Considerations for Tracking Activities and Qualified Travel Distances in Timesheets

Identify conditions for creating timesheets for your reps and details that determine shifts, start and end locations, and activities.

• To create timesheets for your reps, add your reps to a permission group that includes your defined timesheet settings. And confirm your reps’ assignments to Salesforce Maps permission set licenses and their corresponding permission sets.
• Rules for qualified travel distances and timesheet periods require at least two characters in their names.
• Removing timesheet periods from permission groups also hides their referenced timesheets for reps and managers in Salesforce. But if you restore timesheet periods in permission groups, those timesheets reappear.
• Timesheets reflect activities and qualified distances based on shift times, default start and end locations, activity creation methods, and timesheet periods.

When set to Check In, timesheets capture activities based on these conditions.

• The rep’s user ID appears in the AssignedTo field.
• The status of the activity is completed.
• The CreatedDateTime field includes the start time of the timesheet activity.
• The CompletedDateTime field includes the end time of the timesheet activity. Salesforce populates the time only when reps move tasks to completed.
• Salesforce Maps updates activities that your reps check in against with geolocation coordinates.

When set to Auto Generated, timesheets capture activities based on these conditions.

• The rep’s user ID appears in the field mapped to Scheduling Resource in event configurations.
• Populated fields are mapped to start and end date and time fields, or fields are mapped to start date and time and duration fields.
• Salesforce Maps updates activities that your reps check in against with geolocation coordinates. Salesforce Maps determines coordinates based on the primary related object.

  If the primary related object can’t deliver coordinates, Salesforce Maps determines coordinates from the remaining related objects in order of their location sources.

Salesforce Maps excludes these details within Routes & Schedule configurations when tracking activities and qualified distances.

• Tracked schedule usage
• Excluded specific records from schedule
• Predefined event fields

Anticipate how time zone settings affect your reps’ activities in timesheets.

• If reps update their time zones in Salesforce, past activities reflect Coordinated Universal Time (UTC) values.
• New activities reflect time values based on your reps’ configured time zones in Salesforce, and not necessarily based on the actual time zones where the activities take place.

Identify what it takes to update distance calculation rules and criteria for past and future timesheet periods.

• Updates to distance calculation rules in permission groups or rule criteria affect timesheets in future periods, and not timesheets in past periods.
• If you need to update rules and criteria in past timesheet periods, it’s possible within Mileage Administration settings. Your reps can then update past timesheets individually, or managers can update all timesheets for their direct reports.