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 custom read-only field sets that appear first 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 Left Readonly Field Set Name.

To assign custom editable field sets that appear first 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 Left Editable Field Set Name.
Note:

If you configure the same field in more than one of these field sets, it appears once in the grid in this order of precedence: left editable, left read-only, right editable, right read-only.

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.

To assign custom read-only fields to the Timecard Notes window:

  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 the Timecard Notes Readonly field.

To assign custom editable fields to the Timecard Notes window:

  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 the Timecard Notes Field Editable field.

When entering time against project tasks, users open the Task Time Notes window instead of the Timecard Notes window. You can configure the fields shown in the Task Time Details section at the top of the Task Time Notes window using field sets on the Task Time object.

To assign custom read-only fields to the Task Time Notes window:

  1. From Setup, navigate to Object Manager | Task Time | 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 the Task Time Notes Readonly Fieldset Name field.

To assign custom editable fields to the Task Time Notes window:

  1. From Setup, navigate to Object Manager | Task Time | 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 the Task Time Notes Editable Fieldset Name field.
Note:

You must assign Read or Edit permissions to users as required, for the fields added to your custom field sets. Only Read permission is required for fields added to read-only custom fields 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.

Customizing Task Visibility in the Add Tasks Window

You can restrict the tasks displayed in the Add Tasks window in Timesheet Entry through the following Timecard Entry Personal UI Settings custom setting fields:

  • Hide Show All Tasks/My Tasks
  • Restrict Task Based On Assignment
  • Restrict Task Based On Milestone
  • Task Time: Only Show Assigned Tasks

For more information on custom settings fields, see Time Entry Settings.

Configuring the Work Column

You can configure the contents of the Work column in the Timesheet Entry grid to help your users distinguish between similar assignment names. By default, the Work column displays the project name on global project rows and the assignment name on assignment rows. By configuring the following fields on the Timecard Entry UI Personal custom setting, you can prefix or append the assignment name with additional context:

  • Show Project Name with Assignment — When selected, the project name appears before the assignment name on assignment rows.
  • Account Field to Display in Timecard — Enter the API name of a text, name, or picklist field on the Account record. The field value appears at the start of the Work column.
  • Show Assignment Number — When selected, the assignment number appears after the assignment name on assignment rows.

To configure these fields:

  1. From Setup, navigate to Custom Code | Custom Settings.
  2. Next to Timecard Entry UI Personal, click Manage.
  3. Click Edit on the personal setting record for the relevant user or hierarchy.
  4. Set the values you want for Show Project Name with Assignment, Account Field to Display in Timecard, and Show Assignment Number.
  5. Click Save.
Note:

You must assign field-level Read permission for any Account field you use in the Account Field to Display in Timecard setting, otherwise users see an error in the grid and the value is not retrieved.

For more information on these custom setting fields, see Time Entry Settings.

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. This setting also controls whether summary tasks appear in the Create from Tasks window in Timesheet Entry.

For more information, see Time Entry Settings.

Entering Time on Global Project Tasks

The Create from Tasks window in Timesheet Entry includes project tasks on global projects, in addition to tasks linked to a user's assignments. For a global project's tasks to appear, the project must:

  • Have the Allow Timecards Without Assignment field enabled.
  • Be in the user's region, practice, or group hierarchy.

When a user selects a global project task that has no assignment, a timecard is created against the global project only. When a global project task is also linked to one of the user's assignments, the timecard is created against that project and assignment.

Exceeding Total Weekly Hours

Users are able to exceed their total weekly hours by default, as configured in their work calendar. For increased compliance you can enable the Enable Exceeded Hours Acknowledgment custom setting field, located 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.

In the Timesheet Entry grid, holidays in the user's work calendar are indicated by Holiday to the left of the hours cells.

You can customize the color used in the date column header for holiday days. To change the color, enter a 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.

Setting Fields as Required

You can ensure certain timecard fields are always completed by users by setting them as required. Required fields are enforceable and are available for use in the Timesheet Entry grid, notes, and task time notes windows. This improves timecard compliance and ensures correct information is entered first time.

To mark fields as required you must:

  1. Navigate to the Object Manager in Set Up for the object containing the field sets to be required. For example, to set a timecard field as required navigate to the Timesheet object in Object Manager.
  2. In the Field Sets tab, navigate to the In the Field Set list.
  3. Select Configure next to the field.
  4. Select the Required checkbox.
  5. Click Save.

Your field is now marked as required when entering time in Timesheet Entry.

Timecard Adjustments

To enable users to adjust timecards after approval, you must assign the following field and object permissions, and the following custom setting fields.

Custom Permissions

Users must be assigned the PSA - Timecards - Adjust custom permission to enable timecard adjustments, and adjusting timecards when using delegated time entry in Timesheet Entry.

Custom Setting Fields

Timecard Statuses for Adjustments contained in the Timecard Entry UI Global custom setting.

To enable users to change the project or assignment associated with a timecard, after saving or approval, assign the Assignment Project Editable after Save field contained in the Timecard Entry UI Personal custom setting.

Field Permissions

Read permission for the New Timecard field on the Timecard Adjustment object.

Object Permissions

Read permission for the Timecard Adjustments object.

Utilizing Bill Rates on Timecards

To enable users to amend dated or undated bill rates on approved timecards using Admin Edit, you must assign a permission control. To set up a custom permission control for your user:

  1. Go to the Permission Controls tab in PSA.
  2. Click New.

  3. In the New Permission Control window, select the following:

    • The user in the User field.
    • The Region, Practice, or Group in the related fields, relevant to the projects you want the user to be able to edit.
    • Timecard Ops Edit set to true.
  4. Click Save.

For more information, see Time Entry Settings.