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!

 

 

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Modified By (Delegate) & Created By (Delegate) in D365

These fields which are everywhere but you don’t really pay attention to really mean something worth.

So if you feel you want to get hold of someone for modifying a record. Maybe also take a look at Modified By (Delegate) just in case so that the actual user might be someone else who wanted to do another thing on that record. 🙂

Impersonation is one of the basic aspects of a plugin step that you need to carefully design to let another user (usually Admins for most implementations) make the plugin run under their context instead of giving more security roles/privileges to every other new user.

Well, same goes for Created By & Created By (Delegate) also!

Modified By

Usually, when you update something on a record, the Modified By is updated as expected. But notice that Modified By (Delegate) is not updated.
noDelegate.png

That’s because you are the rightful owner of the record and there’s no other person involved.

But what is someone else is modifying the record (who don’t have access to that record)?

In that case, Modified On (Delegate) field is populated with the name of that user. In such scenarios, Modified By (Delegate) user is the one who caused changes to the record.

delegatedUser

Why Modified By (Delegate) was populated

The reason this was populated was because the record was updated through a plugin by a user who doesn’t have Write access to the record.

But because the user invoked a plugin which was Impersonating as a User who has rights to the records, the record was successfully updated. And this, the actual user who called the plugin is the one who will be populated in the Modified By (Delegate) field.

impersonatingOtherUser

Hope this quick tip helps!

Using Keys to restrict duplicates in D365 CE

A superb way of restricting duplicate record creation is using Keys in Dynamics 365CE. This is definitely one of the most useful and easy to use features in Dynamics CRM.

In this example, I will create a Key for Email (emailaddress1) field to ensure there are only unique record values for this fields in my environment.

Create Key

It’s pretty straight-forward like creating any other Dynamics CRM component. Navigate to Keys under and entity like shown below –
createKey

And add a new Key and select attributes you want to use for that key
createdKey

Finally, save and publish your changes.

How it Works

Let’s say you already have an existing record ABC 1 with email address abc@abc.com
abc1.png

And if you try to create/update a record with the same attribute’s same value, you’ll get and error as below –
abc2

And the error will be
errorThrown

Hope this quick tip helps!

Business Card Scan in D365 CE Wave 2 Updates

We are close to getting D365 Wave 2 Updates in Oct 2019 and with Early Opt-in to Wave 2 Updates, we are already able to access one of the most desired and requested features of this release – Business Card Scan!

If you are yet to enable Wave 2 Updates for your organization, follow me post on the same here – Early Opt-in for October 2019 Wave 2 Updates. Please do so only on your testing/sandbox environment and not on Production instance yet.

Note that this is only available in US and EU regions as of now and works only in the Unified Interface.

Phone App to scan business cards

Most obvious thing to do is to pull out a phone to scan a card.

  1. Open Dynamics 365 for phones app. And navigate to Quick Create Menu
    qcMenu.png
  2. Then, select Contact
    contactQC
  3. On the Quick Create of Contact form, you’ll see a Business Card control that opens the Camera
    businessCardButton
  4. It will open you Camera and you can simply take a picture of the business card itself like below
    picTaken
  5. It will upload and fill out all the captured information from the card to the Contact form.
    infoCaptured
  6. You can simply Save the record and you’re done. It will be uploaded to CRM.

 

Uploaded

And here it is, uploaded in CRM already.

enteredInCRM

And if you take a look at the record, the picture that was used is also stored in Dynamics
cardInfo

Custom Control Used

If you look at the form customization of the Contact’s Quick Create form, you can see what control was used. It’s AI Builder Business Card control
controlUsed

Hope this helps!

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!

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!