Create a time card
You can create time cards to log time against the work you have done.
Before you begin
Role required: timecard_user
About this task
Starting Australia release, users can select a resource assignment to associate it with time cards to calculate the actual efforts and tag them to the respective projects.
The Allow time card reporting on field on the project form determines the level at which the time cards for the project tasks can be created.
Note: Time Cards created from Project form do not populate Resource plans automatically to avoid random allocations. For more information, see KB0814884 article in the Now Support Knowledge Base.
Time cards can be created automatically or manually.
Automatic: Use the following options to automatically generate the time cards:
By updating task:
Auto create time card on task update
Configure time cards to be created when a user updates a task record. The Auto create time card on task update setting in the assigned time sheet policy controls this behavior and is set to false by default.
Auto fill time card with time worked entries
Configure time cards to be created when a user records Time worked. A time card is created if a time card does not exist for the task. The time sheet policy Auto fill time card with time worked entries controls this behavior and is set to false by default.
In Project Task, Incident, Problem, and Change records, the Time worked field does not appear by default and must be configured on the form.
By scheduled job: Configure time cards for the project tasks to be generated automatically for users through a scheduled job. Only the admin can configure a scheduled job. Note: Time cards cannot be created automatically when you use the mobile interface. Use the desktop interface if you want to use the automatic time card feature.
Manual: Create a time card for each task and enter the time manually.
Procedure
- Create the time card using one of the following options.
| Option | Steps |
|---|---|
| From the Time Sheet Portal |
|
| From a Time sheet related list |
|
| From a Time sheet related link |
When using the related links for creating time cards:
|
- On the form, fill in the fields.
| Field | Description |
|---|---|
| Week starts on | Starting date of the week of the time sheet.Note: The time sheet policy Week starts on controls the start day of the week. A message is displayed when you try to associate a resource plan with a time card when the week on which the time card starts is outside the resource plan dates. |
| State | Current state of the time card. All new time cards begin in the Pending state.Different states of a time card are Pending, Submitted, Approved, Processed, Rejected, and Recalled. |
| Category | Type of task for which the time card is created. |
| Task | Task that is associated to the time card. |
| Project time category | Type of activity in the project that time is reported for.This field appears when you select Project/Project Task or Task work in the Category field. |
| User | Name of the user that the time card is created for. |
| Resource assignment | Select a resource assignment assigned to the user. When the time card is approved, the actual hours are used to view the planned vs actual hours in the heatmap view in Project Workspace and Resource Management Workspace.A resource assignment is associated with the time card in the following ways: - If the user has multiple resource assignments, you can select the appropriate assignment. - If the user has only one resource assignment, that plan is selected by default. |
- Click Submit.
Result
- The time card is created for the selected time card period.
- If the time sheet for the week does not exist, a time sheet is created for the time card week.
What to do next
After the time card is created, the hours for that task can be incremented automatically from the Time worked field in the task record. The time sheet policy Auto fill time card with time worked entries controls the way the time is updated in time cards. The policy is set to false by default. If automatic updates for time worked are not configured, the user must manually update the time card.
- Copy time cards from a previous time sheet
Another option for creating time cards is to copy them from an existing timesheet, which copies all the time cards (for project as well as non-project tasks) from a selected time sheet. - Auto-generate time cards
As an admin, you can configure a scheduled job to generate time cards automatically for project tasks assigned to time card users.
Parent Topic:Time cards
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