Configuring Autofill Process to Create Time Entry Records

Service Modules > Service Org > Timesheets > Timesheets for Administrator > Creating a Timesheet Configuration Template > Configuring Autofill Process to Create Time Entry Records

In the Autofill tab, you can configure the rules (criteria expressions) and field maps to create Time Entry records from Work Detail, Task, or Event records. You can also define the schedule for creating time entries using the autofill process. The created time entries are associated with the applicable timesheets and daily summaries.

To configure the Autofill tab:

1. Go to ServiceMax Setup > Service Organization > Timesheet.The Timesheet list view is displayed.

2. Click +New Template to create a new Timesheet Configuration Template or select an existing Timesheet Configuration Template from the list view. The Template Details page is displayed.

3. Go to the Autofill tab.

4. Enter the details for the fields as described in the following table:

Fields

Description

Additional Information

Status

Indicates if the autofill configuration is active or in-active.

By default this field is set to In-Active.

Autofill Frequency

The frequency with which the scheduler should run to create Time Entry records, for Daily, Weekly, Monthly, and Bi-Monthly schedules.

This is the frequency at which the scheduled job is queued; the actual time depends on the Salesforce platform. The timezone associated with this scheduled date-time is the same as configured in the Schedule and Notifications tab.

Number of Times Autofill Runs within the Frequency

Indicates the number of times within the defined frequency the timesheet engine runs the autofill process.

Run Now

Click Run Now to run the autofill process and create timesheet daily summaries and timesheet entries. For more information, see Executing Timesheet Engine Using Run Now.

Beginning At

Time at which the scheduler should run to create Time Entry records.

Number of prior period time entries to process

The number of the past periods for which time entries have to be processed by the autofill engine, in addition to the entries for the current time. This is to ensure that the time entries are created for any new work details, events, and tasks belonging to prior periods, which got added after their time.

You can set this field to 1 to 5 past periods. The period applied here refers to Timesheet Frequency (Weekly, Monthly, Bi-Monthly).

When you set this picklist field to its default value of 0, time entries will be created for the current period only. The Timesheet engine creates time entries for a past period as configured, only if the Timesheet record (header) exists for that period and its Status is Open.

Example:

If you set this picklist field to two for a timesheet with a monthly period, time entries will be processed for the current period as well as two prior periods, which will be two previous months.

If you set this picklist field to 3 for a timesheet with a weekly period, time entries will be created for the current period as well as three prior periods, meaning three previous weeks.

Timesheet Calculation is Based On

Select the time tracking fields in a Time entry record that the Timesheet engine uses to calculate timesheet header totals and summaries.

• If the Timesheet Calculation is Based On field is set to Start Date/Time and End Date/Time, the engine calculates the Business Hours and Non-Business Hours values using the Start Date/Time and End Date/Time of the created or edited time entry.

•  If the Timesheet Calculation is Based On is set to Business Hours Duration and Non-Business Hours Duration, the engine calculates the Business Hours and Non-Business Hours values using the Business Hours Duration and Non-Business Hours Duration values of the created or edited time entry.

For more information, see Manual Time Entry Processing for Daily Summary and Business Hours Calculations.

Create Timesheet On

Choose the day(s) of the week on which Time Entry records must be processed by the autofill engine for the Weekly schedule. This field is visible only if the Timesheet Frequency field is set to Weekly.

Day

Day of the month on which Time Entry records must be processed by the autofill engine for the Monthly schedule. This field is visible only if the Timesheet Frequency field is set to Monthly.

You can only select one day for autofill processing, if the autofill frequency is set to monthly. If you want the autofill engine to process time entries more than once in a month, increase the autofill frequency to weekly or daily.

First Recurrence Day

First day of the month on which Timesheet records must be processed by the autofill engine for the Bi-Monthly schedule. This field is visible only if the Timesheet frequency field is set to Bi-Monthly.

Second Recurrence Day

The second day of the month on which Timesheet records must be processed by the autofill engine for the Bi-Monthly schedule. This field is visible only if the Timesheet frequency field is set to Bi-Monthly.

5. Configure the fields in the following sections:

◦ Configuring Filters and Mapping to Create Time Entries from Work Details

◦ Configuring Filters and Mapping to Create Time Entries from Events

◦ Configuring Filters and Mapping to Create Time Entries from Tasks

For more information, see Configuring Filters and Mapping to Create Time Entries from Work Details, Events, and Tasks.

When you run the Timesheet Autofill engine, the Autofill Engine Timesheet Configuration need to be respected by using Timesheet Configuration field on all the open Timesheet Header which are created previously based on the last run.