Yes, I know it is not Tuesday. Here is our Tip for this week.
The 'Open for Time Entry' attribute is defined for the Resource, Project, Team and Task objects.
In Studio you can set a 'default' value for the attribute to be true (checked) or false (unchecked) so that it is set at the time a new record is created for each of these objects.
Understanding how this attribute is used for Timesheet functionality is important for developing a configuration that will provide a 'best practice' configuration to allow managers to control the timing of making project tasks available to the staff members for booking time.
For example, you can set the attribute to 'false' on the Project level and later, set it 'true' at a time when the project is ready to begin.
Also, setting the attribute to 'false' on the Team object allows the attribute to get automatically set to 'true' later when a condition is met from the system level Project Management Settings.
Administration, Project Management: Settings - Automatically Open Staff Members for Time Entry
This setting is used on the Project Team page for Team Staff Members and the 'Open' attribute on the Team record will get turned on (checked) based on the setting if it is currently false (unchecked)
If the Team 'Open' attribute currently unchecked, the system level setting will update the 'Open' attribute to checked under the following conditions : Never, When Hard Booked or When Request Status is Approved
Resource Object 'Open for Time Entry' attribute
The default on this attribute is used when the resource is created.
After the resource is created, it can be updated manually (checked/unchecked)
If this attribute is false(unchecked) the resource will not see any Timesheets in the Timesheet List View
The Resource must have this checked to have the ability to create and enter Timesheet Entries
For a resource to add a task to a Timesheet, the 'Open for Time Entry' must be true in all of these places
- Resource Track Mode = Clarity
- Resource Open for Time Entry = True
- Project Track Mode = Clarity
- Project Open for Time Entry = True
- Team Open for Time Entry = True
- Task Open for Time Entry = True
Project Object 'Open for Time Entry' attribute
The default on this attribute is used when the project is created.
After the project is created, it can be updated manually (checked/unchecked)
This attribute is separate from the Staff Team attribute and does not have any impact on the Team records.
If the Project 'Open' attribute is true or false, does not determine the value on the Team or Task record.
If this attribute is 'false' for the Project, none of the 'open' staff members with 'open' tasks will be able to book timesheet entries for this project.
Team Object 'Open for Time Entry' attribute
The default on this attribute is used when a staff member is added to the team.
After the team member is added, it can be updated manually (checked/unchecked).
The system level settings only kick into action when the current value on the Team Staff Member properties is unchecked.
It this attribute is 'false' for the Staff Member, none of the 'open' tasks on this project will be available for selection on the timesheet for this resource.
Task Object 'Open for Time Entry' attribute
The default on this attribute is used when the task is created.
After the task is created, it can be updated manually (checked/unchecked).
For projects that have an anticipation of many tasks requiring timesheet entries, it is recommended to have the default value set to 'true' so that it is set automatically upon the task creation.
Configuration of the other places will control the availability of this task on the timesheet.