Using the Time Entry Component

The PSA Time Entry Lightning component enables you to submit time against assignments, milestones, and tasks associated with projects. You can also view and add the notes, details such as the location for meetings, as well as view, add, amend and delete the task hours, and summary details added to timecards from the edit view on a timecard, as well as save and submit timecards from any of these tabs.

Notes:

• You must be assigned the required permissions to enter time against timecards in Time Entry. For more information, see Permissions for the Time Entry Component.

• The PSA Time Entry component is available on the Services Delivery workspace. Your administrator can also place the component on Lightning record pages and on the PSA Home page. For more information, see Services Delivery Workspace Overview and PSA Lightning Components.

• When creating timecards, only global projects or projects with valid assignments for your resource are shown in the Time Entry Lightning component.

• To view the Tasks tab when editing a timecard you will need to have the PSA - Enter Time Against Tasks permission set assigned and ensure your custom settings are configured to allow adding time to tasks. Contact your administrator for more information.

This component supports dependent picklists. This enables you to input data for this component with increased accuracy. For example, selecting a primary criterion, such as a location, filters subsequent options to only relevant entries.

Note:

The dependent picklist functionality is only available for custom fields. For more information on enabling dependent picklists, see Time Entry Lightning Component Properties.

To create a timecard:

1. Select the week by clicking the arrow buttons.
2. Click New.
3. [Optional] Do one or more of the following:
   • In the Project lookup, search for and select the project to log time against.
   • In the Assignment lookup, search for and select the assignment to log time against.
   • In the Milestone lookup, search for and select the milestone to log time against.
     Notes:

     If you are on an Assignment, Project, or Milestone record page, the fields on a new timecard are populated with information from the current record.

     Time entered against a project task will not be saved if the Task Time Entry Mode setting in the Timecard Entry UI Personal custom setting is set to Current.

     You can only submit time against one task per timecard.

4. If creating the timecards from assignments, select whether the timecard hours will be pre-populated with the Schedule Hours option, or left blank by selecting Zero Hours.
5. Click the Summary tab and enter your hours against each day in the hours fields.
6. [Optional] If your administrator has configured your org to use Project Tasks, you can also enter time against specific tasks by clicking on the Tasks tab, and then selecting Add Tasks.
7. [Optional] Click Notes and do one or more of the following:
   • Enter daily or weekly notes. If you are required to enter notes, the field will be marked with a visual indicator. As you type, the Notes field shows you the number of characters remaining.
   • Select the Travel checkbox to indicate that the day included travel time.
   • Search and select a location from the Location lookup.
8. [Optional] Click Confirm.
9. Do one of the following:
   • Click Cancel to discard your changes.
   • Click Save to save your changes.
   • Click Submit to submit your timecard for approval.

To submit all saved timecards for the week currently displayed, click Submit All.

To save all unsaved timecards for the week currently displayed, click Save All.

For all the lookup fields, you can also click Show All Results for “ ”. The search lookup window opens with the searched string populated in the Search field and displays all related items in the grid.

Select the item from the grid that you want and click Select. The selected item is then displayed in the lookup field. For more information, see Using Advanced Lookup.

Note:

If Shield Platform Encryption is enabled in your org, the records in the Resource, Account, and Opportunity search lookup window are filtered using only the Name field in the grid.

To delete a timecard:

1. Select a timecard with the status of Saved.
2. Click Delete.
3. Read the information message.
4. Click Delete.

To recall a timecard:

1. Select a timecard with the status of Submitted.
2. Click Recall.
3. [Optional] Enter a comment. As you type, the Notes field shows you the number of characters remaining.
4. Click Confirm. The timecard's status reverts to Save.

To copy timecards:

1. Navigate to the week you want to copy from.
2. Click Copy All.
3. Select the week you want to copy the timecards to by clicking the arrow buttons. The current week is displayed by default.
4. Select the checkbox next to each of the details you want to copy over. All the checkboxes are selected by default. Your selection is remembered between sessions using the same browser.
5. Click Copy. Timecards with a status of Unsaved are created for the selected week containing the details you have copied.

Notes:

Timecards will not be copied if:

• The Assignments load date restriction setting in the Timecard Entry UI Global Edit custom setting is enabled and the selected week's dates are not within the dates of the timecard assignment.
• The timecard contains more than one project task.
• The Task Time Entry Mode setting in the Timecard Entry UI Personal custom setting is set to Current and the timecard contains a project task.
• You are trying to copy a timecard created in days mode to hours.

It is also possible to copy timecards when using day mode. You can only copy timecards that are entered in day mode. It is not possible to convert timecards entered in hours to days.

Creating Timecards for Other Resources

It is possible for you to create and submit timecards for other resources. By default your user profile will be loaded in the Time Entry Lightning Component, in the list view. To submit timecards for another resource, select the name of the resource from the picklist to continue. It is only possible to complete this action from the list view.

Note:

Permissions need to be assigned first, to allow you to submit timecards for your selected resource. If you do not have permission to submit timecards on the behalf of other resources, only your name will be displayed in the picklist.

Creating Timecards from Assignments

Timecards can be created from assignments. To do this:

1. On the Time Entry Lightning component, click the selections arrow and select Create from Assignments.
2. Select whether the timecard hours will be pre-populated with the Schedule Hours option, or left blank by selecting Zero Hours.
3. Select the project assignments you want to create timecards for, and click create. When hours have been specified against specific days on the assignments, your newly created timecards will have these pre-populated.
4. View the timecards created against each assignment, before clicking save or submit.

Schedule exceptions are taken into account when creating timecards from assignments. Your selection for step 2 will be the default option selected the next time you create timecards from assignments.

Notes:

You can also create timecards from assignments when using time entry in day mode. You can only create timecards from assignments assigned to projects that are also in day mode.

You must have Read permission for the Time Logged In Days field to create timecards from assignments in day mode.

Entering Time in Day Mode

Your administrator can configure the Time Entry component to enable entering time in Day mode. For more information, see Setting Up Daily Mode for Timecards.

Users who are entering time in dual mode can use the mode switcher to log time in both hours and days. You will only see projects eligible for time logged in days in Days mode, and projects eligible for time logged in hours in Hours mode.
Only timecards recorded for your project, assignment or milestone in your currently selected mode are displayed in the component additionally.

Entering time in day mode is reflected in the hours fields when switching between the two modes. For example, entering one day in day mode is reflected in the hours field, with the amount of hours equal to one day specified in your work calendar.

Notes:

• For dual users, when selecting New to create a new timecard, ensure the correct mode is selected for recording time in your timecard. If you are in day mode, your new timecard is created in day mode.
• If Time Logged in Days is selected on your timecard, it must also be selected on the associated project. This cannot be changed on the project when there are existing timecards logged in day mode. This is only possible when using the Time Entry Lightning component.

Entering Time in Start and End Mode

Your administrator can configure the Time Entry component to enable entering time in Start and End mode. For more information, seeSetting up Start and End Times Mode for Timecards.

Entering time in Start and End Times mode enables you to select a start and end time when entering time. Entering time in Start and End Times mode records your time in time entries, which are displayed chronologically in the Time Entry list view, rather than displaying them by project.

To enter time in Start and End Times mode:

1. Select the week by clicking the arrow buttons, and select the day you're entering time for.
2. Click New.
3. Do one of the following:
   • In the Project lookup, search for and select the project to log time against.
   • In the Assignment lookup, search for and select the assignment to log time against.
   • The project or assignment associated with the record you have selected is auto-filled in the remaining field.
4. Enter the start and end times for your time entry.
   1. [Optional] Expand the Details section and do one or more of the following:
      • Enter daily or weekly notes. If you are required to enter notes, the field will be marked with a visual indicator. As you type, the Notes field shows you the number of characters remaining.
      • Select the Travel checkbox to indicate that the day included travel time.
      • Search and select a location from the Location lookup.
      Note:

      You must select a project to select a Project Location.

5. Do one of the following:
   • Click Cancel to discard your changes.
   • Click Save to save your changes.
   • Click Submit to submit your time entry for approval.
   • Click Submit All to submit all of your time entries recorded for the week for approval.

Clicking Submit or Submit All opens the Submit window. Here you can view the time entry associated with your timecard when submitting, or all of the time entries associated with your timecard when submitting all timecards. Timecard context fields are populated in this window, if they have been configured by your administrator. These context fields include the assignment, milestone, and the total hours entered against projects.

Warning:

Clicking Submit submits your time entry and its associated timecard.

Clicking Submit All submits all of your time entries and their associated timecards for the week.

Note:

It is not possible to use the Copy From Previous Week or Create From Assignment buttons when entering time in Start and End Times mode.

To edit a time entry:

1. Select a time entry with the status of Saved.
2. Amend the Start Time or End Time of your time entry as required.
3. [Optional] Amend the notes or location recorded against your time entry.
4. Click Save.
5. The duration of your time entry is amended.

To recall a time entry:

1. Select a time entry with the status of Submitted.
2. Click Recall. The recall window opens.
3. [Optional] Enter a comment.
4. Click Recall. The time entry's status reverts to Save.

Note:

When recalling a time entry, the entire timecard associated with the time entry is also recalled. Similarly, when the time entry is resubmitted, the entire associated timecard is also submitted.

To delete a time entry:

1. Select a time entry with the status of Saved.
2. Click Delete from .
3. Read the information message.
4. Click Delete.