Creating Clients and Projects 81 2.    Use the icon to add a sub-task. For each task you add, you can specify: 1.    The task name and code 2.    The estimated hours and costs associated with the task. If your organization uses project/task roll-up, the task estimates may be automatically calculated based on the estimates for any subsequent tasks. 3.    The values for any user defined fields you created 4.    When users can enter time against the task 5.    Whether users can enter time against the task. If you are using project/task roll-up, it is recommended that you only allow time entry for the lowest level tasks. 6.    If using Web TimeSheet for billing, whether billable or non-billable time, or both, can be entered against the task. This same information can be set for the highest-level task (the project). The following additional fields can be set for the project: 1.    The client/external approver that should be involved in approving time and expenses for this project (see Including Clients as Approvers on page 83) 2.    Whether the project leader is required to approve time and expenses for this project (for users whose approval path includes the project leader) 3.    When users can enter expenses against the project, if an Expense license is present 4.    The estimated expenses associated with the project, if an Expense license is present Changing Task Assignments By default, all members of the project team are allowed to enter time against each task defined in the project. However, within the Assignments section of each task, you may: • Prevent some team members from entering time against that task alone • Allow users outside of the project team to enter time against the task Specifying which Expenses can be Claimed In the Allowed Expenses section, you can specify which types of expenses can be claimed under this project. Adding Projects using a Template If you need to create a project with the same characteristics as an existing project, you can use the Based On feature to save yourself time when setting up the new project. The Based On feature copies all of the following information from an existing project to a new project: • Billing Rates (all rates except the default billing rate for the project) • Project Team (all associated rates except the default project rate) If hierarchy filtering is enabled, all team members (individuals, departments, or <All>) are copied to the new project regardless of their department. For team members outside of the user's department, if the assignment is removed from the project team, it will no longer be available for selection on that project.