There are several ways that TimeTracker learns which project is associated with a particular document:
- manual association
- by saving a document to storage location that has been associated with a Job ID
- including the Job ID in the document name
- including the Job ID in the file path
- including the Job ID in an Outlook or Google Calendar meeting
1. MANUAL JOB ASSIGNMENT
With an open document in the Adobe Creative Suite application (or the TimeTracker Desktop app), you can assign the project by clicking on a project name in the TimeTracker extension. One click. That's it.
After you click on a project name in the TimeTracker extension (as long as you have an open document), the project name will be highlighted and the words In Progress will appear.
You may have multiple open documents, each with its own project assignment. As you switch between documents, the extension panel will identify the correct project name. When you open a document that was previously assigned to one of the projects in your list, the project name will be highlighted. TimeTracker remembers, so you only have to tag a document once.
2. SAVING TO A STORAGE LOCATION ASSOCIATED WITH A JOB
The second way to associate a project is to save an unassigned document to a folder on your computer where you'd like to keep documents for a single project. For example, if your folder hierarchy looks like this: CLIENTS → PRODUCTS → JOBS and if you have two job folders named "Web" and "Tablet," then you can assign different TimeTracker Projects to each folder. When you save an unassigned document to the "Web" folder, the document will be tagged with the project you assigned to the folder. (Note: This also works if you open an unassigned document from a folder with the project assignment.)
3. INCLUDING JOB ID IN DOCUMENT NAME
When the TimeTracker server detects the Job ID in the document name, it will automatically assign that Job ID to the activity.
For example: If the Job ID is "web2017-xy-q4", then TimeTracker would automatically assign that job ID if it was found in the document name. Example: "Web brief - web2017-xy-q4.docx"
- TimeTracker may not indicate the automatic Job assignment while the activity is occurring, but you'll see it on your timesheet. (We're working on that!)
- To minimize false positives, the Job ID must be at least 5 characters. Matching will not occur with smaller Job IDs.
4. INCLUDING JOB ID IN FILE PATH
Similar to #3 above, TimeTracker will also do pattern matching against the the File Path.
5. OUTLOOK AND GOOGLE CALENDAR TAG
Meetings from Outlook and/or Google Calendar can be pulled directly into your TimeTracker timesheet. For automatic Job assignment, meetings can also include the Job ID in the "Description" field (not the Subject field) in the form of #TT-JOBID. For more information, check out this 2.5 minute video: