Creating reports using Asana's Actual time field
Jul 18, 2024
If you have enabled time tracking on any of your Asana projects, the Estimated time and Actual time will be automatically imported and made available for Screenful charts. You can create charts based on time tracking data in the same way you create charts based on task data. You have all the same grouping and filtering options available.
Contents:
Enabling time tracking in your Asana project
Add the time tracking field to your Asana board by clicking Customize in the top right corner. A menu is opened with toggles to enable features for the project. Select Time tracking from the list:
The custom fields Estimated time and Actual time will be added to the project.
Once the fields are added to the project, your team members can start logging time using a timer or manually entering time.
Integrating Screenful with Asana
The Analytics & Reports by Screenful is available on the Asana Apps and Integrations. It is an Asana add-on that provides advanced analytics of your Asana data.
You need to authorize Screenful to access the Asana API to get started. Once done, you will be shown a list of projects. Select one or more projects from the list to be imported to Screenful.
Once you have selected the projects for importing, you will be asked to specify your workflow. After that, you can start creating charts based on the imported data.
Creating a chart using Asana time tracking data
To create a chart using time tracking data, start by clicking Add new chart in the Charts tab. Select the data sources for the chart. If any of those data sources contain the Actual time field, it can be selected in the Unit menu:
When Actual time is selected as the Unit, the Metric menu contains only one option: Total (sum of Actual time). That means all your time tracking data is available, and you can narrow it down by setting a filter.
Here’s an example configuration of a line chart that shows the total amount of hours logged over time:
The Date range refers to when the hours were logged. Here’s the resulting chart:
You can create charts from your top-level tasks, subtasks, or both. You can choose between these options by setting a filter (use the filter Item type).
Grouping and filtering by time logged by
When Actual time is selected as a unit, a special metric called Time logged by allows grouping and filtering based on who logged the hours. Here’s an example chart configuration showing the total amount of hours logged per individual:
Selecting Time logged by as the grouping option results in a chart as below. It shows how many hours were logged by each individual during the specified date range.
You can also filter the chart based on this property. In the filter window, you can find the Time logged by (Actual time) option.
When you select individuals, the chart is filtered accordingly.
Time logged by individual by task
You can track time logged by an individual in a Task list by adding Actual time (Time logged by) as a column:
That allows you to see how much time each team member logged for each item:
The numbers are summed so that you can see each team member's total time logged so far.
Time logged by individual by task within a date range
To see how many hours have been logged by team member by task within a time period, select Actual time (within date range) from the menu:
Selecting it reveals a date range menu that allows you to narrow the results to tasks with time logged within the selected period.
Now the Actual time and Actual time (Time logged by) colums show the total time logged to tasks within the specified date range. You can use the filter feature to further narrow the list to any subset of tasks.
Setting a quick filter for selecting an individual
In the chart settings, you can configure a quick filter that will be shown at the top of the chart. If you set a quick filter for Time logged by (Actual time), you can easily filter the report to see each individual's timesheet.
In the chart settings, use the toggle to enable the quick filter:
Clicking the toggle reveals the filter options. These are the same options as when setting a filter in the chart editor. Select Time logged by (Actual time) from the list:
Once a quick filter is enabled, you can filter the content by any individual by picking a name from the menu:
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