Configuring Time Recording for Field Service

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Configuring Time Recording for Field Service

    Configuring Time Recording for Field Service enables agents to efficiently record time worked on tasks and activities, resulting in automatic generation of time cards and time sheets for manager approval. This feature reduces manual effort for agents and integrates with both Time Card Management and Cost Management applications.

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    Key Features

    • Agents can log time on tasks using the Work Order Task form and on other activities through the Time Worked form.
    • Time worked entries generate corresponding time cards, which are included in weekly time sheets.
    • Managers can create and view rate types and labor rate cards, as well as expense lines within the time sheets.
    • Agents have the capability to modify recorded hours even after time sheets are approved, with the system creating new time cards and reverting the time sheet to a pending state.
    • Time Sheet policy governs the automatic creation of time cards, allowing for customization based on user roles.
    • A Field Service view simplifies the Time Card and Time Sheet forms by removing non-essential UI actions for agents and managers.

    Key Outcomes

    By implementing Time Recording for Field Service, organizations can expect streamlined time tracking, improved accuracy in expense management, and enhanced oversight by managers. Agents benefit from reduced manual entry while maintaining flexibility in managing their time records, ultimately leading to increased productivity and operational efficiency.

    Configuration Overview

    To set up Time Recording for Field Service, follow these steps:

    • Activate Time Recording for Field Service.
    • Install the Time Recording for Field Service plugin (com.snc.wmtimerecording) if you have admin privileges.
    • Configure time recording categories to align with the specific activities of Field Service technicians, such as creating a category for Training.

    Agents record time worked on tasks and activities. Time recorded entries automatically generate time cards and time sheets for approval by managers. Configuring time recording is optional, but will save Field Service agents from having to record their time manually.

    The time recording feature extends the functionality of the Time card management application to Field Service Management. Agents can record time worked on tasks from the Work Order Task form and time spent on other activities, such as meetings or training, from the Time Worked form. Time worked entries automatically create time cards for each selected work category. Time cards are automatically included in a weekly time sheet.

    The time recording feature also extends the functionality of the Cost Management application to Field Service Management. Managers can view and create rate types and labor rate cards and also view expense lines. Time sheets use labor rate cards to determine costs.

    Agents can modify the hours recorded on time cards. Once a time sheet is approved and a time card is processed, the agent can still go back and modify the time worked. The time sheet reverts to the Pending state and new time cards are created. If an agent adds more time worked records to an approved time sheet for the same week, a new time sheet record is created for the current week.

    Managers can view time worked records, time cards, and time sheets for agents in their assignment groups, as well as approve and reject time sheets. After a time sheet is approved, the system processes the time cards and uses rate cards based on the time card category to create expense lines.

    Time Sheet policy

    For users with the wm_agent role, creating time worked records automatically creates or modifies time cards regardless of the setting for the com.snc.time_card.time_worked system property. The Time Sheet policy controls this functionality. The administrator can disable the auto creation of time cards for a specific user with the wm_agent role by creating a separate Time Sheet policy for that user.

    Field Service view

    The Time Card form and the Time Sheet form have a Field Service view. For users with the wm_agent and wm_manger roles, this view:
    • Removes the Generate Time Cards UI action.
    • Displays the Time Worked related list on the Time Card form.

    Configuration overview

    The steps for setting up Time Recording for Field Service are:

    1. Activate Time Recording for Field Service

      Install the Time Recording for Field Service plugin (com.snc.wm_time_recording) for if you have the admin role.

    2. Configure time recording categories for Field Service Management

      Create time recording categories to accurately track the work that Field Service technicians do. For example, you may want to create a category called Training if there are regular trainings technicians complete.