How Demands, Demand Tasks, Project and Project Tasks show up on Time Sheet Portal

[Aditya24]

In Simple words: If you want someone to see a task on their time sheet portal then either assign the task to them or create a resource plan for them. 

Below is a detailed picture.

Demand:  

On what condition it appears: A demand will appear on the time sheet portal if and only if you have an active resource plan on that demand. A user present in “Assigned to” or additional assignee list does not affect the result for the Demands.  

For what weeks you will see the Demand on portal: As the demand record shows up based on the resource plan. It will be visible for those weeks which overlaps with the start and end date of the resource plan.  

Demand Task:  

On what condition it appears in Time sheet portal: 

1. You are in “Assigned to” or “Additional assignee list” of the Demand Task record.
   Or 

2. You have an active resource plan on the Demand task. 

For what weeks you will see the Demand Task on time sheet portal: 

1. If User is in “Assigned to” or “Additional assignee list” and the state of the Demand task is Open, Work in Progress or Pending then it will be available in all the weeks view starting from the week the Demand task was created. Once the state changes to "closed complete" or "closed incomplete" or "close skipped" then it stops showing up in any future week but still continues to show up in the week the demand task was created.  
2. If User is not in “Assigned to" or “Additional assignee list” but have an active resource plan on the demand task. Then the Demand task shows up only for the weeks where the date overlaps with the start and end date of the resource plan. Here the state of the demand task doesn’t affect the result.  

Project: On project we have a field “Allow time card reporting on” which decides how it will appear on time sheet portal. 

• If you select "Project Only" you will only see the project
• If you select "Project Tasks Only" you will only see the project task
• If you select "Project and Project Tasks" you will see both.

  1. Allow Timecard Reporting On: Selected “Project Only”

when you are in assigned to/ additional assignee but no resource plan. (Projects show up on time sheet portal as per the planned/actual start/end dates on project)   

Or 

When you are not in assigned to/ additional assignee, but you do have a resource plan on the project. (Projects show up on time sheet portal as per the start/end dates on the resource plan) 

Or  

when you are in assigned to/ additional assignee on project and have a resource plan on project as well. (The tasks will show up as per dates of both: Project planned/actual start/end and Resource plans start/end dates) 

Note: Project and Project Task visibility on time sheet portal is not affected by the state of the project or project task. 

  2. Allow Timecard Reporting On: Selected “Project Tasks Only”

Projects will never show up on time sheet portal, only Project Tasks will appear.

when you are in assigned to/ additional assignee on project task record. (Project Tasks will show up on time sheet portal as per the planned/actual start/end dates of project task)

  3. Allow Timecard Reporting On: Selected “Project and Project Tasks”

       Combine the above two options.

   4. Allow Timecard Reporting On: Selected “No Time Reporting”

       No time recording will be allowed.

[Chris Sanford]

Does the "Allow Timecard Reporting On" field only affect the portal, or is there a way to prevent them from creating time cards against the wrong record in the classic view? For example I set it to "Project tasks only" but still they can go to the related list on the project and create a time card against it.

[Fuki]

@Chris SanfordSanford how did you set it to project task only or project? trying to change that from project only to project task?

[Chris Sanford]

I set it to project task only. It seems to be working for me in the classic view now. There is a business rule called "check if time cards allowed" that prevents me from creating time cards against the project when the preference is project tasks only. I'm not sure why I was running into an issue a few months ago.