QRG Field Service Extension - Key Information

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Prerequisites

Prior to creating records for use with the Field Service Extension, the following prerequisites must be met:

1. Users must have sufficient privileges to manage Contacts, Payees and their related records. See your System Administrator if you do not have the required access.
2. The latest version of 2cloudnine Field Service Extension must be installed in the Salesforce Org using the function.

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Field Service Extension Appearance and Usability

• Record pages related to the Field Service Extension are Lightning Enabled and must only be used when the Salesforce Lightning Experience is active.
• All dates and times are displayed as per the location of the logged in User.
• Currency is calculated at 6 decimal places but displayed with two decimal places.
• The recommended browser is Chrome as per the Salesforce standard.
• The default display resolution supported for the Field Service Extension is 1920 x 1080 (1080p) scaled at 100%. The minimum display resolution supported is 1024 x 768 as per the Salesforce standard.
• Record pages related to the Field Service Extension will automatically resize in width and height so that the components are stretched appropriately depending on resolution.
• In the event that the fields / tabs within record pages are unclear or overlap, zoom out (or zoom in) through the web browser as needed.

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Definitions

The Field Service Extension (FSE) is an integration tool designed to transform data from Salesforce Field Service into 2cloudnine Timesheets. This enables your Field Service Time Sheets and related data to be automatically interpreted and paid, eliminating the need for manual re-creation or any export/import processes. To familiarise yourself with the terms associated with Field Service and the Field Service Extension integration, please refer to the following definitions:

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Field Service Extension Objects

• Pay Condition Enables the Field Service Extension to identify the Payee Allowances, Timesheet Activities and/or Project Codes to populate on 2cloudnine Timesheets following the integration of associated Field Service data.
• Pay Condition Allocation The Pay Condition Allocation is a junction object that links Field Service data to a specific Pay Condition. This is a crucial step in the integration process, as the Pay Condition tells the extension which records to insert into the 2cloudnine timesheet. Pay Condition Allocations facilitate integration for the following Field Service Objects:
  • Time Sheet Entries
  • Work Order Line Items
  • Work Orders
  • Service Appointments
  • Expenses

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Field Service Objects - in relation to 2cloudnine

Field Service Standard definitions can be found here.

• Expense Captures Field Service data related to business expenses incurred, as well as entitlements owed to Employees based on work conditions. Must be related to a Pay Condition Allocation to enable the integration to generate the 2cloudnine Timesheet Items required for creation of associated Pay Transactions.
• Resource Absence Used to record breaks, leave periods, and all other types of Absences for Service Resources. These records are used by Field Service to optimise scheduling by ensuring that Service Resources are not assigned to Service Appointments conflicting with approved Resource Absence records. Resource Absences may be related with either 2cloudnine Timesheet Break Entries (for Break Record Types), or Payee Leave records (for Non Availability Record Types) during Field Service Time Sheet integration. The creation of new Field Service Resource Absence records may also be triggered by FSE, upon approval of new Payee Leave Events for Payees with related Service Resource records.
• Service Appointment Details the scheduled times, actual work times, and other information specific to the individual Field Service Work Order assigned to a Service Resource.
• Service Resource Captures the basic employment information for workers. The Field Service Extension enables the creation of Service Resource and User and allows the 2cloudnine Employee Contact, User and Payee data to be related with Service Resource records..
• Work Order Captures the basic information for a specific role, duty or task to be assigned to an available Service Resources via Service Appointment. May be referenced by the Field Service Extension during creation of 2cloudnine Timesheet Items, if a Payee Allowance, Timesheet Activity or Project Code is associated with the Work Order captured in a Pay Condition Allocation record. The Work Order lookup on the Field Service Time Sheet Entry is used by the Extension to reference related Field Service Work Order Line Items, Service Appointments and Expense records.
• Work Order Line Item Captures the specific details of a particular Work Order. May be referenced by the integration during creation of 2cloudnine Timesheet Items, if a Payee Allowance, Timesheet Activity or Project Code is associated with the Work Order detailed on a Pay Condition Allocation record.
• Time Sheet Field Service Time Sheet records are used to capture time for Service Resources within the Field Service product. These are the primary records used when integrating data from Field Service to 2cloudnine Payroll.
• Time Sheet Entry As above, Field Service Time Sheet Entries capture the specific times recorded for Service Resources, and are directly referenced when transforming Field Service data for use with 2cloudnine Payroll.

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Other Objects

• User The User record is created by the Field Service Extension to generate the Service Resource record using data from the related Employee Contact records.
  • If the Custom Setting labelled Field Service Integration Configuration has the checkbox Use Existing User enabled, validation will determine if a new Service Resource is created. If this checkbox is not enabled, a new User record will be created with each new Service Resource.

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General Overview

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Service Resource Data Integration

To establish relationships between Field Service and 2cloudnine Payees, the Field Service Extension facilitates integration between Service Resources and User, Employee Contact and Payee records. While Service Resources may be manually created and related with 2cloudnine Employee data, the Field Service Extension enables automated creation of Service Resources via the Payee.

• When linked, changes made to 2cloudnine Employee and Payee records will be inherited by the Service Resource.
• Selecting the Create Service Resource field on a Primary Payee record will trigger the Extension to automatically create a new Service Resource related to both Payee and Employee Contact.
  • A User record will be automatically generated for each new Service Resource created via Payee.

Please refer to the below diagram for an overview of initial Service Resource integration with 2cloudnine Employee data.

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Resource Absence Data Integration

Once Service Resource data has been integrated, each new Payee Leave Event will trigger the automatic creation of a Leave Resource Absence.

• The Leave Resource Absence will be related with the Payee’s Service Resource, as well the corresponding Field Service Time Sheet.

Resource Absences created as Field Service records are integrated as Payee Leave Events during Timesheet integration, once related to an Approved Time Sheet.

• Additional information on this process is detailed in the Time Sheet Data Integration section of this document.

Please refer to the below diagram for an overview of Payee Leave Event and Leave Resource Absence data integration.

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Time Sheet Data Integration

Field Service Extension has been designed to transform Field Service Time Sheet data into 2cloudnine Timesheets, once at least one related Time Sheet Entry or Resource Absence is Approved. Before Field Service Time Sheet Entry data can be integrated, the following conditions must be met for each Time Sheet:

• Status: Must be Approved .
• Start Date & End Date : Populated using DD/MM/YYY format.
• Local Start Time & Local End Time : Populated using HH:MM am/pm format, with the Local Start Time preceding the Local End Time.
• Timesheet Entry Type : Populated with any value (i.e. not ‘blank’).
• 2c9 Integration Status : Must be populated New (this value will be automatically populated following Time Sheet creation) .

Field Service Time Sheets are identified and associated with existing 2cloudnine Timesheet records through the relationship between Service Resource and Payee records. Field Service Time Sheet Data will be populated on 2cloudnine Timesheets within the specified date range, and Timesheet Entries will be populated according to the related Field Service Time Sheet Entry data. Any related Leave Resource Absences will be populated as Leave Timesheet Entries and Leave Timesheet Items, with System Marker Payee Leave Events also created accordingly. Data related to Break Resource Absences will be populated into the Break Times captured for related 2cloudnine Timesheet Entries. Pay Conditions are referenced to integrate data related to Payee Allowances, Project Codes or Timesheet Activities, with related Timesheet Items created as necessary. Following the integration of a Field Service Time Sheet, the following fields will be automatically updated on the record:

• 2c9 Integration Status : Reflecting the status of the last integration attempt.
• 2cloudnine Timesheet : Populated with the related 2cloudnine Timesheet record.
• Last Integration Time : Details the date and time of the last integration attempt.

Where the integration of Field Service Time Sheet data is unsuccessful, the 2cloudnine Integration Status field will be marked as Failed against Time Sheets that could not be processed. Debug Headers will also be created, to reference the specific data which failed validation/integration. If Field Service Time Sheet processing was initiated as part of a batch, only the individual Time Sheets marked as Failed will require re-processing. Please refer to the diagram on the following page for an overview of the integration between Field Service Time Sheet data and 2cloudnine Timesheets.

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Integration Records

The Field Service Extension includes two Objects designed to facilitate the integration of data from Time Sheet Entries. The Pay Condition defines specific 2cloudnine data, while the related Pay Condition Allocation links the Pay Condition to the corresponding Field Service data. Below is a list of the QRGs available to support the creation of these integration records:

• QRG Field Service Extension - Create Pay Conditions
• QRG Field Service Extension - Create Pay Condition Allocations

Please refer to the diagram on the following page for a detailed map of the relationships facilitated by Pay Condition Allocations and Pay Conditions during the integration of Field Service Time Sheet data.

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Further Information