How Time Cards Display in the Time Sheet Portal

[Rae Ann Prasnic]

It is "time" to tackle the mystery of Time Cards displaying in the Time Sheet Portal...

It is always recommend to have users enter time via the Time Sheet Portal, and not the native UI, as the Time Sheet Portal associates Time Cards to tasks. 

What task types display in the Time Sheet Portal, OOTB?

• All your assigned incidents, problems, or change requests that are active.
• All your assigned incidents, problems, or change requests that are closed in the selected week.
• All tasks for which you are hard-allocated during the selected week.
• All your assigned projects or project tasks that are active during the selected week. Project or project tasks are derived from the following conditions:
  • A project or project task that has started and its actual start date is before the end of the selected week.
  • A project or project task has closed and its actual end date is after the week has begun.
  • When there are no actual dates for a project, planned dates of the project must occur within the selected week.
• All active stories assigned to you.
• All active scrum tasks assigned to you or closed in the selected week.
• All active test plans assigned to you.
• All active defect and enhancements assigned to you or closed in the selected week.

Note: If the Customer Service Management plugin (com.sn_customerservice) is activated, your assigned tasks that are active and closed in the selected week are also derived from the following tables:

• Case [sn_customerservice_case]
• Work Order [wm_order]
• Work Order Task [wm_task]

When do Project and Project Task Time Cards display in the Time Sheet Portal?

Note: There is a preference on the Project, Allow time card reporting on, that will drive when Project and Project Task Time Cards display for users (e.g., Project Only, Project Task Only). 

• When there is a Resource Plan for the user
• When the user is in the Assigned to or Additional Assignee field of a Project Task (until the task is closed)

When do Demand and Demand Task Time Cards display for users?

• Demand Time Cards will display when there is a Resource Plan for the user
• Demand Task Time Cards will display when the user is in the Assigned To field of a Demand Task (until the task is closed)

How do Time Cards show up in the Other tab?

• The Other tab displays Time Cards to log time for operational work, such as administration, meeting, and KTLO
• To add cards to the Other tab you edit the values of the Category field on the Time Card

Let me know if this helps, Rae Ann

[Chandler2]

Hi Rae,

I have a weird use case happening in my personal dev env:

I have created demand tasks under a parent demand.

 Demand task 01: It shows up in the time card portal as soon as I put myself in additional assignee list, no resource plan needed on demand task. This DMNTASK was available in all weeks time portal view. Now I change the state of demand task to closed complete. This DMNTASK now disappears from other weeks but somehow it keeps showing up in the current week which is weird. There is no resource plan nothing. Now if I add a resource plan to it for a different week then this demand task appears for that week.

what I am trying to understand is when you say "Demand Task Time Cards will display when the user is in the Assigned To field of a Demand Task " above. It does not talk about states. But what I am facing it that Demand tasks shows/disappears based on state.

It makes sense as one would not be seeing a demand task in time sheet portal forever, right? So there would be some state conditions. As of now what I have realized is that once you move the Demand task to "closed complete" or "closed incomplete" or "close skipped" then it stops showing up in any future week. BUT it still appears in the current week, do you know why?

[Rae Ann Prasnic]

Correct, the Demand Task will show up as long as it is open and stays forever on the week the Demand Task was created. That allows a user to complete a task on a Thursday and still enter their time Friday. 

I will update my article with that info. Thanks for the ask. Rae Ann

[Ear19]

So I have users that are set as the additional assignee on a project.  The projects has a start date and the "allow time card reporting" is set to project and task.  But when user looks at timesheet in the portal on the tasks tab and group tasks tab they see nothing.  There is also not a search box on either tab to search.  What am I missing?

[Les1]

'It is always recommend to have users enter time via the Time Sheet Portal, and not the native UI, as the Time Sheet Portal associates Time Cards to tasks. "    -----however doing this method means that the "Time Worked" on the Task is unaffected.  So if you're wanting to report on time worked for a given task or just wanting to see duration on a task, but record their time via the Time Sheet Portal then the time entry doesnt make it back to the Task.

However, if you enter time on the task record, it gets pull in automatically to Time Sheet Portal.  

also we're seeing that "All active stories assigned to you."  isn't pulling into our Time Sheet Portal either, but will open a case to investigate.

[Neil5]

How do Time Cards show up in the Other tab?

With regards to this "Other" tab, is it possible to list only items for which you have resource plan allocated?

[Talya]

Hi @Rae Ann Prasnic ,

Our customer wants to track the efforts towards different kinds of operational work type under different operational categories. They doesn't want to log it under KTLO. So I have created the operational categories as per their requirements and I have mapped those operational work type to Time card categories as well.

OOTB, expense lines are created for time cards upon approval only of there is a Operational Resource Plan for that user. 

If Operational Resource Plan is not created then expense lines are not created.

We have users with only timecard user license so they have only time card user role. They doesn't have pps_resource role so they are not part of any Resource Groups. I cannot make them part of any resource groups as they do not have SPM user license.

Please help me how to make these timecards without resource plans create expense lines upon approval?

Thanks,

Talya

[Scotty88]

We require the ability to track time on cases while the case is still open i.e. update the time worked field within the case which creates a time worked field and then when you generate time cards from the time sheet portal it pulls in this tasks however it is only pulling this in when the case is closed