Viewing Generated Timesheet Records for Monthly Schedule
After admin creates the timesheet configuration template by configuring the schedule for a monthly frequency, the timesheet headers and daily summary records are generated based on the configured schedule. For more information, see Creating a Timesheet Configuration Template.
Use Case
Let’s take an example where the admin configured the timesheet template with the monthly schedule as shown in the below screenshot:
Based on the above configuration, the Timesheet records are generated as described below:
Created on: 1st of every month, from 1st August 2024 to 31st December 2024, at 9 AM GMT
Created for users (eligibility): For all active Salesforce users, whose Salesforce profiles are associated with the ServiceMax group profiles assigned to the timesheet configuration
Count of records created per user:
• One Timesheet record gets created for the current Timesheet Period. This is the period of one month, which includes the date Scheduler run date + Start Date. End Date of the current Timesheet Period is calculated as Timesheet Start Date + One Month – 1 day.
• One Timesheet record gets created for the next Timesheet Period. This is the period of one month, which immediately follows the current Timesheet Period.End Date of the next Timesheet Period is calculated as Timesheet Start Date + One Month – 1 day.
Generated Timesheet Period based on the Datetime of the Scheduler’s Run
The current and next Timesheet period are relative to the datetime of the scheduler’s run. Each of the above timesheet records (and their related Timesheet Daily Summary records) is created only if there is no existing record for that Timesheet Period, with Status = Open.
Timesheet record (and its related Timesheet Daily Summary records) for the next Timesheet Period is created only if the next Timesheet Period Start Date is less than or equal to the timesheet creation schedule Continuing Through date.
For the above schedule, Timesheet records will be created as shown in this table:
Scheduler Run # | Run Date | Timesheet Start Date | Timesheet End Date |
|---|---|---|---|
1 | 1/Aug/2024 | 01/Aug/2024 | 31/Aug/2024 |
1 | Same as above | 01/Sep/2024 | 30/Sep/2024 |
2 | 01/Sep/2024 | 01/Oct/2024 | 31/Oct/2024 |
3 | 01/Oct/2024 | 01/Nov/2024 | 30/Nov/2024 |
4 | 01/Nov/2024 | 01/Dec/2024 | 31/Dec/2024 |
As can be seen, two Timesheet records are created when the scheduler processes the timesheet configuration for the first time – one for the current period and one for the next period. From the subsequent scheduler run onwards, one Timesheet record is created, and it is for the next period.
An important point to note is that the Start Date of the next period is always set to the end date of the current period + 1. This is to ensure that no two timesheets have overlapping dates.
Field values of the Timesheet records created are set on the same lines as described in the Weekly Schedule section. Timesheet Daily Summary records are created for each Timesheet record created, covering each date in the date range from Timesheet Start Date to Timesheet End Date, with both dates included.