Setting Up Timesheet Entry

You can use Timesheet Entry to record time against multiple projects and assignments in more detail than Compact Time Entry.

To set up users to use Timesheet Entry, you must complete the following steps:

  1. Assign the following permission sets to users who use time entry:

    1. PSA - Enter Time Against Projects and Assignments.
  2. Ensure your user has a resource record set up. Users are unable to record time in Timesheet Entry without this.
  3. Ensure your users are assigned the relevant read/edit permissions for all of the fields used in Timesheet Entry.
Note:

Timesheet Entry utilizes the associated work calendar of a user. If a default week start day has not been defined in the work calendar, or a user has no associated work calendar, the default week start day defaults to the day set in the Timecard Personal UI custom settings. For more information, see Time Entry Settings.

Creating Timecards from Assignments

When using milestones, you can limit the milestones available for users to select. This enables users to only select milestones associated with their assignment. To do this, select the Show Assignment Milestones Only checkbox on the assignment record.

For more information, see Assignment Milestones Overview

Customizing Timesheet Entry

Timesheet Entry supports the use of custom field sets in the grid, enabling you to view custom columns. You can also assign custom field sets to the Create from Assignment and Create from Global Project windows.

To assign custom read-only field sets in the Timesheet Entry grid:

  1. From Setup, navigate to Object Manager | Timecard | Field Sets.
  2. Create a new field set and note its API name.
  3. From Setup, navigate to Custom Code | Custom Settings.
  4. In the Time Entry UI Personal custom setting, enter the API name of your new field set in TC Header Row Readonly Fieldset Name.

To assign custom editable field sets in the Timesheet Entry grid:

  1. From Setup, navigate to Object Manager | Timecard | Field Sets.
  2. Create a new field set and note its API name.
  3. From Setup, navigate to Custom Code | Custom Settings.
  4. In the Time Entry UI Personal custom setting, enter the API name of your new field set in TC Header Row Editable Fieldset Name.

To assign dependent list fields in the Timesheet Entry grid:

  1. From Setup, navigate to Object Manager | Timecard | Fields & Relationships.
  2. Create a new field dependency.
  3. From Setup, navigate to Object Manager | Timecard | Field Sets.
  4. Create a new field set including your field dependency and note its API name.
  5. From Setup, navigate to Custom Code | Custom Settings.
  6. In the Time Entry UI Personal custom setting, enter the API name of your new field set in TC Header Row Editable Fieldset Name.

To assign custom field sets to the Create from Assignment window:

  1. From Setup, navigate to Object Manager | Assignment | Field Sets.
  2. Create a new field set and note its API name.
  3. From Setup, navigate to Custom Code | Custom Settings.
  4. In the Time Entry UI Global custom setting, enter the API name of your new field set in Assignment Lookup Fieldset Name.

To assign custom field sets to the Create from Global Project window:

  1. From Setup, navigate to Object Manager | Project | Field Sets.
  2. Create a new field set and note its API name.
  3. From Setup, navigate to Custom Code | Custom Settings.
  4. In the Time Entry UI Global custom setting, enter the API name of your new field set in Project Lookup Fieldset Name.
Note:

You must assign Read or Edit permissions to users, for the fields added to your custom field sets.

You can also configure Timesheet Entry to hide the Save and Submit buttons, depending on how you'd like your org to be configured. For more information, see Time Entry Settings.

To enable Expand and Collapse, ensure entering time on project tasks is enabled and disable the Hide Expand Tasks checkbox in the Timecard Entry UI Personal custom setting.

For more information, see Time Entry Settings.

To configure the fields displayed in the Project, Project Task, Assignment, and Milestone tabs in the Resource Details panel, select a custom field set in the corresponding properties in Lightning App Builder. For more information, see Timesheet Entry Properties.

Delegated Time Entry

You can enable users to enter time on behalf of other resources. This is helpful in instances such as personal time off, sickness, or any other absence. For example, granting our project manager Linda permission to enter time on behalf of Mateo, our resource, ensures there's no disruption in billing in the event he is unable to complete his timecard.

To enable delegated time entry, you must:

  1. In the Timecard Entry UI Global custom setting, change the Resource Access field to All.

  2. Grant permission to the user to enter time on behalf of other resources. This is managed through a permission control:

    1. From the App Launcher, go to the Permission Controls tab.
    2. Click New.
    3. Select the user who you're granting permission to enter time on the behalf of other resources in the User field.
    4. [Optional] Select the Region, Practice, Group, Project, Opportunity, or team they are able to enter time for. These fields limit who the user is able to enter time for.
    5. Click Save.
Notes:
  • The Resource Access field being changed to All does not grant a user permission to enter time on behalf of other resources alone. They must also have a permission control assigned in the Permission Controls tab.
  • If resource schedules are set to Private in sharing settings, when creating a timecard on behalf of another resource, the Weekly Scheduled Hours column displays 0 hours.

Enabling Self Assignment

To enable self assignment in Timesheet Entry, you must:

  • Ensure users have access to the project they are self assigning to.
  • Select the "Allow Self Staffing" checkbox on the project record page for projects eligible for self assignment.
  • Ensure the Disable Self Assignment custom setting is set to false in the Timecard Entry UI Personal settings.
Warning:

Previously, the Name and Nickname fields always displayed on the Self-Assignment record page, even when removed from the Self-Assignment UI Assignment field set. This behavior has been corrected.

To ensure these fields are displayed in Timesheet Entry, you must add them back to the Self-Assignment UI Assignment field set if they were previously removed.

For more information see Self-Assignment Fields.

Entering Time on Project Tasks

To enable users to enter time on project tasks in the Timesheet Entry grid, you must assign the following:

  • Read permission for the TMTE_TaskTimeEntryController class.
  • Read permission for the Parent Task field on the Project Task Object.

Entering time on Project Tasks is not available when the Task Time Entry Current mode is selected.

The hours rolled-up value in Timesheet Entry varies depending on the task time entry mode selected:

  • Calculated mode - hours are rolled-up depending on the hours entered on each day. Users can manually overwrite the hours roll-up. Removing hours for a given day will recalculate the hours roll-up, however deleting task times for a given day is not reflected accurately.
  • Adjust Up mode - hours added to the grid will be included in the hours roll-up, however deleting or removing hours will not decrease the hours roll-up.
  • Current - project tasks are not available in Timesheet Entry.

If the Lock Timecards in Calculated Mode custom setting is enabled and Calculated mode is not selected, task time entry will default to the mode selected in the Task Time Entry custom setting.

Note:

The Name field on the Contact object behaves differently when encryption is enabled:

  • Searching for resources using advanced search on any field other than the Name field will return all of the resources you have permissions assigned to enter time for.
  • Searching using a partial search term is not supported. Only exact matches will be returned.

Entering Time on Summary Tasks

You can enable entering time on summary tasks by enabling the Allow Time Entry for Summary Tasks checkbox in the Timecard Entry UI Global custom setting.

For more information, see Time Entry Settings.

Non-Working Days

You must assign users Read permission for the Holiday object to enable them to view holidays in the Timesheet Entry grid. This permission is assigned in the Enter Time permission set.

You can also customize the cell shading used to indicate holidays recorded in the resource's work calendar. By default, holiday days appear as blue in the Timesheet Entry grid.

To change the color, enter HEX code for your required color in the Holiday Color Code field, located in the Timecard Entry UI Personal custom setting.

It is possible to enable partial work hours on a holiday day. This is controlled by the Work Hours field on the holiday, as entered in a resource's work calendar. This field is set to zero by default and is not included in the summary card values.

Record Details Panel

To customize the fields displayed in the Project or Assignment tab on the Record Details panel, you must:

  • Amend the field selection in the Assignment Detail Fields field in the Timecard Entry UI Personal custom setting.
  • Amend the field selection in the Project Detail Fields field in the Timecard Entry UI Personal custom setting.

For more information, see Time Entry Settings.

Recording Daily Notes

To enable users to record travel time and locations in their timecard notes, ensure the Travel and Location fields are enabled in the Timecard Personal UI custom setting.

For more information, see Time Entry Settings.