06. activeCollab Timer Guide
Installation
activeCollab Timer can be used on Microsoft Windows (XP and later) and Mac OS X (10.5 and later).
Installation of the activeCollab Timer is quick and easy. Please take a look at the following instructions for your operating system:
- for Microsoft Windows: once you've downloaded and unpacked the installation package from the activeCollab website, simply double-click the Installer to start it and follow the instructions on your screen. After a few clicks of the Next button your activeCollab Timer will be installed!
- for Mac OS X: after you have downloaded the installation package from the activeCollab website and unpacked it, open the activeCollab Timer folder, where you will see the activeCollab Timer icon. Simply drag this icon to the Application folder and activeCollab Timer will be installed.
Creating an Account
When the application is started for the first time the initial window will appear. From here you can create an account which will be used to make a connection between the activeCollab Timer and your activeCollab system.
To create an account, simply fill out the following fields:
- Account Name - choose the name that you wish. This is not relevant to the connection with activeCollab, so you can pick any name. It’s purpose is just to allow you to differentiate between any different accounts that you may have.
- API URL - this can be found on your activeCollab profile page under the API Settings tab. Just paste it here.
- API Key - available from the same page as your API URL. The whole chain needs to be copied here so it can be connected with your activeCollab Timer account.
Now click the Save button and your account will be ready.
Please note that API Key will be reset each time you change your activeCollab password. If you change your password, don’t forget to get your new API Key and update it in your activeCollab Timer as well. Otherwise you will not be able to submit time to your activeCollab or make a connection between the applications.
Connection and Refresh
Once you have added all your information to activeCollab Timer and clicked Save, it will make a connection with activeCollab on your server.
After a connection is established, the activeCollab Timer will start, what is known as the refresh process immediately. During this process it will download all the projects you’re involved with. This process may take a while, so please be patient.
activeCollab Timer will also refresh to update the database of all your active projects every seven days. This is a default setting but one that can be changed in the .INI file of your activeCollab Timer.
Working with Multiple Accounts
If you wish to use the activeCollab Timer with multiple activeCollab installations, you can do so by adding another account to your activeCollab Timer program.
You do this by selecting the Account option in the menu bar and then choosing the New Account option. Fill out all the relevant details in the new window that appears and then connect your activeCollab Timer which will link it to your new activeCollab installation.
You can switch accounts at any time by clicking the Account option in the Main Menu. From here simply select the account that you wish to use and activeCollab Timer will connect to the new account immediately.
This feature can be useful if you have clients who are using activeCollab and you need to track time while working with them.
Though, of course only one account can be active at any time.
Manage Timer
Once you have added all your information to activeCollab Timer and clicked Save, it will make a connection with activeCollab on your server.
After a connection is established, the activeCollab Timer will start, what is known as the refresh process immediately. During this process it will download all the projects you’re involved with. This process may take a while, so please be patient.
activeCollab Timer will also refresh to update the database of all your active projects every seven days. This is a default setting but one that can be changed in the .INI file of your activeCollab Timer.
If you wish to use the activeCollab Timer with multiple activeCollab installations, you can do so by adding another account to your activeCollab Timer program.
You do this by selecting the Account option in the menu bar and then choosing the New Account option. Fill out all the relevant details in the new window that appears and then connect your activeCollab Timer which will link it to your new activeCollab installation.
You can switch accounts at any time by clicking the Account option in the Main Menu. From here simply select the account that you wish to use and activeCollab Timer will connect to the new account immediately.
This feature can be useful if you have clients who are using activeCollab and you need to track time while working with them.
Though, of course only one account can be active at any time.
Manage Timer
All timers started in activeCollab Timer can be adjusted to fit your needs.
Please remember that only one timer can be active at any time!
Add New Timer
To add a new timer, just click the + icon in the bottom left corner of the application. By clicking this button a form will appear where you can input some basic data about that timer, such as:
- description - describe what you are working on;
- date - by default set as the current date, but you can choose another if you wish;
- assigned to - pick the Project, Ticket or a Task that you wish to assign the timer to.
Optionally you can also choose to start the new timer right after you have created it.
Now just click Save and your timer will be ticking!
Edit Timer
A timer can be edited at any time. If you lose track of time for some reason you can always pull up the timer and change the amount of time tracked.
You can also do that by clicking your right mouse button on the timer and choosing the Edit option, or by selecting the Edit option from the timer menu on the menu bar.
Start/Pause Timer
If you wish to pause the current timer, you can do so easily by clicking the play/pause button (>) from the main window of activeCollab Timer
Another way to pause or start an active timer is to right click the menu bar icon or tray icon. If you prefer to use keyboard shortcuts you can also use the space bar to start and pause the current timer.
Important Note
The activeCollab Timer is also capable of detecting idle time and will be paused automatically if you are away from your computer. When you get back, the timer will start again automatically. If you want to change this default setup though you can do so via the Preference menu.
Delete Timer
You can delete any of your timers whenever you wish, though any of the following methods:
- right clicking the timer you wish to remove and choosing the delete option;
- clicking the menubar/tray icon, selecting the timer you wish to get rid of and clicking the delete option;
- Finally you can also choose the option of deleting a timer after submitting this time entry to activeCollab (there is an option to do this on the Submission form itself).
Use whichever method fits you best but the result will always be the same - your timer will be deleted.
Important Note
If you decide to delete your current account, all non-submitted time records related to that account will also be deleted.
Submit Time in activeCollab
To add a new timer, just click the + icon in the bottom left corner of the application. By clicking this button a form will appear where you can input some basic data about that timer, such as:
- description - describe what you are working on;
- date - by default set as the current date, but you can choose another if you wish;
- assigned to - pick the Project, Ticket or a Task that you wish to assign the timer to.
Optionally you can also choose to start the new timer right after you have created it.
Now just click Save and your timer will be ticking!
A timer can be edited at any time. If you lose track of time for some reason you can always pull up the timer and change the amount of time tracked.
You can also do that by clicking your right mouse button on the timer and choosing the Edit option, or by selecting the Edit option from the timer menu on the menu bar.
Start/Pause Timer
If you wish to pause the current timer, you can do so easily by clicking the play/pause button (>) from the main window of activeCollab Timer
Another way to pause or start an active timer is to right click the menu bar icon or tray icon. If you prefer to use keyboard shortcuts you can also use the space bar to start and pause the current timer.
Important Note
The activeCollab Timer is also capable of detecting idle time and will be paused automatically if you are away from your computer. When you get back, the timer will start again automatically. If you want to change this default setup though you can do so via the Preference menu.
Delete Timer
You can delete any of your timers whenever you wish, though any of the following methods:
- right clicking the timer you wish to remove and choosing the delete option;
- clicking the menubar/tray icon, selecting the timer you wish to get rid of and clicking the delete option;
- Finally you can also choose the option of deleting a timer after submitting this time entry to activeCollab (there is an option to do this on the Submission form itself).
Use whichever method fits you best but the result will always be the same - your timer will be deleted.
Important Note
If you decide to delete your current account, all non-submitted time records related to that account will also be deleted.
Submit Time in activeCollab
If you wish to pause the current timer, you can do so easily by clicking the play/pause button (>) from the main window of activeCollab Timer
Another way to pause or start an active timer is to right click the menu bar icon or tray icon. If you prefer to use keyboard shortcuts you can also use the space bar to start and pause the current timer.
The activeCollab Timer is also capable of detecting idle time and will be paused automatically if you are away from your computer. When you get back, the timer will start again automatically. If you want to change this default setup though you can do so via the Preference menu.
You can delete any of your timers whenever you wish, though any of the following methods:
- right clicking the timer you wish to remove and choosing the delete option;
- clicking the menubar/tray icon, selecting the timer you wish to get rid of and clicking the delete option;
- Finally you can also choose the option of deleting a timer after submitting this time entry to activeCollab (there is an option to do this on the Submission form itself).
Use whichever method fits you best but the result will always be the same - your timer will be deleted.
If you decide to delete your current account, all non-submitted time records related to that account will also be deleted.
Submit Time in activeCollab
After you have finished part of the task you are currently working on, you can submit the time record so far into activeCollab by either:
- clicking the Submit button in the main window of activeCollab Timer (marked with a 'tick off' icon);
- right-clicking on a particular timer and then choosing the submit option from the right click menu; or
- clicking the Menubar/Tray icon, selecting the timer and choosing the Submit option on the next menu.
Whichever method you use, the next thing you see will be the submission form where you can:
- set a description for your timer;
- select a date;
- choose a Project, Ticket or Task you wish to assign a time entry to;
- complete a task or ticket after the time submission; and
- remove a timer from the activeCollab Timer application after its been submitted.
After you fill in the form, click the Submit button and the time entry will be placed in activeCollab wherever you selected for it.
You can't choose the "Complete Task after submission" option when you have assigned time records to projects (rather than specific ticket or tasks) as projects cannot be completed in this way.
Configuration
You can configure activeCollab Timer using the Preference menu, where you can set everything up to suit your needs.
General
Options available in this section are:
1. System Options
- Show in Menubar/Tray icon - a small activeCollab Timer icon will appear in your OS X toolbar, or as a tray icon in Windows
- for Windows users only: start this program when Windows starts - select this to start activeCollab Timer automatically whenever you start Windows.
2. Filter Options
- Show only tasks assign to me - choose this if you only want Tickets and Tasks that are assigned to you to appear in the Select Task menu.
- Download only Active projects - select this to ensure only active projects that you’re assigned to will be downloaded by activeCollab Timer. Otherwise all projects you been assigned to, regardless of their Status, will be downloaded.
3. Total Time
- Display total time - choose this option if you wish to display the total amount of time you have tracked using activeCollab Timer in the bottom right of the application.
Timer
1. Posting Timer
- Minimal time entry - define the minimum amount of time that can be submitted to activeCollab;
- Rounding interval - choose the value you'd like your time records to be rounded up to. If you don’t wish to do this, just choose the No Rounding option.
2. Initial Submit Time
- Set the initial date in the Submit dialog to show either today's date or a custom date - use this to define the date that will be displayed on the timer submission form.
3. User Activity
- Pause timer on system idle - sets how much time should pass before the timer is paused after you have left your computer (never or after 5, 15 or 30 minutes);
- Choose whether you want the timer to start again automatically, when you get back to your computer.
Accounts
From here you can create a new activeCollab Timer account to use with another activeCollab installation.
Here's what you need to do to create a new account:
- Account Name - choose a name that you wish to use. This name is not relevant to the connection with activeCollab, so you can pick any name, it's just so you can identify the different accounts later on;
- API URL - which you can find on your activeCollab profile page under the API Settings tab. Just paste it here;
- API Key - available in the same place as the API URL. The whole key must be pasted here for your activeCollab Timer account to work properly with activeCollab on your server.
You can have as many accounts as you need.
Advanced setup - activeCollab Timer .INI file
Options available in this section are:
1. System Options
- Show in Menubar/Tray icon - a small activeCollab Timer icon will appear in your OS X toolbar, or as a tray icon in Windows
- for Windows users only: start this program when Windows starts - select this to start activeCollab Timer automatically whenever you start Windows.
2. Filter Options
- Show only tasks assign to me - choose this if you only want Tickets and Tasks that are assigned to you to appear in the Select Task menu.
- Download only Active projects - select this to ensure only active projects that you’re assigned to will be downloaded by activeCollab Timer. Otherwise all projects you been assigned to, regardless of their Status, will be downloaded.
3. Total Time
- Display total time - choose this option if you wish to display the total amount of time you have tracked using activeCollab Timer in the bottom right of the application.
1. Posting Timer
- Minimal time entry - define the minimum amount of time that can be submitted to activeCollab;
- Rounding interval - choose the value you'd like your time records to be rounded up to. If you don’t wish to do this, just choose the No Rounding option.
2. Initial Submit Time
- Set the initial date in the Submit dialog to show either today's date or a custom date - use this to define the date that will be displayed on the timer submission form.
3. User Activity
- Pause timer on system idle - sets how much time should pass before the timer is paused after you have left your computer (never or after 5, 15 or 30 minutes);
- Choose whether you want the timer to start again automatically, when you get back to your computer.
Accounts
From here you can create a new activeCollab Timer account to use with another activeCollab installation.
Here's what you need to do to create a new account:
- Account Name - choose a name that you wish to use. This name is not relevant to the connection with activeCollab, so you can pick any name, it's just so you can identify the different accounts later on;
- API URL - which you can find on your activeCollab profile page under the API Settings tab. Just paste it here;
- API Key - available in the same place as the API URL. The whole key must be pasted here for your activeCollab Timer account to work properly with activeCollab on your server.
You can have as many accounts as you need.
Advanced setup - activeCollab Timer .INI file
From here you can create a new activeCollab Timer account to use with another activeCollab installation.
Here's what you need to do to create a new account:
- Account Name - choose a name that you wish to use. This name is not relevant to the connection with activeCollab, so you can pick any name, it's just so you can identify the different accounts later on;
- API URL - which you can find on your activeCollab profile page under the API Settings tab. Just paste it here;
- API Key - available in the same place as the API URL. The whole key must be pasted here for your activeCollab Timer account to work properly with activeCollab on your server.
You can have as many accounts as you need.
The activeCollab Timer .INI file is used to store preferences for some advanced settings in the application. In fact, some settings in activeCollab Timer can be changed only by updating this file.
The location of the .INI file depends on the operating system you are using. Here where you can find it:
Windows XP: C:\Documents and Settings\USERNAME\Local Settings\Application Data\A51\activeCollabTimer\
Windows Vista, Windows 7: C:\Users\USERNAME\AppData\Local\A51\activCollabTimer\
To access this file you need to enable the option to see hidden files in your Windows setup.
- Mac OS X: /Users/USERNAME/Library/Application Support/A51/activeCollabTimer/activeCollabTimer.ini
In the following articles you can find out more and learn how to change each of the settings in the .INI file.
Start Timer with Double Click
If you want to be able to start a selected timer in activeCollab Timer by double clicking it, here what you need to do:
- Open the activeCollab Timer .INI file;
- Find the [Default Behavior] section;
- Add DoubleClickStartsTimer=1;
Now save the .INI file and restart activeCollab Timer. Start with double click option should now be implemented.
In case you want to disable this option later, just replace value 1 with 0 in the DoubleClickStartsTimer line of the activeCollab .INI file.
Disable activeCollab Timer Account Auto-refresh
By default, account auto-refresh is enabled in activeCollab Timer. If you wish to disable this option, here's what you need to do:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add an AutorefreshAccount=0 line
Now save the .INI file and restart your activeCollab Timer. Auto-refresh option for all your accounts will now be disabled.
If you wish to enable this option again in future, just change the value of the AutorefreshAccount line in the .INI file from 0 to 1.
Set Refresh Period for your activeCollab Timer
Every seven days your activeCollab Timer will go through a refresh process to download the latest data from your activeCollab setup. If you wish to change how often this occurs, please follow these instructions:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add an AutorefreshPeriod=number of days line;
- Now instead of "number of days" type the value that you want. If that period is less than a day (1), you will need to use decimal values. For example, a value of 0.25 will make the application refresh every six hours; and value 0.0417 will refresh the application every hour.
After you have set the value, save the .INI file and restart your activeCollab Timer. The refresh period will now be changed.
Disable Alphabetical Sorting of Timers
Since version 1.2. of activeCollab Timer, all timers within the application will be automatically sorted alphabetically by their description title, by default.
If you wish to disable this option though, and have timers ordered by the time they were created, you can do so using the .INI file. Here's how:
- Open the activeCollab .INI file;
- Find the [DefaultBehavior] section;
- Add a SortTimers=0;
- Save the .INI file;
- Restart your activeCollab Timer.
If you wish to enable sorting by description again, simply return to the .INI file and change the SortTimers line value to 1.
Track Non-billable Time
By default, all time records that you make by submitting time from activeCollab Timer are marked as Billable. If you wish to have the option to track non-billable time, here's how you can do that:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add a Billable=0 line.
Now save the .INI file and restart your activeCollab Timer. All timer records (on all your accounts) will be marked as Non-billable.
If you wish to enable this option again in future, just change the value of the Billable line in the .INI file from 0 to 1.
Troubleshooting
If you want to be able to start a selected timer in activeCollab Timer by double clicking it, here what you need to do:
- Open the activeCollab Timer .INI file;
- Find the [Default Behavior] section;
- Add DoubleClickStartsTimer=1;
Now save the .INI file and restart activeCollab Timer. Start with double click option should now be implemented.
In case you want to disable this option later, just replace value 1 with 0 in the DoubleClickStartsTimer line of the activeCollab .INI file.
By default, account auto-refresh is enabled in activeCollab Timer. If you wish to disable this option, here's what you need to do:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add an AutorefreshAccount=0 line
Now save the .INI file and restart your activeCollab Timer. Auto-refresh option for all your accounts will now be disabled.
If you wish to enable this option again in future, just change the value of the AutorefreshAccount line in the .INI file from 0 to 1.
Set Refresh Period for your activeCollab Timer
Every seven days your activeCollab Timer will go through a refresh process to download the latest data from your activeCollab setup. If you wish to change how often this occurs, please follow these instructions:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add an AutorefreshPeriod=number of days line;
- Now instead of "number of days" type the value that you want. If that period is less than a day (1), you will need to use decimal values. For example, a value of 0.25 will make the application refresh every six hours; and value 0.0417 will refresh the application every hour.
After you have set the value, save the .INI file and restart your activeCollab Timer. The refresh period will now be changed.
Disable Alphabetical Sorting of Timers
Since version 1.2. of activeCollab Timer, all timers within the application will be automatically sorted alphabetically by their description title, by default.
If you wish to disable this option though, and have timers ordered by the time they were created, you can do so using the .INI file. Here's how:
- Open the activeCollab .INI file;
- Find the [DefaultBehavior] section;
- Add a SortTimers=0;
- Save the .INI file;
- Restart your activeCollab Timer.
If you wish to enable sorting by description again, simply return to the .INI file and change the SortTimers line value to 1.
Track Non-billable Time
By default, all time records that you make by submitting time from activeCollab Timer are marked as Billable. If you wish to have the option to track non-billable time, here's how you can do that:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add a Billable=0 line.
Now save the .INI file and restart your activeCollab Timer. All timer records (on all your accounts) will be marked as Non-billable.
If you wish to enable this option again in future, just change the value of the Billable line in the .INI file from 0 to 1.
Troubleshooting
Every seven days your activeCollab Timer will go through a refresh process to download the latest data from your activeCollab setup. If you wish to change how often this occurs, please follow these instructions:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add an AutorefreshPeriod=number of days line;
- Now instead of "number of days" type the value that you want. If that period is less than a day (1), you will need to use decimal values. For example, a value of 0.25 will make the application refresh every six hours; and value 0.0417 will refresh the application every hour.
After you have set the value, save the .INI file and restart your activeCollab Timer. The refresh period will now be changed.
Since version 1.2. of activeCollab Timer, all timers within the application will be automatically sorted alphabetically by their description title, by default.
If you wish to disable this option though, and have timers ordered by the time they were created, you can do so using the .INI file. Here's how:
- Open the activeCollab .INI file;
- Find the [DefaultBehavior] section;
- Add a SortTimers=0;
- Save the .INI file;
- Restart your activeCollab Timer.
If you wish to enable sorting by description again, simply return to the .INI file and change the SortTimers line value to 1.
Track Non-billable Time
By default, all time records that you make by submitting time from activeCollab Timer are marked as Billable. If you wish to have the option to track non-billable time, here's how you can do that:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add a Billable=0 line.
Now save the .INI file and restart your activeCollab Timer. All timer records (on all your accounts) will be marked as Non-billable.
If you wish to enable this option again in future, just change the value of the Billable line in the .INI file from 0 to 1.
Troubleshooting
By default, all time records that you make by submitting time from activeCollab Timer are marked as Billable. If you wish to have the option to track non-billable time, here's how you can do that:
- Open the activeCollab Timer .INI file;
- Find the [DefaultBehavior] section;
- Add a Billable=0 line.
Now save the .INI file and restart your activeCollab Timer. All timer records (on all your accounts) will be marked as Non-billable.
If you wish to enable this option again in future, just change the value of the Billable line in the .INI file from 0 to 1.
You can find solutions to some of the most common activeCollab Timer issues in this section.
Error 202
This error message can appear in two cases:
1. API is not "Enabled, read and write"
To set the API status, you need to change the API value in config/config.php. Within the file, you need to look for the API_Status directive. If it does not exist, add the following line to the file:
define('API_STATUS', 1);
Values this directive can have are:
- 0 - API is disabled;
- 1 - API is read-only;
- 2 - API supports both read and write requests.
In this case, you need to set this value to 2. Change the number and save the file.
define('API_STATUS', 2);
After doing this your activeCollab Timer should now work properly.
2. Project Permission are not set properly
When Project Permissions are set to No Access, people who are using activeCollab Timer will not be able to submit their Time Records into activeCollab, and Error 202 will appear.
To avoid this scenario you should enable users to submit time entries by setting their project permission in the given project to Access and Can Create (at least).
If this error still appears, please contact us. We're here to help.
Error 203
If you see that Error 203 is appeared on your activeCollab Timer, then Time module is probably not installed in your activeCollab.
You can check if you have Time module installed in Admin > Modules section. If it is not on the list of Installed modules, you will find it among the Available Modules in the same page. Just click the Install button now, and Time modul will be set in your activeCollab in a few seconds.
This error message can appear in two cases:
1. API is not "Enabled, read and write"
To set the API status, you need to change the API value in config/config.php. Within the file, you need to look for the API_Status directive. If it does not exist, add the following line to the file:
define('API_STATUS', 1);
Values this directive can have are:
- 0 - API is disabled;
- 1 - API is read-only;
- 2 - API supports both read and write requests.
In this case, you need to set this value to 2. Change the number and save the file.
define('API_STATUS', 2);
After doing this your activeCollab Timer should now work properly.
2. Project Permission are not set properly
When Project Permissions are set to No Access, people who are using activeCollab Timer will not be able to submit their Time Records into activeCollab, and Error 202 will appear.
To avoid this scenario you should enable users to submit time entries by setting their project permission in the given project to Access and Can Create (at least).
If this error still appears, please contact us. We're here to help.
If you see that Error 203 is appeared on your activeCollab Timer, then Time module is probably not installed in your activeCollab.
You can check if you have Time module installed in Admin > Modules section. If it is not on the list of Installed modules, you will find it among the Available Modules in the same page. Just click the Install button now, and Time modul will be set in your activeCollab in a few seconds.