are doing tracking their actual time versus scheduled and allocated time, and how they compare to their targets.

Standard tabs most often viewed include:

Utilization by Month

All Actual Hours Breakdown

All Hours Compare

Productive Utilization

Additional standard tabs include:

Utilization by Week

Performance to Target

Out of Office

Outlook by Week

Defining Utilization

Utilization is, in a word, productivity. Every company defines productivity differently, and with Mavenlink Insights, you can calculate utilization in a variety of ways using filters. This way, you can ensure reports align with how you calculate utilization.

It is recommended that you first determine how you want to calculate utilization, and then make it a Saved View on your account so youdon'thave to set it each time.

General Utilization

Setting your utilization filters to All defines your utilization across the board. Assigning an Account Member to an Access Group

It is calculated using this formula:

Utilizationby Billable Projects

When you set theProject Default filter to Billable, Insights only considers any time entry on a project whose default task is set to billable as selected in theFinancials section of Project Settings. Billable time entries on non-billable projects are ignored; this is useful if you want to include something like Re-work into a client billable project, but not have the non-billable time entry affect a members billable utilization.

The equation for this type of billable utilization is:

Utilization by Time Entry Hours

With the Time Entry Billable? filter set to true, this calculates billable utilization using only billable time entries, regardless of the project default setting.

The equation for this type of billable utilization is:

Utilization for Billable Time on Only Billable Projects

Finally, setting Project Default to Billable and Time Entry Billable? to true will calculate billable utilization without billable time entries on non-billable projects.

The equation for this type of billable utilization is:

IMPORTANT NOTE

Project Default and Time Entry Billable? filters both impact the actual utilization. Scheduled and allocated utilization are only affected by the Project Default filter because time entries are not associated to these data sets.

Utilization by Month

Reports in the Utilization by Month tab are some of the more popular ones in Insights. They show you the actual performance to date (PTD), as well as scheduled performance to date and allocated performance to date.

Actual PTDUses the billable utilization you define to calculate performance up to today. For example, if you select the current month and today is the 15th, this will only have utilization current to the 14th of the month. If a member has time off in the period, it is excluded in the calculation.

Scheduled PTDUses same billable utilization as Actual PTD to calculate the scheduled billable utilization up to today.

Allocated PTDCalculates billable utilization up to today the same way as actuals to show allocated billable utilization performance to date. The project hours that are allocated need to be on billable projects to be considered.

The Utilization by User and Monthtable lets you drill deeper into the details. Selecting a name automatically filters for that user.

IMPORTANT NOTE

[PTO], [Admin], [Internal] projects should have the Task Defaultset tonon-billable and all time entries should be non-billable to avoid errors in the calculation of utilization.

All Actual Hours Breakdown

Various time elements are put into different buckets in the Hours Breakdown tab so you can easily see how productive your company is being with its time. Reports in this tab tell you where your members spend most of their time. This way, you know how much time is spent on billable projects versus internal or PTO projects, how much unused time is logged compared to logged time, and more.

Billable HoursRefers to all hours on projects where the tasks are set to Billable in the Financialssection Project Settings

Productive (Non-Bill)Refers to all hours on projects where the tasks are set as non-billable in the Financials section of Project Settings,and are not designated at [Admin], [Internal], or [PTO] projects.

Admin/InternalRefers to all hours logged to projects that start or end with the [Admin] or [Internal] naming convention. A good use of this tag is to log time to things like all company meetings, company events, or other items not considered productive towards a client.

Time OffHours recorded as part of the Time Off feature or logged to a [PTO] project.

HolidaysHours recorded as a holiday as part of the Holiday Calendar feature.

From the table, you can select a User to get more detailed information, such as Actual versus Scheduled, and the variance.

All Hours Compare

The Hours Compare tab provides an audit of actual hours, allocated hours, and scheduled hours. At a glance, you can see the eb and flow over time, what projects have the most dedicated time, and how far off allocated and scheduled hours are from actual hours logged.

Adjust the date range to see how well resources were allocated and scheduled in the past, or to see what allocations look like at a future date.

Selecting a member from the table narrows time down to the specific user's hours for each project.

Productive Utilization

Productive utilization is the active tracking of what you consider to be productive hours versus the amount potential hours a member has in a week. This can be activities such as development, enablement, training, or however your organization defines productive time.

It is calculated by taking all hours logged on the account except for hours logged in [Admin], [Internal], or [PTO] projects.

Productive utilization should almost always be closer to 100% than a normal billable utilization because there are more non-billable hours that are counted to this percentage.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Categorizing Billable, Non-Billable Productive, Internal/Admin, and PTO Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise and Premier

Overview

The standard Time and Expense Admin dashboard allows you to view your time and expenses in several ways. You can see who is tracking time on each project, individual expenses reported within your organization, and who hasnt logged time. Assigning an Account Member to an Access Group

The standardTime and Expense Admin Dashboardtabs are, in order from most to least used:

Time Audit Summary

Time Audit Detail

Time Approvals by Project

Time Entry Log w/Notes

Expense Summary

Expenses Log w/Notes

Unlogged Time by Week

Time Audit Summary

This tab provides an overview of time and breaks it down by person and period to analyze time entry submissions and approval, based on the date range you choose. It's also a good way to quickly see the number of missing timesheets and the number of incomplete timesheets.

Clicking on the number of missing timesheets shows a modal with a list of Users who have not submitted any timesheets for a specified period of time.

Knowing who has and has not submitted time can be useful when doing month-end, or when wrapping up projects and need to account for all time logged.

Another useful aspect of theTime Audit Summary tab is theBy User table. It has a column for Variance and one for Unlogged time. Unloggedtime only looks at what hours are missing while Variance considers all the hours. Sometimes, these numbers are not the same. For example, if an employee is scheduled to work 32 hours a week, and logs 40, then Unlogged is empty as the hour quota has been met. Variance, however, is 8 since the number of hours logged is eight hours over the scheduled workweek.

You can select a User from the By User table to see the projects where they have recorded time, and if there is time logged that is still pending approval.

Time Audit Detail

TheTime Audit Detail tab provides a summary of time by person and period, making it easy to analyze time entry submissions and approvals. It shows you the day users logged time against vs. the day they entered the time so you can see who logs time the day of, a week later, or longer.

TheTime Audit Detail by Week and Day table shows you a breakdown who has logged time to projects in a week, as well as how many hours were logged each day.

Time Approvals by Project

While similar to the Time Audit Summary tab, it is project-focused and shows a breakdown of the time approval process. It is easy to see which projects have outstanding unsubmitted or rejected timesheets.

Selecting a Project from the table automatically filters by only that project.

Time Entry Log w/Notes

Based on a user's time submission date, this report shows time entry and expense details. Any notes included with time entry will also appear. If you see (empty value), it means there is no information to include.

Expense Summary

The Expense Summary tab provides a summary of all expenses logged against the account, including what expenses need approval, and which ones have been approved. Use the filters to narrow down the data further, such as only expenses that require approval, or require approval and are reimbursable.

Expenses Log w/Notes

Similar to the Time Entry Log w/Notes tab, only it relates specifically to expenses. You get a detailed view by the submission date of expenses with notes attached. Reports in this tab also make it easy to see if the expense is billable and if it has been approved.

Unlogged Time by Week

The Unlogged Time by Week tab is a quick way to see the number of missing or incomplete timesheets in a given week.

It also shows you who hasnt logged time in a given week or has incomplete timesheets.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Categorizing Billable, Non-Billable Productive, Internal/Admin, and PTO Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Company Name & Address

Your main company name and address is used on billing statements and is the default for custom branding and invoices. Note: If your company has offices around the world, members have the option to specify different regions or geographic locations in their Profile.

Custom Branding Overview

Auto-archive Projects

With this setting, you can automatically archive projects with no activity after a specified number of months. Projects can be archived after 1 to 12 months; alternatively, you can turn off automatic archiving by selecting Disabled.

Customized Team Names

Each time an account member creates a project, these custom team names are used. You can also customize team names on a per project basis. Changing a team name only applies to new projects going forward.

Team Names

Provider Team NameProvide the default name for the team that can send invoices and create time and expenses. Some general examples areConsultants,Designers, Contractors, andProviders(default).

Client Team NameProvide the default name for the team that can receive invoices and send payments; common examples areClients (default)andCustomers.

Privacy Mode

These settings allow you to set the default level of privacy required for projects. Project creators have the option to override these settings on a project-by-project basis.

Project Posts

Private by defaultSelect this option if you want all project postings to be private by default. Project participants need to specify a list of recipients when posting messages to the project.

Public to all project participants by defaultSelect this option if you want all project postings to be shared with all project participants by default. The option to send a private message is available, but not as the default option.

Project Participants

OpenAnyone can be invited to the Service Provider (i.e.,Consultant) or Customer (i.e.,Client) side of a project.

Account Members Only(recommended)Only account members can participate in the project asConsultants. However, anyone can be invited to the Client side of the project.

Project Access

Invitation OnlyYou need to invite each member to a project.

Open to Admin OnlyOpen toAccount Administratorsin youryour organization; everybody else must be invited.

Open to Organization MembersProjects are open to everyone in the organization.

Resource Scheduling(Premier Feature)

Sync Resource Schedules With Project DatesWhen this setting is enabled, changes made to the Startand/or Due datesof a Task, Deliverable, or Milestone will automatically shift the Scheduled Hours for every team member (assigned to the task) to match.

A member'sScheduled Hoursare only shifted when the following conditions are met:

Task changes are made via the Local Gantt chart.

The status of the task must be Not Started.

The task being shifted has no current time entries (i.e., Logged Time in Gantt).

The task must have the same Duration (e.g., 14 days) before and after the shift.

Note: Hours that were previously scheduled on weekends will be shifted to weekdays.

Only make roles on the rate card available to projectsIf you are using Rate Cards and this setting is disabled, thenall accountRoleswill be available for a project, and the default rate will apply to everyRole without a rate.

In the Scheduling section of the Task Details side panel, click on Align scheduled time to realign Scheduled Hours for team members if they get out of sync with the task Start Date.

The option toAlign scheduled timeonly appears if you have theSync Resource Schedules With Project Datessetting enabled.

Email Settings

With these settings, you can turn off the Week Ahead Email for your entire account. These settings can only be applied to your account; however, you can prohibit tasks from projects on your account from being included in an external users weekly emails.

These two options work independently of one another:

Turn on Week Ahead Emails for Account MembersDisabling this option will prevent all users on this account from receiving the Week Ahead email. In addition, the Week Ahead Email options in a users Email Settings on this account will no longer be accessible.

Allow tasks from this account to appear in external users Week Ahead emailsWhen enabled, tasks from projects on your account will be included in an external client or providers Week Ahead email, provided they have been assigned those tasks. Keep in mind that if the Week Ahead Email has been disabled by the Account Administrator on the external users account, they will not receive any weekly update emails whatsoever.

Project Colors

When Project Colors are enabled, you can assign individual colors to each project to make them more recognizable in Master Planning and the Project List. You and your team can define these colors to represent project types, phases, clients, etc.

To configure Project Colors, click the Enable Project Colors checkbox; a table with settings and available colors will appear.

In the Default column, select the color to assign all new projects in your account.

In the Enable column, choose the colors to make available for use on projects.

The first time you enable Project Colors, the selected Default color will be applied to all projects in your account. From this point on, if you want to change the color for specific projects, you can do this using the bulk actions feature of the Project List or in the projects Settings.

When Project Colors are disabled, Mavenlink will use Blue as the default color in Master Planning and colors will not appear in Project List.

Dashboard Time and Utilization Tracking

When enabled, the Time and Utilization Tracking panel will appear on the dashboard for all users on this account. This panel provides three sections of important metrics, giving your members instant visibility into how they're performing against their billable utilization goals and time targets.

Enable Time and Utilization Tracking panelEnable or disable the entire Time and Utilization Trackingpanel. Disabling the panel will also deactivate the Billable Utilization metrics, if enabled.

Include Billable Utilization informationEnable or disable the Billable Utilizationsection containing billable utilization metrics for users on this account. This section can not be activated if theTime and Utilization Tracking panelis disabled.

Custom Branding

Customize Mavenlink to match the look and feel of your company's branding. You can replace the Mavenlink logo in the upper-left corner with your own and use your brand colors for links, buttons, and the left-hand nav bar. You can also configure custom navigation links, provide a new favicon, customize your subdomain, provide a support URL, personalized login message, business name, and more.

Clicking the Set it up button takes you to Settings > Custom Branding. For more information on how to set up custom branding, please see our article.

Available in: Enterprise and Premier

Step-by-Step

How to Edit an Allocation in Master Planning

Hover over Planning on the left-side nav bar and select Master Planning. Approve or Reject a Resource Request

On the Master Planning page, select Project from the Group By drop-down menu.

Find your project in the Resource Listand click the arrow to the left of the name to expand it. Youll see all the named and unnamed resources that have been assigned to the project.

On the timeline to the right of the resource, click on the allocation you want to edit.

When the Add Allocation modal appears, you canedit the starting and ending dates, allocation by percentage (or hours), and designate whether or not the allocation is soft or hard.

Click Save to apply your changes.

Step-by-Step

How to Change an Allocation to Soft or HardInMaster Planning, hard allocations are shown as solid colors, while soft allocations are shown as striped. Note:Please see our Allocations article for more information about the differences between soft and hard allocations.

Hover over Planning on the left-side nav bar and select Master Planning.

On the Master Planning page, select Project from the Group By drop-down menu.

Find your project in the Resource Listand click the arrow to the left of the name to expand it. Youll see all the named and unnamed resources that have been assigned to the project.

On the timeline to the right of the resource, click on the allocation you want to change.

When the Edit Allocation modal appears, use theSoft Allocation or Hard Allocation buttons todetermine whether or not the allocation is soft or hard. Note: The Allocation Type can only be set for named resources.

Click Save to apply your changes.

Related Articles:

Master Planning Overview

Master Planning: Resource List Overview

Master Planning: Allocations Timeline Overview

Master Planning Filters

Master Planning Display Preferences

Master Planning: Show and Hide Resources

Step-by-Step:

Add a Resource to a Project

Edit a Resource

Change a Resource to Named or Unnamed

Delete a Resource

Add an Allocation to a Resource

Edit an Allocation

Change an Allocation to Soft or Hard

Delete an Allocation

Shift Allocations

Submit a Resource Request

Available in: Enterprise and Premier

Overview

The standard Staffing & Capacity dashboard goes hand-in-hand with Master Planning and helps determine allocations. At a glance, you can see both hard and soft allocations and unstaffed demand.

This dashboard and its corresponding tabs can help you figure out how best to allocate ideal resources to projects in Master Planning.

The standardStaffing & Capacity Dashboardtabs are, in order from most to least used:

Capacity

Allocations

Staffing Breakdown

Capacity Scenario

User Availability

Staffing Timeline

Role Availability

Capacity

The Capacity tabprovides an overview of how busy your company is, a quick look into hard and soft allocations, and where unstaffed demand remains. It shows you how much demand there is per project, and what roles are consistently over-allocated. Assigning an Account Member to an Access Group

Allocations

Reports in the Allocations tab give you a list of projects a user is scheduled to work on over a specified time period. Managers can easily filter to see what their team is working on during any given week.

The Allocations by Week table acts as a heat map so you can quickly see who has too much on their plate, and who has too little.

Staffing Breakdown

TheStaffing Breakdown tab provides visibility into how much availability your resources have and where there is a demand that they can meet. TheStaffing Breakdown by Week report shows resource availability vs. unstaffed demand while theUnstaffed Demand report shows you what roles need to be filled.

Capacity Scenario

The Capacity Scenario tab lets you run through complex scenarios to determine how they affect capacity. Use the filters to explore various scenarios for projects, such as what changes when you move resources around.

User Availability

The reports in the User Availabilityprovide a granular, week-by-week look at user availability both by user and by role. The darker the bar, the more work that person can take on, making it immediately clear who is free, who is at capacity, and who is overcapacity.

Selecting an employee name filters for that person and takes you directly to the Allocations tab to see what project that person is assigned.

Staffing Timeline

The Staffing Timeline tab provides a granular, week-by-week look at both where your demand lies, and who is available to fill it.

The Unstaffed Demand table shows your staffing needs across projects while the Potential Resources table shows you the availability of employees who can staff empty roles on projects.

Role Availability

The Role Availability tab shows the availability of each role, both as an overall summary and a weekly basis.

Availability is based on workweek capacity, or hours allocated. So, for example, if the users of a role have a 40 hour workweek, and they have been allocated 30 hours, then they have 10 hours or 25% availability.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Categorizing Billable, Non-Billable Productive, Internal/Admin, and PTO Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise and Premier

Overview

See the status of every Task and deliverable on a Project with the the standard Project Details dashboard. It also gives you a good look at burn rates, whats started, what hasnt started, and what has been completed.

Filters work from left to right, meaning that if you filter by a Project Group/Client, the other filters automatically adjust for information related to it. Filters are also persistent across tabs, meaning that filtering in the Financials tab carries through to the other tabs. However, you can change the filters to get the information you want.

The standard Project Details dashboard tabs are, in order from most to least used:

Budgets vs. Actuals

Burndown

Open Tasks

Assignments by Week

Financials

Hours % Complete

Budgets vs. Actual

The Budgets vs. Actual tab contains reports with detailed analysis of project budgets versus actual fees and cost of those projects. It works for both Fixed Fee and Time & Materials projects and provides other relevant financial information such as fee consumption, cost accumulation, and completion estimates. Assigning an Account Member to an Access Group

Burndown

The Burndown tab contains reports that you can filter by a specific Project Group or Project to get a detailed look at Actual Hours, Allocated, and Scheduled hours by both user and task over the project lifecycle, in one view.

Open Tasks

Reports in the Open Tasks tab show what tasks a Project or a User has left to complete on a given date. It also provides visibility into due dates, and how many users are assigned to a task.

Selecting a Task from the Task Open: Past Due and Future Outstanding table shows you a break down of hours by users assigned to that task.

Assignments by Week

Reports in the Assignments by Week tab show the scheduled hours each user is assigned for each task on a project, as well what is billable and non-billable.

Financials

Reports in the Financials tab make it easy to see a breakdown of Time & Materials and Fixed Fee information. At a glance, you get a good idea what your burn is from each angle.

Note that if you only have Fixed Fee or Time & Materials Tasks, you may see areas called No Data.

Hours % Complete

Reports in the Project Hours Percent Complete tab, shown as Hours % Complete, gives you both a detailed view and a summary of hours worked. These reports can be helpful to find the data you need if your organization uses percent complete as a revenue recognition model.

Selecting a Project from the By Project: Estimate at Complete table gives you a task-by-task breakdown of actual hours and estimated hours at complete so you can see what tasks took longer than expected, what ones were right on schedule, and ones that took less time than expected. This gives you a good sense of how far your are on a particular project.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Categorizing Billable, Non-Billable Productive, Internal/Admin, and PTO Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Various time elements are put into different buckets in the All Actual Hours Breakdown tab in the Utilization dashboard. You can categorize non-billable time into Productive, Admin/Internal, Time Off, and Holidays using the following special strings:

[PTO]Non-billable time off or PTO hours

[ADMIN] or [INTERNAL]Non-billable non-productive hours

You must include the brackets.

You can categorize non-billable time for reporting in Insights in one of two ways: by Project, or by Group.

To categorize by Project, add the appropriate string, including the brackets, to either the first characters or last characters of the Project Name or anywhere in the first 224 characters of the Project Description.

To categorize by Group, add the appropriate string, including the brackets, anywhere in the group name.

Note that it is possible to place an [ADMIN] project in a [PTO] group, which can result in double counting of hours. We recommend using only the way that best fits how you use Mavenlink.

Assigning an Account Member to an Access Group

Resulting Reports

As a result, the definition of hours in these specialized reports work with the following rules being applied in the order as written:

Billable: Any and all hours on Billable projects are viewed as such.

Admin/Internal: Any hours that are non-billable and are on Projects/Groups coded as [Admin] or [Internal] as defined above.

PTO: Any hours that are coded at [PTO] as defined above.

Non-Billable/Productive: Derived from the total of ALL Non-Billable hours minus those categorized as Non-Productive or PTO. As a result all Non-Billable hours are categorized in one of these buckets.

Over/Underused Capacity: All hours are subtracted from the Total Capacity (defined as Workweek Hours) to determine if less hours were logged that the organization's Capacity (under) or more (over).

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

Overview

Insights gives you visibility into team and resource utilization, project margins, revenue and cost forecasting, and other important business metrics. Insights alsoallows you to create custom report dashboards that contain specific sets of filtered data that only certain users can access. This way, you can limit sensitive account datato memberswho actually need it, allowing them to focus onthe information relevant to their role, department, or organization.

Access to Insights dashboards is restricted based on account-level permissions; by default, only members with Account Administrator or Reports Viewer permissions have access initially. Members with these permission levels are assigned to twopredefined Access Groups that you can keep or change to your liking.

Members who currently haveAccount Administratorpermissions are assigned to theAdmin Access Group; they haveunrestrictedViewandEditaccess toalldashboards.

Members who currently haveReports Viewers permissions are assigned to theReport Viewer Access Group; they start withViewaccess, but can be givenEditrights for unlimited access.

An Access Group is a set of members that all have access to the sameInsights dashboards. With user-definedAccess Groups, you can giveInsightsdashboard and report capabilities toanyaccount member, regardless of permission level.You can create as many Access Groups as you need, allowing you to bevery granular when buildingreports that people see.

Insights Settings

How to Configure YourInsights Settings

Only available toAccount Administrators, Insights Settingsis where you define member access groups and manage your custom reports. To access Insights Settings, use the left-side nav bar and click onSettings>Insights.

Assigning an Account Member to an Access Group

On the Insights Settings page, you will have access to the Dashboards and Access Groups tabs.

To learn more about configuring Insights Settings, please see the following articles:

How to Use the Dashboards tab

How to Use the Access Groups tab

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

Overview

The Insights Details side panel consists of three sections; Details, Dashboards, and People.

Details

TheDetails section of the Insights Details side panel is where you set the default group(s) thatnew Account Administrator and Reports Viewer-level members are automatically assigned.

You may only have one Admin Default and one Reports Viewer Default access group per account.

You may choose to not have any default Access Groups; in this case, you will need to configure the Access Groups for each Account Administrator and Reports Viewer manually.

The Access Group of an existing member does not change when their permission level is updated to Administrator or Report Viewer.

Members with the Project Leadpermission level (or below) are not added to an Insights Access Group automatically. For example,you must manually add everynew Collaboratorto an Access Group if you want them to have Insights access.

Assigning an Account Member to an Access Group

To make the Access Group you are currently viewing the default for Admins or Reports Viewers, check one of the following boxes:

Admin DefaultCheck this box if you want new (or unassigned)Account Administrators to be automatically assignedthis Access Group by default. If no default has been set, you will need to manually configure their group. An existing member whohasalready been assigned an Access Group will not be reassigned if their permission level is updated to Administrator.

Reports Viewer DefaultCheck this box if you want new (or unassigned)Reports Viewers to be automatically assignedthis Access Group by default. If no default has been set, you will need to manually configure their group.An existing member who hasalready been assigned an Access Group will not be reassigned if their permission level is updated to Reports Viewer.

Note: If the Admin Default or Reports Viewer Defaultare already set in another Access Group, it must be disabledthere first before it can be assigned to another access group.

WHAT THE MAVENS KNOW

If youdon'twant all of your Reports Viewers to have uniform access to Insights, you can disable the Reports Viewer Default group. Then, you can create your own Access Groups and assign your Reports Viewer members manually.

Dashboards

The Dashboardssection of theInsights Detailsside panel shows the dashboards accessible to the members belonging to this Access Group.

SearchYou can search for a specific dashboard in the Dashboards table; this is a reductive search that narrows what you currently have available to choose from.

Show in NavigationControls whether the people belonging to this Access Groupcanaccess specificdashboards from the Insights section of the left-side nav bar. Keep in mind that anyone in the group with a valid URL can still access the dashboard when this setting is disabled; this is useful if you want feedback first before making new dashboards available to the group. Note: You may need to refresh your browser for these changes to take effect.

Remove DashboardThe Remove Dashboard () button only removes a dashboard from the current Access Group, it does not permanently delete a dashboard from your account.

Add a dashboardThisis a predictive text field that will start offering suggestions based on words in thedashboard name and/or the first letters typed.

People

The People section of the Insights Details side panel shows which members belong to this Access Group andallows you to add members who are not currently assigned to another group. Members can only belong to one Access Group at a time.

You can also choose whether to give Editcapabilities to individual members. Whena member has Can Editcapabilities, it allows them to create their own reports; this also gives them access to all account data, regardless of what's shown intheir dashboard(s). We strongly recommend limitingEdit rights to your administrative report builders.

By default, only members with Account Administratorpermissions have dashboardEdit capabilities.

Members who lack Edit capabilitiescan still change the filters that are made available to them onInsights reports.

The quickest way toadd multiple account members to an Access Group is by usingthe Peoplesection. However, you can use also assign members individually using the Insights Access Group section of the member Details side panel.

You can giveInsightsreport capabilities to people who aren't at theAccount AdministratororReports Viewerslevel, such asProject LeadsorCollaborators.

SearchYou can search for a specific member in the People table; this is a reductive search that narrows who you currently have available to choose from.

Show users in other access groupsIf you need to assign a member whoisn'tappearing in the table, it may be because theyve already been assigned to a different Access Group. Check the Show users in other access groups box to see members who have been assigned to other groups.Adding a member who is currently assigned to another Insights group will remove them from their current Insights group.

Can EditBy default, this box is only checked for Account Administrators. If youdon'twant a member to have Edit access, disable this setting; this will removethe Edit icon () from their dashboard toolbarthe next time they visitInsights.

WARNING

When Can Edit is enabled, your member has the ability to create dashboard reports containingall your account data. To ensure that a member can only see data that applies to them, do not check this box.

Remove MemberThe Remove Member() button removes a member from the current Access Group, but does not permanently delete them from your account.

Add a personThis is a predictive text field that will start offering member suggestions based on the letters typed.

CAUTION!

You can giveEditcapabilities to people who aren't Account Administrators, such asProject LeadsorCollaborators.

For instance, let's say you create anAccess Groupintended forCollaborators, followed by a dashboard that shows information only your project collaborators can access.

Let's go a step further and say you grantEditrights toa memberwithCollaborator-level permissions. Althoughthey can still only seethatdashboard, they can noweditthe dashboardand create a report containinganydata accessible fromInsights.

In other words, this member now has complete access to your account datawhich could posea significant security risk.

TheCan Editsetting is apowerfulfeature that should only be enabled for administrative report builders. Everyone else should beView Onlyconsumersof the report; this way, they canmanipulatereports using the filters you provide, but they cannotEdit, and therefore, not access data for which they're restricted.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

NOTE

When you update or make changes to an Insights Access Group, it may take up to fifteen minutes before users are able to access the Insightsdashboards from the left-side nav.

Step-by-Step

How to Create a NewInsights Access Group

Follow these steps to createa newInsightsAccess Group:

Hover overSettingsfrom the left-side nav bar and selectInsights. Assigning an Account Member to an Access Group

On theInsights Settingspage, click the Access Groupstab.

Next, click the Add Access Groupbutton.

When theInsights Detailsside panel appears, provide your new Insights Access Groupname.

Using the Details, Dashboards, and People sections of the Insights Details side panel, you can do the following:

Make this group the Admin or Reports Viewer account default.

Select the dashboards you'd like to assign to thisAccess Group.

Add members (who aren't currently assigned) to this Access Group.

When you are finished, click Create to add your new group; it will appear alphabetically in the Access Groups table.

TIP

Although the quickest way toadd multiple account members to anInsightsAccess Groupis by usingthePeoplesection of theInsights Detailsside panel, you can use also assign members individually using the Insights Access Group section of the member Details side panel.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

NOTE

When you update or make changes to an Insights Access Group, it may take up to fifteen minutes before users are able to access the Insightsdashboards from the left-side nav.

Step-by-Step

How to Add a Dashboard to an Access Group

Follow these steps toadd a dashboard to an Access Group:

Hover overSettingsfrom the left-side nav bar and selectInsights. Assigning an Account Member to an Access Group

On theInsights Settingspage, click theAccess Groupstab.

Click the name of the Access Group for which you'd like to add a dashboard.

After the Insights Details side panel slides open, clickDashboards.

In the Dashboards section, use the Add a dashboardfield to locate and select the dashboards you'd like to assign to this Access Group.

When you are finished, close the Insights Detailsside panel; changes in this section are saved automatically.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

Step-by-Step

How to Add a New Dashboard

Follow these steps to add a new Insights dashboard:

Hover overSettingsfrom the left-side nav bar and selectInsights. Assigning an Account Member to an Access Group

On theInsights Settingspage, click theDashboardstab if you're not already there.

Next, click theCreate New Insights Dashboardbutton.

Your newdashboard will appear at the bottom of theCustomdashboard list.

Click inside the dashboard name field and provide your new name.

Now, all you need to do is assign your new dashboard some Access Groups.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

NOTE

When you update or make changes to an Insights Access Group, it may take up to fifteen minutes before users are able to access the Insightsdashboards from the left-side nav.

Step-by-Step

How to Assign an Access Group to an Account Member

Follow these steps to assign an Insights Access Group to anAccount Member:

Hover overSettingsfrom the left-side nav bar and selectInsights. Add a Dashboard to an Access Group

On theInsights Settingspage, click theAccess Groupstab.

Click the name of theAccess Groupfor which you'd like to add people.

After theInsights Detailsside panel slides open, clickPeople.

In thePeoplesection, use theAdd a personfield to locate and select the people you'd like to assign to thisAccess Group. Caution : Members who haveCan Editenabled can create dashboard reports containingallyour account data. This may cause serious security risks. Unless you are certain, we strongly recommend that youdo notcheck this box.

When you are finished, close theInsights Detailsside panel; changes in this section are saved automatically.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Assigning an Account Member to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

Overview

The Dashboards tab of Insights Settingsallows you to viewall of your dashboards; Standard first, followed by Custom. At a glance, youre able to see which Access Groups(i.e. sets of members) have access to each dashboard. You'll also be able to create new dashboards, see the last time data was loaded, and export a list of your current dashboards in ExcelorCSVformat.

Assigning an Account Member to an Access Group

The Dashboards tab consists of theprimarytoolbar followed by the dashboards table. Here are some toolbar highlights:

ExportUse this drop-down menu to export an Excel or CSV (comma-separated value) file that includes the Access Groups and Account Member associated with each Dashboard. You can export dashboard information to perform quick audits that allow you to see which members have access to which dashboards by way of each Access Group; this is useful if you have financial data that you want to ensure is only accessible to specifiedusers.

Create New Insights DashboardClick this button to create a new Insights dashboard; your newdashboard will appear at the bottom of the Customdashboard list for you to rename and/or assign members.

Dashboards table

TheDashboardstable contains a list ofall of your dashboards;Standardfirst, followed byCustom. You can see whichAccess Groupshave access to what dashboards; each dashboard can belong to multiple Access Groups.

Standard Dashboards

TheStandard dashboards section allows the following actions:

Clone Standard DashboardClick the Clone Dashboard( )button to make a copy of the standarddashboard. Your duplicate dashboard will appear at the bottom of theCustomlist for you to rename and/or assign memberaccess.

Open ReportClicking theGo To URL( )button opens the dashboard via its URL in a new browser tab. Note: Account Administratorshave access to all dashboards via URL, even if they can't see the dashboard in the left-side nav or don't belong to that dashboard'sAccess Group.

Custom Dashboards

TheCustomdashboards section allows the following actions:

Delete Custom DashboardIf you no longer need a custom dashboard, you can permanently delete it by clickingthe Delete Dashboard ( )button. Keep in mind that there is noundoingthis action; once adashboard has been deleted, it cannot be restored. Make sure you don't need this dashboard before deleting; you may want to consider removing a dashboardfrom all Access Groups first to verifyitisn'tneeded. Note: Deleting a dashboard willnot delete the Insights reports associated withthe dashboard.

Clone Custom DashboardClick the Clone Dashboard () button to make a copy ofthe customdashboard. Your duplicate dashboard will appear at the bottom of theCustomlist for you to rename and/or assign memberaccess.

Open ReportClicking theGo To URL()button opens the dashboard via its URL in a new browser tab. Note: Account Administratorshave access to all dashboards via URL, even if they can't see the dashboard in the left-side nav or don't belong to that dashboard'sAccess Group.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise, Premier + Mavenlink Insights

INFO

Insights Access Groups are not currently part of Mavenlink's standard Access Groups settings. Click here for more information about Access Groups.

Overview

TheAccess Groupstab ofInsights Settingsallows you to define which membershave access to a selected set of dashboards.You'll also be able to createnewInsightsAccess Groupsand export a list of your current groupsin ExcelorCSVformat.

There are two default Insights Access Groups:

Adminsis the default group for allnew Account Administrators.

Reports Viewers is the default group for all new Reports Viewers.

TheseInsightsAccess Groups are automatically assigned to newAccount Administrators andReports Viewers by default.However, thedashboardsforwhich thesegroups are authorized toaccess is determined bythe individual dashboardsthey've been assigned.

Assigning an Account Member to an Access Group

The Access Groupstab consists of theprimarytoolbar followed by the access groupstable. Here are some toolbarhighlights:

ExportUse this drop-down menu to export an Excel or CSV (comma-separated value) file that includes the Access Groups, Access Levels, and Dashboards associated with each Account Member.By exporting access group information, you can easily see which members haveaccess to which dashboards viaAccess LevelandAccess Group. This is useful if you have financial data that you want to verifyonly certain users can access.

Add Access GroupClick this button to add a new Access Groupfrom a blank Insights Details side panel.

InsightsAccess Groupstable

TheInsightsAccess Groupstable shows youthe number of members belonging to each group and the two groups that are set as default.

Access GroupClick on the name of anInsights Access Groupto open the Insights Details side panel; this allows you to set thedefault groups, decide which dashboards each group can access, choose which members belong to each group, and more.

DashboardsThis column displays a list of dashboards accessible to members of these access groups.

MembersThis column shows the number of members belonging to each group.

Admin Default GroupNew Account Administrators are assigned automatically to theDefault Admin Groupindicated here. If the default is not set, you will need to manually configure their Access Group. There is no change to the Access Group of an existing member when their current permission level is updated to Administrator.

Reports Viewer Default GroupNew Reports Viewers are assigned automatically to the Default Reports Viewer Groupindicated here. Ifthedefault is not set, you will need to configure their Access Groupmanually. There is no change to the Access Group of an existing member if their current permission level is updated to Reports Viewer.

ActionsHere you can Delete () the access group; when you delete an Access Group,all members belonging to the group will no longer have access to Insights.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

This article contains all of the facts,attributes, and metrics used in Mavenlink Insights.

FactThe raw, numeric data elements that can be aggregated by attributes.

AttributeThe qualitative, categorical data that is used to aggregate reports; attributes are the howof reporting and are commonly used for dates, project, user IDs, etc.

MetricThe numerical values and calculations that appear in reports; metrics are the whatof reporting and are commonly used for fees, actual hours, etc.

Using the tabs at the bottom of this article, you can switch between sheets that show the most common facts, attributes, and metrics used in our reports; this is a helpful reference when building your own reports.

here

To export this information, click to access the Google Sheet used for this table.

In this video, you'll learn how to seamlessly translate your task order and hierarchy from Mavenlink's project Task Tracker into Insights reports.

This video goes over how to set up an email dashboard for Insights reports.

In this video, you'll learn how to clone Mavenlink's standard Insights reports dashboard and customize it for your business.

In this video, you'll learn how to add custom field currency or number fields to a custom report within Insights.

In this video, you'll learn how to fix a common "available area too small" error when building an Insights report.

Overview

The standard Project Health dashboard provides a comprehensive view of any projects health. Anyone with access to it can easily see the revenue, schedule, resourcing, budget, cost, task management, task performance, and project time for all projects, down to a single project. Assigning an Account Member to an Access Group

Project Health Risk Metrics

There are some specific risk metrics to help you measure your project risk in terms of Pace, Execution, and Resource Health. Each is an aggregated representation of a series of data points that give you a holistic picture while letting you drill down into the details to identify the problem.

Pace Metric

A projects Pace shows you whether your projects are on track by looking at the number of tasks completed relative to the number of tasks that should be completed as of today.

It is calculated using this formula:

Generally, if the value is greater than or equal to 1, you will see green squares. Green means that tasks are getting done on time, and the project is progressing smoothly. When the value falls below 1, the squares will fill in, and the colors change from green to red, providing a barometer of risk.

Selecting Pace for a Project opens a modal dialog that contains specific information related to which tasks are at risk.

Execution Metric

A projects Execution level helps you identify what projects are at risk due to several metrics at theTask level, including tasks that are past due and hours logged against tasks without due dates.

It is calculated using this formula:

Generally, if the value is 0 you will see green squares. Green means tasks have due dates, are starting and ending on time, and the project overall is progressing smoothly. When the value begins to rise above 0, the squares will fill in, and the colors change from green to red, providing a barometer of risk.

Selecting Execution for a Project takes you directly to the Execution tab where the table offers more specific information about which tasks are at risk.

Resource HealthMetric

Resource Healthhelps identify which resources are stretched thin, such ones that are working past scheduled due dates, surpassing scheduled hours, or are working more hours than originally estimated.

It is calculated using this formula:

Note that user burnout is likely when Actual Hours exceeds 120%.

Generally, if the value is 0, you will see green squares. Green means your employees are working at an appropriate level, and work is distributed evenly across your company. When the value starts to increase, the squares will fill in and the colors change from green to red, providing a barometer of risk.

SelectingResources for aProject takes you directly to theResources tab where the table offers more specific information on what resources are at risk.

Portfolio Scoreboard

The Portfolio Scoreboardis one of the most popular tabs in the Project Health dashboard, especially with executives and leadership teams because it provides an aggregated, high-level view of project health. Quickly see what factors are the most significant contributors to poor project health so you can identify areas that need to be addressed.

The Scoreboard table is your driver. It is color-coded, so you can see not only what projects need attention, but where.

Select anything that shows an underline when you mouse over it to see more specific details. For example, selecting a percent from the % Margin column for a Project takes you to the Estimated Revenue tab that automatically filters for that project. Selecting Resources for a project takes you to the Resources tab where you can see what resources are over-or-under utilized.

Using the Scoreboard table as your starting point makes it easy to get to the information you want for the project you need.

Project Health

The Project Health tab gives you a comprehensive view into a single projects overall health and financials. At a glance you can see several important metrics, such as actual hours compared to scheduled and estimated hours, the cost to date, Estimate at Completion data, and the status of tasks, deliverables, milestones, and issues.

The reports in this tab are perfect for sharing with executives and leadership.

Estimated Revenue

The Estimated Revenue tab shows revenue based on whether the project is fixed fee, or time and materials-based. You can see a revenue breakdown by user, how costs compare to fees, and anticipated costs based on what is scheduled.

The equation used to calculate fixed fee revenue is:

where % Complete Based on Costis the percent total of Estimate at Completion (EAC) cost that incurred to date.

The equation used to determine time and materials revenue is:

If you want to see Estimated Revenue for another project, select it from the Project dropdown menu.

Summary Status

The Summary Status tab is popular as you can send it to clients on a project-by-project basis. It provides a summary without financial information.

Clients can see how the project is doing overall, as well as what tasks are complete, which ones are in progress, and any issues that have popped up.

Time Submitted

The Time Submitted tab functions as a time audit report for a project. At a glance, you can see who has logged time and if it is billable.

You can also see if time entries are submitted on time. Knowing this is beneficial if you want to get an accurate picture of current project profitability.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Categorizing Billable, Non-Billable Productive, Internal/Admin, and PTO Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise and Premier

Overview

The Fees dashboard helps you understand where your revenue is coming from. It shows you actual fees on projects, whetherTime and Material orFixed Fee projects, and provides both a historical and projected view of scheduled or allocated fees.

Fees are calculated as: Assigning an Account Member to an Access Group

The standard Fees Dashboard tabs are, in order from most to least used:

Actual, Scheduled, and Allocated

By Resource and Role

WIP and A/R

Fixed Fee

By Project Status

By Weighted Milestone

Actual, Scheduled, and Allocated

The Actual, Scheduled, and Allocated tab provides a high-level view of billables rolled up to the account level, giving you a historical as well as a projected view.Note that this tab only shows Allocated Fees when the task default setting on a project is billable.

The By Project Top Ten (Sorted by Billable Fees) graph shows you the top ten projects by fees, in relation to scheduled and allocated fees, and to task budgets.

By Resource and Role

The Fees by Resource and Roleshows what roles and what resources are your top earners, and where they are in terms of actual fees and allocated fees for a given time period. The top-earning roles may not be the same as the top-earning resources because By Role Top Ten collectively looks at everyone with that role while By Resource Top Ten only looks at individuals.

Use the By Resources by Week table to see a breakdown of weekly hours in terms of Actual, Scheduled, and Allocated hours. Selecting the name of a resource opens a modal that shows you a project breakdown of Actual and Scheduled fees for that resource.

WIP and A/R

The Work in Progress and Accounts Receivabletab gives you a birds-eye view of projects that remain uninvoiced and for how long, and which have been paid. It also shows you the value of invoiced work over 30, 60, 90, and more than 90 days.

Note that Aged T&M WIP accounts for time and material work while Aged Receivables looks at invoiced time and material, fixed fee, and additional items added to an invoice, such as a service charge.

The T&M WIP + Total A/R Details table provides a project-by-project financial breakdown of T&M Totals, T&M WIP, including what has been billed but not paid, and what has been invoiced but not paid.

Fixed Fee

If you have projects with fixed fee tasks, or run a strictly fixed fee business, the Fixed Fee tab is your go-to for task budget statuses and invoices. See what has been completed, what has been invoiced, and what tasks remain open.

The dates for Completed Task Budgets, Open Task Budgets, and Fixed Fee Invoices by Created Date tables are independent, meaning you can change the date range for one without impacting the other two. This is useful for calculating your revenue recognition.

Use the Fixed Fee Tasks: Budgets, Invoiced table to get a break down of budgets, invoices, and fees for each task on a project.

By Project Status

With the Budget and Fees by Project Statustab, you get just what it says: reports on the status of your projects.

The Project Status Budget graph gives you an overview of all your projects while the Project by Status table provides a breakdown of each project in terms of budget, fees, andhours.

By Weighted Milestone

The Fees by Weighted Milestone tab is useful if you have projects where payment is tied directly to reaching specific milestones over the lifecycle of the project. The reports here show you both the actual and projected value and the cost of completed milestones. Note that the date range for the By Month - Actual graph is independent of the date range for the By Month - Projected graph so adjusting one doesn't impact the other.

Use the All Milestones table to see data, such as due dates, completed dates, budget, for every milestone.

The Weighted Values Rolled to Parent Tasks by Project table breaks down financial data of tasks and subtasks per project.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise and Premier

INFO

Insightsreporting is an add-on feature for Mavenlink. Pleaseemailyour Client Success Manager to purchase Insights or request training.

Accessing Insights Standard Reports Introduction

Overview

Data-driven decisions are essential to every successful business. You want to know not only the progress and profitability of projects, but also whether your team is being used effectively and efficiently. With interactive reports and a powerful custom reporting engine, the Mavenlink Insights Business Intelligence Solution gives you the visibility you need to make swift, informed decisions for projects and staffing.

Insights permissions are determined by Insights Settings and Insights Access Groups. By default, Account Administrators have full View and Edit rights to all Insights dashboards. Report Viewers can also be given Edit rights though Insights Access Groups. Note that anyone with Edit rights will be able to see all of the data. Assigning an Account Member to an Access Group

Standard Dashboards and Reports

Insights comes with several standard dashboards that provide key information about the health of your company, projects, and employee productivity.

Here's a breakdown of each dashboard, including their most popular tabs and intended audience.

Fees

See where revenue is coming from for both Time & Materials-based projects (calculated based on the user's actual logged hours and bill rate), and Fixed Fee projects. Its most popular tabs are Fees (Actual, Scheduled, and Allocated) and Fixed Fee, and is intended for project managers and executives.

Margin & Cost

Uses a variety of methods to calculate margins, such as the Resource Schedule Method, Project Budget Method, and Percent Complete Method. Each method is a tab for easy, quick reference. Its most popular tabs are Time & Materials, Fixed Fee, and the Project Budget Method. It is intended for CEOs and executives, as well as external stakeholders and investors.

Project Detail

Tells you the status of every task and deliverable across a portfolio of projects, and provides a comparative view of burn on projects, task status, priorities, and more. Its most popular tabs are Budgets vs. Actuals, Open Tasks, and Burndown. It is intended for project managers and project participants.

Project Health

One of the most popular dashboards because it shows you which projects are at risk, and which are on track. Its most popular tabs are Portfolio Scoreboard, Project Health, Estimated Revenue, Summary Status, and Time Submitted. It is intended for executives, portfolio owners, and project managers.

Resourcing

Provides visibility into allocations, scheduled hours, which resources are available to take on additional work and when. Useful for determining staffing needs, when you need to ramp up or redistribute your workforce. Its most popular tabs are Billable Capacity, Total Monthly Availability, and Extended Roll-off. It is intended for resource and traffic managers.

Scorecards

Perfect for contributors and project managers who don't need access to schedules or allocations; also for sharing project information with contractors or freelancers since no financial data is included. You get a high-level overview of a member's time, projects, and tasks. Its most popular tabs are User Time Entry Scorecard, Project Manager Scorecard, User Task Scorecard.

Staffing & Capacity

Goes hand-in-hand with Master Planning, and shows hard and soft allocations by user or by role. You can also see what unnamed resources are on projects. Its most popular tabs areCapacity,Allocations,Staffing Breakdown, Capacity Scenario,andUser Availability. It is intended for resource and traffic managers.

Time and Expense Admin

Tells you who has and has not logged time and expenses. Its most popular tabs areTime Audit Summary, Time Approvals by Project, Time Entry Log w/Notes, and Expense Log w/Notes. Intended for project managers and team leads.

Utilization

Another popular dashboard, it gives you complete visibility into how effectively your billable and non-billable resources are being used across your company. Its most popular tabs are Utilization by Month, All Actual Hours Breakdown, All Hours Compare, and Productive Utilization. It is intended for resource managers, managers, and directors.

While you cannot modify or delete standard dashboards, you can clone them. Once you have cloned a dashboard, you can customize it by adding or removing tabs, changing their order, changing filters, metrics, and attributes of reports, and more, to get the information you need, faster.

Custom Dashboards and Reports

By default, Account Administrators can clone standard dashboards or create new ones. Facts, attributes, and metrics are the building blocks for new dashboards and are also necessary if you want to make changes to cloned standard dashboards. Each tells Insights specific pieces of information to fetch from Mavenlink.

FactThe raw, numeric data elements that can be aggregated by attributes.

AttributeThe qualitative, categorical data that is used to aggregate reports; attributes are the howof reporting and are commonly used for dates, project, user IDs, etc.

MetricThe numerical values and calculations that appear in reports; metrics are the whatof reporting and are commonly used for fees, actual hours, etc.

When editing a cloned dashboard, or creating your own, remember thatWhat = metrics andHow = attributes.

Use the facts, attributes, and metrics table to find the data you need to create dashboards and reports you want. For specific business needs, contact your Client Success Manager to learn more about building custom dashboards and reports with Insights.

What are Insights Dashboards?

All standard Insights dashboardsfollow the same format.

TitleName of the dashboard, such as Utilization or Staffing & Capacity.

Last Date LoadDate and time when reporting data was last loaded. Data loads on an hourly basis.

Tab RowSubcategories of dashboards that contain one or more reports.

Unsaved ViewWhen clicked, lets you save a specific view of a report.

Schedule (" ")Send a recurring email of all tabs, or only selected tabs.

Print (" ")Prepares a PDF of selected tab to download/print.

Actions(" ")Select to export the tab to a CSV or XLSX file.

Info ( "

" )Direct link to more information.

Filters BarChanges information presented in reports.

The tab row often contains a number of different tabs, some of which might be hidden. You can navigate to them by clicking the right and left arrow buttons.

Filters Bar

Information in reports can be adjusted using filters found at the top of each tab. Filters move left to right, so if you filter by Manager Name, for example, the User filter automatically adjusts to only show those members who are managed by that person.

Filters are relevant to the dashboard. For example, filters for tabs under the Scorecards dashboard relate to projects and members, letting you filter by role, skills, and more.

Filters for tabs under the Fees dashboard, however, include filters for financial information.

Filters are also persistent across dashboard tabs. For example, if you select a different currency in Fees (Actual, Scheduled and Allocated), it applies to all the other tabs in the Fees dashboard.

How To Use Reports

Each tabs holds a variety of reports.

Headline MetricsA rollup of key figures at the highest level (global level).

GraphsA visual representations of historical and forecasted trends.

TablesProvides more detailed, granular content of a report.

You can drill into data in headline metrics, graphs, and tables by hovering over the middle of the metric, graph or table, and selecting the More icon ().

The More modal gives you additional information related to the report.

Metrics & FiltersExpand to see the complete list used to create the report, as well as definitions for the metrics used.

View This ReportLets you change metrics (what), attributes (how), and filters, as well as select a different graphical representation. You can also save changes as different versions.

Download AsDownload the report as a PDF, PNG image, XLSX, CSV (formatted), or CSV (raw data).

In any table report, anything that shows an underline when you roll over with your mouse is clickable and gives you more detailed information. For example, you can select a User or Role to see a breakdown of hours by project.

Saved Views

You can create and save custom views from frequently-used dashboard filter settings; each saved view can be named and selected again at any time from the Views drop-down menu. Your currently-selected view is remembered the next time you visit the tab.

Related Articles:

Insights Glossary & Reference Guide

Insights Attributes, Metrics, and Filters

Insights Overview

Insights Settings

Dashboards tab

Access Groups tab

Insights Details Panel

Ways to Categorize Non-Billable Time

StandardDashboards

Utilization Dashboard

Time & Expense Admin Dashboard

Staffing & Capacity Dashboard

Project Health Dashboard

Project Detail Dashboard

Fees Dashboard

Step-by-Step:

Create a New Dashboard

Create a New Access Group

Add a Dashboard to an Access Group

Available in: Enterprise and Premier

Step-by-Step

Enable Resource Requests and Add Approvers through Resource Management

Go toSettings>Resource Management. Approve or Reject a Resource Request

ChooseEdit.

ToggleOn,and use the search box to select your Approvers.

When you are finished, clickSave.

Step-by-Step

Add Approvers through Settings > Members

Go toSettings>Members.

Search for the name or names of those you want to approve requests.

Open their side panel.

In thePermissions section, check theResource Request Approver box.

Any member marked as anApprover will be available from theApprover drop-down menu in the Resource side panel.

TIP

Note that if Access Groups are enabled, you can mange who can submit resource requests through the Resource Management Access access group set.

Related Articles:

What are Access Groups?

Resource Management Settings

Resource Side Panel Overview

Step-by-Step:

Configuring Resource Custom Fields

Enabling Resource Requests and Defining Approvers

How to Submit a Resource Request

Time off can be added in the Schedule section of the User Details side panel. By default, only Account Administrators can manage time off. Other user types can be given permission to add, edit, or remove time off via Time & Expense settings.

All time off added for past dates will appear in Master Planning, the projects Resource Planner, and the Task Details side panel. The User Details side panel only displays upcoming time off. Project Resource Planner

Step-by-Step

How to Add Time Off

To open the User Details side panel, click on a members name or profile picture from most places in Mavenlink.Note: If you haven't yet uploaded a picture to your profile, clicking on the Add Profile placeholder from some areas (such as the Dashboard ) will take you to the Edit Profile page where you are prompted to update your profile information.

Click the Schedule tab. In the Upcoming Time Off section, click Add Time Off.

In the Time Off menu select the Start Date and End Date for the days off.

The number of hours per day initially defaults to your current account default workweek. This can be adjusted by clicking the Hours field.

When youre done, click Save.

Click the Edit () icon to adjust the number of days or hours of time off requested. If you are adding days directly preceding or following the time entry you can simply select new start or end dates. If you are deleting days from the time entry, change the hours to 0 for those days.

Click the Delete () icon to remove the time off entry.

Click Add Time Off again to create additional entries.

INFO

If you add time off on dates directly preceding or following an existing time off entry, a separate entry will not be created; the original entry will simply be adjusted. For example, if time off has already been requested for October 25th and you create another time off entry for October 26th, the original entry will simply be extended from October 25thto October 26th.

Related Articles:

Time Off Overview

Time & Expense Settings

User Details Side Panel

Master Planning: Allocations

INFO

You must be logged in to Mavenlink for the Chrome extension to work. If you are signed in to multiple Mavenlink accounts, the extension will not work.

Use our Google Chrome Extension to access all your Mavenlink projects wherever you are on the web. Post messages, add tasks, and track time! The Mavenlink Project Manager Chrome Extension is the best way to keep track of your projects as you browse the web.<

Our Extension allows you to access your Mavenlink projects without having to go to mavenlink.com. It's the best way to do some quick updates without interrupting your workflow.

When you need to dive deeper into your projects, the Extension makes it easy to jump straight into the full Mavenlink application experience. For example, if youre a Premier Mavenlink Customers who wants to access Resource Planning, Billing, or Analytics, you can access Mavenlink.com by clicking on the Mavenlink logo on the far left of the Chrome Extension header. You can also access the corresponding Mavenlink Project Workspace by clicking on the gear icon on the Chrome Extension and selecting Open in Mavenlink.

Extension FEATURES

Project management:View all projects and see when they last had activity.

Collaboration: View project messages, post replies, and add new messages.

File management: Upload and download files from your projects, including Google Drive files.

Task management: See all project tasks, add new tasks, update task statuses, and assign work to colleagues.

Time tracking: See all tracked time in your projects and track new time.

Timer functionality: Start the timer when you start working and make a time entry when you're finished.

Web surfing: Add tasks directly from Gmail and websites you visit.

HOW WILL THIS HELP YOU? If youre a heavy Google Chrome user, our Extension will let you access Mavenlink from anywhere on the web.

WHAT THE MAVENS KNOW

The Chrome Extension is a useful tool to have open even when you're in Mavenlink so you can keep tabs on two different things at once. For example, you can have your Gantt Chart open in Mavenlink and view that projects tasks or the Activity Feed from the Chrome Extension.

How do I access the Chrome Extension?

Go to the Chrome Web Store

Click on the Add To Chromebutton to download to Google Chrome.

An alert will pop up asking you if you want to Add Mavenlink Project Manager - click "Add" and youll see the Mavenlink icon in your Chrome web browser.

To open the Chrome Extension, click on the Mavenlink icon. Note: youwon'tbe able to open the Chrome Extension from the Chrome Extension Web Store.

Available in: Enterprise and Premier + Jira Integration

This feature lets you extend your Jira integration to share additional business-critical information between Jira and Mavenlink, and to override unwanted default mappings.

For each Jira issue, additional fields can be configured to sync from Jira to Mavenlink standard task or custom task fields. This can be configured in the Additional Fields section of the Jira scenario configuration page. Jira API Token-Based Authentication

The syncing of additional fields only goes one direction: from Jira to Mavenlink, even if you are using a two-way scenario. Values that are created or updated in Jira will sync to Mavenlink-designated task fields, but changes to those fields in Mavenlink will not sync back to Jira.

Additional Field Mapping Best Practices

There are several things to keep in mind when setting up additional field syncing:

Jira field names are case sensitive, so be sure to reference the exactname and type from your Jira Settings> Issues> Fields> Custom fields list.

To preserve values with decimals in a Jira Number Field, you must map it to a Mavenlink currency field.

You must map fields of a compatible type:

Jira date fields map to Mavenlink date fields.

Jira integers map to Mavenlink number or text fields.

Jira text fields map to Mavenlink text fields.

Jira single choice fields map to Mavenlink single choice fields. The values must match exactly. If the Jira choice value is not a Mavenlink choice option, the sync event will fail.

If you want to sync to the Priority standard task field, note that is a standard choice field with preset values. The value in the Jira field that you want to sync must exactly match the Mavenlink values: low, normal, high, and critical.

Jira single choice fields may also be mapped to Mavenlink text fields.

If the maximum number of characters accepted in a Mavenlink input field is less than in Jira, the value will be truncated in Mavenlink.

If you map to the Mavenlink taskStart Dateor Due Date fields, be aware that Mavenlink enforces the following business logic: the Due Datemust be set to a value that comes chronologically after the Start Date value, or else an error will occur.

In a two-way scenario, you should not use additional fields to overwrite fields that are part of a standard mapping, as the Mavenlink to Jira part of the sync will likely change the values in an undesirable way. This is because the integration uses the additional field mapping instead of the standard during the Jira to Mavenlink part of the sync. However, it will use the standard mapping during the Mavenlink to Jira part of the sync, therefore overwriting the Jira field in the standard mapping.

Related Articles:

Jira Integration Overview

Jira Integration: Additional Field Syncing

Multiple Jira Account Support

Step-by-Step:

Configuring Additional Fields for Jira

Available in: Enterprise, Premier, Professional, Teams, and Free

The Task Details side panel gives you instant access to task details and information, providing better context and visibility. The side panel consists of several sections that allow you to view and/or edit task information: Details, Activity, Custom, Checklist, Time & Fees, Schedule, Proofs, and Files.

You can expand or collapse each section individually, depending on whether it contains information relevant to your workflow. Mavenlink will remember which sections were expanded or collapsed the next time you open the side panel.

How to Add Time Off

Mavenlink also remembers the section you were inwhen the side panel was closed; this way, you can continue from where you left off when the Task Details side panel is next openedregardless if its accessed from the Dashboard or Analytics. This is useful if you want to quickly compare the same sections for a group of similar tasks.

To access the Task Details side panel, simply click on the title of a task from nearly anywhere in Mavenlink. You can close the side panel by clicking Close ( ) or pressing ESC on the keyboard.

Header

The header is anchored to the top of the side panel and is always visible, displaying key information such as the task type, title, status, and priority. There are navigational breadcrumbs that cross the top of the header, showing the source task and a drop-down menu of related subtasks (if any)this allows you to quickly navigate through a group of tasks.

If you access the Task Details side panel from an area outside of the Task Tracker, the name of the project from which the task originates is displayed at the top of the header; click on the name to go to the project workspace.

Use the tabs just below the Task Details header to quickly jump to the associated section. The numbers in parentheses to the right of some tabs indicate the current count of Activity posts, Checklists, Proofs, and Filesassociated with the task.

Details

In this section, you can write task descriptions, add tags, or classify task participants as followers or assignees, depending on their roles and responsibilities.

DescriptionThis is an optional field used for commenting, planning, or documenting the steps required to take the task from execution to completion. You are allowed 5,000 characters; if the task being described is too large, consider breaking the task into smaller subtasks with clear and actionable steps.

You can use Mavenlink's formatting markdown or the toolbarbelow the Description fieldto add bold, italics, underline, bullet lists, numbered lists, hyperlinks, and emoji to your description. When using markdown,you can Previewhow your formatting will look before saving.

TagsThese are used tohelp identify specific keywords or topics and facilitate searches across projects in Mavenlink using filter options in the global Tasks list. Think of them as hashtags for tasks that help you reference and sort Mavenlink tasks, deliverables, milestones, or issues. For more information, please see our Tasks Overview article.

AssigneesThese are the members assigned to the task, responsible for doing the work, for which you track time and expenses against. An assignee can ask questions or add comments to the taskActivity feed to help ownersor followerskeep track of their progress. For example, if an assignee cannot complete the task, they can either reassign the task back to the owner or add a comment to the task before changing the status to Needs Info.

Each task can have multiple assignees.

Assignees have ability to change the task status at any point.

Mavenlink assignees can be pushed to third party systems.

FollowersThese are individual observers who may want to monitor the progress of a task, but are not responsible fornor do they have an active role inthe completion of the work.Followers on a task will receive task update notification emails, as if they were assigned to it. This is useful when you want to include other task collaborators, but clearly distinguish their responsibilities from that of an assignee.

Each task can have multiple followers.

Task followers receive all of the task updates, activity posts, and file upload notifications (unless that member has disabled the associated email notifications ).

A person cannot be a follower if they are already an assignee on the task.

You can see the tasks youre following by selectingYour Followed Tasksin the Tasks section of the left-hand nav bar or by filtering using theFollowerscolumn in the global Tasks list.

If you're a Proofs user, every time someone provides feedback, replies to feedback, or uploads a proof, an email is automatically sent to the task assignees and followers with a direct link to the proof in your Proofing workspace. Additionally, an entry is posted to the project Activity feed with a link to the proof so that all eligible members can start providing feedback right away.

Activity

TheActivitysection allows you to post up-to-the-minute task updates and upload files directly to the task; this helps project participants know that an attachment is for a specific task. If you upload a file to a private message, only users who have access to that message will be able to view and download the file.

Custom

This section displays all theTask Custom Fields (arranged alphanumerically) previously created by Account Administratorsin Settings > Custom Fields.You are not able to addor deletecustom fields from the Task Details side panel.

Task Custom Fields are viewable only if the field'sRead Permissions are equal to (or greater than) the member's Project-level permissions. For example, a Task Custom Field with Read Permissions set to Time & Expense can be viewed by members with Time & Expense access all the way up to Project Administrator.

Read or WritePermissions are managed byAccount Administrators; all new Custom Fields inTask Setsdefault to being viewableby Contributors andeditable by Project Administrators.

Checklist

With checklists, you can organize, clarify, and keep track of the steps needed to complete a task. You can add multiple checklist items to a task that can be checked off as they are completed.

Step-by-Step: Adding Checklists to Tasks

In the Checklist section,add new checklist items via Add checklist item(

).

Enter the name of your checklist item; to immediately add an additional item to the checklist, press<enter> or <tab>.

Mark an item complete or incomplete by clicking the checkbox to the left of the title. Completed items will appear crossed-out and the date and name of the project participant who completed it will be logged.

Rename a checklist item by clicking on the name and changing the text.

You can reorder a checklist item with a long click and drag using the list's drag handles ().

To delete a checklist item you no longer need, click the Removeicon (

) to the right of the checklist name.

Time & Fees(Premier & Enterprise)

This section allows you to set the task budget, change the billing type and billable utilization target, add or edit billable hours, add time, or view time entries for the task at hand. Progress meters will increase as time is tracked, allowing you to monitor the progress of the task before sending an invoice. This helps you maintain your visibility into invoiced amounts.

Bill asSelect the billing type. If youd like to track budget progress on your fixed fee tasks in real-time, choose Fixed Fee. However, you should only select Fixed Fee when your task has a set price; time can still be logged against a fixed fee task, but is not billed hourly. Select Time & Materials when tasks are billed hourly.

Add TimeThis opens the Time & Expenses tab in the main project with the task title entered in advance; this enables you to quickly track time. For more information, please see our How to Track Time help article.

View Rolled-Up Details / View Task DetailsToggles between the Time & Fees task details and a rolled-up progress meter that displays the budget burn (i.e., billable time multiplied by bill rate against the task budget) for both Fixed Fee and Time & Materials tasks.

View EntriesThis takes you to the Time & Expenses tab of the project with the appropriate task selected.

Scheduling(Premier & Enterprise)

This section makes it easyfor those with Project Financials or higherto set up a task-level resource plan where you can schedule hours for resources on a week-by-week basis; this helps you estimate your resource needs and gives you a better feel for an individual's contributions to a task.

The financial information available in the Scheduling section provides an estimated budget based on your resource plan by calculating how many hours your team will spend on each task. For more information, please see our Planned Budget help article.

In this section, you can:

View a summary of the estimated budget, time, and performance of a task.

See the actual time and billable revenue tracked against a task.

Locate hours and fees scheduled or projected into the future.

Add, edit, or modify scheduled hours or future committed hours.

Assign or remove members from the task.

View the total hours scheduled for all team members assigned to the task.

Upcoming time off is represented by a small, gray triangle in the upper-left corner of a day. The compactly-striped gray bars represent weekends, holidays, or days when a team member has all of their capacity scheduled as time off.

The budget, estimated and actual hours, progress, and performance of tasks calculated using information from the Scheduling section can be referenced from the followingTask Tracker views:

Task Information

Task Progress

Task Finances

Resource Scheduling

Summary

This area provides you witha summary of the task's estimated budget and time, calculated using scheduled hours and actual fees. For more information, please see our Project Completion Estimates help article.

Calculated fromUse the date picker to determine what dates to include in the calculation. Although the default is today's date, it can be adjusted to any date to change the boundary between actual fees and EAC. For example, if today's date is May 14th, it will calculate actual fees through May 14 and use ETC to get EAC for May 15 and after.

BudgetedThe budgeted/estimated hours and fees for this task.

ActualThe actual hours and fees that have been tracked towards this task, including its percentage in relation to what was budgeted.

Not Yet WorkedFuture scheduled hours/fees for your members.

Estimate At Completion (EAC)The total of hours/fees that have already been tracked plusNot Yet Worked (future scheduled hours).

VarianceWhat is budgeted for the task minus the EAC (Estimate at Completion), which determines the performance of this task. If the variance is positive, it means that the task is healthy (i.e., the task is scheduled and/or budgeted correctly). If the variance is negative, it means that the task is scheduled to be completed over the time and budget allotted for this activity. A negative variance may be due to a variety of factors, such as:

More hours have been worked than were budgeted for.

The time required to complete the task was underestimated.

There is an error associated with the time tracked against the task (e.g., time may be incorrectly scheduled or tracked against this task).

Members with mismatched skill levels and titles may be tracking time towards the task, resulting in higher bill rates.

ResourcePlanning

This area displays the total number of Scheduled Hours and Projected Budget for the task, so you can compare the future scheduled hours to the actual time tracked against the task. This gives you an estimate of how many hours the task will take and what the budget should be.

INFO

To suggest a budget (i.e.,Projected Budget), Mavenlink uses the applied bill rate of a resource and multiplies it by the hoursscheduled to complete the task. When you create a resource schedule, the bill rate is locked-in. To update the calculation using an assignee's most recent bill rate, select the Refresh Rate option found in the Actions menu. IfRate Cardsare enabled for your account, the bill rate that is used will be the bill rate effective during or closest to the projected hours. Projected budgets are not shown for non-billable tasks.

The week-by-week, task-level Resource Planningarea will indicate when resources are scheduled at capacity, over capacity, under capacity, available, unavailable, out of range, or have time off. If you want to jump to a specific time, just click the Calendar icon ( ) and select a day, or use the forward ( ) and back ( ) arrows to scroll through dates.

Click + Add Resourceto add a resource from your pool of project participants. This option won't appear if you run out of eligible project participants. Every resource you add from here will also be added as anAssigneein the task Details section (above).

Once you start scheduling hours, the Scheduled Hours and Projected Budgetfor your task will update based on your changes. Scheduling task hourshelps you to estimate when and for how long youll need certain resources. You'll want to start by either building your resource plan in the project Task Tracker or by applying a template to a project and mapping resource placeholders to your project resources. Scheduled hours for your resources can be pre-populated if created from Resource Estimates in Templates.

Use theActions() menu to select one of the following resource-specific options:

Clear All Scheduled HoursRemoves all of the resource's scheduled time for this task, including hours scheduled in the past.

Clear Only Future Scheduled HoursRemove all of the resource's future scheduled time for this task.Once your project is in motion, you may find that some resources are completing tasks ahead of schedule. When this happens, youll want to use this option so that resources can be freed up and utilized for other projects.

Refresh RateUpdates the calculation to use the current rate for a particular assignee.

UnassignRemoves the resource as a taskAssignee. In turn, it also removes all of their scheduled time for this task.

Total Scheduled Time ()Clicking on this icon causes a row to appear below the resource row which totals their scheduled hours (including time off) across all projects and task assignments for the week. To see where a member's capacity is being allocated, click on a daily hour tally in the row.

Resource Shaping()Use this tool to turn estimated hours into scheduled hours and build a resource schedule based on availability and work capacity.For more about distributing scheduled hours over the duration of a task, please see our Resource Shaping Tool article.

Align scheduled time ()This option only appears if you have the Sync Resource Schedules With Project Dates setting enabled in General Settings. This is used to realign Scheduled Hours for team members if they get out of sync with the task Start Date.

IfSync Resource Schedules with Project Dates is enabled, your resource'sScheduled Hoursare automatically adjusted when task dates are changed in the Local Gantt chart. However, if you shift task dates in the Task Tracker or theTask Details side panel, you'll need to manually realign the team member'sScheduled Hoursby clicking Align Scheduled Time.

Realignment of scheduled time (in the Task Details side panel) can only occur if the following conditions are met:

The status of the task must be Not Started.

The task being shifted has no current time entries (i.e., noLogged Time).

The task must have the same Duration (e.g., 14 days) before and after the shift. Note thatDuration, or the total number of days a resource is expected to work on a project, may not start on the same day as the project'sStart Date.

Note: Upon completion, the member who realigned the scheduled time will receive an email notification that the update was successful (if all conditions were met) or has failed.

Proofs

Mavenlink's proofing feature makes collaboration easier, allowing project participants to provide feedback directly on files uploaded to Mavenlink. This saves time during the review, feedback sharing, and approval process and eliminates the need for external tools or keep track of files or conversations over email.

This section allows you to create a proof by uploading files (JPEF, PNG, and PDF) from your computer or dragging and dropping your source files into the drop zone. To learn more about the benefits of Mavenlink's online proofing solution, please see our Mavenlink Asset Proofing article.

Files

This section displays all the files uploaded to the task via the Activitysection, when they were uploaded, who uploaded them, the file size, and an icon that represents the file type. You are allowed to view, download, and delete them.

Related Articles:

Time Off Overview

Step-by-Step:

Overview

Custom fields give you the ability to add additional value fields to projects, tasks, and members. Use them to keep better track of client or project codes, contact information, employee IDs, target ROIs, or any other relevant data that might get lost in an email chain. They can also help you adapt Mavenlink to your business processes and workflows.

You can create Custom Fields at the Project, Task, User, and Project Group level. They are searchable from your Project List and can be used to sync Mavenlink with other third-party applications like Slack, QuickBooks, and Jira.

How Custom Fields are Arranged

Custom Fields are arrangedinto predefined sets that correspond to Project, Task, User, andProject Group in Mavenlink. They act as repositories for your custom fields. Resource Management Access

Project SetsUse to add information, such as a project number, target ROI, or client code, to a Project. You can view and edit the information from the Project Pulse side panel. They are searchable in the Projects List and can be made available in projectEstimates.

Task SetsUse to add information to Tasks, such as work location or a category code. You can view and edit the information from the Task Details side panel, and search them from Tasks, or within a Projects Task Tracker.

User SetsUse to add information about members, such as an employee ID, employee location, former name, or whether they are full(-)or part-time. You can view and edit the information in the User Details side panel as well as the Account Members Details side panel. These fields can be made available to the Resource Request side panel to help better match resource supply with demand.

Project Group SetsUse to add information to Project Groups, such as a project owner, the date the group was created, or any other relevant information. You can view and edit the information from the Groups tab within a Project.

Field Types You can Add to Sets

TextCreates an open text field that you can use to enter information such as email addresses, statuses, alphanumeric codes, and other text-based information. See the INFO box for details on theUnique Value Requiredcheckbox.

DateCreates a date picker, which can be useful to keep track of internal deadlines.

CurrencyCreates an open currency field; use it to include things like a target ROI, or the maximum budget for a project.

NumberCreates an open numerical field. It is useful for things like internal client or project codes.

ChoiceCreates a drop-down menu from which to make selections. This is useful if you need to select a location, update project status completion, or if you need to specify whether an employee is full-time, part-time, or a contractor.

INFO

The Unique Value Required box is available for the TextandNumber field types. It tells Mavenlink that any value entered for that field must be unique. For example, if you create aText field for project number, check the box, and enter an alphanumeric code in that field on a project, you won't be able to reuse that alphanumeric code in that field in another project. We recommend that you include the word unique in the name so you can know at a glance.

Who Can See Custom Fields?

Custom Fields are viewable only if the field's Read Permissions are equal to (or greater than) the member's Account-level permission. For example, aText field with Read Permissions set to Reports Viewer can be viewed by members with Reports Viewer access up to Account Administrator.

Read and Write Permissions are managed by Account Administrators.

Creating Custom Fields

Step-by-Step

Go to Settings > Custom Fields.

Click theAdd Custom Field Setbutton.

Select either a Project, Task, User, or Project Groupfor your set, give it a clear, meaningful name, and click Add.

The name of the set appears under the selected type.If you need to change the name of a set once you've created it, select the pen icon (" ") and change the name accordingly. To remove a set, click the trash icon ("

").

To add custom fields to the set, click itsname.

Then click theAdd Custom Fieldbutton.

Select the field type, give it a clear, meaningful name, set the appropriate Read and Write permissions, and click Add. Do this for all the fields you want to add to the set.

Remember that if you are adding custom fields toProject Sets,you can make them available in project Estimates.

If youre creating User Custom Fields you can make these fields available for Resources by checking the box.

Note:When theAvailable to Resourcesbox is checked, User Custom Fields do not follow standard User Custom Fieldread/writepermissions but are instead dependent on the Edit Resources section of set in Access Groupsthat control how resources are managed inMaster Planning. In other words, if a member has the ability to view and/or edit the resource, they can view/edit information for the custom fields.

Available in: Enterprise and Premier

NOTE

As of June 6th, 2019, to use a Role on a Project, each role must be assigned a rate on the Rate Card. If you used rate cards before this update, you need to set a rate for each role. If you use the default rate, enter that rate for each role.

Overview

Once you publish your Account Rate Card, you can take advantage of the versatility of Rate Cards. Whether you offer new clients a discount, adjust your rates on July 1 each year, or are expanding your client base into government contracts or a new business line, you can customize and scale Rate Cardsto meet your business needs.

Each new card can have a unique title, a different default rate, and an effective date. You can add any currency from your Account Rate Card to a new card, add any Role from your account, and set up different versions based on your business needs. Publishing a Rate Card makes it active on the specified effective date. There is no limit to the number ofrate cards you can create.

Changing from Individual Bill Rates to Rate Cards

You can also perform the following actions with Rate Cards:

Clone Rate CardCreates a copy of the selected version of the card with a new draft, so youdon'thave to create one from scratch. You can rename it, add or remove roles and currencies, change the effective date, and create new versions. Note that changes made to a cloned card do not apply to any Projects that are using the originalRate Card.

New VersionCreates a copy of the card so you can make changes that will apply to the project or projects when the version becomes current. This is useful if, for example, a role needs to be added part way through an existing project, or an employee receives a raise.

Default RateLets you bill clients for time tracked on projects that have roles without rates on the rate card. It acts as a backup in case a user is added to a Project without a designated billing role from theRate Card.The Default Rate also acts as a backup in case a user without a designated bill role is added to a Project. These users will be highlighted in Rates & Roles page on theProject.

ActionsThere are two actions when a Rate Card is attached to a Project or an Estimate: deleting a role "

", and downloading "

" a Role. Deleting a Role removes it from the card while downloading it lets you see where its used across the account. If you want to free up the Role, you need to remove it from any users on projects, unnamed resources on projects or any estimate workbooks.

Step-by-Step

How to Create a Custom Rate Card

From theRate Card page, click the New Card button.

Give the card a clear, meaningful name. For example, if you provide a discount to new clients, you can name it as such.

By default, the Effective Date is the current date. You can select any date in the future you want theRate Card to take effect. Keep in mind that noRate Card can have the sameEffective Date.

Use the Add Currency button to add any currency included on your Account Rate Card, if necessary. Remember to calculate the currency conversion and enter it manually.

You can enter a default rate, as well as add Roles and give them individual rates across currencies. If you decide to only use a default rate, remember to add it to eachRoleso theycan be selected for the Project.

When ready, click Publish. Depending on the Effective Date you set, the card will appear in your Version list as current or upcoming.

To make changes, such as add another role or currency, you can either clone or create a new version of the Rate Card. You can also start from scratch.

Related Articles

Rate Cards Overview

Custom Rate Cards

Available in: Enterprise, Premier, Professional, Teams, and Free

To access the Account Members Details side panel, hover over Settingson the left-side nav bar and select Members.Next, click on a persons name from the ActiveMember list to open the Account Members Detailsside panel.

Insights Access Groups

Details

The Details section of theAccount Members Details side panelis where you provide email and role information about the user.

Email AddressProvide the members email address; it can be editedhereby an Account Administratoror by the member from the Email Settings page.

Account RoleAssign the member's defaultAccount Role. For more information, please see our Account Role help article.

Financial

The Financial section allows you to set or edit thedefault currencyCost Rate(s),Bill Rate, andBillable Utilization Targetfor each of your team members.

Bill RateThisis what you charge your client. TheBill Ratewill always matchyour account's Currency Default, but you have the option to enable Rate Cards which allow you to set bill rates for multiple currenciesbased on role. Whenyour account is Rate Card-enabled, the Bill Rate field doesnot appear.

Billable Utilization TargetThis is the percent of possiblehours that are billable.This field automatically converts negative numbers to positive and does not allow percentages over 100.

Add Future Billable Utilization TargetWhen new employees need time to ramp up, you can set future billable utilization targets in advance. Future targets automatically update the members current utilization target, so youwon'tneed to update them on a continuous basis.

You can add targets between 0% and 100% that go into effect onfuturedates. Since this table contains onlyfuture billable utilization targets, current and past dates will not be accepted.

A future billable utilization target will go into effect on midnight of the date selected (based on the Time Zone set in the Profile of the member). At this point, the future billable utilization target will disappear from the table and replace the member'scurrent billable utilization.

Although they are removed from the table, all utilization targets are stored as part of the users work week. This way, you can use Mavenlinks reporting capabilities to get accurate insights on how a members billable utilization has changed over time.

Future billable utilization targets are also reflected in the Time andUtilization Tracking section of a user's dashboard, if enabled.

Warn user when submitting fewer hours than weekly targetThis option allows you to notify a member when they submit less hours than indicated bytheir schedule.

Require location when logging timeWhen enabled, this member is required to select a location when tracking time in Mavenlink. Note: This option will appear disabled ifRequire Time Entries to be Tracked Against a Locationis enabled in the General tab of Time & Expense Settings.

Cost Rate Table

Every member shouldhave a cost rate that matches the account'sCurrency Default. However, theCost Rate tableallows you can set multiple cost rate currencies for each user.

When you change the member's cost rate, all projects using that currency cost rate will be updated; cost rates that have been overridden inthe project's Rates & Roleswill not be updated.

Updating the cost rate will only affect newly-created time entries and/or resource allocations ; it does not affect those that previously exist.

When viewing existing rows in theCost Rate table:

TheCost Rate column reflects the member's cost rate for the selectedcurrency type.

The Status column shows In Usewhen themember is participating in aproject using this cost rate.The cost rate will appear In Use even if the member has logged no time entries or expenses; it will also appearIn Use if the member'scost rate has been overridden inthe project'sRates & Roles.

TheDate Added columnshows the month, day, and year that the currency cost ratewas added.

For more information, please see our Member Cost Rates help article.

Permissions

In Mavenlink, Account-level permissions determine the overall privileges that are granted to members. Each project participant also has individual permissions that can be configured at the Project level. You can adjust the default project permissions that members have, based on their Account-level Permissions, when they enter a project.

Default to View OnlyCheck this box if you'd like this memberto enter projects withView Only access by default. If this setting is enabled for an individual member, any Project Access configured on the Project Permissions Default page will be overridden.

Resource Request ApproverCheck this box if you want to give this member the ability to approve resource requests. The member must have Report Viewer account permissions (or higher) and theResource Requestssetting must be enabled on the account.

Access GroupsUse this field to assign the member to one or more access group. When you click in theAccess Groupsfield,a drop-down menu will appear, populated with a list of access groups. To narrow your search, start typing all or part of an access group name. Select the one you want to assign to the member.Access groups give you more granular control over Mavenlink by allowing or restricting certain access and activities. Click here for more information on access groups.

For more information, see our Account Permissions or Project Permissions help articles.

Custom Fields

This section displays all theUser Custom Fields (arranged alphanumerically) previously created by Account Administratorsin Settings > Custom Fields.You are not able to addor deletecustom fields from the Account Members Details side panel.

AllUser Sets in theCustom Fieldssection of the Account Members Details side panelareviewable and editable by Account Administrators only.

Organizations

Select the department(s) and region(s) you would like this member to access. They can access everyDepartment orGeography going up the hierarchy from their current selection, but can not see across or down unless the checkbox for that department or has been specifically selected. This way, you can easily create projects that only your department(s) can see, preventing information overload for those whodon'twantor needto see everything.

For more information, see our Apply an Organization to Account Members help article.

Manager / Managee

The Organizations section is also home to the Manager / Managee section. Keep in mind that managers must have Reports Viewer, Reports Viewer with Cost, or Account Administrator permissions because they have access to Mavenlinks Analytics Reports to track the progress and performance of their direct reports.

An Account Administrator can give a Manager the ability to approve time by checking the Manager Approves Time box.With this option enabled, whenever a managee submits time, their manager is automatically invited into the project, will be notified, and can review and approve it.

An Account Administrator can give a Manager the ability to edit user skills by checking the Manager Edits User Skills box.Once designated, a Manager can add and remove skills from the user and adjust proficiency levels where available.An individual manager can have up to 200 managees, but a member can not be assigned to more than one manager. Therefore, anAccount Member withReports Viewer (or higher) permissions will see the following graphic if every potential managee has already been assigned to a manager.

For more information, see our Designate Time Approvals help article.

Schedule

Time Tracking Limits

If you require time approvals for timesheets, you can determine whether members are able to submit time that is less than, greater than, or equal to their total workweek hours.This setting is particularly useful if you need to adhere to local laws, working time regulations, or employee contract requirements.

No requirement(default)There are no restrictions when submitting time for approval.

Can not submit lessAllows the member to only submit time that exactly matches or is more than their total workweek hours as defined in theirWorkweeks table(below).

Can not submit moreAllows the member to only submit time that exactly matches or is less than their total workweek hours as defined in theirWorkweeks table (below).

Must submit exactMember must exactly match their total workweek hours as defined in theirWorkweeks table (below).

After setting a member's time tracking limit, if they try to submit more (or less) time than is permitted, an error message appears and alerts the member that a problem has occurred.

Note:You can set time limits for multiple members using the Mavenlink API.

Workweeks

The Workweeks section allows you to see this member's Account Default and In Use schedule. You can also create a Custom workweek. For more information on how to create custom workweeks, please see our Custom Workweeks Overview help article.

Holiday Calendars

Use Holiday Calendarsto define the days your account members are unavailable for work due to company holidaysincluding any that are distinct to your region or organization. See our Holiday Calendars help article for more information.

Skills

TheSkills section shows user skills arranged by proficiency level from highest to lowest; only members with Reports Viewer, Reports Viewer with Cost, or Account Administrator permissions have access to this section.Previously created skills can be added or removed and proficiency levels adjustedby Account Administrators or Managers (if granted permissionsee the Organizations section above) by clickingEdit Skills.

Note: You are not able to create new skills or edit existing skills from the Account Member Details side panel. Only skills previously created by an Account Administratorin Settings > Skills will appear in the Search and Adda Skill fields.

Insights Access Group

Use the Insights Access Groupsection to set this members Access Group. An account member can only belong to one Access Group at a time.

SearchYou can search for a specific access groupin theInsights Access Grouptable; this is a reductive search that narrows what groups you currently have available to choose from.

Set Insights Access GroupThis is a predictive text field that will start offering suggestions based on words in the access group name and/or the first letters typed.

Can EditBy default, this box is only checked forAccount Administrators. If youdon'twant this member to haveEditaccess from theInsightsdashboard toolbar, clear the check box.

WARNING

WhenCan Editis enabled, this member can create dashboard reports containingallyour account datawhich may be a serious security risk.To make certain that a member canonlysee data that applies to them, do not check this box.

Remove Access GroupTheRemove Access Group() button removes the member's assigned Access Group, it does not permanently delete the group from your account.

For more information, please see thearticles.

Overview

The type of resource planning information that appears in the Resource List or on the Allocations Timeline including how it's displayedis configurable using the Master PlanningDisplay Preferences. These preferences are accessible from theActions ( ) menu located to the right of the calendar controls.

Approve or Reject a Resource Request

Hours View Preference

This section gives you three different options for viewing the timeline:

Allocated Hours (default)

When grouped by Team Member, you can see an overview of workloads and availability. Each bar is a visual representation of how your resources are allocated over a selected period of time.You'll be able to see the percentage of time and number of hours allocated to each resource, including those which are overallocated. Stripes indicate that the team member has a soft allocation during this timeframe. The shading of each bar gets darker as the total allocated time for the resource increases.

When grouped by Project, the time allocated to each resource is displayed. At a glance, youll be able to see workloads and availability across multiple projects, as well as an up-to-date Estimate at Completion (EAC).

Compare Scheduled vs. Allocated

When grouped by Team Member, youll see the allocated hours for each team member, along with their scheduled hours just below that, giving you the ability to instantly see how your project schedule aligns with your allocated hours. When a members scheduled hours are more than their allocated hours across all projects for the selected period of time, the bar will turn red.

When grouped by Project, the total scheduled hours for each project, for the selected period of time, are displayed beneath the project summary bar. Click the arrow to the left of the project name to expand it. Youll see the allocated hours for all team members and unnamed resources that have been assigned to the project.

Scheduled Hours

When grouped by Team Member, youll see the number of hours each team member is scheduled to work for the selected period of time. The shading indicates how many scheduled hours the individual has compared to their capacity; light blue indicates that scheduled hours are below capacity, blue indicates that scheduled hours are at capacity, and red means scheduled hours are over capacity.

When grouped by Project, the timeline displays the number of resource hours scheduled for each project. Click the arrow to the left of the project name to expand it. Youll see the scheduled hours for all team members and unnamed resources that have been assigned to the project.

Team Member View

This display preference is only available when you are in theTeam Member view.The setting is persistent, meaning that Mavenlink will remember your selection the next time you refresh or revisit the page.

Show Unnamed Resource by RoleDisable this preference if youdon'twant unnamed resources to appear at the top of the Resource List in Master Planning when grouped by Team Member.

Project View

These display preferences are only available when you are in theProject view. These settings are persistent, meaning that Mavenlink will remember your selections the next time you refresh or revisit the page.

Calculate Estimate at Completion (EAC) UsingThis preference allows you to determine how EAC is calculated and displayed in the allocations timeline. You have the following options:

Named Resource Hard AllocationsIncludes named resources with hard allocations in the EAC calculation. This option cannot be de-selected.

Named Resource Soft AllocationsIf checked, named resources with soft allocations are included in the EAC calculation.

Unnamed Resource Soft AllocationsIf checked, unnamed resources (which can only havesoftallocations) are included in the EAC calculation.

Note: All of the above options are enabled by default, meaning EAC is calculated based on all allocations (named and unnamed, soft and hard). For more information on how EAC and ETC are calculated, please see the Project Completion Estimates article.

Related Articles:

Master Planning Overview

Master Planning: Resource List Overview

Master Planning: Allocations Timeline Overview

Master Planning Filters

Master Planning Display Preferences

Master Planning: Show and Hide Resources

Step-by-Step:

Add a Resource to a Project

Edit a Resource

Change a Resource to Named or Unnamed

Delete a Resource

Add an Allocation to a Resource

Edit an Allocation

Change an Allocation to Soft or Hard

Delete an Allocation

Shift Allocations

Submit a Resource Request

Available in: Enterprise and Premier

NOTE

In order to submit or reject requests,Resource Requestsmust first be enabled in the Resource Management Settings.

Overview

The Resource side panel in Master Planning allows you to define and fill resource needs by Role, Skills, and Custom Fields. You can also communicate directly with Members you want to fill an opening using private posts in the Activity Feed.

How to Enable Access Groups

One of the challenges in staffing a project is the ability to see all your requests in one place. Whether you are making requests or approving them, you want to know where they are in the pipeline; which have been filled and which are still pendingthat way, you know where the bottlenecks are so you can resolve them.

With Resource Requests enabled through Settings > Resource Management, you can tackle this challenge by creating a more efficient, repeatable staffing process inside your organization so you can deliver work faster than ever before.

To access the Resource side panel, go to Planning > Master Planning, and sort either by Team Member or Project. Select the unnamed resource to open the side panel.

It consists of the following tabs: Details, Approver (which only appears when the Resource Requests functionality is enabled), Activity, Skills, and Custom Fields.

You can expand or collapse each section individually, depending on whether it contains information relevant to your workflow.

You can close the side panel by clicking Close ( ) or pressing ESC on the keyboard.

Mavenlink remembers both the section you were in and what information you have entered, so if you close the side panel, you can continue from where you left off when the next time you open the Resource Request side panel. Resource Side Panel Header

The Resource side panel header is anchored to the top and is always visible, displaying key information such as the name of the Project, Resource Label, Role, number of hours allocated, and the start and end dates.

When Resource Requests are enabled, a status bar appears at the top so you know where a request is at a glance (e.g., Draft, Submitted, Approved).

WithResource Requestsenabled, clicking theRequest History (" ") icon lets you see the timeline of a resource request from submission to approval or rejection, and details such as Skills, Custom Fields,andAllocations.

Use the Copy URL(" ") icon to copy a shareable link to the resource request to the clipboard.

Use the tabs just below the Resource side panel header to quickly jump to the associated section.

Details

If Resource Requests are not enabled and you are a Report Viewer with Cost or above, then the Details tab is visible and lets you fill resources normally.

If Resource Requests are enabled and you are an Approver, the Details tab is visible and is where you assign a member to fill a request. As an Approver, you can directly allocate a Resource instead of making a request.

If you made the request and its been approved, the Details tab replaces the Approver tab, and includes the name of the person selected to fill the Role along with a link to view their profile.

Approver

If Resource Requests are enabled, then each request requires an Approver. This is where youll find a drop-down list of all the Members who have the ability to accept or reject requests. You can scroll through the list, or search by name. Activity

The Activity section serves two functions: it lets you send private messages to anyone with Financials permissions or above on the project or to any Report Viewer or above on the account, and it acts as a record of who has submitted, cancelled, approved, or rejected requests.

Recipients of private messages also receive an email notification.

Skills

The Skills section lets you add Skills listed in Settings > Skills, and select a desired level if allowed, to help the Approver more accurately fulfill the request.

Custom Fields

This section displays all the User Custom Fields (arranged alphanumerically) previously created by Account Administrators in Settings > Custom Fields that have been made available to Resources. Account Administrators can change what fields appear for resources inSettings >Custom Fields.

Remember that fields made available to Resources do not follow standard User Custom Field permissions but are instead dependent on the permissions in Master Planning. In other words, if you can view the resource, you can view all the custom fields. If you can edit the resource, then you can edit the custom fields.

TIP

Note that if Access Groups are enabled, you can mange who can submit resource requests through the Resource Management Access access group set.

Related Articles:

What are Access Groups?

Resource Management Settings

Resource Side Panel Overview

Step-by-Step:

Configuring Resource Custom Fields

Enabling Resource Requests and Defining Approvers

Submit a Resource Request

Approve or Reject a Resource Request

Available in: Enterprise and Premier

Overview

With Mavenlinks time approval functionality, members with Project Lead account permissions (or higher) can access the Time Approvals page where they can view and manage time for all projects in which they have Financials permissions (or higher).

The Time Approvals page allows you to view Submitted, Unsubmitted, and Rejected time entries from tabs with the corresponding names. Depending on the state of the submission, you can view the timesheet, private message a user who submitted time, and either approve or reject the time entry. You can also directly message those who still needs to submit time, reminding them to do so.

If you have Report Viewer account permissions (or higher)or have been designated as a Time Approver for an individualmember or projectyoull see the Your Approvals check box. You can select this checkbox to only see the time that youre responsible for approving; otherwise, deselect it to review and take action on all submissions.

Members that do not have account permission of Report Viewer(or higher) will only be able to approve time in the project's Activity Feed. Expense Approvals Step-by-Step

How to Approve Submitted Time Entries

Hover over Time & Expense on the left-hand nav bar and select Time Approvals.

On the Time Approvals page, you will be able to view time that has been submitted for all projects in which you have Financials permissions (or higher).

There are several options for searching and filtering time entries:

Select the Only Pending checkbox to see submissions awaiting approval.

If you have Report Viewer (or higher) account permissions, you can select the Your Approvals checkbox to show only time entries that you are responsible for approving.

Use the Group By drop-down menu to select whether you want to view time submissions by Personnel or Project.

Click the forward ( ) and back ( ) arrows, or click the Calendar ( ) icon to view past and future time. You can return to the current week by clicking theToday button.

Use the Search field to look for a particular member or project and filter by group name (depending on how the time entries are grouped via the Group By menu).

You can further filter by department and geographyby clicking theSelect a Filter drop-down menu and selecting Filter by Organizations.

Select the corresponding tabs to view Submitted, Unsubmitted, and Rejected time entries.

You can send a private message ( ) to the member who submitted time, view the timesheet ( ), and either approve ( ) or reject ( ) the time entry using the associated buttons to the right of a pending time entry.

TIP:When you group Time Approvals by Project, you can send private messages to users who have not submitted time by clicking the Message ( ) icon in the Actions column of the Unsubmitted tab.

If you have more than one time entry, you can quickly approve them all at once by clicking the Approve all on this page button.

Submitted time will also appear in the project Activity Feed and can be approved or rejected from there.If you would like to see the original time entry from the Activity Feed, simply follow the blue timesheet hyperlink.

Step-by-Step

How to Edit or Delete an Approved Time Entry

Once time is approved, it is considered locked and ready to add to an invoice. If you need to edit or delete an approved timesheet, you can reject it to make it editable again. There are two ways to reject approved time entries:

Group theTime Approvals pageby Project, and click on the project that contains the time entry you're rejecting. Find the time entry and click the Reject Approved Timesheet ( ) icon in the Actions column.

Hover over the top-right of the notification in the project Activity Feed and click Reject this approved timesheet when it appears.

After the timesheet is rejected, it can be deleted, edited, or resubmitted.

NOTE

Account Administrators have the ability to review time for projects for whichthey'renot participating as long as the Project Access section in General Settings has been properly configured. An Account Administrator is automatically added to the project after they review time for it.

Related Articles:

Designate Time Approvals

Available in: Enterprise and Premier

Whether youre tracking time and expenses or approving them, Mavenlink makes it easy to stay on top of things. Your team's time, expenses, and invoices are linked to the tasks and projects they impact, helping you better manage your budget and ensure that your business is profitable.

Here are some ways that Mavenlinks time and expense capabilities can help simplify your workflow:

Quickly track time fromanywherein Mavenlink.

Track billable and non-billable time and expenses at the project or task level.

Add time and expenses directly to the project from which youre working.

Set member limits for time tracking and submission.

Review and approve all time entries from a single location.

Analyze time and expenses across your organization.

An Account Administrator can require approval for time and expenses on all new projects in Mavenlink via the Time & Expense Settings page. You can also require that time entries be tracked against a specific task, deliverable, milestone, or issue. These account-level defaults can be overridden on a project-by-project basis in the Project Settings.

After submitting a Timesheet or Expense Report for a project that requires approval, both the user who submitted it and all project participants with Financials permissions (or higher) can see it in the projects Activity Feed. These can be approved or rejected by a participant on the Provider-side of the project with Financials permissions or higher. Once a time or expense has been rejected or approved, the user who submitted it will receive notification both via email and in the projects Activity Feed. How to Enter Time in Timesheets Ideally, all project participants should complete their timesheets on a weekly basis. After theyve been approved, all time and expense entries are locked and can be added to an invoice or sent to QuickBooks at your convenience.

Related Articles:

Time & Expense Overview

How to Track Time

Time & Expense Settings

Time Entry Form & Timer

Time Approvals

Expense Approvals

Designate Time Approvals

Step-by-Step:

How to Enter Time From a Project

Available in: Enterprise and Premier

Overview

Master Planninghas several available filtering options, depending on whetheryou'vegrouped by Team Member or Project.This way, you only see information and resources relevant to the projects for which you're interested. Approve or Reject a Resource Request

Filters When Grouped by Team Member

When you group Master Planning by Team Member, these filters are available in the secondary toolbar:

DepartmentLimits team members in the Resources List to a selected organizational department. This filter only appears for accounts that have Organizations enabled; please see our Organizations Overview article for more information.

GeographyLimits team members in the Resources Listto a selected geographical region. This filter only appears for accounts that haveOrganizations enabled; please see our Organizations Overview article for more information.

Availability by DateUse this filter to find resources available for a specified number of hours per week, and/or between a selected start and end date. You can also choose toInclude Soft Allocations, which count both soft and hard allocations against a team member's availability. If this option is unchecked, only hard allocations are shown.

ResourcesThis filter limits team members in the Resources Listto those who are overallocated or have any soft allocations. If Resource Requests are enabled and you are an Approver, this filter lets you quickly find submitted requests.

ManagerThisfilterwill show team members that have been assigned to the selected manager. Managers are assigned in the Organizationssection of the User Details side panel.

Custom FieldsWhen Master Planning is grouped by Team Member view, User Custom Fields appear in the Custom Fields filter.

Keep in mind that the User Custom Fields that appear in the Custom Fields Filter drop-down are viewable only if the field's Read Permissions are equal to (or greater than) the member's Account-level permission. For example, a User Custom Field with Read Permissions set to Reports Viewer can be viewed by members with Reports Viewer access all the way up to Account Administrator. The following field types are available for filtering:

Choice (single and multiple selections)

Date (between a specific date range)

Number (between two specific numbers)

Note: Custom Text field types are often used for unstructured data and are not currently supported in the Custom Fields Filter drop-down. To maintain data integrity, it is recommended that you use structured Custom Field types, such as Choice fields, to store custom field values you want to be consistent across Users.

After selecting from one of the available field types, choose your desired custom field options. Click Apply to limit the Resources List to members based on the selected custom field criteria. You can filter by multiple Custom Field values at one time.

Each time you select a new Custom Field to filter, you can see how many are applied on the right. If necessary, you can Clear only the custom field filters without removing any other filters in Master Planning.

These filters are available at the top of the Resources Listwhen Master Planning is grouped by Team Member.

Team MemberLimits the resources in the Resources List to selected team members.

RoleLimits resources in the Resources List to unnamed resources and team members with selected roles.

SkillsUse this filter if you're looking for a resource with a specific skill set. You can further refine this filter to only show specific levels for each skill (e.g. 1 to 5). Note: When searching for multiple skills, select All to find team members that have every skill youre looking for andAny to find those that match one or more.

Filters When Grouped by Project

When you group Master Planning by Project, these filters are available in the secondary toolbar:

DepartmentLimits the projects that appear in the Resources Listto a selected organizational department. This filter only appears for accounts that have Organizations enabled; please see our Organizations Overview article for more information.

GeographyLimits the projects that appear in the Resources Listto a selected geographical region. This filter only appears for accounts with Organizations enabled; please see our Organizations Overview article for more information.

GroupLimits the Resources Listto projects that have been assigned to specific groups.

Provider LeadLimits the Resources List to projects with selected project provider team leads.

ResourcesLimits the Resources Listto projects with named resources that have soft allocations or projects with unnamed resources. Selecting both options will show all projects that have eitherof these criteria.

Project StatusLimits the Resources Listto projects based on their status. Click the colored dots to jump to the statuses associated with the selected color.

Project ColorLimits the Resources List to projects based on their color. Selecting multiple options will show all projects that have been assigned the associated colors.

Custom FieldsWhen Master Planning is grouped by Project view, Project Custom Fields appear in the Custom Fields filter.

Keep in mind that the ProjectCustom Fields that appear in the Custom Fields Filter drop-down are viewable only if the field's Read Permissions are equal to (or greater than) the member's Project-level permission. For example, aProjectCustom Field with Read Permissions set to Project Time & Expense can be viewed by members with Project Time & Expenseaccess all the way up to Project Administrator. The following field types are available for filtering:

Choice (single and multiple selections)

Date (between a specific date range)

Number (between two specific numbers)

Note: Custom Text field types are often used for unstructured data and are not currently supported in the Custom Fields Filter drop-down. To maintain data integrity, it is recommended that you use structured Custom Field types, such as Choice fields, to store custom field values you want to be consistent across Projects.

After selecting from one of the available field types, choose your desired custom field options. Click Apply to limit the Resources List to projects based on the selected custom field criteria. You can filter by multiple Custom Field values at one time.

Each time you select a new Custom Field to filter, you can see how many are applied on the right. If necessary, you can Clear only the custom field filters without removing any other filters in Master Planning.When you group Master Planning by Project, the Project filter is available at the top of the Resources List, allowing you to filter by specific projects.

Step-by-Step

How to Use Filters in Master Planning

Click the down arrow to the right of each filter to expand or collapse the filter options.

In the Search field at the top of each filter panel, start typing the first few letters of the project/member name, role, skillset, group, provider lead, or project status; all results matching your query will appear below.

Check or uncheck the boxes depending on the projects or resources you want to filter by; click Deselect All to clear all currently selected filters.

When you are finished settings options in the filter panel, click Apply youll notice that the filter icon will turn from an outline ( ) to solid ( ), indicating that the filter is active.

You may clear a filter at any time by clicking the Remove icon ( ) that appears to the right of the filter name.

Rows and Pages

You can set Master Planning so that you're viewing either 10, 25, 50, or 100 rows at once. Just select your preference from the bottom-right of the page; changes are automatically saved. This can be set separately for the grouped-by Team Member and grouped-by Project views.

Rows that exceed your selected number are added to subsequent pages. You can scroll through these from the bottom-center of the page.

Related Articles:

Master Planning Overview

Master Planning: Resource List Overview

Master Planning: Allocations Timeline Overview

Master Planning Filters

Master Planning Display Preferences

Master Planning: Show and Hide Resources

Step-by-Step:

Add a Resource to a Project

Edit a Resource

Change a Resource to Named or Unnamed

Delete a Resource

Add an Allocation to a Resource

Edit an Allocation

Change an Allocation to Soft or Hard

Delete an Allocation

Shift Allocations

Submit a Resource Request