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How to use 5pm
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For Help with the old version of 5pm (v1) click here .

Reports

5pm offers a selection of customizable reports that can help you filter your data in various ways, track time spent on tasks or visualize your team's workload.

General Report

General Report is a robust report that allows you to filter your projects/tasks/activity in multiple ways:

General Report

General Report features:

  • Date range filter — filters projects and tasks that contain at least a single day between their start date and deadline within that date range. For example, "this month" will show any projects and tasks that might have started long ago (before this month), but have a deadline this month or any time in the future, or do not have a deadline at all (may not be closed yet); it will not include the projects/tasks started and closed in the past (before this month), or the ones that will start in the future (after this month).

    When closing a project or a task, its deadline becomes the day of its closure. If it already had a different deadline, that deadline is saved into the Original Deadline field.
  • Group and Project filter — shows projects/tasks from a specific group only, or just one specific project
  • User filter — shows only projects/tasks assigned to a particular team member
  • Client filter — shows only projects assigned to a particular client
  • Tags filter — filters projects/tasks by one or many tags (all of them or any of them)
  • Priority filter
  • Project/Task status filter — show only open ones, or closed ones, or hides the tasks and only show projects...
  • Detailed view — includes project/task details like description, assigned team, etc.
  • All Activity filter — also shows comments, files and progress notes
  • Statistics — includes generals stats on the top of the report

You can also customize the displayed field columns of the report. As in the main view, you can resize the columns (the Name column will take all the available space that is left) and re-order them. Clicking on a field column's header will sort the report by that field.

You can also hide the left panel with the filters, to make more space for the report.

The menu on the top right of the filters panel allows to reset the filters and the view to the default ones.

Each report can be exported to CSV/Excel and the Print View is also available.

Time Report

You can aggregate the time spent on tasks with the Time Report:

Time Report

Time Report features:

  • Date range filter — filters the time entries by their posted date (defaults to the Progress Note posting date, but can be changed).
  • Group and Project filter — shows time entries from a specific group only, or just one specific project
  • User filter — shows only time entries by a specific team member
  • Client filter — shows only time entries in projects assigned to a particular client
  • Tags filter — filters time entries in projects/tasks with the listed tags assigned (all the tags or any of them)
  • Priority filter — filters time entries from projects/tasks with a specific Priority level
  • include Progress Notes — includes the time entries themselves (the comments with Progress/Time entries, called Progress Notes)
  • hide zero hours entries — hides Progress Notes with no time indicated

You can also customize the displayed field columns of the report. As in the main view, you can resize the columns (the Name column will take all the available space that is left) and re-order them. Clicking on a field column's header will sort the report by that field.

Time spent on tasks can be reported through Progress Notes (comments with a Progress/Time entry). You can also use the Time Tracker desktop widget to report time.

Read more about Time Tracking on its help page.

Workload Reports

Workload Reports are designed to help you visualize and plan your team's workload, based on the number of assigned tasks or hours.

Current Workload Report displays the number of active (not closed or on hold) tasks assigned to each user.

Current Workload Report

Current Workload Report features:

  • Filter tasks (or hours) by groups or projects
  • Limit the report to tasks with deadlines within specific number of days, or exclude tasks with no deadlines
  • >Define the workload threshold above which the task (or hours) numbers will get into a "high" workload level, or even "overloaded" (30% above threshold).
  • “highlighted team members only” flag allows you to filter the tasks (or hours) by highlighted team members — marked in bold by clicking on them in the Task window (usually those are task's "owners" or team leaders).
In Workload Reports, rollover on the colored bars reveals the list of the tasks they are visualizing.

You can also base your report on the number of hours assigned to each task (Estimated Hours field in Tasks):

Current Workload Report

A new filter is available here ("consider") that adjusts the calculations depending on:

  • none — no reported progress (% or hours) is counted towards the open task, until it is closed (default)
  • reported % — takes in consideration the current % of completion of the task
  • reported hours — takes in consideration the hours already reported for the task

For example, if considering the completion % of the task, if the task has Estimated Hours of 10, and it is 50% completed, than only half of the hours are counted as left to be completed.

When considering the hours already reported, those are deducted from the Estimated Hours.

Those options are not considered by default, since the % of completion is just an estimation and not linked to the number of hours reported. For example, a task that is 90% completed may require still more hours to be completed than just 10% of the Estimated Hours. And a task with a 0% progress but hours already reported may actually be closer to completion than the % reflects. Also, tasks may take less or more hours to complete than estimated (and usually do) — when the team already reported for a task as many hours as its Estimated Hours, it may not mean that the task is completed, or is even close to be completed.

By default, each task is considered as a whole, and is removed from calculations when closed.

Daily Workload Report is similar to Current Workload Report, but it distributes the number of tasks or hours through the next X (10 by default) days, based on tasks deadlines. Besides threshold and other filters, you can also exclude the weekends from the report, redistributing the workload to the next workdays:

Daily Workload Report
Daily Workload Report based on hours can give you a very detailed distribution of Estimated Hours added to tasks:
Daily Workload Report
Daily Workload Report displays a real-time workload prediction, that changes daily, as people close tasks.

The workload prediction is based on the tasks deadlines. When running the report by tasks, it will count each task for each day from "today" till its "deadline" (if any). But, as soon as the task is closed (and it could be closed before or after the predicted deadline), it will not show in the report after the closing date (which will become its new and actual deadline). The overdue tasks are all added to "today", so when you see too many tasks in the first column, it can be a sign of many overdue tasks. Simply use rollover on the graph to see the list of the tasks — the overdue ones are marked in red.

When running the report by hours, those hours are distributed evenly between "today" and the estimated tasks deadlines. For example, a task with a deadline of "tomorrow", with Estimated Time of 10 hours, will show 5 hours for each day of the estimated task duration — 5 hours for "today" and 5 hours for "tomorrow". If that task is closed "today", it will not show any hours in the future days, as it is closed already and its new deadline is "today". If it is not closed "today", then "tomorrow" it will show 10 hours for "today" (as "tomorrow" will become the new "today") and it will keep displaying it each day for "today" until the task is closed.

As with Current Workload Report, task numbers or estimated hours simply "roll" from the past into the future days, until the task is completed and removed from the calculations altogether. But, when basing the report on hours, you can include in calculations the % of completion or the hours already reported for the task.