Overview
The integration with Harvest is critical to intaking the actual hours recorded by People to populate the actuals in Parallax. This article provides instructions to set up this connection.
Important: The email associated with Harvest will need to have Admin Permissions when connecting to Parallax. Should that email change or be archived, a new Admin User Email will need to be used to disconnect and reconnect the Integration. If the email is changed or Archived due to employee departure or the permission level for that user be changed to less than Admin, the data will discontinue to flow as intended.
Mapping Requirements
Proper mapping is required for successful data flow between Harvest and Parallax.
Terms
| Harvest | -> Parallax |
| Project/Task | -> Service Offering |
| Time | -> Actuals |
| Client Name | -> Client |
Parallax Tip: I don't see a term!
If a Harvest field or term is missing from the table above, it does not visibly show up in Parallax, e.g., the 'Notes' example below.
Project > Service Offering
Harvest Projects (often referred to by us as Timesheets) do not connect to Parallax Projects, but instead to Offerings within a Project. This allows you to connect multiple Timesheets to a single Project to represent different phases or divisions within the Project. The Parallax Offering/Harvest Project Name is controlled by Parallax.
The Harvest Project ID as a side note, is included in the URL and is an 8 digit number.
Time > Actuals
Once a Harvest Project is connected entered into Harvest will map to the corresponding project in Parallax and will display as the denominator in the Project Shaper and Assignments View. We call this time Actuals.*
*Parallax Tip - Billable vs. Non-Billable Actuals
Harvest allows you to track time to Billable and Non-Billable Tasks. While Parallax doesn't track the Tasks themselves, it will track which Actuals are Billable or Non-Billable. This is important, because Actuals on Non-Billable Tasks are not considered Billable in Parallax, regardless of what type of Offering or Project it is.
Client Name > Client
In Parallax, you will see the Client listed at the top of the Project. Additionally, you it will be displayed in a column of both the Sales Pipeline and Active Project pages. Parallax and Harvest Clients must be 1:1 - so you cannot map multiple Parallax Clients to one Harvest Client (or vice versa).**
**Parallax Tip - I don't see the right Client when connecting a Harvest Timesheet?
Believe it or not, this is actually a problem with your CRM, not Parallax or Harvest. All Parallax Clients are automatically created by your CRM, and most CRMs will let you create multiple Clients under the same name - only one of which can map to Harvest! Check out this article for more info.
The Harvest Project ID as a side note, is included in the URL and is an 8 digit number.
Employee/People
When you have an individual assigned to a project in Parallax and need to have that individual removed you can only do this if no time actuals exist and if you remove the individual from the ROLE in Parallax. If you remove an individual from a project/role in Harvest first, Parallax will reassign that person back onto the Harvest timesheet due to how data flows.
Data is sync'd on the hour for Time Actuals.
Set Up Integration
- In the left hand navigation, click on Settings then Integrations
- When in Integrations click Connect to Harvest
- Click Authorize application
- Lastly, perform your first Timesheet sync by returning to Settings > Integrations and selecting the newly displayed "Sync Harvest" button.
Now that your Harvest Integration is connected, you will see any Profiles from your Harvest imported into Parallax under Settings > People. Your Harvest integration will sync with Parallax every hour, pulling in new Employees and Assignments from Parallax, and pushing Profile changes on existing Profiles and Actuals recorded to Projects from Harvest to Parallax.
Parallax Tip: Completed and On-Hold Project (Status) and Time Reporting
When a project is moved to a Status of Complete or On-Hold, the attached timesheet to that project is archived in the timekeeping system. The actual prior hours remain however, resources will no longer be able to track time to the timesheet.
If the timesheet is made active again in the Timekeeping system, time can be recorded however, Parallax will not pull in that data (time) into the project due to the status of Completed or On-Hold. Moving the project back to In Progress will "unarchive" the timesheet in the timekeeping system.
If a project is 'excluded' with a timesheet attached, the timesheet is not archived and is still active.
Disconnecting/Reconnecting
Once your Harvest Integration is connected there will be very few situations in which disconnecting is necessary* (see Integration Owner for an exception), but if you do need to disconnect, it's as easy as clicking the "Disconnect from Harvest" button and confirming.
Reconnecting is the same as connecting for the first time - and you can reconnect it by repeating the steps above. All Timesheet Connections and Actuals will be retained, so you don't need to reconnect anything except the Harvest Integration itself!
Important - Don't switch Harvest accounts without first contacting us!
There may be times where you will switch Harvest accounts, or even switch to an entirely new Timesheet provider, such as part of an acquisition or merger. Once the People, Clients and Projects in Parallax are mapped to counterparts in your Harvest, that mapping will persist after disconnecting and won't match any other Harvest or other Timesheet Integration. If you need to switch Harvests or to a new Timesheet provider, be sure to contact your CSM before making this change!