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Review and submit your team's week
Once a week has ended, check what Flowstate drafted for each person on your team, fix anything that's wrong, and submit it. Finance can't rely on the week until you do.
You need to be the team's manager, or an approver in its review workflow. Ask your Flowstate admin if you can't submit.
Before you start
Your project tool is connected, with projects linked and people matched. See Connect your project tool.
Open the week
- Go to Delivery → Effort reporting → My teams.
- Pick the team from the team menu at the top left.
- Pick the week.
- Check the menu at the top right says Team lead's version. That's the version you edit and submit. Flowstate estimate is read-only.
The band above the grid shows the week's CapEx and OpEx shares, the share on Annual leave, and how many days are Unattributed.
The review drawer opens beside the grid, with the team's name at the top. If you can't see it, select Details panel in the header.
Check each person's week
Each person has their own block:
- a row for each project they worked on;
- Non-project work, for time that belongs to no project;
- Annual leave;
- Unattributed, when Flowstate saw work it couldn't tie to a project;
- a Subtotal for each day.
Each cell is that person's share of the day. Check every day's Subtotal. A day above 100% turns orange. A day under 100% isn't flagged and doesn't stop you submitting, so look for gaps yourself.
Check where the numbers came from
Each row has a tag on the right. Hover over it to see the rule behind it.
| Tag | Where the numbers came from |
|---|---|
| Ticket activity | Tickets moving through in-progress statuses. |
| GitHub activity | Commits and pull requests. |
| Tickets + GitHub | Both. On days with code, code activity shaped the split. |
| Adjusted | Someone entered or changed the numbers. |
To see what's behind a row, select the arrow at the start of it (Show tickets). The row opens to list:
- Tickets: each ticket's status, ID and title, which links to your project tool, and when it stops counting, for example "Counts until … unless touched".
- Code activity: the pull requests counted on the row, with their repository and commit count, and any commits outside a pull request.
Select the arrow again to close the row. How the draft is made is in How your team's effort is estimated.
Fix what's wrong
Copy, add and reset appear next to a person's name on Team lead's version, until that person's week is submitted.
- A percentage is wrong. Click the cell and type the right one. The row is then tagged Adjusted.
- A person's changes need undoing. Choose Reset to Flowstate's values next to their name. It discards your changes to their week, and the audit log keeps a copy.
- A project is missing. Choose Add project next to the person's name, pick the project, then type their share of each day.
- Time belongs to no project. Type it into Non-project work.
- A ticket in Unattributed belongs to a project. Open Unattributed, open the ticket's ⋯ menu and choose Attribute to project…. Pick the project and confirm Attribute ticket. This moves only that ticket, for only this week.
- A group of tickets is marked Unlinked. Under Unattributed, tickets are grouped by their project in your tool. Unlinked means that project isn't linked to a Flowstate project. Select Unlinked, pick the Flowstate project and confirm Link project. This links it for your whole organisation and moves its past effort too, for every team. You need the Override Effort or Approve Effort permission.
- A ticket is on the wrong project. You can't move it from the week. See Correct a ticket on the wrong project.
- A ticket shouldn't count this week. Choose Remove from this report on the ticket. Its share comes off the row, so check that day's Subtotal.
- A ticket should never count. Open the ticket's ⋯ menu and choose Dismiss permanently. It stops counting in every week, for every team. It stays in the list, crossed out, and Restore brings it back.
- A project row says Missing cost centre. Click the tag and choose a cost centre. This sets the project's cost centre everywhere, not just this week. You need the Update Projects permission; without it, the tag can't be clicked.
- This person's week looks like last week. Choose Copy last week next to their name. It copies the week they submitted last time. It doesn't copy leave, or overwrite a day they're on leave this week.
Your changes save as a draft as you go. Until you submit, Flowstate can still update the cells you haven't touched. If you try to leave with changes you haven't submitted, Flowstate asks you to confirm.
Correct a ticket on the wrong project
A ticket counts towards the project it sits under in your project tool, through that project's link to Flowstate. You can't move it to another project from the week, so choose one of these:
| Fix | Use it when | What changes |
|---|---|---|
| Move the ticket to the right project in your project tool. | Only this ticket is filed in the wrong place. | Weeks that haven't been submitted pick up the change the next time Flowstate estimates effort. |
| On your tool's tab under Delivery → Roadmap, change the project's Linked Project. | The whole project in your tool is linked to the wrong Flowstate project. | Every ticket in that project moves to the new Flowstate project. You need the Update Projects permission. See Link synced projects to Flowstate projects. |
| Fix only this week: choose Remove from this report on the ticket, add the right project with Add project if it isn't there, and type the share into its row. | You need this week right now. | Only this week. If the ticket is still in progress next week, it counts under the old project again. |
Weeks that are already submitted don't change.
Submit
- In the review drawer, stay on the Overview tab and scroll down to Review.
- Check the Change log tab, and the round Discussion button, for anything you need to pick up.
- Optionally, type a comment. It's added to the week's discussion when you submit.
- Select Submit for Review.
- If you don't manage the team, confirm Submit on behalf of team by selecting Submit.
If anyone in the week still has effort in Unattributed, Flowstate stops and names them. See Fix unattributed effort.
Use the review drawer
The drawer beside the grid is titled with the team's name, and the week underneath. At the bottom are two tabs, Overview and Change log, and a round Discussion button.
Overview has four sections:
- Submission history: a square for each week of the financial year, coloured Approved, Submitted, Changes requested, Overdue or N/A. The week you're on has a ring round it. Click any square to jump to that week; the grid and the drawer both move.
- CapEx ranking: the five teams with the highest CapEx share so far this year, plus your team's position if it isn't one of them. It only appears when there's CapEx to rank.
- Targets: bars for the team's CapEx share in the current week, quarter to date and year to date, and the company average. The dark mark on each bar is the team's target. A bar is green at or above the target and red below it. This only appears when the team has a CapEx target.
- Review: the week's status, who submitted it and when, its approval stages, a comment box and the buttons for what you can do next.
Change log lists who submitted the week, approved it, requested changes, withdrew it, undid an approval or linked a project, and when.
The round Discussion button opens the conversation about this team's week. Read and add comments there. To comment without submitting, type in the box on Review and select Leave comment; it goes to the same conversation. New comments show as a count on Review.
What happens next
- The week counts as submitted, and Flowstate's daily estimate no longer changes it.
- If your organisation has approval stages, the approvers are asked to review it. See Approve or send back a week.
- You can Withdraw Submission for a short time afterwards: 24 hours, unless your admin has changed it.
- If an approver requests changes, the week comes back to you with their reason.
Submit from Slack
Team managers get a Slack message about the week when all of these are true:
- Slack is connected. See Slack.
- Effort submission notifications is on in Slack's settings.
- Review Cadence isn't Off. See Effort reporting settings.
It goes out on the digest day, at the digest send time, set in Choose how people are notified. Choose Accept & Submit to submit the week as it is, or Edit in Flowstate to open it.
If something's not right
Submitting stops with "Unattributed effort". Someone still has effort in Unattributed. Attribute each ticket to a project, or link its Unlinked project. See Fix unattributed effort.
"Last week was not submitted. Please submit the last week first." Copy last week only copies a week that was submitted.
"This period is over … old and cannot be modified". The week is older than your organisation allows. Ask your Flowstate admin. See The lock period.
Submit for Review is greyed out. You're not the team's manager or an approver in its review workflow. Ask your Flowstate admin.
Someone is empty, or all Unattributed. Their tickets never moved into an in-progress status, their project isn't linked, or their account in your project tool isn't matched. Check Settings → Integrations → User attribution.
Someone who worked this week isn't in the week. People only appear in a team's week if they're allocated to that team for that week. Add a team allocation on their record. See Plan someone's time on teams and projects.
I can't click Missing cost centre. You need the Update Projects permission. Ask your Flowstate admin, or someone who can edit projects.