HOW TO... Email Secure PR Payslips to Employees in OA

PR-HT004 HOW TO... Email Secure PR Payslips to Employees in OA Date: Nov 18, 2011, rev. Apr 27, 2012 Document Version: 0.3 Earliest available version of COINS: COINS OA 10.22 These notes are published as guidelines only. This How to Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require. Should you have any difficulties with this please contact the COINS USA Support Center or your account representative to arrange for some COINS consultancy. Please note that you should not expect the Support team to conduct configuration changes for you. 2012 Construction Industry Solutions

CONTENTS 1 Purpose of this Document... 3 2 Configuration... 4 2.1 Parameters... 4 2.2 Passwords for Viewing PDF Files... 5 3 Function Changes... 6 3.1 Employee Maintenance... 6 3.2 Print Payslips... 7 4 Emailing PR Payslips... 8 4.1 PR Configuration... 8 4.2 PR Employee Maintenance... 9 4.3 PR Print Payslips... 10 4.4 Report Status > My Messages tab... 11 Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 2 of 11

1 Purpose of this Document When Payroll payslips are printed in COINS OA, one large PDF document is created that includes payslips for all employees. However, in addition to being able to print this large PDF document, the PR Print Payslips function needed to be able to generate individual PDF documents for each employee so that each smaller PDF could be emailed to the correct employee. This function has therefore been enhanced to allow the emailing of such individual PDF documents. Security for emailing these PDF documents also needed to be considered. This has resulted in optional password protection so that you can now set up a password that must be entered by an employee before the document can be viewed. You also now have the capability to review email messages and attachments prior to them being sent, depending on how you set up the SY/MSGREV parameter. When set to Y, this is done through Report Status > My Messages tab. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 3 of 11

2 Configuration 2.1 Parameters PR/DEFPRN The description for this parameter is Use Printing Preferences for Printing Payroll Payslips. This Y/N parameter allows you to turn on the ability to email payslips. It is a global PR parameter. PR/USESLIPPWD The description for this parameter is Use a Password when Emailing PR Payslips. Its Y/N or YES/NO value allows the system to be configured to password protect the PR payslip that is emailed to an employee. When it is set to [blank] or NO, a password is not assigned to the PDF. This is a global PR parameter. NOTE: PR/MAILFROM If the word DEBUG is added after the Y/N value, the debug mode is turned on. This means that special debugging messages are output to the Report Generator Log file that might help Support troubleshoot issues. Examples of valid values for this parameter are: Y, YES, N, NO, YDEBUG, YESDEBUG, NDEBUG, NODEBUG. The description for this parameter is From Email Address. This is a parameter that allows the ability to define the From Email Address for the emails that contain the payslips sent to the employees. This is a frequency specific PR parameter. This parameter may be used in the future by other functions generating secure emails from the Payroll module. PR/MAILBCC The description for this parameter is Copy to Email Address. This is a parameter that allows you to specify an email address to copy payslip emails to. You can do department specific ones if you need to. The format of the parameter is <default bcc address> <department>=<alternative bcc>. For example: payslips@acme.com SALES=salespayslips@acme.com. SY/MSGREV The description for this parameter is Review messages before send. This Y/N parameter allows you to decide whether you would like to put outgoing messages in a queue to be reviewed. NOTE: If you have set this parameter to Y and find that your outgoing messages are not being sent, check the permissions on the startoa.sh script. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 4 of 11

You can override this default for individual users in User Maintenance. This is only relevant if you are using the ESB Outbound Messages process; that is, if SY/WFMTXN is set to Y. SY/WFMTXN The description for this parameter is Workflow messages sent in transaction. This Y/N parameter allows you to decide whether you would like to use the ESB Outbound Messages feature to send faxes, emails, SMS messages, and workflow messages. Depending on the setting of SY/MSGREV, you only have the ability to review messages when the SY parameter WFMTXN is set to Y. 2.2 Passwords for Viewing PDF Files COINS OA allows two passwords for viewing a PDF file. The first password, known as the user password, is used by an employee to view the PDF, and can also be used by the Payroll clerk to view the PDF. The second password, known as the owner password, is used only by COINS Support when they do not know the user password, or used to help the employee or Payroll clerk if they have lost their user password. Each PDF has a unique owner password encrypted with the Employee Number, Payroll Year, and Payroll Period. To determine an owner password, the COINS Support Representative must run the COINSplus program that prompts the user for the Employee Number, Year, and Period values, then displays the correct owner password. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 5 of 11

3 Function Changes 3.1 Employee Maintenance A new frame, Secure Document Email Information, has been added to the Other tab under Employee Details in PR Employee Maintenance. This frame allows you to set up your default print method, email address, and password (optional) for emailing secure documents. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 6 of 11

3.2 Print Payslips Three new checkboxes, Employee Print Methods Email, Postal Delivery, and Hand Delivery, have been added to the Print Payslips function within each Payroll Frequency (Weekly, Monthly, Twice Monthly, 2-Weekly, and 4-Weekly). These checkboxes allow you to print only PR payslips that fall into the category of Email, Postal Delivery, or Hand Delivery. This allows you to print the payslips in groups that are easier to distribute to employees. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 7 of 11

4 Emailing PR Payslips Follow the steps below to email PR payslips securely in OA. 4.1 PR Configuration 1. In OA Payroll, go to Global Setup > Parameters. 2. Go to the PR/DEFPRN parameter and click Open. 3. Set PR/DEFPRN to Y to turn on the ability to use printing preferences to print PR payslips. 4. Click Save. 5. Go to the PR/USESLIPPWD parameter and click Open. 6. Set PR/USESLIPPWD to Y to turn on the ability to use passwords when printing PR payslips. 7. Click Save. 8. Go to the SY/MSGREV parameter and click Open. 9. If desired, you can set SY/MSGREV to Y if you prefer to put outgoing messages in a queue to be reviewed. If set to Y, you must set SY/WFMTXN to Y in order to be able to review these messages, as outlined in the steps below. 10. Click Save. 11. Go to the SY/WFMTXN parameter and click Open. 12. If desired, you can set SY/WFMTXN to Y if you would like to use the ESB Outbound Messages feature to send faxes, emails, SMS messages, and workflow messages. 13. Click Save. 14. For each Payroll frequency (Weekly, Monthly, Twice Monthly, 2-Weekly, and 4-Weekly), perform the following steps: Go to the PR/MAILFROM parameter and click Open. Enter the From email address to be used for emails containing payslips sent to the employees. Click Save. 15. For each Payroll frequency (Weekly, Monthly, Twice Monthly, 2-Weekly, and 4-Weekly), perform the following steps: Go to the PR/MAILBCC parameter and click Open. Enter the BCC email address to be used for emails containing payslips sent to the employees. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 8 of 11

Click Save. 4.2 PR Employee Maintenance 1. Go to Payroll > Employee Maintenance. 2. Click the link for the employee you wish to set up to allow the emailing of secure payslips. 3. Under Employee Details, go to the Other tab, as shown below. 4. Click to go to Edit mode to open a screen as shown below. 5. Fill in the fields in the Secure Document Email Information section according to the criteria below. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 9 of 11

Payslip Default Print Method Email Select the default method to be used when printing the employee's PR payslips. The options are: [blank] - No method is chosen. Payslips are printed. EMAIL - The employee is sent a separate email for each payslip. HAND-DELIVER - The payslip is printed and delivered by hand. You can print payslips in groups with this option. POSTAL - The payslip is printed and mailed. You can print payslips in groups with this option. Secure documents, such as PR payslips, are emailed to the address entered here. Password for Secure Documents Note 6. Click Save. The PR/USESLIPPWD parameter must be set to Y to use passwords. Enter the password to be entered by the employee to view a secure document, such as a PR payslip, that is emailed to them. If this field is left blank, the system uses the last four digits of the employee's Social Security Number (or NINO) as the password. These digits do not default into Employee Maintenance; they are used as a default when an email is generated. 4.3 PR Print Payslips 1. In the desired Payroll frequency (Weekly, Monthly, etc.) you wish to print payslips for, go to Print Payslips > Main tab, as shown below using the Weekly Payroll frequency screen. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 10 of 11

2. Select the fields according to the criteria below. Employee Print Methods You may select any combination of these three options: Email, Postal Delivery, Hand Delivery. Email Select this option if PR payslips should be emailed to the employee. The employee will receive a separate email for each payslip. They are emailed as an attached PDF document; a password is required for viewing only if you set the PR parameter USESLIPPWD to Y. Postal Delivery Select this option if PR payslips should be mailed to the employee. Hand Delivery Select this option if PR payslips should be hand delivered to the employee. 3. Enter any other print options desired, then click to submit the print job. 4.4 Report Status > My Messages tab If you set the SY/MSGREV parameter to Y, you will be able to view and use the My Messages tab in Report Status to view, delete, or send the emails you have submitted for printing. To do this: 1. Go to My Messages. 2. After the emails have been reviewed, highlight the messages to be emailed, then choose the Release option at the bottom of the screen to send the emails. If this step is not performed, the emails remain in this queue and are never sent to the employees. Construction Industry Solutions, Nov 01, 2010, rev. Nov 18, 2011, Apr 27, 2012 Page 11 of 11