Need a Process to Prevent a Closed Project / Task From Being Submitted on a Timesheet

[Beverly Hinson Plunkett]

We are using classic Clarity.  I need to set up a process that would prevent a closed project / task from being submitted on a timesheet.  This occurs when a user adds the closed project / task before it is closed and made inactive.  The project / task then becomes closed, but the user submits their timesheet afterwards.  There is currently nothing in Classic that prevents this.  I've never set up a process before and am needing some assistance.  Thank you.

[Alistair Miller]

Hi Beverly

I think there's something called a Packaged Work Product which is a series of add-ons for Clarity, and includes a timesheet validation tool. You may want to check with your Broadcom account manager or your support partner to see if this is available.

If the PWP isn't an option, as far as I know (unless you have an existing step to check the quality of data) you'll need to inject a step into your timesheet approval process. The new step will consist of a custom gel script which checks the projects/tasks in the timesheet and if any tasks are closed, returns the timesheet to the submitting user.

A few questions to consider might be:

• where in your current timesheet approval process should the new step be injected - is there an existing data quality check that could be extended to include this check?
• what is it that indicates a project or task is "closed" - is it 100% complete, is it the Open for Time Entry flag is unchecked, or is it some other combination of factors?
• what should happen if the timesheet includes a "closed" project/task, but no hours have been submitted against that line?
• what should happen if the process discovers a "closed" project/task? Return the timesheet to the user to correct? Send a notification to the project manager or Clarity administrator? Would it be a standard notification, or some custom text?

You should also note that if you move to timesheets in the modern UX, you won't be able to perform custom processes (in my opinion, a huge usability gap with the modern UX).

If you have a support partner, I'd recommend asking them to create the script for you. Alternatively, send me a DM and I'll do what I can to help out.