ArticlesPSA: Navigating the Shift to Timesheet Entry FAQ

Following our Success Byte Webinar: Navigating the Shift from Time Entry to Timesheet Entry, we compiled the most frequently asked questions regarding configuration, features, and the transition process.

Timesheet Entry

Transition & Data Integrity

Will moving to the new Timesheet Entry affect our existing reports or dashboards?

• No; the transition to Timesheet Entry is primarily a User Experience (UX) change
• The underlying objects on the back-end (Timecards, Timecard Splits, and Time Dates) remain the same
• Therefore, your existing reports, dashboards, and approval processes will continue to function as they do today 

Can we test the new Timesheet Entry in a Sandbox before deploying it to Production?

• Yes; once you upgrade your Sandbox to the Spring '25 release (or later), you can configure and test the new Timesheet Entry feature there
• It is highly recommended to test against your specific business processes before enabling it in your production environment 

Can we run the legacy Time Entry and the new Timesheet Entry in parallel?

• Yes; you can have both tools active simultaneously
• For example, you might keep the legacy tab available as a backup for 30-60 days while users get accustomed to the new Timesheet Entry interface

Does Timesheet Entry work on the Salesforce Mobile App?

• No; the Timesheet Entry UI is designed for desktop use
• For mobile time tracking, continue using the Compact Time Entry component

Configuration & Setup

How do we add custom fields (e.g., Milestones, Phase) to the Timesheet Entry grid?

• To assign custom read-only or editable field sets in the Timesheet Entry grid:
  1. From Setup, navigate to Object Manager > Timecard > Field Sets
  2. Create a new field set and note its API name
  3. From Setup, navigate to Custom Code > Custom Settings
  4. In the Time Entry UI Personal custom setting, enter the API name of the new field set in TC Header Row Readonly Fieldset Name

Can users rearrange the order of the columns?

• Yes, to an extent - users can move custom columns to different locations (e.g., making a custom column the second column), though they cannot replace the fixed first column

Can we hide specific assignments or limit which projects appear in the search?

• The search results respect standard Permission Controls
• If a user does not have permission to view a project or assignment, it will not appear
• Additionally, the "Suggest Time Cards" feature creates rows based on active assignments within the relevant date range
  

How do we enable the "Open in Timesheet Entry" button on a Timecard record?

• The Open in Timesheet Entry lightning button was added in the Summer 25 release
• It can be added by updating the ‘Salesforce Mobile and Lightning Experience Actions’ section on the Timecard page layout in Salesforce Setup
  

Features & Functionality

How does the new "Adjust Timecard" feature work?

• This optional feature allows users to make changes to approved timecards without needing an admin to manually intervene
• When an adjustment is made, the original timecard is cancelled, and a new one is created
• Permissions: You must assign the PSA - Timecards - Adjust custom permission to specific users
• Configuration: You must configure the "Timecard Statuses for Adjustment" global custom setting to define which statuses (e.g., "Approved") allow this action

Is there an audit trail for adjusted timecards?

• Yes; when a timecard is adjusted, the system creates a Timecard Adjustment record that links the original timecard to the new one, ensuring full traceability for reporting and auditing purposes

Can we correct a saved timecard if the wrong Assignment was selected?

• Yes; a new feature in the Winter 26 release allows users to change the Assignment (or Project/Global Project) on a saved timecard using the dropdown caret on the row or right clicking on the Assignment Name
• This eliminates the need to delete the row and start over

How do we enter daily notes or location details?

• In the new UI, right-click on a cell to open the "Notes" window (as opposed to the double-click in the legacy UI)
• If tracking Location, it is typically found within this daily notes section to ensure the location is filtered correctly by day

Does the new tool highlight holidays?

• Currently, holidays are highlighted after the timecard is saved
• We are exploring options to highlight holidays in the UI before the first save in a future release

Troubleshooting

Why don't I see the option to "Add Tasks"?

• Verify that your configuration allows for task time entry
• Once enabled, right-click a row and select Add Tasks to associate time with a specific Project Task or use the dropdown on the right (PSA Help: Task Time Entry)

When entering Actual Hours, why aren't Scheduled Hours automatically reduced?

• This is standard behavior to preserve the original schedules hours so you can compare Scheduled Hours against Actual Hours to see the variance
• This behavior does not change with Timesheet Entry
• Entering Actual Hours against the Assignment does not change how many hours are allocated to the Assignment