Proxy email notifications OpenAir's proxy user feature allows an authorized user to perform tasks such as submission or approval of time on behalf of another user. For example, if a manager, who is the approver of a user's timesheet, goes on vacation, a second manager may be granted access to proxy in as that manager and approve the timesheet. Allowing the second manager to proxy in and approve the timesheet may help to expedite the billing process. When a proxy submission or approval occurs, it is beneficial for the timesheet owner and previously defined approver to receive notice that another user has logged in and submitted or approved a timesheet on their behalf. With this release, the ability to send email notifications if a proxy condition has taken place has been added. A new notification section for timesheets enables users to configure them to state that if a proxy occurs, an email notification should be sent to a selected group of individuals. The notification can be restricted to just timesheets that have specific client:projects selected. In addition, the text of the notification can be customized. Multiple notifications can be configured. To configure proxy users, navigate to Administration > Global Settings > Users > [select user who will be proxying for another user] > Proxy. Then, select the users for whom the proxy user will act and the level of access. How to configure a proxy notification:
Automatically receive PDF attachments of approved timesheets and expense upon approval Employees within a company may need to download a hard copy of their approved timesheets or expense reports. For example, on occasion, hard copies of expense reports will need to be attached to invoices that are being sent to a client. Currently, users can download a PDF version of the report from within the actual timesheet or expense report. With this release, users can now automatically receive a PDF attachment of the approved timesheet report or expense report. A PDF view of the report will be attached to the email notifications for approved timesheet and expense reports. To enable this feature, please contact OpenAir Support. New "Unsaved time entry" alert The timesheet alerts functionality in OpenAir allows administrators to configure alerts to be sent to individuals if timesheets are late or approvals are overdue. Timesheet alerts are an automated way for managers to remind their employees that timesheets have not been submitted. To further ensure that employees are in compliance with company policies, OpenAir has added the ability to create an unsaved time entry alert that will automatically remind a user if time has not been entered for the previous day. This is beneficial for companies that require their employees to enter time on a daily basis. How to configure an "unsaved time entry" alert:
Bulk resource substitution via run an action in bookings list view For companies that leverage bookings for resource management, it is important for managers to be able to substitute booked resources with another resource at any point in time. For example, resource managers often create multiple bookings for a period of time in the future and assign a generic resource for forecasting purposes. When the bookings have been confirmed, the generic resource will be replaced with actual resources. Or, if an employee leaves the company, all bookings associated with this user will need to be replaced with another user. With this release, OpenAir has added the ability to substitute resources in bulk via the run an action functionality in the bookings list view. To enable the bulk resource substitution feature, navigate to Administration > Application Settings > Resources Settings > Other settings. Select the option "Enable multiple booking resource substitutions in one action" and click Save. How to substitute resources in bulk via run an action in bookings list view:
Additional sorting options for invoice layouts For companies that send invoices to their clients directly from OpenAir, different invoice layouts can be configured to modify the appearance of an invoice based on client needs. OpenAir has further enhanced the invoice layouts settings to add flexibility to the sorting options. In addition to sorting by date (oldest or newest), alphabetically, or user last name, a wide range of sorting values have been added. These values include project, task ID, task name and phase. Invoice layouts can be assigned at the client, project or invoice level. How to configure an invoice layout:
Report on more than 16 weeks when reporting on weekly time periods For companies that run summary reports on weekly time periods, the actual number of periods to report on can now be extended. Previously, the limit was 16 weeks. In this release, users can choose to report up to either 52, 78, or 104 weeks. This enhancement allows users to display report values in a weekly view for up to two years at a time. To enable this feature, please contact OpenAir Support. OpenAir Projects Connector enhancements OpenAir continues to enhance its bi-directional integration with Microsoft Project via the OpenAir Projects Connector. The following enhancements have been added:
Form permissions for Proxy form and Personal settings page OpenAir's form permissions functionality has been extended to the Proxy form and Personal Settings page. The addition of form permissions to these forms allows administrators to require or hide specific fields on these forms. For example, if proxy expirations are enabled for an account, it may be beneficial for administrators to require that the Expiration date field be populated for proxies. Or, administrators may want to hide the ability for users to change certain options on the Personal settings page. How to configure form permissions for the Proxy form:
View previous OpenAir updates ... 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. |
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