Conditional form permission rules
Create form permission rules that show, hide, require or make read-only other fields based on conditions met.

OpenAir calendar optionally exports events as Microsoft Outlook Tasks
OpenAir calendar events can now be exported to Outlook as Outlook tasks. Reminders are automatically created and specific customer, project, and task information is provided for each task. Pick a Task folder as opposed to a Calendar folder during setup.

New Project access meta-values in filter sets
Additional meta-values in filter sets now allow "access to projects for managed users that have recorded time against" as well as "access to projects for managed users' booked projects."

Audit trail in UI for company switches
Review changes made to company switches. Launch a pop-up window that displays the history of switch activation or deactivation.

Form permissions on Contacts and Billing information forms
Form permissions are added to Contacts and Customers forms to disable delete and save buttons and make field settings hidden, read-only, or required based on role.

Form permissions on Filter sets forms
Form permissions are added to Filter sets forms to disable delete and save buttons and make field settings hidden or read-only based on role.

New list separators for CSV output files
New options are available for the customization of the delimiter used for all application-generated CSV files.

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Timesheets panel for notes
A new on-page panel has been developed for entering notes on timesheets. It is compatible with all Web interface software.

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Filter booking chart view
Many additional filtering options are now available in the booking chart view.

Customize booking requester email template
Customize the email template to a booking requester when bookings are created, modified or deleted.

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Include multiple projects on one invoice and get the currency from project
One invoice can now include charges from multiple projects and can also get the invoice currency from the projects.

Show task name on Invoices Change charges form
The project task name can be added to the Invoices change charges form.

Custom email template for invoice emails
Send a customized email when invoices are either approved or rejected. The body of the email may include fields such as invoice amount, customer name, description and many other fields.

Filter sets applied to invoices
Apply filter sets to invoices.

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Critical Ratio is available as EVM value
Use the new built-in critical ratio calculation to determine the health of projects. It multiplies two existing EVM values: CPI * SPI.

Add fields and filtering to billing rule list view
Customize the billing rule list view to include company-specific fields and use filtering capability to sort or limit the contents displayed.

Form permissions for Project task grid
Project task grid now respects permissions set on the Edit task form, allowing control of task information to occur for a role in one location.

Project Baseline and Overview report links moved
A new "Reports" link is added within a specific project. Both the Baseline report and Overview report can be run from the new "Reports" dropdown.

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Conditional form permission rules
Companies now have the ability to alter the type and amount of information they capture on many OpenAir forms using conditional form permission rules. User selections of field values dynamically vary the other fields that display on a form using existing fields or custom fields. Navigate to the application and the desired form and use the new "Permission rules" feature in the "Modify form permissions" link to create form permission rules. When a field selection is made, other conditional fields display according to the established rules.

For example, a "New project" form might capture different information depending upon the nature of the project. If engineering is specified, five more selections might display for engineering work: software, systems, specialty, skilled labor, and entry level. If software engineering is selected, additional information may be requested for phases such as analysis of requirements, design of software, code development, and testing. If the nature of the project was medical instead of engineering, different fields altogether might display and be required on the "New project" form based on the form permission rules.

To enable conditional form permission rules, please send an email request to support@openair.com.

Note that while this feature is available on all traditional forms, worksheets or grids do not support conditional form permission rules. The following is a simple example for setting up form permission rules in Expenses.

How to set up conditional form permission rules for a receipt:

1. Navigate to Expenses > Envelopes > Open. Select an Envelope and New > Receipt. Next, scroll down to "Hints" and click the link to "Modify the form permissions."
2. Scroll down to "Permission rules" and click "Create." "Create a new rule" pop-up window displays.
3. Type a "Rule name." For example, type "Travel." In this example, let's assume that custom fields were created for receipts: "Travel category" (value list: airfare, hotel, taxi, and meals), "Airline carrier" and "Additional baggage cost."
4. Define the conditions. In this example, if "airfare" is selected for the "Travel category", then custom fields "Airline carrier" and "Additional baggage cost" should display. Therefore, in the Define conditions section, select "Travel category" in the first dropdown, "equal to" in the second dropdown, and "airfare" in the third dropdown.
5. Select the "Perform action." In this example, select "Show."
6. Select the fields to show from the "Available fields" drop-down list and click "Add selected items." In this example, select "Airline carrier" and "Additional baggage cost" and click Save. Note: most fields on a form can be used to "Define conditions" and are "Available fields" for setting conditional form permission rules.
7. Click Save. Close the pop-up window and refresh the form. The custom fields that display change based on the conditional form permission rules and user entry.

1. Navigate to Administration > Global Settings > Add-on services > OpenAir Outlook Connector and download version 1.06. Click on the downloaded file and follow the setup wizard to install it. An OpenAir icon is added to the Microsoft Outlook toolbar and an OpenAir Outlook Connector icon is also placed on the desktop by default.
2. To start the connector, open Outlook and click the OpenAir icon, or click on the OpenAir Outlook Connector icon on the desktop, or select Start > Programs > Outlook Connector. The "OpenAir Outlook Connector" window displays.
3. If this is the first time, a prompt displays to "Set up Outlook Preferences." Set folder to "Task" and select Settings for export from OpenAir. Indicate the date after which modified records should be exported and click OK. Note: After each run, this date will change to the date of the last successful export. If a "Calendar" folder is selected, OpenAir calendar events are exported as Outlook appointments. However, if an Outlook "Task" folder is selected, OpenAir events are exported as Outlook tasks.
4. On the "OpenAir Outlook Connector" window, click the "OpenAir..." button. The "OpenAir Settings" window displays. Type OpenAir login information and click OK.
5. On the "OpenAir Outlook Connector" window, click the "Start" button. The "Export started" window displays. Progress of the connection is reported as well as the results. Task and project information are automatically added to the Outlook calendar and reminders are created.
6. To change Outlook Preferences, click the "Outlook..." button on the "OpenAir Outlook Connector" window, make adjustments, and click OK. Note that the date automatically changes to date when the last successful export was run from OpenAir.

1. Navigate to Administration > Global Settings > Filter sets and create or modify a filter set."
2. Click the "Access Control" link. Select "Project access" under Access control type.
3. Select one or both of the new meta-values: "Access to managed users' recorded time against Projects" and "Access to managed users' booked projects." Click Save.
4. Navigate to Administration > Global Settings > Users and select a User ID.
5. Click the "Filter Sets" link. Add the filter set created for project access to the user account and remove any conflicting filter sets. Click Save.

1. Users with required role privileges navigate to Administration > Global Settings or Application Settings and select a form with settings. For example, select "Approval Options" under "Organization."
2. An icon displays to the left of selection check boxes. Click the "Show Audit Trail" icon. A pop-up window displays with the account number, the name of the company switch, and a history of changes that have been made to it and by whom.
3. Close out of the pop-up window. Make any changes to the company switches and click Save.

1. Navigate to Administration > Global Settings > Contacts and select New > Contact or an existing Contact from the list view. New contact or Edit contact form displays.
2. Select "Modify the form permissions" link in "Hints." Modify the form permissions pop-up window displays.
3. To disable the Delete button or Save button for a role, select the check box for the action under the role name.
4. To hide, make read-only or require one of the field settings, select "HIDE", "RO", or "REQ" for the setting under the role name.
5. Click Save. When the form is refreshed, the modifications are reflected on the form.

1. Navigate to Administration > Global Settings > Customers and select a customer from the list view. New customer or Edit demographic information form displays.
2. Click on the "Billing information" link and click on the "Modify the form permissions" link in "Hints," make the desired changes, and click Save.

1. Navigate to Administration > Global Settings > Filter sets and select a filter set. Edit general information displays.
2. Select "Modify the form permissions" link in "Hints." Modify the form permissions pop-up window displays.
3. To disable the Delete button or Save button for a role, select the check box for the action under the role name.
4. To hide or make read-only one of the field settings, select "HIDE" or "RO" for the setting under the role name.
5. Click Save. When the form is refreshed, the modifications are reflected on the form.
6. To change form permissions for the User filter set form, click the "User filter set" link.
7. Select the "Modify the form permissions" link in "Hints," make the desired changes, and click Save.
8. To change form permissions for the Access Control forms, click the "Access Control" link and select the "Access control type."
9. Select the "Modify the form permissions" link in "Hints," make the desired changes, and click Save.

1. Navigate to Administration > Global Settings > Regional Settings.
2. Select the appropriate setting under the "List separator for CSV output files" dropdown, and click Save.
3. To customize individual settings, navigate to Dashboard > Personal settings.
4. Select an option under the "List separator for CSV output files" dropdown, and Save.

1. Navigate to Resources > Bookings > Chart. Click the "Settings" link.
2. Select "Time Period" detail level and duration.
3. Select "Chart Type" option: Hours or Percentage.
4. Use "Create" and subsequent "Edit" links to limit resource setting using the filters available.
5. Select detail column information.
6. Select colors to display for each booking type.
7. Click Save.

1. Navigate to Administration > Global Settings > Email templates.
2. Select New > "Booking email template."
3. Type the "Name" of the template and select "Template type," either "New booking (requester notification)," "Modified booking (requester notification)," or "Removed booking (requester notification)."
4. Type the "Email subject." It displays on the subject line.
5. Type the "Email body." Use the "Field" drop-down list to identify OpenAir variables and custom fields.
6. Copy and paste the OpenAir variables into the body. OpenAir fills in the account information in the body of the email.
7. Type "Notes" as appropriate.
8. Select the "Active" check box. There can be one active email template for each template type. Click Save.
9. Navigate to Resources > Bookings and create or edit a booking. Select the check box to Notify requester when booking is modified. Click Save. When a booking is created, modified or deleted, an email is sent to the booking requester.

1. Navigate to Projects > Projects and select a project. Specify project currency on the "Edit project" form. Select "Financials" and run billing and recognition rules to create charges.
2. Navigate to Invoices > Invoices and create a new invoice. Notice that the monetary amounts are listed in the currency of the projects.
3. Select the check boxes of the charges to include in the invoice and click "Create the invoice." An invoice is created in the customer's currency.

1. Navigate to Administration > Application Settings > Invoices Settings > Invoices options.
2. Select the check box to "Show the task in the "Change charges" view. Click Save.
3. Navigate to Invoices > Invoices and select an invoice.
4. Click the "Change charges" link. The task name will display in quotes.

1. Navigate to Administration > Global Settings > Email templates.
2. Select New > "Invoice approved/rejected/customer notification email template."
3. Type the "Name" of the template and select "Template type," either "Invoice approved", "Invoice rejected", or "Invoice customer notification."
4. Type the "Email subject." This is appended to the system subject.
5. Type the "Email body." Use the "Field" drop-down list to identify OpenAir variables for information to include such as status or customer name and address.
6. Copy and paste the OpenAir variables into the body. OpenAir fills in the account information.
7. Type "Notes" as appropriate.
8. Select the "Active" check box. There can be one active email template for approved invoices and one for rejected invoices.
9. Click Save. When an invoice is approved or rejected, the appropriate custom email template is sent.

• Enable the new role setting for the applicable user role under Invoices to "View invoices containing projects visible in active filter set."
• Create or modify a filter set for project access and apply it to the user account.

1. Navigate to Administration > Global Settings > Roles and select a role. Scroll down to Invoices and select the check box to enable "View invoices containing projects visible in active filter set."
2. Navigate to Administration > Global Settings > Filter sets. Create a new filter set or select an existing one.
3. Click "Access Control" and select "Project access." Identify the projects to include in the filter set. Click Save.
4. Navigate to Administration > Global Settings > User and select a User ID.
5. Click "Filter Sets." Add the filter set created for project access to the user account and remove any conflicting filter sets. Click Save.

• CPI = Earned Value (EV) divided by Actual Cost (AC)
• SPI = Earned Value (EV) divided by Planned Value (PV)
• Critical Ratio = CPI * SPI

1. Navigate to Projects > Projects and select a project.
2. Select "Outline view" from the "Phases/Tasks" link.
3. Select "Customize list view" from the link on the upper left corner of the top menu bar. The "List layout" window displays.
4. Select "EVM - CPI," "EVM - SPI," and "EVM - Critical Ratio" and click "Add selected items." Click OK. The EVM values are added to the Outline view.

1. Navigate to Projects > Projects and select a project. Select "Financials" and "Billing."
2. Select "Customize list view" link on the upper left corner of the top menu bar. A pop-up List layout window displays.
3. Click or control click items and select "Add selected items" or "Remove selected items." Click OK. The Billing rule list view displays the changes.
4. Use the drop-down selections to filter the contents of the list view.

1. Navigate to Projects > Projects > and select a project.
2. Click the "Phases/Tasks" link and select "Task List."
3. Select a task and scroll down to the "Modify form permissions" link.
4. Under the column for a role, mark fields to be hidden, read-only, or required.
5. Click Save. When the form is refreshed, changes are made to the form permissions.
6. To enable the task grid feature, please send an email request to support@openair.com.
7. To enable the task grid for project stages, navigate to Administration > Application Settings > Projects Settings. Click the "Project stages" link and create or modify a project stage. Under "Options," select the check box for "Task grid." Click Save.
8. To view the task grid, navigate to Projects > Projects > and select a project. Click the "Phases/Tasks" link and select "Task grid."