Faxaroo Fax Time Entry Guide

Transcription

1 Faxaroo Fax Time Entry Guide Instructions on how to enter faxed time from the Peoplenet Call Center Time Management Console PeopleNet administrative logons will be provided by your company administrator. System Requirements: Internet Explorer version 7-9 Faxaroo is currently not compatible in IE10 Allow Pop-ups for

2 2 Contents Contents... 2 Access Faxaroo... 3 Faxaroo Display Screen... 3 Move Faxes Between Queues... 4 Select and Adjust the Fax... 4 Enter Time from a Fax... 5 Fax Locking Queue Management Searching for a Fax Number Refreshing the Queue View the Timecard in the Time Management Console Peoplenet Support... 14

3 3 Access Faxaroo To open the Faxaroo application and begin entering time for new faxes, click on the number under the Unprocessed field in the Faxaroo box for the New queue. Faxaroo Display Screen Note: Faxaroo will take a few seconds to load Once you click on the Unprocessed link, a display screen will appear. A. The Image Panel on the left side of the screen displays the fax image. B. Scroll through fax images with the arrow keys. C. Use the Fax Assign To drop down arrow to choose the queue to assign the fax to. D. Adjust the fax with the tools provided at the top of the Image Panel. E. Use the search options to link the fax image to an active assignment on Peoplenet. F. Enter time from the fax in the Time Entry Panel. G. Submit the time, mark as approved or unapproved and move to next fax via the options at the bottom of the Time Entry Panel. H. To close Faxaroo, click on the Close Window link. C B H D E A F G

4 4 Move Faxes Between Queues All faxes will start in the New queue. You can enter these faxes from the New queue or move the fax to a processing queue. From the New Fax Queue, you may move a fax to a queue by clicking on the drop down box next to Assign To: Once you have assigned the fax to a new queue, if applicable, click on the page arrow to move to the next fax. Select and Adjust the Fax Page through faxes by clicking on the arrow keys at the top of the screen. Adjust Fax Image using the keys at the top of the screen: Adjust size of fax with + and keys Rotate by clicking on the arrow keys Move the fax by holding the left cursor key and dragging the image to where you want it. Print the fax by clicking on the printer icon. Show or hide the ruler. View detailed information about the fax. Write comments about the fax. Mark the fax as processed. (Note: Once processed, you cannot re-open the fax.)

5 5 Enter Time from a Fax Once you have selected and adjusted your desired fax, you may then start to enter in the required information to put in time from the fax Type in the contact information from the fax: a. Branch Name or #, then press key to activate other drop down boxes b. Client Name or # c. Employee Last Name d. Assignment # - (Recommended - this is the quickest method to search for employee) 2. Select the Week Ending date from the fax. 3. Press. Faxaroo will return the search results based on the information you entered.

6 6 4. Double click on the employee s name from the search results list to open their time card for entry. 5. Confirm Week Ending date. 6. Select AM\PM or Military time format (based on what is provided on the fax) Select Hour or Decimal format (based on what is provided on the fax.) 8. The icon will show any special payroll rules that apply to this assignment if applicable. Entering Hours per Day

7 7 1. Select the Hour tab to enter hours per day. 2. Enter time from the fax. The total will automatically calculate. Entering In and Out times per Day 1. Select the Time tab to enter In-out Times Note: The time entry template may be set to a default by your system administrator

8 8 2. If there are State Break Requirements click on the book icon to view the policy. 3. The icon will allow you to edit the daily total. Use this when you receive a client fax from their time system or time clock and the calculated totals do not match. An example may be that their clock applies rounding or other client rules when it processes the daily totals. 4. Enter time from the fax. The Peoplenet system will automatically change AM to PM based on the time entered. 5. Add an additional work segment, project or delete a line by clicking on the + sign next to the assignment.

9 9 Saving and Submitting Time 1. When finished entering the time from the fax, check for approval signature. If there is a valid signature select App for approved, if no approval signature select Unapp for unapproved. 2. If you are done with this fax, select Next Fax. If there is another page to enter for this employee, select Keep Employee. 3. Press to submit time for this employee. NOTE: If you enter time for states that require meal breaks (CA, WI, or NH) and you did not enter a reason code for a missed meal break, the system will prompt for a response. 4. Once you have submitted the time successfully, you will receive a confirmation message. Click on Ok to confirm. 5. You will also receive a message asking if you are finished entering the fax. Click Done with Fax to move to the next fax in the queue and mark the fax as processed. If marked as Processed, you will not be able to access the fax for further processing within the Faxaroo application. Select Finish Fax Later to keep this fax in the unprocessed queue so you may return to it at a later time.

10 10 6. After making your selection, Faxaroo will load the next fax image. Follow the same steps to enter the next fax. Fax Locking If you select a fax to enter, it will be locked to other Faxaroo users. This prevents two users from trying to enter the same fax at the same time. If you do not plan to enter time for the fax, click on the Close Window link at the top right of your Faxaroo screen or move to the next fax. Do NOT click on the Windows X or the fax will remain locked for your use only. If you need to enter a fax that was locked by another user, you will have an option to unlock that fax. Queue Management Queue Management is used to create and manage the queues in Faxaroo. This is typically performed by your System Administrator. A high-level overview is provided below.

11 How to set up a new queue: 1. In the General box a. Type in a Queue Name. You may define queues by Line of Business (e.g. Technical Division) or missing or incomplete data (e.g. Missing Contact Information, Inactive Assignment) and a Trash queue. b. Type the Sort Order (not required) c. Enable or Disable the queue status. 2. In the Search box you may set the option to Confirm Week Ending Date each time the user enters a fax. 3. In the Hour/Time Entry Box you may select what settings need to be visible. (Ex: You want to make visible a queue to enter time in with decimals or military time, and you want the default time entry to be hours by day.)

12 12 4. In the Reimbursement box if you check the Visible box you will have the options to display different modules that pertain to reimbursement. These modules must be set by your System Administrator for this to be an option at your company. 5. In the Other Adjustment box you can check the visible box and you will have the option to display different modules that pertain to any additional adjustments that you may have. These Adjustment codes must be set by your System Administrator for this to be an option at your company. 6. In the Fax Approval Exception box you check the visible box to have the option to make the Approval exceptions visible on another module. 7. The Default Time Entry box allows you to set the default on how the time gets entered. The default template would be driven by your assignment file and should be set by your System Administrator. Searching for a Fax Number If you get a call from the branch asking if you received their fax, you can use the Fax Number Search to enter their fax number to determine if the fax was received by Faxaroo and what the status is.

13 13 To search for a fax, click on the Fax Number Search and enter the fax number it was sent from then click on Search. A list of faxes by fax ID and date will display with status. Click on the Fax ID to view the fax. Refreshing the Queue You may refresh the queue by clicking on the Refresh link located in the faxaroo tool. View the Timecard in the Time Management Console The call center user may view the timecard on the TMC by clicking on the employee s name from the employee list screen for the client that the associate works for. Click on the associate s name to view their time card. Under the Src column you will see FAX as the source. You can also see who entered the time and when by clicking on the comments icon. Click on View Fax from the Time Card screen to view the faxed time sheet.

14 14 Support For general questions about this system, your access rights, or set-up options, please contact your company administrator. Call Center User Guides and Video Tutorials Technical Support For technical support, please call Peoplenet at When calling Peoplenet, please provide as much detail of the problem as possible including screen shots of any error message. Please include your contact information and agency name. If referring an associate to Peoplenet, please provide their contact information, branch name and client they work for with any specifics about the issue or question.