Dynamics 365 version 9.1, Project Service Automation solution version 3.1, Unified Interface
When a new Project Team Member record is created, a Role is chosen for the team member. This doesn’t mean that the same Role has to be used when submitting Time Entries as Dynamics 365 Project Service Automation allows a user to submit Time Entries for any defined Role. A requirement that occasionally pops up is to restrict Time Entries when a Role selected on a Time Entry is different from the one that is set on the related Project Team Member record. In other words if John Doe is set as a Consultant on a Project’s Project Team Member record and he selects a Role of Developer on a Time Entry, submitting that entry should not be allowed.
Now that we have defined the requirement it’s time to implement it in PSA using a no-code approach. We can pull a Bookable Resource’s Role from the Project Team Member record of the related Project and display it on a Time Entry record by using Flow. A real-time workflow prevents Time Entries if the Role set on Project Team Member is different than the Role set on a Time Entry. To achieve all this we need a lookup to the Bookable Resource Category entity on the Time Entry form, a real-time workflow and a Flow. Let’s go through the steps to build the functionality:
1. Create a lookup to Bookable Resource Category and place it on the Time Entry form.
3. Create a Flow that populates the lookup in step 1 when a Time Entry is created. The Flow goes through all Project Team Member records related to a Project. It populates the lookup on Time Entry when a Bookable Resource on the PTM record matches the Bookable Resource of the created Time Entry.
With these three simple steps we can tackle a requirement around Time Entries with Flow and without using code. As always, you can get this Flow from the Those Dynamics Guys PowerApps Bank here.
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