Modify Project tab’s view in Schedule Board in PSA v3 | Quick Tip

Most common asks on Schedule Board in D365 PSA is about how we can modify the Project tab view we see?

actualTabShown

Resource Requirement Entity

The Resource Requirement entity is what controls what views are available for you on the Schedule Board –

  1. To be able to find what this view is about, you’ll need to go to the Resource Requirement entity
    viewLocated
  2. Now, if I open this record, you can make changes to this view. In this case, I now got Type and Status next to Name field and pushed Created On a little further.
    modifiedPart
  3. Now, just Save and Publish.

Project Tab view

Now, simply refresh Schedule Board and you’ll see the updated change –
updated

If you’re looking for more PSA related posts, you can check these –

  1. Dynamics 365 PSA v2 to v3 Upgrade failed? Here’s what to do.
  2. Additional columns in PSA v3 Schedule view
  3. Update Price feature in D365 PSA v3
  4. A manager is required for non-project time entries, absence, and vacation error in D365 PSA v3
  5. PSA v3 View Custom Controls used on Project form
  6. Set Work Hours Template to a Bookable Resource in D365 PSA v3
  7. Time/Expense Entry Rejection comments in D365 PSA v3
  8. Booking Resources more than their capacity in D365 PSA v3

Hope this quick tip helps!!!

Dynamics 365 PSA v2 to v3 Upgrade failed? Here’s what to do.

This is a little tricky upgrade from PSA v2 to PSA v3. I’m sure by this time of the year, most of you must have upgraded and this post by me comes a little late than it should.

Here’s my experience and what help from Microsoft Support I needed to complete the Upgrade successfully.

So usually, this is what you expect when you initiate the upgrade process. You go to the Instance Picker from Dynamics 365 Admin Center.
upgradeButton

And you can see that you are on PSA v2.4.x version and the New version available is 3.10.x. When you kick off, it starts running
upgradeInProgress
But, it fails like this.
installFailed

Let’s take a stab at it!

I usually prefer to go with the old school classic Instance Picker, if you want to have a quick access to it, check this post – D365 Admin Center: Instance Picker Link

Solution Health Hub

Note: Please be aware that below mentioned steps that involve Project Service & Project Service Upgrade Rule Set can only be provisioned by Microsoft Support and we need to create a Support Request with Microsoft for them to provide this Rule Set. These comes in a Managed Solution Microsoft Support installs from their end into your environment.

  1. Assuming Microsoft Support has enabled this Rule Set for your organization, you can go to Solution Health Hub
    createNewAnalysisJob
  2. Then, select either Project Service or Project Service Upgrade
    ruleSet
  3. It will automatically run asynchronously as and when you create it. It should display results in a few moments.
    failedValidation
    In this case, my failures were that Resource Requirement records didn’t have Hours & Resources were not filled in. Some Project Tasks didn’t have Project attached to them which resulted in corrupted PSA data according to the Rule Set and hence, the upgrade fails.
  4. Now, in my case, I cleaned this data manually. Post that, I created another Analysis Job to ensure that there are no more failures.
    passedRuleSet
    Also, there’s another Rule that isn’t mentioned here but is a reason for failure. That is – Project Name (msdyn_Subject) should NOT be Blank. Use Advanced Find to find these records and correct manually.  Please ensure this manually as it won’t appear here. 
  5. Now, there’s a workflow called as Update User Work History. It should have shown 3.3 or higher in the version to select, unfortunately, this will come once the upgrade fails 1 time.
    oldWF
  6. Now, you are all set to kick off Upgrade Once again. It will fail due to the incorrect workflow mentioned above in #5.
    installFailed
  7. Now, you can go back and check that workflow, it should have the correct version appearing (due to the partial upgrade that happened in #6 above, which eventually failed)
    updateUserWorkHours
    Set this to 3.3 and Activate the workflow again.
  8. Now, trigger the Update to PSA v3 one more time. And this time it should go through correctly.
    installedPlease note, due to constant upgrades in the platform/PSA, there could still be some undetected issues which could result in failure. Hence, I tried to put what I experienced in general.

    Post this, also ensure that all SDK Message Process Steps and related Workflows related to PSA are enabled.

In case you are also looking to find out about dependencies about failed Solution Upgrades, you can check this post too – Check Managed Solution failures in Solution History in D365 CE

Hope this helps!

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!!

Check Managed Solution failures in Solution History in Dynamics 365 CRM

At times, solution upgrades failed for Managed solution and you have to get in touch with Microsoft support to figure out and get this through –

Example: You’re upgrading a solution like Project Service Automation (or any other for that matter)

Solution Failure

installationFailed

Solution History

So, instead of directly opening a support ticket with Microsoft, it’s best to dig a little into Solution History to get an insight of what exactly failed and to see if you have a quick resolution for this yourself-

  1. Navigate to Solution History in Settings in D365.
    solutionHistory
  2. Switch the view to see All Solutions
    switchView
  3. And open the one that failed recently
    openFailed
  4. In my example particularly, I found the below component had a conflicting dependency which caused the solution to fail-
    dependentComponent

Checking in Dependency Viewer

Now, this isn’t very subtle to check the Dependency Viewer –

  1. In the Exception error message, right click the solutions layers link from the error message itself. Use the scroll wheel itself to click on the link instead of clicking or right clicking.
    openSolutionLayers
    In my case from the above screenshot, the issue was that the managed workflow Update User Work History was set to Draft and hence, the upgrade failed. It could be anything else in your case.
  2. If this doesn’t open in a new window and opens in the new tab with some additional characters in the URL, then trim the beginning and ending of the text in the bar to make it a legitimate URL and press enter
    trim1

trim2

Post this, you’ll need to work your way to fix the solution and then try upgrading again.

So, if you have a particular solution like restoring back the missing component or fulfilling whatever the dependency may be, you can retry upgrade and this should work successfully.

Finally, if things don’t work out, it would be best to open a support ticket with Microsoft and they should help.

Apart from this, there are still failures which unfortunately, only Microsoft could tell. Those are usually the ones that happen due to data as Microsoft Support said. I’ll follow up this blog in the future once I uncover more details.

Hope this 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!