User Interface
OpenAir has made significant enhancements to the User Interface. To learn more, or to leverage these new enhancements, please contact OpenAir Support.

Customize and download links moved
Look for a customize list layout and download link in the upper left corner of the top menu bar. Place the cursor on the down arrow and select "Customize list view" or "Download list data."

Dynamically expand and collapse sections in forms and lists
Tailor the display of forms and hierarchy lists to meet your needs. Use an arrow icon to expand and collapse sections on forms and in hierarchy lists.

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Calculated fields
Create a custom detail field and use it for summary and detail reports as well as email templates. Rename built-in detail fields and use a project custom field as an operand in calculated fields.

Create ratio custom field
Create a ratio custom field and use it in custom calculations.

Active Directory integration
Authenticate OpenAir User ID and password using an Active Directory.

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Print all expense report and receipt attachments
Download and print all individual expense report and receipt attachments. Two new links can be added to the expense report form.

Set form default values on receipts
Set form default values when creating receipts.

Set default payment type and status for receipts
Set a default payment type and associated default payment status for receipts.

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Change project stage in bulk
Use the bulk action feature to quickly change the project stage of multiple projects at once.

New date range for charge projections
Use either a relative or absolute date range to generate charge projections.

Filter expense item billing rule by task
Create an expense item billing rule and limit its use to specific tasks.

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Report on primary, secondary, and tertiary loaded costs
Set up Users Detail and Summary reports to show all three loaded costs in both single-currency and multi-currency accounts. Current and historical costs can be displayed.

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Mark time entries as paid
Reconcile time entries against payment invoices.

Display current leave accrual balance for schedule requests
When a schedule request is submitted, the current leave accrual balance displays on the "Approval request" form.

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Account storage limit alert
Set up an alert and receive an email notification when storage approaches the specified percentage of allocation.

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User Interface
With this release, OpenAir has made significant enhancements to the User Interface. First, all administrative functionality has been consolidated within the application into Global Settings and Application Settings. Second, OpenAir has enhanced the navigational components of the application to reduce clicks and simplify overall workflow.

Administration
Enhancements benefit administrative users by streamlining navigation in the application and improving speed. A new Administration link is available in the main drop-down menu. Administration contains two tabs, Global Settings and Application Settings.

• Global Settings contains all administrative functionality that impacts the application as a whole. For example, hierarchies, display options, filter sets, and roles.
• Application Settings contains the specific administrative functionality for each application. For example, Timesheet Settings contain alerts and timesheet rules, whereas Projects Settings contain projects stages and charge projection settings among other options.

• Select "Customize list view" and a pop-up List layout window displays. Click or control click items and select "Add selected items" or "Remove selected items." Click OK.
• Select "Download list data" and download options display for Microsoft Excel, Microsoft Word, and Adobe Acrobat. Click the "Click here" link to display the file or download options. Click "Back" to return to the list view.

1. Users with required role privileges navigate to Account> Company > Settings and under "Display Options" select the check boxes to "Enable collapsible sections on forms" and "Enable dynamically collapsible sections in hierarchy lists."
2. On forms, click on the arrow icon next to the section header to toggle between expand and collapse functionality. For example, on the "Edit project" form, companies may list a number of notifications. Click on the arrow next to "Notifications" to expand or collapse the list.
3. On hierarchy lists, click on the arrow next to the section title. It changes from the "show all" position to the "hide all" position and expands and collapses the list. For example, on the "Outline view" for a project, click on the arrow next to a phase and the list of tasks expands or collapses.

• DATE_DIFF: Select two dates to be subtracted resulting in days. This only relates to date fields.
• SUM: Select any number of values to be added. All must be the same data type.
• AVERAGE: Select any number of values to be averaged. All must be the same data type.
• DIFFERENCE: Select any number of values to be subtracted. All must be the same data type.
• CONCATENATION: Combine static text with detail fields and use them anywhere built-in detail fields can be used. The process of combining the static text and detail fields follows the "email template" metaphor already available in the application.

1. Users with required role privileges navigate to Account> Company > Calculated fields > "Renamed Built-in detail fields" or "Renamed Built-in summary fields." Select Create > and choose one of the built-in fields.
2. Select the "Built-in title" using the drop-down list.
3. Type a new "Customized title." HTML break tags control how the title displays on reports.
4. Click Save.

1. Users with required role privileges navigate to Account> Company > Calculated fields > Custom detail fields > Create > and choose a custom detail field for an entity that has detail fields. For example, select a "Project custom detail field" and the field is associated with "Project."
2. Select the "Function." Functions include: "DATE_DIFF," "SUM," "AVERAGE," "DIFFERENCE," or "CONCATENATION." For example, "DATE_DIFF" subtracts two dates.
3. Type the custom detail field "Title." For example, "Project offset days."
4. Select "Date 1" and "Date 2." For example, "Scheduled project start date" and "First time entry date."
5. Click "Save." The custom detail field is available where other detailing is available. For example, on "Projects - Task summary report options," the new custom detail field "Project offset days" can be selected in "Project > Detail fields."

1. Users with required role privileges navigate to Accounts> Company > Custom fields and create a Ratio Field.
2. Type the Field name. For example: "Task_Percentage."
3. Check the Active check box, type a description, associate it with "Task" using the drop-down Association list, type the display name and a hint, select its display Position if there are multiple custom fields, and click Save.
4. Navigate to Accounts > Company > Custom calculations and use the custom filed to create a custom calculation. For example: Create a "Projects Task custom calculation" that has "Task detail ~ Task Percentage" times "Projects - All assigned hours" as the operands and "Earned hours" as the title. Select check box: "Active custom calculation."
5. Navigate to Projects and select Create > Project. Enter new project information and Save.
6. Create > Tasks and enter task and assignment information. Type an amount in the "Task Percentage" field that display on the "New task" form and Save.
7. Enter timesheet information for assigned resources.
8. Navigate to Reports > Summary > Account-wide > Tasks. The custom calculations display as "Available values" under "Options." Filter as appropriate and Run the report.

1. Users with required role privileges navigate to Account > Company > Custom fields > Create > Checkbox Field. Note: The custom field must be a Checkbox Field.
2. Type the Field name: "active_directory_auth" Note: This must be the Field name.
3. Check the "Active" check box, type a description, associate it with "User" using the drop-down Association list, and type the display name and a hint. Click Save.
4. Users with required role privileges navigate to Account > Account > Users and select a User ID.
5. Scroll down and select the check box created for Active Directory authentication.
6. Users with required role privileges navigate to Account > Exchange > Active Directory.
7. Type the IP address or DNS name.
8. Select the check box to "Encrypt the connection using SSL (LDAPS)" and click Save.
9. Click "Test" in hints. A pop-up window displays the "Active Directory test for the IP address or DNS name."
10. Type the OpenAir User ID and Password and click Test Log in.

1. Users with required role privileges navigate to Expenses > Options> Expense Report Layout. Select the check boxes for "Show link to exp report attachments" and "Show link to exp report receipt attachments." Click Save.
2. Navigate to Expenses > Exp reports > Create > Exp report. After saving, the "New receipt" form displays. Enter receipt information, add an attachment to a new receipt, and save.
3. To add an attachment to the envelope, click the "Edit" link. The "Properties" form displays. Scroll to the bottom of the form and add attachments.
4. To access all attached receipts, click the "Expense Report" link. For envelope receipts, click the "View Exp report Attachments" link. For receipt attachments, click the "View Receipt Attachments" link. A pop-up window displays.
5. On the pop-up window, click the "Download all attachments" link. A dialog box allows selecting the location and file name. The zipped file is downloaded and saved on your local system. The default name is the name of the expense report appended with the word "attachments" or "receipts."
6. To view or print multiple files at once, unzip the file, open the folder, select the files, and select either open or print.

1. Navigate to Expenses > Exp reports and "Create > Exp report" or select one that has already been created.
2. Create > Receipt. The "New receipt" form displays.
3. Scroll to hints and click the link to "Set form default values." The "Set default form values" window displays.
4. Select the role these default values apply to using the "Switch to role:" drop-down list.
5. Enter the default information and click Save. The form you are working on refreshes and displays the default information on the new project form.

1. Navigate to Projects > Projects and display the list view.
2. Select the check boxes of the projects to make a project stage change to.
3. Click the "Run" icon. A pop-up "Actions" window displays. The number of projects selected is indicated as well as a variety of possible actions.
4. Select the option to "Change the project stage of the selected projects to:" and choose a stage using the drop-down list.
5. Click OK. The stage of all projects is changed.

1. Navigate to Reports > Detail > Account-wide > Users.
2. Select the Date range.
3. Under "Options" for "Report layout," click "Create." Users detail report layout displays.
4. Scroll down to "Loaded cost" options and highlight selections for primary, secondary, and tertiary loaded cost for (Current), a specific currency, and (Historical).
5. Click "Add selected items" and OK.
6. Click Run the report.

1. Navigate to Reports > Summary >Account-wide > Users.
2. Select the Date range.
3. Under "Filters and detail fields" for "Resource" and "Detail fields," click "Create" or "Edit." User layout displays.
4. Scroll down to "Loaded cost" options and highlight selections for primary, secondary, and tertiary loaded cost for (Current), a specific currency, and (Historical).
5. Click "Add selected items" and OK.
6. Click Run the report.

1. Users with required role privileges navigate to Account > Company > Custom Fields > Create > Dropdown Field. Note: The custom field must be a Dropdown Field.
2. Type the Field name: "oa_time_entry_reconciled" Note: This must be the Field name.
3. Check the "Active" check box, type a description, associate it with "Time entry" using the drop-down Association list, and type the display name and a hint.
4. Type Value list entries. For example, Yes, No, and Rejected. Remember each value goes on its own line.
5. Select the check box to "Hide on data entry forms" and Save. It will not display on timesheets.
6. Next, navigate to Account > Company > Custom Fields > Create > Text Field. The custom field must be a Text Field.
7. Type the Field name: "oa_time_entry_reconciled_notes" Note: This must be the Field name.
8. Check the "Active" check box, type a description, associate it with "Time entry" using the drop-down Association list, type the display name and a hint, type Field size, select the check box to "Hide on data entry forms" and Save. It will not display on timesheets.

1. If the user who will mark time entries is not an administrator, set role permissions. Navigate to Account > Roles and select the user's role. Select the check box for "View the time entry tab" and Save.
2. To mark time entries, users with required role privileges navigate to Timesheets and select the "Time entries" tab. A list of approved Timesheets the user has access to displays.
3. Use the filters for Date and User to limit the size of the list.
4. Select the check boxes by the time entries to mark and click the "Run" icon. An Actions pop-up window displays with the custom fields.
5. Select the value from the drop-down list and type the invoice number. Click OK. The invoice number is associated with the time entries.