Release Notes 1.12

Keystyle Support Team -

Note that in this release, the email notification settings have changed to improve formatting and remove the dependency on SQL Database Mail.  Immediately after the update, please follow the steps in the guide below to re-configure your email notifications:

https://keystyle.zendesk.com/hc/en-us/articles/115005782867-Configure-Email-Notification-SMTP-Settings

 

GENERAL PORTAL IMPROVEMENTS

For updated documentation on this section click here: LINK

  • NEW FEATURES:

    • Caps lock notifier for Firefox & Chrome on Log-in

    • After Security/System Admin has created a user’s password user will be prompted to change their password after logging in. (Ref. #3304)

    • Pop-up added after password is changed to say password has changed successfully (Ref.#7072)

    • **IMPORTANT CHANGES TO EMAIL SET-UP**: To give you a better product we have transitioned our mail set-up from the database mail profile to settings in the keystyle portal. Please have your IT team read through this guide to set-up the new portal settings to get your emails in version 12 working: https://keystyle.zendesk.com/hc/en-us/articles/115005782867

    • UPDATED MAIL LOG PAGE:

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      • Attachments: You can now see attachments in the Mail Log and download them

      • Run Now: By clicking the run now button emails that are waiting to be sent out will sent out now

      • Send Test Email: Click test email and a pop-up will appear allowing you to enter the email address to send a test email to.

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  • NEW PORTAL SETTINGS: Security/Login

    • Disable Password Reset Notification for Security Admins

    • Default Login Method to use on login screen

      • If you have option 3 turned on (Viewpoint employee number and Windows login) this setting will allow you to determine which is the default.

      • (V – Viewpoint Employee, W – Window/Active Directory).

    • Maximum Number of Days Between Password Resets

      • This setting allows you to force users to change their password at a certain interval. If left blank user's password will not expire

    • Number of Days Until Forced Password Reset to Warn on Home Page

      • This setting allows you to give your users a warning that they are going to need to change their password.

    • Enable Option for Employees to click as a Signature instead of Drawing (Ref #5460)

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    • Welcome Email: Automatic Welcome Emails To New Employees (Ref. #6980)

      • By turning on this setting, users who have never logged into the portal (and new users added as a PR Employee) will be sent an email. See setting below to determine what goes in that email

    • Welcome Email: Template Verbiage

      • Create your own email to new users, use the following tags to provide details to your users: [EmployeeName], [CompanyPortalName], [Link], [Employee Number]

      • Here is a sample:

Hello [EmployeeName]

As an employee of [CompanyName] you are able to manage your personal information by logging on to the [CompanyPortalName]! Here you can update emergency contacts, manage your payroll withholdings, view your earnings history, and more!

To access [CompanyPortalName] click here: [Link]

To get started, you will need to enter your employee number, which is listed on your paycheck stub. From here, you will leave the password section blank and click on the enroll button. You will then be asked to enter your security pin, which is the last four digits of your social security number. Next, you will be asked to create a password. Once you have logged into the portal, please go to “Manage My Hotlist Items.” You may then select View My Earnings History, View My Personal Information, Request Time-off, or My Library; to view and/or make changes to your employee account.

Here is a user guide in case you need it: Logging into the Portal

Your Employee Number is [EmployeeNumber]

If you have any questions regarding the portal, please contact_______

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  • NEW PORTAL SETTINGS: Email Notification Settings

    • Enable Approval Reminder Emails – Vacation

      • Enables email notifications to managers for any unapproved vacation requests

    • Portal URL (including trailing ‘/’)

      • Now supports company specific links if you have different login links per company! For specific links per company, use the following format: [PRCo],[URL];

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  • IMPROVED BEHAVIOR:

    • Time-off Permissions can be set up from the Manage Approval Roles Page

    • Inactive users are no longer able to access My Library page (Ref. #6837)

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EMPLOYEE SELF SERVICE

BENEFITS:

For documentation on this module click here: LINK

  • NEW FEATURES:

    • “Employer Pays” text is changed to “Employer Provided”

      • Only if “Show Employer Costs on Benefits Selection Page” setting is turned on

    • Button Colors for Decline and Cancel are now two different colors

    • Benefit Audit report is now connected based on your SSN

    • Enforce maximum number of dependents per benefit option

      • We have added a column to your Benefit Options tab. This will allow you to set a max for how many dependents your users can add (ex: Single – 0, Spouse – 1). If you leave it blank it will be limitless

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  • NEW PORTAL SETTINGS: Update my Benefits

    • Text to show after benefit submission in pop-up window

      • This text will pop-up just after a user has finalized their benefit elections.

    • Disable Email Notification When New Window is Opened

      • If you want to turn off the email that informs the user that their window is open, turn on this setting.

    • Automatically Approve Benefit Window Requests (Ref. # 7092)

      • When users request a window, this setting will automatically open the window without administrator approval.

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  • IMPROVED BEHAVIOR:

    • Support for First Name / Middle Name fields for Dependents as of version 6.13 of Vista

    • Improved behavior for Beneficiaries in closed window review

    • Improved behavior on Extend Window & Benefit Assignments

    • Improved Qualifying Event text

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DEPENDENTS:

For updated documentation on this module click here: LINK

  • NEW PORTAL SETTINGS: Dependent Requests

    • Custom Combo Box to bind dependent relationship types

      • If you do not want users to be able to write in their own relationships you can create a Combo Box in Vista’s VA Custom Field Combo Boxes. Just put the name of the Combo Box into this setting and the portal will allow users to select from your combo box.

    • Dependent Custom Bottom Text

      • This text will show up at the bottom of the Edit/Create Dependent pop-up.

    • Dependent Header Custom Text

      • This text will appear at the top of the Dependents Page. If you are requiring Attachments this would be a great place to give detail on those requirements.

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EARNINGS:

For updated documentation on this module click here: LINK

  • NEW FEATURES:

    • When entering SMS Information in Paperless Consent users can opt out of getting non-emergency SMS

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    • W-2 Instructions Button

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  • NEW PORTAL SETTINGS: View My Earnings History

    • Treat Employees Who Have Not Logged in as Opted Out

      • By turning on this setting you will be able to take advantage of the Print Opted-Out Documents on the Paystub Tools page (The Timecard Admin is the only person who will have access to this page).

    • Enter the number of days you wish to wait after the PREndDate until check appear in the Portal

      • This setting now setting now can be set by Company and PR Group

      • For multi-company setup, use [PRCo]-[PRGroup]:[days], i.e 1-1:4;2-1:3

    • Attachment Type ID for Manually Added 1095-C Attachments on Employee Record

      • If your 1095-C’s are not created in Viewpoint and you have been attaching 1095-C’s to each user’s Employee file, enter the attachment ID used to attach to each user’s PR Employee Master

    • Default Selection for Earnings Document Types

      • This setting will allow you to choose which document type(s) will be auto selected in the Earnings Module

    • W4 Updates – Restrict File Uploads to PDF’s Only

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  • IMPROVED BEHAVIOR

    • Improved handling for opted out paperless (Ref. # 6839)

    • Improved download/zip handling when downloading one file (Ref. #6836)

    • Improved handling for paystubs on multiple page paystubs

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PERSONAL INFO:

For updated documentation on this module click here: LINK

  • NEW FEATURES:

    • You can now require attachments by field. (Ref. #6639)

      • In the “Manage Request Settings” Page you will be able to select which fields require an attachment

      • On the “Update Info” page the user will see a red paperclip next to the fields that require attachments to change and if they submit changes they will get a pop-up indicating which fields require attachments.

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NOTE: It might be helpful to indicate the required attachments in the Header Text Block.

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  • NEW PORTAL SETTINGS: Update My Personal Info

    • Enable ‘Submit a Document’ Functionality (Ref.# 2316)

      • This will turn on a separate section in Personal Info that will allow your users to submit documents to HR.  Once approved the documents are approved, they are attached to the PR Employee record.

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TIMECARD:

For updated documentation on this module click here: LINK

GENERAL TIMECARD & CREW TIMECARD CHANGES

  • NEW FEATURES

    • The reviewer "source" is now shown on the Timecard Dashboard > Reviewers window.  This column indicates why a user is able to view / approve other employees' timecards.

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    • Review and Approve page now includes additional detail:

      • Hours by Earn Code

      • Review Clock In/Clock Out times (if enabled)

      • Review Hours Allocated by Day

      • Job Line Summary

    • Batch Timecard Move now allows you to filter by “Approved Job Lines”

    • Expenses will now show up in the standard Timecard Reports

    • SM Equipment added to Timecard

    • Overhead line type (Vista type "J" without Job or Phase) added into Advanced Settings in Timecard

    • You can now filter to timecards that do not have a signature from “Quick Filter” on the upper right of the Timecard Dashboard Page.

    • You can now see if a card was rejected in the Timecard Dashboard and why it was rejected

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  • NEW PORTAL SETTINGS: Timecard Entry

    • New Line Post Date – Skip Weekends in Auto Sequence

      • This setting will skip the weekends if your new line behavior for the standard timecard is “Auto Increment From Begin Date”, unless the first day of the pay period is a weekend day.

    • Batch Timecard Move moves time to a new timecard batch

      • In the Batch Timecard Move Page, the portal will create a new batch to move the time into (otherwise you will need to open the batch ahead of time).

    • Ignore Reviewers from JC Job / PM Project Reviewers Tab

      • If you are using Job Approval this will allow you to ignore users who may have been added on the reviewers tab

    • Cloning: Retain Craft and Class from posted line on Timecard Clone

    • Disable Warning That Timecard Hours Exceed Standard Pay Period Hours

    • Leave Balance: Enable leave time validation pop-up to warn if Time Off requests and Timecard Time Off do not balance

      • This setting will trigger a warning when time entered does not match requested time off.

    • Leave Balance: If validation pop-up is enabled, allow users to submit anyway

      • This setting will allow users to submit time even if the leave hours and timecard hours do not balance

    • Leave Balance: Map Which Earn Codes Map to Certain Leave Codes For Timecard Leave Balancing

      • To set-up the Leave Balance setting, you will need to set up each leave code to its corresponding earn code.

      • [LeaveCode1]:[EarnCode1],[EarnCode2];[LeaveCode2]:[EarnCode1],[EarnCode2]

    • Leave Balance Warning text displayed to users if their timecards are not balanced with their vacation requests

      • You can enter your own warning text if vacation balance does not match with what they have entered

      • Must have “Leave Balance: Enable Leave Time Validation Pop-up” turned on.

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  • NEW PORTAL SETTINGS: Email Notification Settings

    • Enable emails to Manager when Timecards are Unapproved from the Timecard Dashboard

      • This will send a message to the Manager if the Timecard is unapproved from the Timecard Dashboard (only a Timecard Admin can unapprove a timecard)

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  • IMPROVED BEHAVIOR

    • Improved behavior for craft & class clone.

    • Improved behavior for overnight clock-in / clock-out

    • Improved behavior with timecard dashboard locking

    • You can now export processed timecards from closed pay periods in the timecard dashboard.

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JOB APPROVAL

  • NEW FEATURES

    • Job Approvers can now print a summary of their Job Approval Page from the Job Approval.

    • Split button has been re-named to “Duplicate” – functionality is the same.

    • Submitted timecards will now show Job Approval if Job Approval is turned on

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  • NEW PORTAL SETTINGS: Timecard Entry

    • Approval: Auto Approve Timecard if Job Approval is Completed

      • If your manager and job approver are the same person, this setting will allow the manager’s approval to auto-approve the Job Line as well

    • Job Approval Report Override

      • If you want to change the Job Approval Report, specify the filename in this setting.

      • SSRS Reports are stored in C:\Program Files (x86)\Keystyle Data Solutions\Keystyle Data Solutions\HRIM\BusinessLogic\SSRS” of the Keystyle web server

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  • IMPROVED BEHAVIOR

    • Equipment Usage Units now able to show on Job Approval (Ref. # 6977)

    • Job Approval now supports Expense formatting

    • Improved Template Filter

    • Improved behavior in Job Approval column widths

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TIME CLOCK

  • NEW FEATURES

    • Kiosk Mode!

      • You can now direct users to a limited login page that only allows for clock-in / clock-out actions.  (No portal login)

      • To open a kiosk mode navigate to  “[yourportalurl].com/Account/KioskLogin”

    • Time Worked Calendar now starts at the first of the pay period. (Ref. # 3366)

    • Printed timecard now show clock-in details

  • NEW PORTAL SETTINGS: Timecard Entry

    • “Round Up Time Worked Initialized Timecard Lines to the following minute interval”: For instance, a value of 10 in this setting would round a total time worked sum of 8:02 to 8:10

  • IMPROVED BEHAVIOR

    • Improved behavior in Review and Approve when clock-in's have no GPS data

    • Managers can now see Clock-in / Clock-out times on Review and Approve screen

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STANDARD TIMECARD

  • IMPROVED BEHAVIOR

    • Improved Review & Approve when standard timecard has only expenses entered

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CREW TIMECARD

  • NEW FEATURES

    • Import Crew Timecard Settings will now import the header settings (Ref. # 6761)

    • When you have duplicate lines on a crew card you will now get an error and the duplicate lines will be highlighted in pink! (Ref. #5984)

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    • Managers can now click “Review & Approve” to get a summary of the crew card

    • There is now an alert on the timecard to tell users when there are locked employees on a card

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  • IMPROVED BEHAVIOR

    • Improved "Earn Codes to Exclude" time worked validation behavior when earn code is set as a column group on the layout

    • Cloning is now restricted if crew card has submitted lines.

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TIME-OFF:

For documentation on this module click here: LINK

  • NEW FEATURES:

    • Holiday set-up now uses Employee Groups instead of assignment directly by PR Leave Code

      • Assign company holidays by creating a group in Manage Employee Groups (found under Office Tools for System Admin or Bulletin Admins).

      • If you had previously set-up holidays based on the Leave Code assignments, we have transitioned these into Employee Groups for you.

    • Added button to "Hide Past Requests" on Time-Off page

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  • PORTAL SETTINGS: Timecard Entry

    • Push Pending Requests to HR Resource Schedule

    • Holidays: Custom Header Text on “View Company Holidays” window

    • Hide “Projected Days Available" Column in Leave Code Balance Grid

    • Non-Paid Leave: Custom Verbiage for “Non-Paid Leave”

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  • PORTAL SETTINGS: Email Notification Settings

    • Enable Approval Reminder Emails – Vacation

      • This setting allows reminder emails for Time-Off Approvers to be turned on or off separately from the Timecard Approver reminder emails.

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  • IMPROVED BEHAVIOR

    • Improved behavior for Time-off Approval Notifications (Ref. # 7055)

    • Cancel and download are now in a dropdown on Time-Off user page.

    • Improved performance in partial day requests when requesting by Days (vs. Hours)

    • Improved Time-Off approval manager handling.

    • Improved handling for multi-day time off requests.

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TRAINING:

Click here for full documentation LINK

  • NEW FEATURES

    • Text Search added to Manage Training > "Skill Code" field

    • Inactive employees can now be included in the Training History search

    • Employee Number added as a column on Training History Grid (Ref. #7261)

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  • NEW PORTAL SETTINGS: Training

    • Hide Grade on Training Grid

    • Hide Region Field on the Grid

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  • IMPROVED BEHAVIOR

    • Improved handling on My Career Path when no paths have been set up 

    • Region Filter is only visible if portal setting is enabled (Ref.#7262)

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OFFICE TOOLS

AP:

  • NEW FEATURES:

    • If your AP Unapproved Invoice volume impacts portal performance, the portal will now show a yellow exclamation point instead of the count.  

    • You can add Annotations on AP attachments!

      • Click the pencil icon to load the annotation screen

      • This screen allows you to add text or stamps to the invoice attachment

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FIELD TOOLS

CHECKLISTS:

For updated documentation on this module click here: LINK

  • NEW FEATURES:

    • Added the ability to copy checklist templates.

    • Added checklist security

      • You now do not see other users' checklists unless you are a Checklist Admin

    • Checklist Admins are now set-up from an Employee Group

      • Bulletin/Timecard Admins can create these groups from Office Tools > Manage Employee Groups

    • Checklist Look-ups have moved from the Field Tools dropdown to the Admin Dropdown and renamed “Manage Lookups”

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DAILY REPORTS:

For documentation on this module click here: LINK

  • NEW FEATURES:

    • Enhanced styling and layout!

    • Added filter to Daily Reports by All, Closed, or Open jobs.

    • Added Multi-select job filter.

    • Auto-Weather function will use city if zip code is blank.

    • Phase added to Employees tab.

    • Added "missing address" message if no address on file for weather.

    • Auto-Weather address will use shipping if mailing is blank.

    • Daily Report tab ordering is now based on the order in portal setting “Daily Report Customize Tab”

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  • NEW PORTAL SETTINGS: Daily Reports

    • Hide Worker / Employee Count on Daily Report search screen (Ref. #7277)

    • Expand Notes Field on Daily Report To Very Large Text Box

    • Override Tab Names for Vista Daily Log Tab Names

      • EX: Acc:Safety Info;Gen:Let’s Do This

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  • IMPROVED BEHAVIOR

    • Improved Australian date formatting.

    • Enhance the copy function to include Journeyman and Apprentice fields.

    • Improved the Australian weather button functionality.

    • Improved the Daily Report default SSRS report.

    • Improve subcontractor search.

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PROGRESS ENTRY:

  • NEW FEATURES

    • Added red highlight to lines when total complete exceeds estimated.

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  • NEW PORTAL SETTINGS: Progress Entry

    • Bypass Progress Entry Landing Page

    • User Group to Enable Progress Entry Submission

      • You can now create a specific group to enable progress Entry Submission in Manage Employee Groups (found under Office Tools for Timecard and Bulletin Admins).

    • Limit Costs Types to show for Progress Entry (Blank for all)

    • Hide Projected Column

    • Enable Large Dataset Job Dropdown (“Super” Lookup)

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PURCHASE ORDERS:

  • NEW FEATURES:

    • Now has dedicated section in user access!

      • Purchase Orders is still part of Field Tools, but it now has it’s own access grid in User Access

      • This allows users to permission each PO module independently

    • PO Pending functionality added

    • PO Approval Workflow added

    • Receiving: Require Attachments

    • Purchasing Manager Security Groups switched to Employee groups

      • Employee Groups can be created in Manage Employee Groups found under Office Tools for Timecard and Bulletin Admins

    • Added originator of Purchase Orders on approval screen.

    • Added multi-select phase filter on PO Receiving.

    • Added ability to add/view attachments on Purchase Orders.

    • Allow you to view attachments from PO Dashboard.

    • Add unit of measure to PO Receiving.

    • Purchase Orders support Viewpoint system defaults.

    • Can now view PO attachments from PO Dashboard.

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  • NEW PORTAL SETTINGS: PO Dashboard

    • Disable Material Requests and Material Orders on PO Dashboard

    • Receiving: Default Receiving to "On" for PO

    • Pending PO's – Hide Pending PO Number Until Approval

    • Purchase Orders: Enabled EMCo for Lookups (comma separated)

    • Purchase Orders: Enable GLCo for Lookups (comma separated)

    • Purchase Orders: Enables INCo for Lookups (comma separated)

    • Purchase Orders: Enabled JCCo for Lookups (comma separated)

    • Purchase Orders: Enabled SMCo for Lookups (comma seperated)

    • Receiving: Use Initials instead of full username for “Received By” Field

    • Include Phases from the Phase Master in the Phase Dropdown

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  • IMPROVED BEHAVIOR

    • Improved handling for PO Receiving attachments on a mobile device (Ref. # 6992)

    • Improved attachment functionality on PO Requisitions

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BILLING COMPILER:

  • NEW PORTAL SETTING: Open Billing Review

    • JCDetail report override

      • If you want to change the Job Cost Detail Report, specify the report filename in this setting.

      • SSRS Reports are stored in C:\Program Files (x86)\Keystyle Data Solutions\Keystyle Data Solutions\HRIM\BusinessLogic\SSRS” on the Keystyle Web Server

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ADD-ON’s:

DOCUMENT LIBRARY:

For documentation on this module click here: LINK

  • NEW FEATURES:

    • You can now embed attachments within Library items

    • Added reminder email for documents requiring signature or acknowledgment.

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  • IMPROVED BEHAVIOR:

    • Improved handling for default parameter values in SSRS reports

    • Improved add new employee group handling.

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ONBOARDING:

Documentation on the module is available here: LINK

  • NEW FEATURES:

    • Added the ability to copy Onboarding task templates.

    • On initialization, Admins can now add file attachments.  These files will be attached to the HR Resource once initialized.

    • Added ability to archive employees to remove them from the grid if not initialized

    • Added ability to manually set HR Resource number on employee initialization.

    • Added the ability to give additional tasks to an employee after having started the Onboarding process.

    • Added the ability to delete a non-required task from employee’s onboarding steps.

    • Onboarding Admin can now access Checklist Look-ups from the Admin dropdown.

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  • IMPROVED BEHAVIOR:

    • Required tasks cannot be removed from an employee’s onboarding process.

    • Added search for employee on Onboarding Dashboard.

    • Improved security for Onboarding pins

    • Enhanced default I-9, W-4, and Voluntary Self-Identification forms / reports.

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RESOURCE PLANNING:

  • NEW FEATURES:

    • Added Craft / Class filter to Employee, Assign By Resource page.

    • Added employee number and equipment number to "Assign by Resource" grid.

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SAFETY NET

  • IMPROVED BEHAVIOR

    • Improved restore functionality when &'s are included in values (Ref. #7123)

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