Time Sheet Portal
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Summary of Time Sheet Portal
The Time Sheet Portal in the Yokohama release provides a unified interface for ServiceNow users to view, record, and manage time spent on assigned tasks for a given week. It integrates with the Task table to track time across various task types such as projects, incidents, problems, and change requests. The portal facilitates efficient time management by enabling users to create and submit time sheets in a single action, while also supporting approval workflows.
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Key Features
- Comprehensive Task View: Displays all assigned tasks as cards including incidents, problems, change requests, projects, project tasks, stories, scrum tasks, test plans, defects, enhancements, and—if Customer Service Management is enabled—cases and work orders.
- Time Card Management: Allows creation, editing, deletion, and addition of notes to time cards. Users can generate time cards from assigned tasks, copy from previous time sheets, and search for tasks not shown in the assigned list.
- Resource Assignment Support: Users can select specific resource assignments when creating or submitting time cards, with administrator control to enable this feature.
- Time Sheet Navigation: The header provides navigation across weeks, calendar selection, and quick access to the current week’s time sheet. Managers have the option to view and edit time sheets of their resources.
- Task Categorization: Tasks are grouped under tabs such as Tasks (individual assignments), Group Tasks (assignment group tasks), and Other (operational work like administration and meetings).
- Time Sheet Summary: Displays daily and weekly totals, task counts, and a breakdown of hours by work categories like project tasks, administration, meetings, and change requests.
- Approval Workflow: Users can submit time sheets for approval, and approvers can approve, reject, or recall time sheets. Notifications indicate the status of submitted, rejected, or recalled time sheets and time cards.
- Logged Time Cards Section: Shows detailed time card entries with state icons, descriptions, categories, rate types, resource plans, and options to edit or delete entries. Duplicate time cards can be merged.
- Policy Integration: Time sheet policies apply when creating or editing time cards, controlling features like multiple rate types and updating actual hours or costs in resource plans.
Practical Benefits for ServiceNow Customers
- Streamlines weekly time tracking and submission, reducing administrative overhead.
- Enables managers to oversee and submit time sheets on behalf of their team members, improving accountability and control.
- Supports detailed categorization and reporting of time spent, aiding in accurate project and operational cost tracking.
- Facilitates compliance with organizational time sheet policies through integrated controls and workflow states.
- Improves visibility with notifications and easy access to time sheet statuses and approvals.
Additional Notes
- The portal is optimized for desktop use and is not designed for mobile devices.
- Administrators can configure category visibility on the Other tab by activating or deactivating categories in time cards.
- For enabling resource assignment features, administrators can refer to ServiceNow knowledge base article KB1649389.
Time Sheet Portal categorizes and displays all your assigned tasks in a single view for a given week. The portal enables you to record time spent on tasks on a day-to-day basis and submit the time sheet in a single action.
Time Sheet Portal works with the Task table to record the time that you spend on various task
types, such as projects, incidents, problems, and change requests. It provides a complete
breakdown of the time you enter for the task, task categories, and days in a week. It enables
you to:
- Generate time cards for assigned projects or project tasks.
- Copy time cards from a previous time sheet.
- Search and create a time card for a task that is not displayed in the assigned tasks list.
- Edit, delete, or add notes to a time card.
- Submit, approve, reject, and recall a time sheet.
- View notifications for the submitted, rejected, and recalled time sheets or time cards.
Time Sheet Portal comprises of the following sections:
Header
The Time Sheet Portal header:
- Displays a date range of the time sheet for the selected week and provides options to navigate to the time sheet of previous or next week.
- Provides a calendar along with the date range. Clicking a date in the calendar displays the time sheet for the week of the selected date.
- Provides a link to navigate to the time sheet for the current week when a different time sheet is being viewed.
- Provides an option under My Time Sheet that enables you to open and edit the time sheets of your resources. The option is available only for a user manager.
- Provides an option to view the time sheet in the Form view using time sheet form view
icon (
). - Displays the notifications for the submitted, rejected, and recalled time sheets under the show notifications icon (
). Each entry displays the number of time cards and their state. Click on a notification item to open the time sheet.
Tasks
The Tasks tab displays your assigned tasks as cards. Each card
provides information about a task, such as short description, state, last updated date and
time, and priority. Tasks are derived from the following filter conditions:
- 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]
On the Tasks tab, you can perform the following operations:
- Type a keyword in the search field to view only cards with details that match the keyword.
- Sort cards in ascending or descending order based on priority, irrespective of the task type.
- View cards based on a category, such as projects, project tasks, incident, problem, change, defect, enhancement, test plans, and scrum tasks.
- Create time cards for assigned tasks. See Create time cards and log time through Time Sheet Portal.Note:Time sheet policies apply when you create or edit a time card.
Group Tasks
The Group Tasks tab displays the tasks assigned to your Assignment group. The group tasks are displayed as cards in the tab. A card provides information about the task, such as short description, state, last updated date and time, and priority.
Other
The Other tab displays cards used to log time for operational work,
such as administration, meeting, and KTLO.
Note:
The list of categories in the time card
controls the list of cards displayed on the Other tab. If an
administrator marks any of the categories as inactive in the time cards, those categories
are not displayed on the Other tab.
Time Sheet
Starting Yokohama release, time cards and time sheet portal supports resource assignments. Users can select a specific resource assignment while creating time cards and submitting a time card via time sheet portal. Your system administrator can enable the resource assignment column in time sheet portal. For more information on how to add resource assignment column to time sheet, see the Knowledge Base for KB1649389.
The Time Sheet section:
- Displays the date range of the time sheet for the selected week.
- Indicates the state of the time sheet being viewed.
- Displays the total number of tasks and hours that you have entered for each day in a week. When you click a day in the time sheet, the column for that day is highlighted in both the Time Sheet and Logged Time Cards sections. The first day displayed in the Time Sheet section is based on the value specified in the Week starts on field in the users Time Sheet Policy. For example, if the Week starts on field is set to Friday, the Time Sheet section starts with Friday.
- Indicates the total number of hours that you entered in the time sheet. Time Sheet breakdown also displays a breakdown of user-entered hours in different work categories, such as project tasks, admin, meeting, follow on tasks, or change requests.
- Provides options that enable you to submit a time sheet and copy time cards from a previous time sheet. For an approver, options to approve or reject a submitted time sheet and recall a processed time sheet are available.
Logged Time Cards
Each row in the Logged Time Cards section represents a time card entry for a given week. It
has details such as icon for state of the time card, short description of the task, project
time category, rate type, resource plan, and logged time. Each row of the time card contains
options that enable you to edit, delete, or add notes to a time card. For more information,
see Create time cards and log time through Time Sheet Portal.
Note:
- The Rate type column is visible only when the Allow multiple rate types option in the time sheet policy of the user is selected.
- The Resource plan column is visible only when the Update actual hours and cost in resource plan/reports option in the time sheet policy of the user is selected.
The icon beside the short description of a row indicates a time card state. The merge icon (
) in a time card row indicates that a duplicate time card for the same task exists in the time sheet and provides option to merge them into a single time card.
When there are no time cards, the Logged Time Cards section displays the Generate Time Cards and Copy from previous time sheet
buttons to create time cards.
Note:
Time Sheet Portal is not designed for use on mobile
devices, and may not appear as shown in this document.