Initial Set-up Documentation

Keystyle Support Team -

 

Corresponds with V: 12 of the Portal

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PORTAL SETTINGS

ADMINISTRATION & INITIAL SET-UP

LOCATION: Admin, Portal Settings, Administration/Initial Setup

Note: It is important to review all portal settings, however several settings are set-up by default or during installation; therefore the below list are more pertinent to your set-up

  • Company Logo Attachment Type ID

    • By default, the portal will use your standard company logo in Viewpoint. If you would like to set-up a logo separate logo follow the second portion of this article “Updating your Company Logo” and put in your new attachment ID here.

  • Company Number to use for company logo

    • If you have multiple companies in your portal but you would like to use only one of them for the logo, enter that company number here. Logo will appear on the log-in page (no matter the company you are logging into) as well as the thumbnail.

  • Country Code for Date Format:

    • AU” for Australia, “US” for United states, and “CAN” for Canada

  • Default Manager for New Employee (Enter VP User Name):

    • This feature allows a default manager to approve timecards and time-off when no other manager is set-up.

    • This is an optional feature, if you do not add in a VP user name the portal will continue with what is set-up in viewpoint.

  • Enable Language Selection

    • This feature is currently in development

  • Feedback Email Address

    • An internal person (usually IT)

    • This shows up in the navigation bar under the users name

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  • Help Link:

    • If you have a site for your company already, or a place where you can put documentation.

    • This will show up in the navigation bar under the users name

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  • If your Viewpoint File Repository is based on a local drive letter, use this setting to replace that letter with a network UNC Path (\\filepath\)

  • Keystyle Database Name

  • Keystyle Database Server Name

 

  • LDAP Domain

  • LDAP Path

    • These two settings allow you to add a windows log-in (only if windows authentication is used in viewpoint)

    • For help on setting –up your LDAP Settings see our article: Enabling Windows Authenticated Login

    • Once you have set-up your Domain and path turn on the portal setting “Login Mode” (use option 3 first to test)

  • Large Size (in Pixels) of an Image Side Uploaded to the Portal

    • This setting allows you to determine the largest size an upload can be from the portal. If the image’s largest side is larger than this setting it will be re-sized. If it is smaller nothing will happen.

    • Setting must be 600 or larger

  • List of companies to show in the login dropdown.

    • This setting is optional, if left blank defaults to Enabled Portal companies.

  • PR Company and PR Groups to be included in the Portal

    • If you want to limit which groups to include in your portal (ex: say you want to start with a smaller group and then later rollout to a larger group)

    • Enter the numbers for each company and PR Group, separate each company by a “;”and payroll group by a “:” after the company and a “,” between payroll groups. Example: “1:1,2;2;3;4;101”

  • Portal Heading in Top Navigation Bar

    • Example: “Employee Portal”

    • This shows up in the upper left corner of the portal navigation

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  • Portal URL:

    • This is where you put your portal web address. When the portal sends an email (timecard reminders, notifications that you have something to approve) it will include this link and add the appropriate trailing.

    • If your portal web address changes update this URL.

    • For specific links per company, follow the following format: [PRCo1],[URL1];[PRCo2],[URL2]

  • Portal user enrollment mode:

    • D= Default Mode – user must enter their employee number last 4 of their Social Security

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    • S = Strict Mode – users must enter their employee number and Pin, the portal sends them an email with a link to then set-up their password.

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    • L = Loose Mode –Users confirm email on enrollment only if they have an email on file.

  • SQL Server Standard schema (Default: dbo)

  • Save signature images as JPG format instead of PNG

    • Useful if you need to display signatures in Crystal Reports, as PNG type is not supported natively within a Crystal Report

  • Single HR Co Login Info (Input Master HR Company):

    • If your viewpoint has multiple companies and you would rather they didn’t have to select a company when they log-in you might be able to do so if you have one HR Company. If everyone is set with one HR company fill in this setting with the HR Company Number

    • NOTE: User’s must have unique employee numbers. If users do not have unique employee numbers between companies then this setting will not be able to work properly.

  • Thumbnail Logo Attachment Type ID:

    • The portal will use your standard company logo from Viewpoint. But if you need to display a different logo in the upper left of your portal, here is how you can set it up: Updating your Company Logo

  • Tracker ID for Google Analytics

    • This setting allows you to set-up your portal with Google Analytics to track how many views each page gets. See our article for more information on how to configure this setting: Setting up Google Analytics for your Portal

  • VPAttachments Database Name

  • Viewpoint Database Server Name

  • Viewpoint Database Name (Default: Viewpoint)

  • Viewpoint Employee Photo Attachment Type ID:

    • This feature is still in development

  • Welcome Message Shown on Home Page After Logging In

    • This setting allows you to modify the welcome message at the top of your main page once a user has logged in. If this setting is left blank, the default message will appear that tells you the last time you logged into the portal.

  • Welcome Message Shown on Login Page

    • This setting allows you to change the welcome message that shows at the top of the log-in page.

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SECURITY/LOGIN:

LOCATION: Admin, Portal Settings, “Security/Login”

  • Login Mode: 1 = Viewpoint Only, 2 = Windows Only, 3 = Both, 4 = SSO

  1. Viewpoint Log-in w/ Employee Number & Password

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        • This Log-in allows users to log-in with their Vista Employee number and a password.

  1. Window’s Log-in

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        • If you use windows authentication to log into viewpoint you can also log-into the portal with that same log-in and password.

        • To use this log-in option you must have LDAP Domain and path set-up: Enabling Windows Authenticated Login

  1. Viewpoint & Windows Log-in

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  • If you need to use Windows Log-in AND Employee # Login you can use this setting to show both.

  • Custom JS for login page (for site seals, SSL badges, etc.)

    • If you would like to add an SSL site seal or badge to your login page, you can do so by plaing the Javascript in this portal setting.

    • Not a common setting

  • Custom Welcome Message Text on Login Screen

    • This text appears under the logo on the log-in page

  • Default Login Company

    • If you have multiple companies enabled in your portal, the dropdown will default to numerical order. To override this, put the company number you wish to be in the default dropdown

  • Disable Enroll and Password Changing on Login Page

    • This setting will remove the “Enroll” and “Need login help?” buttons on the main page. If this setting is turned on user’s passwords will have to be maintained through the user access page.

  • Disable Password Reset Notification for Security Admins

    • By default Security Admins will get emails when users change their passwords and if they get locked out. This setting lets you ignore the email if users change their passwords, so to only be notified when a user is locked out of the portal.

    • The Security Admin is set-up in the Admin Roles Page.

  • Disable Portal Access Immediately Upon Termination For all Users

    • By default, when a user is inactivated in viewpoint they loose access to everything except for Personal Info & Earnings (assuming they had access to that module to begin with). This setting will remove all access to the portal once a user is inactive.

  • Default Login 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- Windows/Active Directory

  • Enable Cornerstone LMS Link

    • If you are using Cornerstone Learning Management System you can link it to your portal.

    • Additional configuration is required.

  • Enable Field Mode Login: This setting will allow a “Field Mode” button to appear. When a user logs in on field mode they will not be able to access personal modules such as: Personal Info, Earnings, Benefits.

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  • Enable Options for Employees to Click as Signature instead of Drawing

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  • Enable debug page if SSO login fails

  • Enforce Complex Password Requirement:

    • When your users set-up their password they will be required to set-up a complex Password (8 characters and 3 out of the 4 must be uppercase, lower case number and special character). This only affects passwords that are created after this setting is turned on.

For the below “Default Profile” settings, default profile means that all new users to the portal will have access to this module by default. You can modify module access in User Access (Admin Dropdown).

  • Include Checklists in Default Profile

  • Include Crew timecard in Default Profile

  • Include Earnings in Default Profile

  • Include Personal Info in Default Profile

  • Include Time-Off in Default profile

  • Include Timecard in Default Profile

NOTE: These settings also will determine what will appear in your user’s hotlist as long as they still have access to this module.

  • Is Company a dropdown on login page?

    • If you have only 1 company leave this on as it will default to no company selection.

    • When this feature is turned off employees will need to enter their company number into a blank field.

EX:

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  • Job Data Security (bJob) Link Enabled

    • In the Job Allocation Module (assigned in user access) when adding employees to jobs in the job allocation module this will create bJob security groups and assign employees into the group membership

    • If turned off and you are using Job Assignments the assignments will be based on those assigned in Manage Job Assignments

  • Job Data Security Mode

    • (0 – Off, 1 - On, fail open, 2 - On, fail closed, 3 - On, use allocations only, no VP)

      • 0 - everyone can see all Jobs in timecards

      • 1 – Those assigned to a security group can only see jobs you are assigned to – if not assigned to a security group you can see everything

      • 2 – same as 1 except users who are not assigned to a security group will see nothing

      • 3 – Use portal allocations (Job Assignments) and ignore bJob security

    • Security groups can be assigned in viewpoint in VA Security Groups and VA Data Security Access (Datatype bJob) or in the Portal in Job assignment

  • Job Data Security: Use (C)ontract or (J)ob security for data dropdown filtering?

  • Login Page Helping Text

    • This text shows up at the top of the “Need Login Help” (where users go if they’ve forgotten their passwords).

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  • 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 passwords 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.

  • Number of failed password attempts before system locks you out

    • If a user uses a bad password too many times they will be locked out of the portal. This setting will determine how many times a bad password can be entered before they are locked out.

    • Users can be unlocked in user access by either the Admin or the Security Admin.

    • Users remain locked until they are unlocked through the user access page.

  • PIN required in addition to windows password

    • Only applies if you have windows log-in enabled

    • Windows users would have to enroll to create their pin. If this setting is not turned on, users logging in via Windows Log-in will not have to enroll.

  • Password Reset Preferences: E= Email Only; S = SMS Only; ES = Email if populated, SMS secondary; SE = SMS if populated, Email Secondary

    • NOTE: NOTE: In order for SMS to work in your portal you must set it up, see documentation Configuring SMS

  • Script Only Necessary Synonyms in KDS Database (will Break Timecard Features)

  • Security Pin Message When Setting Up new User (include trailing “:”)

    • When setting up a new user you have the option to change the message for what pin to use. Example: if their Pin is the last four of their social Security you can say “enter the last four of your SS number:”

  • Single Sign-on URL:

    • If you have an “identity provider” they will give you a URL for signing on.

    • Documentation on how to set-up a Single Sign-on: Single Sign-on Login

  • Time Clock: Enable Clock-in Functionality on the Login Page

    • If turned on users will be able to clock-in/clock-out from the log-in page. Must have Time worked enabled for users to be able to allocate time on their timecards.

  • Url to redirect to if SSO authentication fails

    • If your user is unable to log in (bad password) what website should they be redirected to?

  • Use the “Email” field from Active Directory as Login Name in Windows Login Mode (not common).

  • User Defined Field name on HR Resource Master To Store Domain Username

    • If you would like to use the windows log-in for your employees who are NOT VA users, create a UD field in the HR Resource Master. Put the name of the UD filed here and the user will be able to log-in with the user name you give them in that filed. NOTE: You must have the LDAP portal settings in Admin/Initial set-up filled in for this to work and the users would need to have an active directory account and password.

  • VCM data Source

  • VCM Password

  • VCM User Name

  • Welcome Email: Enable Automatic Welcome Emails to New Employees

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

    • 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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EMAIL NOTIFICATION SETTINGS:

LOCATION: Admin, Portal Settings, Email Notification Settings

  • Email Setup:

  • Enable Active Notification on Submitted Timecards to Approver(s)

    • If turned off – users will not get emails in real time – they will get a notification that they have items for approvals in the portal in 15 min intervals

  • Enable Approval Reminder Emails – Vacation

    • Enables email notifications to managers for any unapproved vacation requests

  • Enable Approval Reminder Emails to Managers

    • After a user submits a timecard and/or a Time-Off Request, initial notification email goes to Manager (every 15 min). Managers will only get 1 email to approve every 24 hours.

  • Enable Daily Reminder Emails to Personal Info Approvers

    • By enabling you are turning on:

      • emails to the Personal Info Approvers (based on their ‘daily’ or ‘notify daily’ selection in Manage Approvers)

      • Emails to users letting them know their submission has gone to the approver

      • Emails to users once their request has been approved or rejected (with notes!)

  • Enable Global Email Refresh

    • This allows synchronization of email addresses from your global address list, used primarily in distribution for Checklists

  • Enable Unsubmitted Timecard Reminder

    • Reminder emails to users who have not submitted time by the portal deadline

    • NOTE: Timing of this deadline is determined in portal setting “Unsubmitted Time Card Reminder Timing”

  • Global Refresh Frequency

    • If you are using Global Address Sync this allows you to specify the frequency to re-load the email list (enter time of day to refresh, must be in GMT Time Zone). If you are not using this feature just leave this setting blank

  • Ignore VA User Profile Emails in Logic

    • The portal will use the email address from the PR Employee profile UNLESS the user has a VA User profile. If the user has a VA user profile it will use that email address instead. This setting allows you to ignore the VA user logic and instead pull the email address from the PR Employee profile always.

  • Unsubmitted Time Card Reminder Timing (hour relative to 12:00 AM on PR End Date)

    • Ex: 13 = 1:00 PM or PR End Date

    • Ex 2: -13 = 11:00 AM the day before PR End Date

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User Access

LOCATION: Admin, User Access

The user access page allows System Admin and Security Admin to edit user’s access to modules, set initial passwords, unlock users and edit the settings for Inactive Users.

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  1. HR/AP/FIELD DROPDOWN: This dropdown allows you to switch from the HR (aka Employee Self Service) Modules to the AP Tools, and Field Tools

NOTE: PO is part of Field Tools but is split out for additional settings for PO

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  1. ACTIVE/INACTIVE FILTER: This filter allows you to view and edit access to active and inactive employees.

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Inactive employees will appear with an “(I)” next to their name.

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Inactive employees will only ever be able to access their personal info and earnings, but you may choose to turn off this access by unchecking all modules in the portal.

  1. SHOW ONLY LOCKED OUT EMPLOYEES: Employees can lock themselves out for entering a password too many times, this setting allows you to narrow your look to just those who are locked out. Locked out employees will have a red sign next to their name:

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NOTE: The number of times a user can enter a bad password before being locked out is determined by a portal setting called “Number of Failed password attempts before the system locks you out” (Admin, Portal Settings, Security/Log-in).

  1. OTHER SETTINGS:

    1. Send Bulk Welcome Email: When selected this will email everyone who has not logged into the portal the Welcome email (see Portal Settings, Security/Login, Welcome Email)

    2. Download Paperless Audit: If you have enabled any of the paperless settings you can download a report of what each user has opted in or out of. See Earnings Set-up Documentation for more information on Paperless settings.

  2. USER ACCESS GEAR BUTTON: This button allows you to:

    1. Set the initial password for users who have never logged into the portal

    2. Unlock users who have entered a bad password too many times

    3. Change passwords for users who have already logged into the portal.

    4. Send Welcome Emails to users to have never logged into the portal (see Portal Settings, Security/Login, Welcome Email)

    5. Show Paperless settings (if paperless enabled, see Earnings Set-up Documentation for more information on Paperless settings)

  3. MANAGER COLUMN: This column allows you to set-up a Timecard/Time-off Manager (someone who can approve timecards and time-off requests). This is one of three different ways to set-up a manager, be sure to review the documentation for these modules before setting all your users up. (Time Card Set-up Documentation)

  4. WORKDAY HOURS: If you need to modify your user’s standard workday hours this column will allow you to edit individually or if you click this pencil at the top of the column you can alter everyone in your current search. (Generally used for Time-Off)

  5. LEAVE REVIEWER GROUP: This column allows you to assign users to a leave reviewer group. A Leave reviewer can approve Time-off requests. Be sure to review the Time-off Documentation before assigning all users (Time Off Set-up Documentation)

  6. SYSTEM ADMIN: This column allows you to assign users as System Admin. System Admin have access to the Manage Approvers page, User Access, and Portal Settings. A system admin can give themselves and others access to other sub-admin roles (see Admin Roles). Only another System Admin can assign this role.

  7. ASSIGNING MODULES: This section as well as the Field Tools and AP sections allows you to assign access to users. You can either assign individually or if you click on the top box (not aligned to a user’s name) you can assign or un-assign all users in your current search. If a user is not assigned to any module they will not be able to access the portal.

NOTE: For AP Unapproved Invoice Review you do not need to assign them in the portal. If the AP module is turned on, those who are assigned to approve AP will already have access in the portal. See our AP Set-up Documentation for options on how to modify this access

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ADMIN ROLES:

LOCATION: Admin, Admin Roles

On this page you can set admins for different modules in the portal.

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  1. ASSIGNING USERS: to add users to this list you must first search for their name, select which company and payroll groups they will be assigned to.

  2. PERSONAL INFO APPROVER ROLE: When given access as a Personal Info Admin, users have access to Approve Personal Info Changes, Benefit Changes and Dependent Changes. For more information on these modules go to our documentation on Personal Info (Personal Info Set-up Documentation), Benefits (Benefits Set-up Documentation), and Dependents (Dependents Set-up Documentation)

  3. PERSONAL INFO NOTIFY REAL-TIME: When this setting is turned on Admin’s will get notified via email when a request has come through (approximately 15 min after initial submission in order to bulk notifications).

  4. PERSONAL INFO NOTIFY DAILY: When this setting is turned on Personal Info Admin's will get an email once a day if there are items to approve. 

  5. TIMECARD ADMIN: The Timecard Admin has access to Timecard Settings, Safety Net (if purchased), Manage Crew Layouts, Manage Crew Templates, Manage Timecard Roles and the Timecard Dashboard. For more information on this role go to our Timecard Documentation (Time Card Set-up Documentation)

  6. VACATION ADMIN: This role allows users’ access to the Time off Dashboard. For more about this role and the Time Off Dashboard go to our Time-Off Documentation (Time Off Set-up Documentation)

  7. NOTIFY VACATION: When selected the Admin is notified if a Time-off request is approved or rejected. This Admin does not have to be a Vacation Admin to receive these notifications.

  8. BULLETIN ADMIN: The Bulletin Admin has access to the Document Dashboard. For more information on this role go to our documentation on Bulletins (Bulletins) and the Document Library (Setting up your Document Library)

  9. SECURITY ADMIN: The security Admin has access to the User Access page (for everything except the Admin Column), the Mail Log, and will receive emails when users have locked themselves out and if they have changed their passwords.

  10. TRAINING ADMIN: The training admin is an additional role for the training feature, check our documentation on this module before assigning a Training Admin (Training Set-up Documentation)

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Mail Log:

LOCATION: Admin, Mail Log

The mail log allows System Admin and Security Admin a look into what emails went out, who they went out to, what they said, and when was the last email run.

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