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.

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.

 

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.

Identifies the criteria to filter Work Detail records that need to be considered for conversion into Time Entry records.

Work Detail field to match with Timesheet Owner

This drop-down field is used by the timesheet autofill process to determine which field on the work detail line is indicative of the User whose timesheet should be processed with the corresponding time entries. The options reflect the user or the technician lookup fields on the work detail record, and whichever field is selected is matched with the user or technician's associated timesheet, in order to process the appropriate Work Detail records into time entries.

Work Detail Criteria

Filter criteria applied (in addition to ownership) to identify which Work Detail records should be considered for autofill processing into time entries.

Field map from Work Detail to Time Entry

Field mapping can be applied when creating Time Entry records from Work Detail records. Map Work Detail’s Record ID field with Time Entry’s Work Detail field. This is to ensure that only one-time entry is created per work detail.

[Start Time and End Time] OR [Start Time and Duration] fields must be mapped from Work Detail.

For example, Start Date and Time & End Date and Time fields in Work Detail can be mapped to the Start Time & End Time fields in Time Entry respectively; Line Qty field can be mapped to Duration field.

If the Duration field is not mapped or if the field value is blank (null, not 0), then it is automatically populated as the difference in hours between Start Time and End Time field values, taking into consideration the related Timesheet record’s business hours.

The Duration field must be mapped only from a Number field that stores the value in hours. If it is mapped from a field that stores the value in any other units such as minutes, the resulting Time Entry record Duration field value will be incorrect, as no conversion is done when Time Entry records are created.

Map Business Hour Information From

Indicates how timezone and business hours information is mapped for source records associated with a work order. When work order Business Hours are chosen, all work detail lines, tasks, and events on a work order are mapped with the timezone from the business hours indicated on that work order. Tasks and Events that are not associated with a work order are not impacted by this setting.

Identifies the timezone information from either the Technician or Work Order record. Use this field only for Work Order-related Time Entries.

Identifies the criteria to filter Salesforce Event and/or ServiceMax Event records that need to be converted into Time Entry records.

Event Type

Select the event type from None, Salesforce Event, ServiceMax Event, or Both options. If an org does not have ServiceMax or Salesforce Events, the admin can set the Event Type picklist value to None. This helps the timesheet engine to skip events and reduces the processing time.

Map Business Hour Information From

Indicates how timezone and business hours information is mapped for source records associated with a work order. When work order Event Business Hours are chosen, all work detail lines, tasks, and events on a work order are mapped with the timezone and business hours from the business hours indicated on that work order. Tasks and Events that are not associated with a work order are not impacted by option. When Technician Record is chosen, all work detail lines, tasks, and events applicable to the technician (regardless of work order) are mapped with the timezone and business hours from the technician’s record.

Use this field only for Work Order-related Time Entries.

Non-work order-related events or tasks are processed based on the business hours of the ServiceMax event, Salesforce Event, and Task. A new field called Business Hours is added to the ServiceMax Event. For the Salesforce Event and Task, the admin has to create the custom field called Business Hours in the Activity Object. Post creation of the Business Hours field, the API name of the Business Hours field must be updated in the SET001 setting (Module: Timesheet; SubModule: Timesheet Configuration).

Event Criteria

Filter criteria applied (in addition to implicitly matching the event’s Assigned To with Timesheet’s User) to identify which Salesforce Event records should be considered.

Field map from Event to Time Entry

Field mapping to be applied when creating Time Entry records from Salesforce Event records.

Map Salesforce Event’s Record ID field with Time Entry’s Salesforce Event field. Direct mapping is not possible in this case, so Event’s Record ID should be populated in a custom text field in the Event object, by trigger /workflow rule/Salesforce process. This is to ensure that only a one-time entry is created per event. Map the Start Date Time and End Date Time fields in Event to Start Time and End Time fields in Time Entry, respectively.

ServiceMax Event Criteria

Filter criteria applied (in addition to implicitly matching the ServiceMax event’s Owner with Timesheet’s User) to identify which ServiceMax Event records should be considered.

Field map from ServiceMax Event to Time Entry

Field mapping to be applied when creating Time Entry records from ServiceMax Event records.

Map ServiceMax Event’s Record ID field with Time Entry’s ServiceMax

Event field. This is to ensure that only a one-time entry is created per event.

Map the StartDateTime and EndDateTime fields in ServiceMax Event to

Start Time and End Time fields in Time Entry respectively.

If this field is set to 2 and the Beginning At time field is set to 9 am, then the scheduler will run daily, every 12 hours, two times; first at 9 am and second at 9 pm.

If this field is set to 3 and the Beginning At time field is 9 am, then the scheduler will run daily, every 8 hours, three times; at 9 am, 5 pm, and, 1 am respectively.

If this field is set to 4 and the Beginning At time field is 9 am, then the scheduler will run daily, every 6 hours, four times; at 9 am, 3 pm, 9 pm, and, 3 am respectively.

If this field is set to 6 and the Beginning At time field is 9 am, then the the scheduler will run daily, every 4 hours, six times; at 9 am, 1 pm, 5 pm, 9 pm, 1 am, and 5 am respectively.

Identifies the criteria to filter Task records that need to be converted into Time Entry records.

Task Criteria

Filter criteria applied (in addition to implicitly matching the task’s Assigned To with Timesheet’s User AND applying the hardwired

filter Due Date is >= Timesheet Start Date & <= Timesheet End Date) to identify which Task records should be considered.

Field map from Task to Time Entry

Field mapping to be applied when creating Time Entry records from Task records.

Map Task’s Record ID field with Time Entry’s Task field. Direct mapping is not possible in this case; so

Task’s Record ID should be populated in a custom text field in the Task object by trigger/workflow rule / Salesforce process.

This is to ensure that only a one-time entry is created per task.

For Time Entry Start Time and End Time fields, create custom DateTime fields in Task and map them.

Map Business Hour Information From

Indicates how timezone and business hours information is mapped for Task records associated with a work order.