Monday, February 21, 2022

Sending PDF Job Confirmation to Customers

Hello everyone! We have a very interesting new feature today... Have you ever needed to automatically send a customer a receipt, notification or confirmation that a job has been completed for them? With our system, you will now be able to without any hassle, so let's check it out!

First, we need to go to the Administration tab and select "Manage Web Only Custom Fields", found within the Advanced section:

Then, make sure you are working within the "Task Custom Fields" section and add a new field called "Customer Email", then click the "Save" button. The name is important so that the system recognizes it's the field that will be used to send the automatic email.

Once the field has been created it will be added to the list like this:

The next step is to make sure you have created the form that is going to be sent to your customer. We would create a form based on your needs using all the details that you need to capture for the PDF file. For this, we go back to the Administration tab and click the "Manage Custom Fields/Forms" option:

Then, we create the form as needed and once it's done, we need to make sure that the Email Customer option is checked. Don't add anything in the "Alert Email Address" section, since that email that you put in will receive a confirmation every time that the job is completed, which would make sense if it's for internal use, of course, but you definitely don't want a customer getting emails for jobs that are for a different customer.

Adding an email address is job specific, which makes more sense as you will be having your staff working on multiple jobs on different customer locations and this way your clients will be getting individual confirmations for specific jobs that have been finished. So, having said that, where would we add the customer email addresses? By going to the "Maintain Task/Customer List" section in the Administration tab:

In this step, you need to find the individual jobs and click on each ID to edit its details. Here we are editing a random task, note how close to the bottom we have our "Customer Email" field. That's where we would enter our client's email addresses (you can enter multiple addresses separating them by commas if you wish):

So, after the form has been filled out while on a specific job and then the task itself has been completed, the customer will receive the email automatically containing the PDF form, which can be saved to their computers and viewed as desired:

We hope you like this feature, we will be adding some interesting things to it on our next post, so stay tuned!

--Econz Team

Friday, February 4, 2022

iSolved HCM Time Entry Grid Data Transfer

Hello everyone! We had started discussing our iSolved integration a few posts ago, today, we have more updates to share with you. Our integration has been slightly updated to make it even easier for you to use, so let's check it out!

First, make sure to log into our Web Portal as a Payroll Admin, go to the Administration tab and select "Approve Timesheets" from the Basic section:

On the next screen, use the appropriate filters to focus on the users and time period you wish to approve timesheets for. Click the Filter button to generate the information:

Click on image to enlarge

In this example, we want to submit the timesheet for Lydia A Davidson, so we click on "Not Available" on the left side. Of course, if the employee had submitted the timesheet, then this would be the timesheet ID:

On the next screen, click the "Submit for Employee" button to enable the approval of this specific timesheet:

Here is where you can review, edit and approve the timesheet as desired, once you are ready, click the "Save" button on the bottom left side of the screen:

Click on image to enlarge

Then you will get a pop up message prompting to to approve the timesheet changes, click on "Save changes" to continue:

You will be taken back to the "Approve Timesheets" screen. You can continue approving other timesheets if needed, but once you are done with that part of the process, you can go back to the Administration tab and select "Submit Timesheets for iSolved Payroll Batch". This is a meaningful quality of life change, as now you don't need to submit timesheets one at a time, but you can use this tool to send all of them at once.

On this screen, select the Payroll Group and Period according to your needs. In this example, we are using "Biweekly" and doing it from "Jan 12, 2022 - Jan 29, 2022". Click the "Filter" button to view the results for the timesheets you wish to submit to iSolved. You can review and make sure everything looks good before sending them, if that is the case, enter a Batch Number and click on "Save":

Click on image to enlarge

Finally, after the process is done on the Econz side, you can log in to your iSolved account and search for the Time Entry Grid section. Here is where you can view the information that we just sent with the batch option, you will see all timecards and total hours so you can review, make any edits and complete the payroll process using the data captured with Timecard GPS:

Click on image to enlarge

Let us know if you have any questions or comments, until next time!

--Econz Team