OpenAir Enhancements

May 16, 2009

Overview

Dashboard
Display report values in chart form
Create saved reports and chart numeric values. Use summary, detail, and utilization reports as the chart data source. Toggle between the dashboard chart and saved report. Create multiple dashboard sub-tabs which contain multiple charts. Share dashboard charts with other users.

Details ...

Account-wide
OpenAir Mobile for Apple iPhone
Enter timesheets and expense reports on an iPhone using OpenAir Mobile application.

Restrict specific custom fields from being copied
Flag custom fields to prevent them from being copied inadvertently.

Details ...

Expenses
Copy envelope and receipts
Copy an envelope and its receipts to a new envelope that includes the same receipts. Optionally, change the dates and clear receipt amounts or carry them forward.

Details ...

Projects
Display revenue amounts on recognition rules list view
Add an amount column to recognition rules list view and display the amount of each recognition rule.

Details ...

Resources
Specify a starting date in the booking chart, booking grid, and assignments chart
Select starting dates and apply them to the booking chart, booking grid, and assignments chart.

Details ...



Details

Dashboard
Display report values in chart form
OpenAir is pleased to introduce graphical dashboards. Users can now set up reports, view key company information in chart form, and share the dashboards that display it with other users and departments. Staying up-to-date with current information has never been easier!

With OpenAir dashboard charts, users gain visibility into key metrics such as pending billings, resource utilization and earned value metrics. Users can further analyze chart details by viewing underlying reports. Charts may be customized for each user and easily shared with management personnel and project stakeholders. Role permissions are respected and are based on information that can be viewed on saved reports. If a user has permission to view data on saved reports, the user can also chart the report data.

There are a number of useful features associated with the ability to chart report data and use dashboards to display them. Highlights include the following:

  • Select a bar chart (horizontal, vertical, or multi-bar), pie chart, or line chart.
  • Create multiple dashboard tabs.
  • Use drag and drop functionality to move charts anywhere on the dashboard.
  • Click on the edit down arrow located on the upper right corner of the chart portlet to modify chart.
  • Click on the chart to display the underlying report. Click on the "return to dashboard" link at the bottom of the form to navigate back to the dashboard.
  • There is no limit to the number of charts that may be displayed on the dashboard.
  • Chart titles can contain up to 30 characters.
  • Select the sort order of charts: ascending or descending.
  • Select the desired report value to chart.
  • Copy the dashboard charts from one user to other users or departments using the "Bulk user change wizard."
  • Expand and collapse specific chart portlets.
To enable the dynamic chart feature for dashboards, please send an email request to support@openair.com.

"Enhanced user interface" and "Application tab menu" (see November 2008 product update) must be activated to use this feature. When this feature is enabled, Dashboard > Overview is renamed to Dashboard > Home unless "Overview" has been changed to a custom name.

How to create a dashboard chart:
  1. Navigate to Reports. Select a Summary, Detail or Utilization report. Enter report parameters. Select the check box to "Save this report as ..." and enter a report name.
  2. Navigate to Dashboard > Dashboard and select "New chart ..." The New chart settings form displays.
  3. Select the "Chart type": Horizontal bar, Vertical bar, Pie, Line, Horizontal multi-bar, or Vertical multi-bar.
  4. Type the "Chart title." If no chart title is entered, the name of the selected report will be used.
  5. Select the "Saved Report" using the drop-down list of saved reports.
  6. Select the "Report Value" to chart and select the "Sort" option: either descending or ascending.
  7. Select the check box and a numeric value if you want to "Limit to" specific "values."
  8. Select the number of values to chart. The default behavior is to chart the maximum number of values.
  9. Click "Save." The chart displays the data selected.
How to create a new dashboard tab:
  1. Navigate to Dashboard > Dashboard and select "New tab ..." A New chart settings form displays.
  2. Complete the chart information and click Save. Create additional dashboard tabs from any dashboard tab.
How to delete a dashboard tab:
  1. Navigate to Dashboard > Dashboard and select the dashboard tab to delete.
  2. Use the "Dashboard tab" drop-down menu under and select "Delete tab ..." The dashboard and all of the charts associated with it are deleted.
How to copy dashboard charts from one user to other users or a department:
  1. Navigate to Dashboard > Home > Wizards and select "Bulk user change wizard." The form for Step 1 displays.
  2. Select the "User to copy from" using the drop-down list or search function.
  3. From the "Available Information" list, click on "Dashboard charts" and click "Add selected items."
  4. Select the "Copy to" option for "Users" or "Departments."
  5. Click Next.
  6. Select the "User to copy to" or "Department to copy to" and make selections. CNTRL click to make multiple selections. Click "Add selected items" or "Add all items."
  7. Click "Run." When the dashboard charts have been copied to the specified users, the Dashboard displays with a message indicating the update is complete and listing the users or departments that were updated.
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Account-wide
OpenAir Mobile for Apple iPhone
Fill out OpenAir timesheets and expense reports on an Apple iPhone. Make the best use of time when waiting for an airplane, riding public transportation, or at an engagement. OpenAir now provides a robust interface for the iPhone that is easy to use. Keep timesheets and expense reports current anywhere and anytime at your convenience using the iPhone. Once submitted, timesheets and expenses can be found in OpenAir and follow the normal approval process. Leave the office and take OpenAir with you!

Enter company and login information and connect to your OpenAir account. Tap the "Sync Now" button to instantaneously synchronize with OpenAir. All account information downloads and is up-to-date. The download includes current OpenAir customer, project, and task information as well as any open timesheets and envelopes associated with the account. Timesheet functionality including the copy from an existing timesheet function and expenses functionality is available.

To download the free application:
  • Open the iTunes App Store on your iPhone or in iTunes and search for OpenAir.
  • Or, find a link to this iPhone app directly from within the OpenAir application (Administration > Global Settings > Account > Integration: Add-on services).
To enable or disable access to this app for a user, please navigate to Administration > Users and select a User ID. Click Access control > Exchange Access. Select "OpenAir Mobile (iPhone)," click "Add selected items" and Save.

Initial setup:
The first time OpenAir Mobile is used, a prompt displays to enter Company, User ID, and Password. When this has been completed, tap the "Done" button. Next, tap the red "Sync Now" button to perform the initial update with OpenAir. Note: If this information or the default server location needs to be modified after initial setup, refer to the procedure below for "how to change advanced settings."

About Sync Now:
When a user taps the "Sync Now" button, OpenAir Mobile synchronizes the iPhone data with data from the online OpenAir account. This synchronization downloads OpenAir customer, project and task information as well as any open timesheets or envelopes. The initial update takes longer since the app needs to download all data. Subsequent updates are processed much faster.

How to use OpenAir Mobile for Timesheets:
  1. Tap the "Timesheets" icon in the tab area at the bottom of the screen to view a list of your open timesheets. To create a new timesheet, tap the "+" button to launch a new timesheet screen.
  2. Tap an item in the new timesheet screen to enter data such as Date, Customer, Project, Task, Default Time type, and Notes. Copy the information from an existing timesheet to a new timesheet using the same functionality as is in OpenAir.
  3. When finished, tap Save. A calendar for the timesheet period displays. Tap "All" to access all entries in the timesheet or "By Day" to view timesheet entries for a specific date.
  4. To create a timesheet entry for a particular date, tap on the date and then tap the "Add Time Entry" item. Tap the time item and add hours and minutes for this entry from the scrolling list. Tap Save. Enter client, project, and task information and tap Save.
  5. To submit the timesheet for approval on the next synchronization with OpenAir, tap the "Submit" button at the bottom of the timesheet screen. To unsubmit a timesheet that has been queued for submission, tap the "Unsubmit" button.
  6. If desired, enter information for Additional emails and Notes to an approver.
  7. Select whether "Submit on warning" is On or Off. For example, as with OpenAir, a user can reaffirm that a timesheet with less than 40 hours should be submitted in case this rule exists in the company's timesheet approval process. Tap "Done."
  8. Tap the "Update" icon in the tab area at the bottom right of the screen. Tap the red "Sync Now" button to update and submit the timesheets. A "Status" message may display indicating the timesheet status and the status of any submitted timesheets.
  9. To modify the timesheet information, tap the "Info" button in the time entry view or tap the "Edit" button in the timesheet list view and then tap the timesheet that needs modification.
How to use OpenAir Mobile for Expenses:
  1. Tap the "Expenses" icon in the tab area at the bottom of the screen to enter expense information. Tap the "+" button to display a New Envelope.
  2. Tap each entry line to enter New envelope information. Tap Save. The list of receipts for the new envelope displays.
  3. Tap "Add Receipt" and an Edit Receipt screen displays. Tap each line to enter information. Tap Save. Repeat process until done. Tap Save.
  4. To submit an envelope for approval, tap the "Submit" button. If desired, enter information for Additional emails and Notes to an approver. Tap "Done." To unsubmit an envelope that has been queued for submission, tap the "Unsubmit" button.
  5. To delete receipts, tap the "Edit" button.
  6. Select whether "Submit on warning" is On or Off. As with OpenAir, envelope information can be submitted with a warning. Tap "Done."
  7. Tap the "Update" icon in the tab area at the bottom right and tap the red "Sync Now" button to update and submit the envelope. A "Status" message may display indicating the envelope status and the status of any submitted envelopes.
How to delete an item:
Timesheets, time entries, envelopes, and expense receipts can be deleted. There are two methods:
  • Tap the "Edit" button, tap the red minus sign next to an item, and then tap the "Delete" button.
  • Swipe your finger from left to right or right to left across an item and tap the "Delete" button on the right of the item.
How to change advanced settings:
  1. Exit OpenAir Mobile app by pressing the home button. Select the iPhone Settings application and scroll down and tap the OpenAir icon.
  2. Here you can change your login credentials and the OpenAir server location.
  3. Update default conflict resolution.
  4. Or optionally ask the OpenAir app to refresh all list data (customers, projects, etc.) in the event that items appear to be missing from your lists. The switch will be back in the "Off" position the next time you synchronize with OpenAir.
Restrict specific custom fields from being copied
OpenAir maximizes the use of user time by allowing cloning, duplicating, repeating, and/or copying in projects, expenses, resources, timesheets, and workspaces. In some companies, custom fields placed on receipts, charges, bookings, billing rules, and tasks could create problems if reproduced. Therefore, it may be desirable not to allow these custom fields to be copied. Companies now have the ability to designate custom fields as restricted from duplication.

To enable the protection of custom fields from being copied, please send an email request to support@openair.com.

How to restrict specific custom fields from being copied:
Navigate to Administration > Global Settings > Custom fields. Click on a custom field or create a new one. The following message displays on the Edit custom field form: "Never clone, repeat, duplicate or copy this field."

Select the check box to protect the custom field from being copied in any way.
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Expenses
Copy envelope and receipts
Save time and effort when preparing expense reports and receipts that contain the same expense information as a previous expense report. For users who travel to the same locations and incur the same expenses, this feature alleviates the need to manually enter all expense items and receipt information. Just as users can clone a timesheet to create a new timesheet, now they can use the "create from other" functionality to copy envelopes/expense reports and their receipts. Date fields can be set as the current envelope date or can be adjusted forward. Receipt amounts can be cleared to zero or copied from the original receipts. Other fields, including custom fields, are copied.

How to copy envelopes and receipts:
  1. Navigate to Expenses > Envelope and select "New clone ..."
  2. If applicable, type the "New Envelope name."
  3. Accept the default "Date" or change it.
  4. Select the envelope to clone using the drop-down list. Ten envelopes are available as selections.
  5. Select "Receipt dates" as the date of the new envelope or adjust forward. If adjust forward is selected, the incremental number of days between receipts is matched in the copied envelope. For example, if a hotel bill is paid on Friday one week, it is adjusted forward to Friday for the week copied.
  6. Select clear or carry forward for "Receipt amounts." If carry forward is selected, the amounts copied into receipts are exactly as in the cloned envelope. If clear is selected, the amounts are blank on the receipts copied into the new envelope.
  7. Click Save.
  8. If the expense grid is the default view, users will be brought to the expense grid view. Otherwise, users will be brought to the receipts list view.
  9. A new column, "Incomplete", can be added to the receipts list view to indicate which receipts are missing key elements in order to be saved and submitted. For example, if the customer:project that is being copied has been deactivated, the new receipt will be flagged as "Incomplete" and will need to be fixed. To add the "Incomplete" column, users with the appropriate role privileges select the "Customize list view" link on the upper left corner of the top menu bar. A pop-up List layout window displays. Click "Incomplete" and select "Add selected items." Click OK.
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Projects
Display revenue amounts on recognition rules list view
Companies often have multiple revenue recognition rules for a project and it can be difficult to quickly ascertain whether the amounts add up to total revenue. Simplify this process by adding an amount column to the recognition rules list view to show the amount of money to be recognized based on each rule. Although not all recognition rules have an amount associated with them, the following do:
  • % complete rule
  • fixed amount on date or milestone rule
  • fixed amount on % complete rule
  • fixed amount when marked as ready rule (switch enabled)
  • Incurred vs. forecast rule
How to display revenue recognition amounts:
  1. Navigate to Projects > Projects and select a project. Select "Financials" and "Recognition."
  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 "Amount" and select "Add selected items." Click OK. The Recognition rules list view displays an Amount column containing the amount of recognition for recently run rules that have monetary amounts associated with them as well as the total amount for all rules.
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Resources
Specify a starting date in the booking chart, booking grid, and assignments chart
A powerful feature has been added to the booking chart, booking grid and assignments chart view. Set the starting time period to display a specific time frame that is current, future, or even past. As before, after detail level is selected, duration settings are automatically changed to be consistent with this selection. However, this enhancement improves usability in that it eliminates the need to click arrows multiple times to move forward or backward over a period of time. Specify the exact date range by establishing a starting date and quickly navigate to the desired time frame.

How to specify a starting date in the booking chart:
  1. Navigate to Resources > Bookings > Chart > Settings. The Booking chart settings form displays.
  2. Under "Time Period," use the drop-down lists to select the "Detail level," "Duration," and "Starting" date.
  3. Enter any other additional information.
  4. Click Save. Click "Chart" to view bookings for the time selected. Use the arrows to navigate forward or backward. Remember that when you set the chart view to "Color coded by time," the hover over feature is also available.
How to specify a starting date in the booking grid:
  1. Navigate to Resources > Bookings > Grid > Settings. The Booking grid settings form displays.
  2. Under "Booking Period," use the drop-down lists to select the desired period.
  3. Enter any other additional information.
  4. Click Save. Click "Chart" to view bookings for the time selected. Use the arrows to navigate forward or backward.
How to specify a starting date in the assignments chart:
  1. Navigate to Projects > Assignments > Settings. The Assignment chart settings form displays.
  2. Under "Time Period," use the drop-down lists to select the "Detail level," "Duration," and "Starting" date.
  3. Enter any other additional information.
  4. Click Save. Click "Chart" to view task assignments for the time selected. Use the arrows to navigate forward or backward.
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Suggestions, problems, or questions?
Contact us at support@openair.com or 888.367.1288 (outside the U.S. and Canada, call 617-351-0226). We take pride in the outstanding care we give our customers. Please let us know how can we improve your experience with OpenAir.