Job Tracker Frequently Asked Questions

 

What are the requirements for using the Proofreading Job Tracker?

To use the Proofreading Job Tracker, you must have a Gmail account. If you do not currently use Gmail, you can sign up for a free account here.

It is recommended that you primarily use the Proofreading Job Tracker via a desktop browser for full functionality, although the workbook may be viewed and edited via the Sheets app for Android or iPhone and iPad.

Can I use the Proofreading Job Tracker from a mobile device or tablet?

The Proofreading Job Tracker can be viewed and edited via the Sheets app for Android or iPhone and iPad, but the buttons and sidebars will only work in a desktop browser.

Why does the Proofreading Job Tracker ask me for authorization?

The Proofreading Job Tracker requires certain permissions so that scripted functions are able to perform read and write actions within your workbook. The script.container.ui Google Authentication Scope is used in order to show the New Job Sidebar and Job Update Sidebar interfaces. Google considers this to be a sensitive scope and therefore requires your permission the first time you run any of the functions in the workbook. No information is transferred to any other server or kept by me in any way. Everything stays within your own Google Drive.

You can review the Privacy Policy for more information.

How do I revoke the authorization?

If you wish to revoke the authorization for any reason, you can follow the steps below. Please keep in mind that the scripted functionality of your Proofreading Job Tracker will not work until you re-authorize it.

Step 1
Click the account image in the top right corner.

Step 2
Click Manage your Google Account.

Step 3
In the navigation list on the left side, click Security.

Step 4
Scroll down to Third-party apps with account access.

Step 5
Click Manage third-party access.

Step 6
In the Third-party apps with account access section, click on Proofreading Job Tracker.

Step 7
Click the REMOVE ACCESS button.

Remove access? alert box will appear.

Step 8
Click OK.

How do I update the billing status for a job?

The billing information is the only important data you will need to add to your Job Log sheet manually.

After Adding a Job to an Invoice

  1. At the bottom of the workbook, click on the Job Log sheet.

  2. Locate the appropriate row for the job.

  3. Enter the invoice number in the Invoice column.

After Sending an Invoice

  1. At the bottom of the workbook, click on the Job Log sheet.

  2. Locate the appropriate row(s) for the invoice.

  3. Enter the date the invoice was sent under Sent.

  4. Enter the date the invoice is due under Due.

After an Invoice is Paid

  1. At the bottom of the workbook, click on the Job Log sheet.

  2. Locate the appropriate row(s) for the invoice.

  3. Enter the date the payment was received under Paid.

Spreadsheet TIp: Select the Turnaround heading, then hit Ctrl + Down to jump to the bottom of your job list.

How can I see more of my Dashboard or Job Log at once?

You can control the zoom level for your Proofreading Job Tracker via the toolbar. Below the View and Insert menus, click on the dropdown that says “100%” and select or enter a different value.

What are the options available for the job Type dropdown?

These are the options available by default:

  • Appeal

  • Arbitration

  • CME (Compulsory Medical Examination)

  • Conference

  • Depo

  • EUO (Examination Under Oath)

  • Hearing

  • Index

  • Interview

  • Mediation

  • Meeting

  • Other

  • Statement

  • Trial

  • Voir dire


If you want to track a different proceeding type, please let me know.

Where do I get the number of Minutes Spent on a job to update or complete it?

I use the Pomodoro Technique for time management and designed the Proofreading Job Tracker with that in mind. With this technique, I break down my work into 25-minute sessions separated by 5-minute breaks. I set a timer and focus on a job (or other specified task) until the timer runs out, then I update my progress via the Job Update Sidebar on my Status sheet. After 4 sessions, I usually take a longer break.


The pomodoro timer app I use is called Focus Booster. I like that it allows me to assign a label to each session so I can generate time sheets and reports. I use my clients’ names as the labels so I can track sessions for a client over time.

Why is my Status sheet showing two or more jobs with the same Priority?

The Priority is automatically assigned based on the Date Due and Time Due. If one or more jobs have the same values in these columns, they will be assigned the same Priority.


To resolve this issue:


Step 1

At the bottom of the workbook, click on the Job Log sheet.


Step 2
Locate the jobs with identical Priority values.


Spreadsheet Tip: Select the Priority heading, then hit Ctrl + Down to jump to the first populated cell in the column.


Step 3
Identify the job(s) that should be lower Priority (i.e.: higher Priority numbers).


Step 4

Double-click on the Time Due for the first job you want to adjust.


Step 5
Increase the Time Due by one second. (Ex: Change “12:00:00 PM” to “12:00:01 PM”)


Step 6
Repeat Steps 4-5 as needed (using increasing values for the seconds) until all jobs have unique Priority values.

Why did the calculated values in an entire column disappear?

The calculations fill down automatically if the cells below the column headings are empty. If anything is entered into any cell in one of these columns, all of the calculations in that column will disappear and the heading will change to “#REF!”


To resolve this issue, delete any text, numbers, or formulas entered below the column heading.


Spreadsheet Tip: Select the heading, then hit Ctrl + Down to jump to the first populated cell in the column.

Why do all of the amounts in the Total column say “Loading…”?

The custom function used to determine the appropriate page rate based on the selected TurnaroundCategory, and Date In is still running. If this lasts longer than a minute or so, you can try refreshing the browser window.

Why does the calculation for my job in the Total column say “#VALUE”?

This happens when the custom formula used to determine the appropriate page rate is unable to do so because an unexpected TurnaroundCategory, or Date In is provided. Since the Turnaround and Category values have to be chosen from dropdowns, the issue is likely with the Date In. Check to see if the Date In is after the End Date listed for the rate on your Rates sheet. 

You can help to avoid this issue by using the =today()+1 formula instead of a future date in the End Date column for rates that are current.

Why did the Date Out and Time Out cells for a job turn orange?

These columns are programmed to turn orange when the Date Out and Time Out are after the current date and time. This can help you to monitor jobs where you schedule the return email to the client instead of manually sending it right away. Once the Date Out and Time Out have passed, the orange color will go away.

Why did the Date Out and Time Out cells for a job turn red?

These columns are programmed to turn red when the Date Out and Time Out are after the Date Due and Time Due. This will show you jobs that were returned late to the client.

Why did the Due cell for an invoice turn red?

This column is programmed to turn red when the Due date has passed and the Paid date is blank. This can help you to monitor jobs that are past due. Once the Paid date has been populated, the red color will go away.

Why do the charts on my Dashboard sheet say “No data”?

This issue is the result of conflicting filters selected at the top of your Dashboard sheet.


Examples:

  • “Jane Doe” selected for Client with “2019” selected for Year Paid, but Jane Doe did not make any payments in 2019.

  • “Daily” selected for Turnaround with “Conference” selected for Type, but no Conference transcripts have been received for Daily Turnaround.

  • Both the Unread and Returned boxes are checked.

  • Both the Billed and Unbilled boxes are checked.

  • Both the Paid and Unpaid boxes are checked.


To resolve this issue, delete or uncheck one or more filters or click the Clear All button in the top right corner.

How can I use the Proofreading Job Tracker to verify amounts for tax purposes?

You should consult a tax professional if you have questions about tax preparation.


These steps  explain how you can use your Proofreading Job Tracker to double-check amounts against your billing system.

Step 1
At the bottom of the workbook, click on the Dashboard sheet.


Step 2
In the top right corner, click the Clear All button to clear any preexisting data filters.


Step 3
To the left of the Clear All button, select the appropriate tax year from the Year Paid dropdown.


The Total summary box should now reflect the amount paid to you during the tax year in question. This amount should match whatever is reported in your billing system.


Step 4
In the top left corner, select a name from the Client dropdown.


The Total summary box should now reflect the amount paid to you by that client during the tax year in question. This amount should match whatever is reported in your billing system and can be useful in determining whether or not you need a 1099 form from the client.

Will the Job Tracker work for general proofreaders?

The Proofreading Job Tracker was designed for transcript proofreaders, but I think it could be adapted for use by general proofreaders. If you are interested in working with me to modify the template, please get in touch!

Will the Job Tracker work for scopists?

The Proofreading Job Tracker was designed for transcript proofreaders, but I think it could be adapted for use by scopists. If you are interested in working with me to modify the template, please get in touch​!

 

Peacock Wordsmithing

d/b/a Peacock Sheetsmithing

peacockwordsmithing [at] gmail [dot] com

(919) 964-0128

Raleigh, NC, USA

©2020 by Peacock Wordsmithing, LLC

The bird is the word!