How to add Adding Multiple Time Entries in Autotask

are you looking for a way to add multiple time entries to tickets in autotask if so then this video is for you [Music] hi everyone chris tim here from Sondela consulting in this video i'm going to talk to you about how you can add time entries to multiple tickets at the same time in autotask using the ticket work list so this would be if you were multitasking if you might have some background tasks running and you just wanted to have all of the time entries in a list and be able to go in and stop and start the timers on multiple tickets within all the tasks so let's go and take a look at how we would do this so from here we have a list of tickets i simply click into the list of tickets here i will see um on the far right hand side i can see this thing called the ticket work list so looking at this this is where i'm going to be able to add multiple time entries so let's go in and take a look let's say we want to work on these three tickets i can simply select those three tickets click this little drop down and you will see here it says add the selected tickets to my work list so when i click on that it's now added the three time entries to that to the work list so one of the really nice things i can do at this point i can go ahead and move these around so if i actually said you know i want to work on this one last and this is going to be the first one i'm going to do i can basically just go ahead and and rearrange these through that list at any time that i want to i can also clear the time entry down which i'll i'll explain in a couple of seconds or i can just go ahead and completely remove this ticket from my work list so this is very much personal to the engineer this isn't something that you know a manager or anybody's going to be able to control on your behalf this is very much a list of tickets that you want to be working on during the day and the ones that you want to prioritize over other ones so moving a ticket up and down through this list does not change the priority of the tickets it's just really you know me saying this is the ticket i want to start on first this is the one i want to work on so i can just rearrange stuff in and out of that list so let's go into here and add another um add another two tickets to my work list um saying tickets uh so let's just go ahead and maybe add these three again i can click in here and just say add these tickets to my work list so what i can now do you can see i've got a bunch of timers i can just simply click the play button and go ahead and start all of these timers at the same time and there they are so now i might be doing some background tasks maybe on you know on this machine i'm i'm running some kind of um you know script or some kind of background task on that and i don't quite need to be actually looking at the machine right now but maybe this one here i'm actually looking at this printer issue however i still want to be capturing the time on all of these machines because even if there's a background task maybe um you know i'm going to come back to this and i might want to look at it later and might want to be capturing the time so this is just allowing you to start to stop all of these timers at any time you want and of course you can just go ahead and pause them as well the other thing you can do is down here there's an option that says reset all stopwatches so what you can simply do is if say for example you've left this worklist on overnight and these timers come in you come in in the morning and these timers are you know showing 12 15 18 hours and you can simply just hit reset timers and what this will do is it'll basically mark all of these to just be um you know back to zero so what we can also do from here let's just go ahead and start all of these up now one of the other cool things you can do at this point is if you wanted to add time you now don't have to go into the ticket look at the tickets see what the ticket is click the time entry all those kinds of things you can simply just click this little blue button here and that opens up just the time entry and what you will see happen here is if we look back up the timer is still ticking and the hours worked here or the time worked will automatically reflect what's inside that that time entry so you can see that it's just jumped to 15 minutes and that's because we're rounding this ticket up to 15 minutes but now i can just go in do what i need to do you know type my notes tested whatever i want to put in there and you can see i can just simply hit save and close and away i go now one of the things that will happen here is um when i do that it'll just add the time to the ticket um and the ticket will stay in this ticket work list if i mark the ticket as complete then it automatically moves it out of my my task list um and then obviously that ticket is no longer there and i'd have to go back in and add it back to my task list the other thing you can do however though is you know maybe if the ticket is still in progress or it's open but you no longer need this ticket in your in your task list you know maybe you've made it as weighting customer and you no longer need to be doing anything with it specifically right now then what you can do is just click the little cross button and that removes the ticket from your work list it doesn't change the status of the ticket or market is closed or anything like that it just simply removes it from your your task list and then you can go back in and add it later on if you need it as well so one of the other things you can then also see if you were on a different screen so say for example um you know you just had these and maybe you didn't have this ticket view in front of you and also you know you don't want to have to go and find what the ticket is to look through here you can simply click this little up arrow and what this will do is open up the full ticket screen now you can have a look through here and you can see exactly what was inside that tickets and to get that ticket back into your dock back into your you know into your task list there's a little button at the top here that you can click on which basically just moves it back to your task list um at the top again as well so if i do that it's now just moved it back into my task list so really really easy way if you weren't working on the ticket screen here and you perhaps were in a different screen you can still use this ticket work list to automatically open up those tickets look at the um you know the ticket summary page and then drop it back down into your your ticket work list when you're ready so that's the way that you add these into your own work list so what about adding it to somebody else's work list well that's actually really straightforward as well so what we can do in here is take this ticket and we can see that this is assigned to mark taylor so if i simply click this little burger menu i now actually have three options here to add things to a work list so i can add this ticket to my own work list i can add it automatically to the primary resources work list or i could go ahead and add it to um to any other person's work list as well so what i can simply do is click in here and you know add this to pamela pearce who i happen to be logged in as and what will happen is eventually this will end up in my work list so this would is really good if you're a dispatcher or you have a dispatching team and you just want to drop things into people's work list it gives you the ability to do that really quickly and you know just go in and drop all of these in there the other thing you can actually do is you can have a workflow rule that says when a ticket is assigned to somebody then automatically drop those tickets into the work list so that whoever is assigned to it it just gets added straight into into their work list so a really cool feature here in all the tasks now one of the other things you can do if you look in here it says open this in a new window so if you click on this it simply just opens this up in a new window you can then use this tab to drag this over to a different screen and then you could minimize this part of autotask you know you might not need this screen anymore because all you've got is your list of work uh your work list what you can then do is simply move this onto a different screen and you can still access it from there in the same way by clicking on this button here to open up a new ticket and then simply close that down again and it drops it back into your work list it's a really really cool way of being able to get the stuff in and out of your work list at any time that you want now you can also see here there is a task work list as well so this works in exactly the same way as the the ticket work list so any project tasks anything like that that you have to work on you can also add those project tasks into the work list as well now now that we've opened this up in a in another screen you can see here we have the ability to dock this back again so i can simply click on dock and it now drops it back into my work list where i can see all of those tickets that i need from here so it gives you the ability to kind of you know really customize how you want to work with these tickets and how you can go ahead and add multiple time there is underneath this cog as well there is the ability in here to decide what happens with these tickets so for example you know you can say that when a ticket is added into the work list then automatically start the timer um you know and you can then also say um so the bottom one here says automatically start or unpause this the stopwatch when a ticket or time entry is open from my work list and that's when you open it um and you see that main that main ticket screen the timer continues to tick so you can actually have that um that happening can turn these on and off and you can also choose what data you're actually showing in here so you can see that you know we're showing ticket number we're showing the title and we're showing the account information as well so here is the title of the ticket the account number all of that information so i think you you can have five in here so maybe i want to show issue um and i think it only allows us to put in let's just try yeah so it only allows us to have six in there but what you can now do is um so let's just move one of those out and you can see you can make this a little bit wider and have a lot more information in there that you want so the ticket work list one of my favorite things i use it all the time when i'm on consulting calls so if i know that i have calls during the day with customers and i've got four or five calls i just open up my my ticket list i make sure that all the calls i'm i'm dealing with are inside my ticket list and i just have it running on a separate monitor in my office so that i know these are all the calls that i um i need to be working on what i can then do is when i complete that call it removes it from my work list so that um you know when i get to the next call that basically goes to the top and then i can just continue to to work on that so i'm not having to you know open and close all the tasks if i don't have auto task open if i'm doing something else during the day that ticket work list can just sit on a different screen and i can still access the tickets i can still add time to the tickets do all of that kind of stuff so really great feature in all the tasks it's a hidden gem that very few people know about so i hope that was useful um if it is i would really appreciate it if you could like and subscribe if you'd like to see any more of this kind of content or if there's anything that you want me to specifically show then you know comment below i'd love to hear from you thank you very much for watching and i look forward to seeing you on the next video [Music] you