Webcenter v. 5 Customer Portal Table of Contents

Webcenter v. 5 Customer Portal Table of Contents Introduction... 2 Sign In Page... 3 Home Page... 4 Orders Page... 5 Employees Page... 9 Timecards Page... 10 Invoices Page... 15 Documents Page... 18 Reports Page... 18 Tasks Page... 20 Timecard Approval... 20 Candidate Review... 22 My Settings Page... 25

Introduction TempWorks has been providing solutions designed for the staffing industry since 1994. Our customer base consists entirely of staffing companies. Therefore we take great care to ensure that our software reflects the development requests of those staffing companies, thus allowing our customers to stay ahead of their competition and on top of the challenges of today s market. This manual will explain the features and functionality of WebCenter 5; which is a complete ground-up rebuild that replaces the old WebCenter product and was designed using entirely new technology. Recent Microsoft technologies were used to create the new WebCenter 5. Microsoft.Net 3.0 served as the platform to rewrite the application s modules, making it possible to deliver high-demand features. Windows Workflow was woven in to drive the timecard approval process, directing the process from start to finish without the need for manual/human interaction. SQL Server Notification Services enables WebCenter 5 to deploy messages via several delivery methods including Email, text messaging, SMS messaging and future Microsoft Speech technologies to make phone calls. Through their accounts, users can set which types of notifications to receive and their preferred delivery method. Also unique to the new version of WebCenter is SQL Reporting Services, which replaced the previous Crystal Reports. Chosen for its simplicity, the new reporting engine intuitively creates and schedules reports run from the core TempWorks database. The new WebCenter 5 offers several enhancements to all modules of the application. Users of the Customer Portal now benefit from the new web timecard system, which presents amplified customization options, new features and a user-interface promoting easier navigation and reduced error probability. The components of WebCenter 5 are designed to drive client retention while streamlining recruitment processes and increasing staff efficiency. The Customer Portal offers a staffing firm s clients greater control over their procurement process and opens access to information crucial to decision-making. *Note Each Staffing Company can customize WebCenter 5 as they choose. This documentation is written and displays screen shots pertaining to the out-of-the-box WebCenter solution. Any customizations created for your company will not be included in this documentation. How to Read this Manual *Terms listed in BOLD are the names of main pages or sections of the website (ie. Home page). *Terms listed in Italics are field names, buttons or tabs within a webpage (ie. History tab). *Terms listed in Underlined Italics are links to other pages within the website (Password link). *Terms that are Underlined are sub-sections of the webpage (ie. Contact Information). *Terms listed in Quotation Marks are inputs for the fields or drop down menus (ie. Vacation ). 2

Sign In Page When a customer contact first opens the WebCenter they will see the Sign In page as shown below: This Sign In page is where they should enter their User Name and Password to log into WebCenter. After the customer contact has entered their User Name and Password they can click on the Sign In button (as circled). This will navigate the contact to their Home page. If the customer contact cannot remember their username they can click on the Username link to navigate to the view to the right. They will need to enter their First Name, Last Name and E-Mail Address and then click on Retrieve User Name to have the User Name sent to them via email. Click Cancel to return to the Sign In page. 3

If the customer contact cannot remember their password they can click on the Password link to navigate to the view to the left. After they enter their User Name they can click on Generate New Password to have a new password created and sent to them via email. Home Page Once the contact has logged in they will be brought directly to their Home page. The Home page displays messages, and staffing company contact information as well as navigation buttons at the top of the screen that allow the contact to view their Orders, Employees, Timecards, Invoices, Documents, Reports, and Tasks. On the left side of the screen the contact can view their Last Logon date in the WebCenter Login Stats. In Contact Information the contact can view the branch information from the branch the customer department is associated with. The contact can click on the Email Address link to open an email addressed to the branch s email address. The lower left side of the screen displays the user who is currently logged in. The message will read Welcome, User Name (In this instance deb is displayed). *Note If the contact s name is not displayed next to the Welcome text, then they should click on the Logout link on the lower right to log out the current user which also navigates them back to the WebCenter 5 Sign In page where they can enter their User Name and Password. In the middle of the page is the Message Center which displays current and archived messages for the contact. There are two tabs: New Messages and Archived Messages. Each message that is logged for the user to view has four parts. The name of the user who logged the message and the date/time that the message were logged will be in bold. Below that will be the text of the message. To the right will be the Expiration Date (if any) and to the left of that will be the link to Reply. If the contact clicks on the Reply link it will open an email addressed to the TempWorks user that logged the message. *Note to TempWorks users To post a message to a contact s webpage you must create a message in their TempWorks contact record with an Action Code of webmessage, WebToContacts, WebToAllContacts, or WebToAll. Only messages with these Action Codes will be displayed in the WebCenter Customer Portal. 4

Orders Page To enter the Orders page in WebCenter 5 the customer contact should click on the Orders link at the top of the screen. The page below will be displayed. On this page the user can view orders of all types as well as submitting a new order request. On the left side of the screen is the Search Filters functionality that allows the user to choose orders with a specific status of: Closed, Filled, Pending, Unfilled and/or Show All Department Orders (this will show any order that this contact is an order contact for regardless of the order s position in the customer s hierarchy) by clicking on the Search Jobs link at the bottom of the box. When the Search Jobs link is clicked and at least one of the Search Filters is selected, the orders that match the criteria will be displayed in the Find Orders area. In the Find Orders section the search results from the Search Jobs link will be displayed. Click on the + button on any order line to expand the line as shown. Once expanded, the order will list all of the employees that are currently assigned to that order. The user can click on the icon to navigate into the employee s assignment details as shown in the next screenshot. 5

The user can use the browser s Back button to return to the previous screen or click on the Orders button at the top of the screen. At the top of the orders list there are open fields where you can type in information to filter the orders displayed or use the drop down menu as shown to the left. Selecting one of the options from the list will filter the orders displayed to only those that match the criteria selected. Click on the Clear Filters button to remove the criteria and display the full list once again. On the lower left side of the screen is the Order Functions section where the contact can submit a new order. To create a new order the user should click on the Create order Request link which will navigate the contact to the following view. 6

The user s name will be displayed in the Requested By field. The contact should then fill in the Phone Number, Start Date (click on the calendar to choose a date), Start Time (click on the arrows to change the hours and minutes), Site Code (select from the drop down menu, ie. Primary ), Duration, Number of Personnel Required, and Pay Rate. The Job Description is a free form field where the user can enter the position duties or the duties can be copied and pasted in the box from another document. Then select the End Date (click on the calendar to choose a date), and choose the Job Title and Shift from the drop down menus. Once all fields have been completed the user should click on the Submit Request button (as circled) to alert the staffing company that there is a new order to work on. Fields that have an * are required. If they are not completed before the Submit Request is clicked, it will create an error and notify the user which fields need to be completed. *Note to TempWorks users When the order is submitted it will have a Status of Pending Web Order. The Site Code will determine which Department the order is created for and the Number of Personnel Required will populate the number in the Required field on the Order Details form. After the Submit Request is clicked the order will be added to the TempWorks database. The user will see the prompt shown above when the order submission was successful. Also in the Order Functions section there is an option to Copy Existing Order. This option will allow the contact to copy a previous order. If most of the information is the same as a previous order, this option saves the user time and helps to eliminate entry errors. 7

Clicking this link will display the form shown below: The drop down menu for the Job Title will display the Order ID, Job Title and Department Name when expanded. The contact can select the order they wish to copy. The contact will need to select the Start Date. If the Start Time, End Time, and/or Worksite are different from the order selected they should be entered before clicking the Copy Order button. After the Copy Order is clicked the order will be added to the TempWorks database. The user will see the prompt shown above when the order submission was successful. The Find Employees section on the Orders page allows the contact to view the employees that have worked for them. Clicking on the Employee Search link navigates the contact to the Employees page. This page is covered next. 8

Employees Page To enter the Employees page in WebCenter 5 the customer contact should click on the Employees icon at the top of the screen. The page below will be displayed. On this page the contact can view the employees that are assigned or have been assigned to their company in the past. On the left side of the page is the Search Filters section. The user can check in the boxes for Past Employee, Current Employee, and/or Future Employee and then click on Search Employees to display all of the employees that match the filter criteria. The search results will be displayed in the Find Employees section. Click on the + in front of any line to expand the employee record as displayed below. 9

The user can navigate to the assignment details by clicking on the shown below: icon. The assignment details view is The user can use the browser Back button to return to the previous screen or click on the Employees button at the top of the screen. The Find Orders section on the Employees page allows the contact to view the orders for their company. Clicking on the Order Search link navigates the contact to the Orders page. This page is covered in the previous section of this manual. Timecards Page To enter the Timecards page in WebCenter 5 the customer contact should click on the Timecards link at the top of the screen. There are two options for customer contact s that have the Timecards page. Both options will allow the contact to view timecard history; however the first allows the contact to add time for the employee and the second allows them to view current timecards, but not to enter time. The second type of contact can approve timecards that have been submitted by the employee from the Tasks page. If the contact is entering the time for the employees the Timecards page will look like the one above. In the Find/Create Timecards section the information displayed includes the Employee Name, Assignment ID, Job Title, Department Name, Status (of the order), Start Date, End Date, and the Bill Rate. All of this information (except for the Status) is coming from the employee s assignment record. The Status is pulled from the Order Details. 10

Clicking on the + button in front of the Employee Name will expand to display the view above. The expanded view will include the Total Hours, Status (of the timecard), Pay Code, Cost Code, and Week Ending. Clicking on the View Timecard link will navigate the contact to a view of the timecard. On the left in the Choose Week section click on the week that the employees time should be entered for. You can select an employee individually by placing a check in the box in front of their name or for the entire group by clicking on the Select All button. Once the employee(s) have been selected, click the Create Timecards for Selected Employees button. When timecards have been created successfully the following prompt will be displayed and will indicate the number of timecards that were added: 11

Then click on the View Timecards link to enter time for the employee(s) as shown below. *Note If no lunch was taken or if lunchtime is paid time then do not enter time into the Lunch Out and Lunch In fields. Each timecard will display the Padlock icon (indicates the timecard status), Employee Name, Job Title, PayCode, and the AsgID (Assignment ID). The timecard view may include fields like Time In, Time Out, Lunch In, Lunch Out, Break 1, etc. (as shown above). *Note The timecard format above is only one example. The timecard format is set up for the customer and/or contact by a WebCenter administrator. Any paid break time should be entered in the Break 1 field for a paid break taken during the first half of the shift and the Break 2 field for a paid break taken during the second half of the shift. These breaks do not deduct from the total hours for the day, and are used for reporting purposes only. *Note All time must be entered in military time (ie. 1 PM = 13:00) except in either of the break fields. The break fields should contain the total amount of time (ie. 30 = 30 minutes paid break). When the military time is entered WebCenter will automatically fill in the AM or PM as appropriate when the contact moves to the next input field. If the military time entered is not correct the contact can highlight or delete the incorrect A or P to correct the time of day. Once time has been entered the contact should click on the Calculate and Save button as circled below. When time has been saved successfully the following prompt will appear on the page. 12

The Calculate and Save button can be clicked as often as the customer contact wants to save entered data. In fact, if they would like to enter the hours throughout the day, that is not a problem. They should just make sure to click the Calculate and Save button before exiting the webpage. Once all of the time has been entered for the week the contact should select the timecards and click on the Submit Selected Timecards button. Click on the Deselect All button to deselect the entire list of timecards. Once the timecards have been submitted the prompt above will be displayed and will indicate the number submitted successfully. If the timecard has not yet been submitted, clicking on the Delete Timecard button will remove the timecard and give the prompt above. If the timecard has already been submitted clicking Delete Timecard will unlock the timecard so that changes can be made. If the contact is not entering the time for the employees the Timecards page will look like the one below. These are timecards that employees have submitted. This is not where you will go to approve employee time. To approve time submitted by employees, navigate to the Tasks page. You can expand on an order by clicking on the + button for that line. Use the same button in front of the employee name to see individual employee timecards. To view the timecard details click on the View Timecard link. 13

On the left side of the page in the Timecard Functions section is the Cost Code Manager. When this link is clicked the following view will be displayed. The user should select the department that the Cost Code should be created for from the Choose a Department drop down menu in the Cost Code Manager section. If a Cost Code is available for the selected department it will be listed in the Cost codes available for this department list. If a new Cost Code should be created enter the Cost Code and Description in the corresponding fields and then click on the Add New Code link. Once the Cost Code is created it can be added to the department by clicking on the Add Code link. Once the code has been added to the department it will look like this. To remove a code from the list, click on the button in front of it. At the very bottom of the screen on the left side of the Timecards page is the Show Assignments That Have Timecards With The Status section. There are different status levels displayed in this section. Select a status by checking the box in front of it. Once a box (or boxes) has been selected, click on the Filter Assignments link to display only those timecards that match the selected criteria. 14

Invoices Page To enter the Invoices page in WebCenter 5 the customer contact should click on the Invoices button at the top of the screen. The page below will be displayed. On this page the contact can view invoices that have been issued and can print individual invoices as needed. On the left is the Search section where data can be entered to find specific invoices. Enter the invoice numbers in the Invoice Number Range fields. Use the Calendar(s) button next to the Invoice Date Range fields to populate a date range to search for invoices created in a specific timeframe. The Calendar view is shown below: Click on the Calendar and use the arrow keys to move between months. Use the month drop down menu to view other months/years. Then click on the date that the search should start with (left date field) or end with (right date field). Enter the low amount (1 st field) and high amount (2 nd field) to search based on the Invoice Amount Range. Enter the Purchase Order number in the PO Number field to search by PO or use the Assignment Number field to search by entering the unique Assignment ID. Once all search criteria have been entered click on the Search button as circled above. Search results will be displayed in the Invoices section to the right. 15

The Invoices section displays all invoices that match the search criteria entered in the Search section on the left. The fields displayed in this section are Invoice Number, Date, Due Date, Dept. (department), Branch, PO Number, Amount, and Balance. Click on the Invoice Number link to view the individual invoice. The Invoice Details section will list the customer name, department, and billing address for the invoice in the Customer box. The Invoice Number, Invoice Date, Due Date, PO Number, and Invoice Amount are listed in the Invoice Details box. To print this invoice the user should click on the icon. 16

Clicking on the button from the Invoice Details section will display a print preview of the invoice similar to the one above. If the user would like to export the invoice into another format they should Select a Format from the drop down menu and then click Export. Clicking on the will allow the user to print out the invoice. Each Employee that was billed on the invoice will be listed as well as their Description (Job Title), Dept, Date, Shift, Quantity, PayCode, Rate, and Total (bill). The Employee Name link will navigate the user to the employee s assignment details as shown in the Employees page section of this manual. The Description link will navigate the user to the order details for the job as shown in the Orders page section of this manual. Clicking on the View Timecard link or View All Timecards button will navigate the user to the timecard for the employee as detailed in the Timecards section of this manual. *Note The option to view timecards from the invoice will only apply to those time entry transactions that were entered through the WebCenter Customer and/or Employee Portals. 17

Documents Page To open the Documents page the contact should click on the Documents link displayed at the top of the screen. This page will display documents that the contact can download or print out. Then select the document from the list to view. Adding documents to this view is a WebCenter administrator function. Reports Page To enter the Reports page in WebCenter 5 the customer contact should click on the Reports button at the top of the screen. The page below will be displayed. On this page the contact can run customized reports. In the Report Search section the Report Group drop down menu allows the user to select to view only those reports in the selected category. If looking for a specific report the user can scroll through the list or enter part of the report name in the Report name fragment search field and then click on the Search link to locate reports with a similar name. To clear these search fields, click on the Reset Search link. 18

Click on the button for any report to bring up the report. This will open the Report Viewer and will allow the contact to enter any report parameters. Enter the Start Date, End Date, etc. and then click on the View Report button to update. Just above the report is a number field which will display the page of the report that is currently displayed. Use the arrow keys to navigate between pages of a report. In the percentage drop down menu select how large the report should be for viewing ( 100% in the report above). Enter the Report Text in the next field and click on the Find to highlight text on the report. Click on the Next to find the next place the text occurs on the report. Select a format from the drop down menu (ie. Excel, PDF, etc.) and click on Export to export the report in the selected format. Click on the icon to update this report with the most current data available. To print this report click on the icon on the far right or click the Print button on your web browser. To return to the previous view of all reports the contact should close or minimize the Report Viewer. 19

Tasks Page In the Tasks page you can select Timecard Review to display all timecards that require approval or Order Candidate Review to view employees that have been submitted for the contact s consideration. When a contact signs in to their Home page they will be able to see if they have any outstanding tasks that need be completed, as they will be listed in green as shown in the screen shot below: To navigate to the Tasks page the contact can click on the links for Timecard or Order Candidate Reviews from their Home page or they can click on the Tasks icon at the top of the screen. If either of the links are used from the Home page the contact will be taken directly into the screen for that task type. If the Tasks icon is selected at the top of the screen then the user will have to choose the Timecard Review or Order Candidate Review radio buttons from the Task Types section per the instructions on the Tasks page (shown below). Tasks - Timecard Approval When Timecard Review (#) is selected from the Task Types section a screen similar to the one above will be displayed. To expand on an employee record, click on the + button. To view the timecard details click on the View Timecard(s) link. You can expand on the timecard line by clicking the + button to see if any adjustments have been submitted by the employee (ie. Mileage, Meals, Per Diem, etc.) or by clicking on the View Adjustment (#) link (this link will only display if there is at least one adjustment associated with the timecard). 20

When the View Timecard link is clicked it will display a view similar to the one below: Verify that the time submitted by the employee is correct and then navigate back to the timecard approvals page by using your browser s Back button. To approve all of the timecards listed, click in the Approve All radio button on the right side of the timecard line and then click on the Perform Selected Actions button at the bottom of the screen. The prompt above will appear after approving all of the timecards and indicates the number of timecards that were successfully approved. To approve timecards individually, click in the Approve radio button for that timecard. Once the contact has selected Approve for all timecards that should be submitted they can click on the Perform Selected Actions button. To reject the timecard click in the Reject radio button and then click on the Perform Selected Actions button. You can also enter text in the white box to explain to the employee why their timecard was rejected (ie. left early or unpaid lunchtime not entered). 21

*Note When Perform Selected Actions is clicked, it will approve or reject all timecards where a radio button is selected. If using the Approve All radio button, the contact needs to reject any questionable timecards first, before performing the approve all action. When timecards have been rejected the prompt above will appear with the number of timecards that were approved and rejected. The employee will now be able to log into the WebCenter Employee Portal and make changes to the timecard and then re-submit to the timecard approval contact. Any timecards that are approved through the WebCenter timecard workflow process will now be available to pull into a WebCenter proofing session in TempWorks Enterprise. Tasks Candidate Review When Order Candidate Review (#) is selected from the Task Types section a screen similar to the one above will be displayed. The Unfilled Orders with Candidates section displays the Order Number, Department, Job Title, and Start Date for orders in unfilled status where employees have been submitted from the primary staffing company or sub-contracted staffing vendors. Clicking on the + button for the order will expand to display the Employee Name, Candidate Status, and Date Added for submitted employees. The button on the order line will navigate the contact to the order details as explained in the Orders page section of this manual. To view the employee details or to take an action on the employee s candidate status click on the the employee. button for 22

When the button is clicked for the employee the Candidate Details section will be displayed as shown below: In the Employee Information section the contact can click on the links to view details about the candidate that has been submitted. If the employee has a resume(s) in the TempWorks database the contact can click on the Resumes (#) link to display the resume documents. The Resumes section will appear on the page and list out the documents that the contact can view. To view a document, click on the button for the document. If the employee has education history in their employee record the contact can click on the Education (#) link to display the education details as shown in the Education section above. 23

If the employee has previous employment (past jobs) or assignment history, it will display the Work Experience (#) link. Clicking on this link will show the past jobs in the Previous Employment History section and their TempWorks assignments in the Assignment History section. When the Candidate Details section is displayed the Change Candidate Status section is available on the left below the Employee Information section. The contact can update the candidate status by selecting an action from the drop down menu (ie. Interview, Rejected, Approved, etc.). They can enter a Comment and then click on the Change Status button to notify the branch and update the candidate status in the TempWorks database. *Note All of the candidates must be added to the Order Candidates form in Enterprise to be submitted for candidate review. The employee can submit their interest from the WebCenter Job Board, a sub-contracted staffing vendor can submit employees via the WebCenter Vendor Portal or the Enterprise user can add them as a candidate to the order manually. 24

My Settings Page In the lower right corner of the webpage is the My Settings link which will navigate the user to the My Settings page where the customer contact can change their password or update their email address. To navigate to this page click on the My Settings link as circled below. After the contact clicks on the My Settings link the following webpage will be displayed: In the My Settings page there are two tabs: Personal Settings and Notification Settings. The Personal Settings tab view will be displayed when a user first navigates to the My Settings page. In this tab there are two sections: Change Password and Change Email. 25

To change the users WebCenter 5 password they will have to enter the current password in the Old Password input field. Next think of a new password and enter it in the New Password input field. The contact should then duplicate the new password entry in the New Password Retype input field. Once all fields have been populated correctly click on the Change Password button (as circled) to create the password. To change the user s notification email address for WebCenter 5 the contact should enter the desired email address in the Email Address input field. Once this is completed click on the Change Email button (as circled) to update. *Note to TempWorks users This will update the Email Contact Method type in their contact record. The Notification Settings tab will display any system-generated notifications that the contact has unsubscribed to. To unsubscribe to a notification they must select the Unsubscribe link in the email notifications that they receive. If the contact is subscribed to all notifications their screen will display the following: Once a contact has chosen to unsubscribe from a notification it will display in the Notification Settings tab as shown below: To re-subscribe to a notification in the list, click on the Add link for that Notification Event. *Note The screens/options that the contact will be able to view when they log in will depend on their WebCenter Role. Setting up Roles is a WebCenter administrator function. Assigning Roles to the contact can be done from the WebCenter Administrator Portal or for those users with Enterprise version 12R7 or newer from the Contact Actions drop down menu select the Manage WebCenter Account option and select the new Role from the menu then click Save to update and close the form. 26