Additional columns in PSA v3 Schedule view

A simple and most common questions asked are if we can add more columns to the Schedule view in D365 Project Service Automation v3. Well, yes! And it’s pretty simple too.
So, out-of-the-box, this is what you see on the Schedule view
OOBView

Adding Field to the Schedule Control

  1. PSA v3 out-of-the-box has all these custom controls put up on the Project form. So for Schedule, the custom control used is cc_ProjectTaskControl
    projectTaskControl
  2. Now, notice that the CC_ProjectTaskControl uses AdditionalColumns in the Property as seen in the screenshot above. Let’s go to that View in D365.
    So, under Project Task entity, look for the AdditionaColumns view –
    additionalColumnView
  3. Let’s say you have a custom field called Task Code that you want to add to the view, add it like you would add to any other view in Dynamics CRM.
    addToView
  4. And alongside Category, you’ll see your extra field. Publish the changes.
    added

Field on Schedule

Now, by default, the field will appear in the Schedule View – However, if it doesn’t render correctly, try refreshing the page once more –

extraColumnAdded

Glitch I found

Once I manually hid the extra column I added, I could see the it should go to the Add Column column, the last one. However, I see that it doesn’t render the name of the column you added correctly and shows something like this –

littleGlitch

Additionally, if you hide the column and refresh the page again, it doesn’t save the last state as it. It’ll show your column again, and in compressed form
compressedGlitch
Hope this quick tip helps!!

Update Price feature in D365 PSA v3

Typically, your costs for your clients go up by a certain percentage (%). It’s a standard practice to update the entire Price List consistently as and when there’s an increase.

This is a great feature to update the entire Price List by a defined % and then reflect this in the Estimates in your Project in PSA. Let’s take a look –

Scenario

Let’s say your original SalesPrice for a Developer role is $50
scenario1.png

And the same is reflected in the Estimates in a Project as well. Based on $50 for Developer i.e. resource Priyesh Wagh will spend 12 hours. So 12 * $50 for that week of 1st Dec is $600
originalSalesApplied.png

 

Updating Prices in Sales PriceList

Now, there’s an increase you want to apply. With just a simple change, you’ll be able to do so.

Assuming the PriceList in question here is SalesPriceListUS and you want to add a 10% increment to the same. Simply click on Update Prices button as shown below.
originalPrice.png
And specify the % of increment to be applied. Use Negative number to Decrease.
apply10
And there we go, a 10% to $50 is applied to all items as indicated.
scenario2

Update Price on Project’s Estimates

Similarly, to bring the change to the desired Project, look at the Estimates tab on the Project and click on Update Price button to effect the Prices on the table as well.
applyNew.png

And you’ll see the updated prices in Sales time-phase in the Project Estimates
updatedSalesApplied.png

Hope this helps!!

A manager is required for non-project time entries, absence, and vacation error in D365 PSA v3

In PSA v3, there occurs a scenario where Resources (Users) have to enter about their absenteeism and they’re not able to submit the request successfully on the Time Entry grid.

Error while Submitting Absence/Vacation & Non-Project Time Entries

  1. Typically, when a Resource has to make an entry for Absence but doing the below
    absenceTypeEntry
  2. And then clicking on Submit.
    submittingTE.png
  3. But, doing so gives an error!
    errorMessage.png

Let’s look at what was missing in readying the system for using PSA for the Resources –

Adding Manager for a Resource

Evidently from the error message itself, a Manager is required to approve the non-project time entries. Here’s how you can set it up!

  1. In PSA, it is required that ‘Manager’ is set for a Bookable Resource to be able to submit an absence/vacation/non-project time entry. Quite logical.
    So, In User record (associated with the Bookable Resource record of the actual user), the Manager should be assigned.
    missingManager.png
  2. Like below, if there’s a manager present, the Resource should have no trouble submitted non-project/absence Time Entries.
    managerAdded
  3. And once this is set, the entries should be submitted without an issue like below –
    entrySubmitted.png

What can the Manager do?

  1. Once this type of Time Entry has been submitted, the Manager can see it under Approval entity in their PSA under Absences/Vacations for Approval
    approvalArrived

Hope this was helpful!

 

 

Set Work Hours Template to a Bookable Resource in D365 PSA v3

For all the newbies in D365 PSA, one of the most critical part of configuring PSA is setting up Bookable Resources with their respective Work Hours Template to define their Work Hours and Days they can be & should be booked.

By Default, if you create a Bookable Resource they have a 24-hour slot open to be booked.
Example, I created a new Resource Shailesh Wath. Specially, not the Timezone selected. This will define how the resource will appear on Schedule Board.
newResource.png

And if you open his Work Hours by clicking on Show Work Hours, you’ll see this (which isn’t defined).
calendarNotSet.png

And on the Schedule Board, Shailesh looks like this –

Available on All Days

allDays.png

And available on All Hours
allHours.png

Work Hours Template / Calendar Template

Simply put – Work Hours are defined Schedule based off a resource’s Work Hours that can be applied to other resources as well.
You can find the Work Hours under Settings > Calendar Templates
WHT.png

Firstly, any 1 users Work Hours need to be defined in order to be set as a Template to a Work Hours. In this case, the System User Priyesh Wagh‘s Work Hours will be applied to the India Work Hours in the Template created.
IndiaWHRecord.png

Assign Work Hours Template

Now, we are assigning Work Hours Template to Shailesh which have defined hours and defined days of the week.
So, under Bookable Resources, select the User and then click on Set calendar option.
setCalendar.png

In the window, I’ll select the Work Hours Template I wish to apply. India Work Hours in this case.
IndiaWH.png

And click Apply
clickApply.png

Work Hours Template will be applied with this message.
applied.png

Obviously, you can do this for multiple resources at one. 🙂

Applied Work Hours

Now, if you observe the Work Hours to the resource, you can see this (defined timings with holidays on weekends)
legitCalendar.png

And on the Schedule Board, you’ll see the Days are properly defined
holidays.png

And also the Hours (8am to 4pm work schedule)
definedHours.png

Hope this quick tip helps!

Booking Resources more than their capacity in D365 PSA v3

While booking resources, you often don’t pay attention to how much capacity the resource has.

Or rather, you are aware, but you want to book the resource anyway (only to change later on, which I don’t recommend.)

In that case, if you are trying to overbook a resource out of their capacity, you are treated with this message below –

errorMessage

Why this occurs?

This is because of the Work Hours defined for the Resource. Rather, what Work Hour Template is assigned to that resource. Now, let’s say, you are trying to book someone for 8 hours on top of their already booked 2 hours
overloading.png

If you switch to the Hours view, you’ll see the availability marked by white cells. Grey meaning, unavailable.
available

Remember, this is even said in the error message when you tried to click Book.
errorMessage

Alternative

Of course you can do this, but you should have a very strong reason to overbook resources. 🙂

Switch to Evenly Distribute Hours to allow the resource to be booked on top of the existing one.
evenlyDistribute.png

And this should be fine, but it will appear in red indicating that the resource is overbooked. Say, 10 hours (on top of already booked 2 hours) – exceeding the 9 hours total limit.
hardOver
redMarking

Suggested

You should rather Propose Book the resource, this way, the booking will exist and won’t bloat the schedule board. And then, you can decide later to do something with it.

Front Load – Proposed

Now with combination of Front-Load and Proposed, you should be able to Book for only the remaining capacity

frontLoadPropose.png
only7.png

Evenly Distributed – Proposed

With Evenly Distributed Proposed, you should be able to exceed the capacity and even Propose for the full time you want.
evenlyDisProposed.png
Full10Hours.png

 

Hope this quick tip helps! 🙂

Happy 365ing!

 

Time/Expense Entry Rejection comments in D365 PSA v3

Let’s say in your PSA implementation, you are the Project Approver and you often face the challenges to rejecting time entries so that the resources could just correct it and re-submit. (Or any reason, for that matter)

Do you manually go and tell them that they need to re-submit? Let’s make this easier. This post applied for both, Time and Expense entries in PSA v3.

Where are the Rejection comments stored?

As an Approver, you have Resources submitting their Time Entries and you see them under Time Entries For Approval view in Approvals entity, ready to be Accepted/Rejected
ApprovalWaiting.png

 

And optionally, you can enter comments specifying why you rejected the Time Entry.
rejectionComment.png

But where is this data stored?

It’s actually stored as a Note on the Time Entry record itself! Note that the Entry Status of the Time Entry now says ‘Returned
storedAsNotes.png

Let the Resource know

You could just create a workflow to send an email to (Even Microsoft Flow, if you are comfortable with it)
A simple workflow to send out a notification will be useful to let the Resource (Owner of the Time Entry) know that the Time Entry was rejected and they need to take action.
workflow
On create of Note, Check if the Regarding (Time Entry) contains data and the Entry Status == Returned

emailBody
And send it to the Owner of the Time Entry specifying what details should go out. Add a link to the Time Entry record, maybe.

And they can click the link back to the Time Entry itself.
emailToResource

Hope this use-case proves useful in your implementation! 🙂

Happy 365ing!

Import Time Entries in PSA from your Bookings in D365 PSA v3

Often, one of the real-life scenarios is making time entries by either remembering what you did the whole week or looking at the Schedule Board and based on what you were booked, making each Time Entry in PSA manually.

Tiresome and inefficient, right? Not any more, a cool feature let’s you just create Time Entries in PSA v3 by a single click.

Now, let’s say your Bookings look like the below. I’m booked on 2 projects across the week.

scheduleBoard

And now let’s see how we import these.

Import Time Entries

  1. Let’s see you want to make time entries now based on you Bookings in D365. On the Time Entries scree, drop down to the arrow besides Import.
    dropDown
  2. Select Resource Bookings. (Obviously, like this method – you can import from Resource Assignments and Outlook Sync too! But we will keep that for some other day)
    importFromBookings
  3. Then, you can select what all Time Entries should actually make it to the records. So you can select the ones you need and leave the rest.
    summaryOfImport
  4. Once you click on Import, it’s done! Time Entries are created.
    imported

Works like a breeze!