Step-by-step guides
Follow these detailed walkthroughs to learn how to complete the most common tasks in Datar. Each guide includes step-by-step instructions, helpful tips, and expected outcomes.
How workflows work
Every workflow follows a consistent pattern
Whether you are submitting a request, creating a project, or managing inventory, Datar workflows follow the same four-step pattern. This consistency makes it easy to learn one module and apply that knowledge across the entire platform.
Each step includes built-in validation, automatic notifications, and audit logging. You can pause at any step, save drafts, and resume later. Approvers receive instant notifications and can review from any device.
Common tasks
The four categories of everyday actions across the platform
Most of your daily work in Datar falls into one of these four categories: submitting requests, tracking project work, managing people-related tasks, and storing or sharing documents. The guides below walk you through the most popular tasks in detail.
Module quick links
Jump to the full documentation for any module
Submit expenses, request time-off, and track approvals.
Create projects, manage tasks, and collaborate with your team.
Log hours, request leave, and manage performance goals.
Upload, organise, and share documents with your team.
Track items, check stock levels, and manage categories.
Create tenders, manage purchase orders, and track budgets.
How to: Submit an expense
Raise an expense claim in under two minutes
Step 1 — Open Requests: Navigate to Requests from the main side navigation. If you have favourited the Requests module, you can also access it from your dashboard shortcuts.
Step 2 — Browse the service catalogue: Select the "Expense" category from the service catalogue. You will see sub-types such as "Travel", "Office Supplies", "Meals & Entertainment", and "Professional Development". Choose the one that best matches your claim.
Step 3 — Add line items: Click "Create Request" and fill in the details. Add one or more line items, each with a description, amount, date of purchase, and currency. You can also assign a cost centre or project code if your organisation requires it.
Step 4 — Attach receipts: Upload any supporting documents — photographs of receipts, invoices, or booking confirmations. Datar supports PDF, JPEG, and PNG formats up to 10 MB each. You can drag and drop files directly onto the attachment area.
Step 5 — Submit for approval: Review your line items and totals, then click "Submit". Your expense request will be automatically routed to your line manager for approval based on your organisation's approval rules.
Expected outcome
Once submitted, your request appears with a Pending status. Your manager receives an email and in-app notification. When they approve or reject the claim, you are notified immediately. Approved expenses are forwarded to the finance team for processing and payment.
How to: Request time-off
Book annual leave, sick days, or personal time
Step 1 — Open the People module: Go to People from the main navigation, then select the "Time-off" tab. This is your central hub for all leave-related activity.
Step 2 — Check your leave balance: At the top of the page, you will see a summary of your leave balances broken down by type (Annual, Sick, Family, Study, etc.). Verify that you have enough days remaining for the leave you intend to request.
Step 3 — Select the leave type: Click "Request Time-off" and choose the leave category. Each category may have different approval rules — for example, sick leave for more than two consecutive days may require a medical certificate.
Step 4 — Choose dates and add notes: Select your start and end dates from the calendar picker. Half-day options are available if supported by your organisation. Add any relevant notes for your manager (e.g. "attending a family event" or "post-surgery recovery").
Step 5 — Submit your request: Click "Submit". Your manager will be notified immediately. The team calendar will show a provisional entry until the request is approved.
Expected outcome
Your leave request will show as Pending in your time-off history. Once your manager approves, the status changes to Approved and your leave balance is automatically updated. The approved dates appear on the shared team calendar so colleagues can plan around your absence.
How to: Log your work hours
Record daily hours against projects and tasks
Step 1 — Open Timesheets: Go to People from the main navigation, then select "Timesheets". Your current period's timesheet opens by default, showing a weekly grid view.
Step 2 — Select project and task: Use the dropdown menus to choose the project and specific task you worked on. If you are assigned to multiple projects, you can add several rows — one per project-task combination. Recently used projects appear at the top of the list for quick access.
Step 3 — Enter hours and categorise: Enter the number of hours for each day. Select a work category (Development, Meetings, Admin, Travel, Training, etc.) and mark whether the time is billable or non-billable. Categories help your organisation analyse how time is spent across the business.
Step 4 — Save your entries: Click "Save" to record each entry. You can continue adding rows for other tasks throughout the day. Saved entries are preserved as a draft until you formally submit. You can edit or delete any saved entry before submission.
Step 5 — Submit for approval: At the end of your timesheet period (typically weekly or fortnightly), review your total hours and click "Submit for Approval". Your manager will receive a notification to review and approve your timesheet.
Expected outcome
Your submitted timesheet enters a Pending approval state. Once your manager approves it, the hours are finalised and feed into project cost tracking, billing reports, and payroll calculations. You can view your historical timesheets at any time from the "History" tab.
How to: Upload and share a file
Store documents and share them securely with your team
Step 1 — Open Files: Navigate to Files from the main side navigation. Your personal drive opens by default, showing "My Files". You can also browse shared folders that colleagues have granted you access to.
Step 2 — Choose or create a folder: Navigate to the folder where you want to upload, or click "New Folder" to create one first. Organise files into a logical structure — for example, by project, department, or date. Well-organised folders make it easier for others to find shared documents later.
Step 3 — Upload your files: Click the "Upload" button or simply drag and drop files directly onto the page. You can upload multiple files at once. Datar supports all common file types, and files are automatically scanned for viruses upon upload. A progress bar shows the upload status for each file.
Step 4 — Set sharing permissions: Select the file (or folder) and click "Share". Add individuals or groups and assign a permission level: Viewer (read-only), Commenter (view and comment), Editor (view, edit, and comment), or Owner (full control). You can also set an expiry date for time-limited access.
Step 5 — Confirm and notify: Click "Share" to confirm. The recipients receive an email and in-app notification with a direct link to the shared file. You can optionally include a personal message to provide context about the file.
Expected outcome
Your file is securely stored in Datar's cloud storage with automatic versioning enabled. Every edit creates a new version, and you can restore any previous version at any time. Shared recipients can access the file immediately based on their assigned permission level. All file activity — uploads, downloads, shares, and edits — is recorded in the audit log for compliance and traceability.
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