Subitem Activity Time Tracking By 3 Column Status Combination
Activity Types:
Internal Review
Legal Research
Emails
Drafting
Processing
Function
Meetings
Must Define (Default)
Notification Types:
New Update
Incomplete
Sent
Admin Assigned
Admin Completed
Needs Follow Up
Waiting On Client
Waiting On PandaDoc
Waiting On Other Side
No Notification (Default)
Action Types:
Complete
Admin Completed
N/A
On Hold
Working On It
Specialist Working On It
To Do (Default)
Activity Time Trackers General Activity Time Trackers
Team: “Specialist”:
Internal Review Internal Review
Legal Research Legal Research
Emails Emails
Drafting Drafting
Processing Processing
Function Function
Meetings Meetings
Waiting On Client
Waiting On PandaDoc
Waiting On Other Side
How it works:
When an activity type is selected and an action is selected, a column switch is activated. A
simple automation is connected to this switch that turns on or off a timer.
General vs “Specialist” Trackers:
We need to be able to track exactly what a given professional does, for example a lawyer/
Dr vs the broader team. So there needs to be different trackers activated if our specialist is
working on the activity. Here is a visual of the trackers system:
Fail Safe:
With every combination that can activate a timer, there is a fail safe time limit of a certain
number of minutes for any task that will switch our timers off and set a Notifications to
“Incomplete” in order to prevent run aways timers.
The Logic:
For example:
Activity Type “Drafting” selected + Action Type “Working On It” THEN set time limit of “X”
minutes and change column status for “Drafting Switch” to ON
IF time limit is reached THEN change status for “Drafting Switch” to OFF and Reset Action
Type to “To Do” and change Notifications to “Incomplete”
Example Rules:
“timers”: [
{
“name”: “Drafting General”,
“controlColId”: “color_###”,
“activityColId”: “color_###”,
“actionColId”: “color_###”,
“timeColId”: “duration_###”,
“autoStopColId”: “date_###”,
“maxMinutes”: 120,
“start”: [
{ “activity”: “Drafting”, “action”: “Working On It” }
],
“stop”: [
{ “activity”: “Drafting”, “action”: “To Do” },
{ “activity”: “Drafting”, “action”: “Complete” },
{ “activity”: “Drafting”, “action”: “On Hold” },
{ “activity”: “Drafting”, “action”: “N/A” }
{ “notifications”: “Waiting On Client” }
{ “notifications”: “Waiting On Other Side” }
{ “notifications”: “Waiting On PandaDoc” }
{ “notifications”: “Incomplete” }
],
[
{
“name”: “Drafting Specialist”,
“controlColId”: “color_###”,
“activityColId”: “color_###”,
“actionColId”: “color_###”,
“timeColId”: “duration_###”,
“autoStopColId”: “date_###”,
“maxMinutes”: 120,
“start”: [
{ “activity”: “Drafting”, “action”: “Specialist Working On It” }
],
“stop”: [
{ “activity”: “Drafting”, “action”: “To Do” },
{ “activity”: “Drafting”, “action”: “Complete” }, // ETC
Visuals:
It would be great if we could get a sense of work capacity and progress per project based
on a target timeline. So if a project has a set target date, being able to see how much time
is being allocated to certain activities as well as progress would be helpful. Also being
able to understand if teammembers are being overloaded with tasks would be great. How
challenging is this and what are some intuitive solutions?