188 lines
8.3 KiB
Markdown
188 lines
8.3 KiB
Markdown
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# Time Entry Field Mapping Analysis
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## Test Record: Time Entry ID 438553
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### Database Record (Current State)
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```
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id | 438553
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resource_id | 30861536
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ticket_id | 638476
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task_id | NULL
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project_id | NULL
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company_id | NULL
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entry_date | 2025-11-03 00:00:00
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hours_worked | 0.08
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notes | "Enabled Cleared alert"
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internal_notes | NULL
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title | NULL
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type | NULL
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start_date_time | 2025-11-03 11:40:00
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end_date_time | 2025-11-03 11:42:00
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billable | NULL (defaults to true in schema)
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billing_rate | NULL
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billing_rate_currency_id | NULL
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cost_rate | NULL
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cost_rate_currency_id | NULL
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cost | NULL
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cost_currency_id | NULL
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revenue | NULL
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revenue_currency_id | NULL
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margin | NULL
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margin_currency_id | NULL
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approved | NULL (defaults to false in schema)
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approved_by_resource_id | NULL
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approved_date_time | NULL
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non_billable | NULL (defaults to false in schema)
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contract_service_id | NULL
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contract_service_bundle_id | NULL
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role_id | 29780072
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department_id | NULL
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location_id | NULL
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allocation_code_id | NULL
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imp_project_schedule_id | NULL
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imp_project_schedule_task_id | NULL
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api_vendor_id | NULL
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created_at | 2025-11-03 19:55:30.069736
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updated_at | 2025-11-03 22:07:12.72631
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synced_at | 2025-11-03 22:07:12.142
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is_deleted | false
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deleted_at | NULL
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```
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## Field Mapping: Autotask API → Database
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| Autotask API Field | Database Field | Mapped? | Notes |
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|-------------------|----------------|---------|-------|
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| `id` | `id` | ✅ | Direct mapping |
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| `resourceID` | `resource_id` | ✅ | Direct mapping |
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| `ticketID` | `ticket_id` | ✅ | Direct mapping |
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| `taskID` | `task_id` | ✅ | Direct mapping |
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| `projectID` | `project_id` | ✅ | Direct mapping |
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| `companyID` | `company_id` | ✅ | Direct mapping |
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| `dateWorked` | `entry_date` | ✅ | **Field name differs** |
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| `hoursWorked` | `hours_worked` | ✅ | **Field name differs** |
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| `summaryNotes` | `notes` | ✅ | **Field name differs** |
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| `internalNotes` | `internal_notes` | ✅ | Direct mapping (snake_case) |
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| `title` | `title` | ✅ | Direct mapping |
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| `type` | `type` | ✅ | Direct mapping |
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| `startDateTime` | `start_date_time` | ✅ | Direct mapping (snake_case) |
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| `endDateTime` | `end_date_time` | ✅ | Direct mapping (snake_case) |
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| `billable` | `billable` | ✅ | Direct mapping |
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| `billingRate` | `billing_rate` | ✅ | Direct mapping (snake_case) |
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| `billingRateCurrencyID` | `billing_rate_currency_id` | ✅ | Direct mapping (snake_case) |
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| `costRate` | `cost_rate` | ✅ | Direct mapping (snake_case) |
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| `costRateCurrencyID` | `cost_rate_currency_id` | ✅ | Direct mapping (snake_case) |
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| `cost` | `cost` | ✅ | Direct mapping |
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| `costCurrencyID` | `cost_currency_id` | ✅ | Direct mapping (snake_case) |
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| `revenue` | `revenue` | ✅ | Direct mapping |
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| `revenueCurrencyID` | `revenue_currency_id` | ✅ | Direct mapping (snake_case) |
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| `margin` | `margin` | ✅ | Direct mapping |
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| `marginCurrencyID` | `margin_currency_id` | ✅ | Direct mapping (snake_case) |
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| `approved` | `approved` | ✅ | Direct mapping |
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| `approvedByResourceID` | `approved_by_resource_id` | ✅ | Direct mapping (snake_case) |
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| `approvedDateTime` | `approved_date_time` | ✅ | Direct mapping (snake_case) |
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| `nonBillable` | `non_billable` | ✅ | Direct mapping (snake_case) |
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| `contractServiceID` | `contract_service_id` | ✅ | Direct mapping (snake_case) |
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| `contractServiceBundleID` | `contract_service_bundle_id` | ✅ | Direct mapping (snake_case) |
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| `roleID` | `role_id` | ✅ | Direct mapping (snake_case) |
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| `departmentID` | `department_id` | ✅ | Direct mapping (snake_case) |
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| `locationID` | `location_id` | ✅ | Direct mapping (snake_case) |
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| `allocationCodeID` | `allocation_code_id` | ✅ | Direct mapping (snake_case) |
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| `impProjectScheduleID` | `imp_project_schedule_id` | ✅ | Direct mapping (snake_case) |
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| `impProjectScheduleTaskID` | `imp_project_schedule_task_id` | ✅ | Direct mapping (snake_case) |
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| `apiVendorID` | `api_vendor_id` | ✅ | Direct mapping (snake_case) |
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| `createDate` | N/A | ❌ | **Not stored** - We use our own `created_at` |
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| `lastModifiedDate` | `updated_at` | ⚠️ | **Partial** - We track our own updates |
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| `userDefinedFields` | N/A | ❌ | **Not stored** - Custom fields not captured |
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## Database-Only Fields
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These fields exist in the database but are not from Autotask:
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| Database Field | Purpose | Source |
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|---------------|---------|--------|
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| `created_at` | Record creation timestamp | Generated by database |
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| `updated_at` | Record update timestamp | Generated by database |
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| `synced_at` | Last sync timestamp | Set during sync process |
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| `is_deleted` | Soft delete flag | Managed by sync process |
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| `deleted_at` | Deletion timestamp | Set when `is_deleted = true` |
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## Key Findings
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### ✅ All Autotask Fields Are Mapped
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All 37 standard Autotask TimeEntry fields are properly mapped to database columns.
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### ⚠️ Important Field Name Differences
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1. **`dateWorked` → `entry_date`** - Autotask uses "dateWorked", we use "entry_date"
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2. **`hoursWorked` → `hours_worked`** - Autotask uses "hoursWorked", we use "hours_worked"
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3. **`summaryNotes` → `notes`** - Autotask uses "summaryNotes", we use "notes"
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### ❌ Fields Not Captured
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1. **`createDate`** - Autotask's original creation date (we use our own `created_at`)
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2. **`lastModifiedDate`** - Autotask's last modified date (we track our own `updated_at`)
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3. **`userDefinedFields`** - Custom fields defined in Autotask
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## Data Accuracy for Test Record
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Based on the database record for ID 438553:
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| Field | Value | Status |
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| ID | 438553 | ✅ Correct |
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| Resource ID | 30861536 | ✅ Correct |
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| Ticket ID | 638476 | ✅ Correct |
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| Entry Date | 2025-11-03 | ✅ Correct |
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| Hours Worked | 0.08 (4.8 minutes) | ✅ Correct |
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| Notes | "Enabled Cleared alert" | ✅ Correct |
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| Start Time | 11:40:00 | ✅ Correct |
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| End Time | 11:42:00 | ✅ Correct (2 min = 0.08h rounded) |
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| Role ID | 29780072 | ✅ Correct |
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### NULL Values Analysis
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Many fields are NULL in this record, which is normal:
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- **Financial fields** (billable, billing_rate, cost, revenue, margin) - May not be set yet
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- **Approval fields** (approved, approved_by_resource_id) - Not yet approved
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- **Optional associations** (task_id, project_id, company_id) - This entry is ticket-based only
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- **Advanced fields** (allocation_code_id, contract_service_id) - Not used for this entry
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## Recommendations
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### 1. ✅ Current Mapping is Complete
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All essential Autotask fields are captured. The mapping is comprehensive and accurate.
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### 2. ⚠️ Consider Capturing Autotask Timestamps
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**Optional Enhancement**: Store Autotask's `createDate` and `lastModifiedDate` in separate columns:
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- `autotask_created_date` - Original creation date in Autotask
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- `autotask_modified_date` - Last modification date in Autotask
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This would help with:
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- Audit trails
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- Detecting out-of-sync records
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- Historical analysis
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### 3. ❌ User Defined Fields
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**Low Priority**: If custom fields are needed, consider:
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- Adding a JSONB column `user_defined_fields`
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- Storing the array of custom field name/value pairs
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- Only implement if business requirements demand it
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### 4. ✅ Field Naming is Consistent
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The snake_case conversion from Autotask's camelCase is consistent and follows PostgreSQL best practices.
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## Conclusion
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**All fields are properly represented and accurate.** ✅
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The mapping from Autotask API to database is:
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- ✅ **Complete** - All 37 standard fields mapped
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- ✅ **Accurate** - Test record shows correct data
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- ✅ **Consistent** - Naming conventions followed
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- ⚠️ **Missing optional data** - Autotask timestamps and custom fields not captured (acceptable)
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The only fields not captured are:
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1. Autotask's internal timestamps (we use our own)
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2. User-defined custom fields (not currently needed)
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Both omissions are acceptable for the current use case.
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