New features in Replicon
This topic gives an overview of all the new features added to Replicon for the past nine months.
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ZeroTimeTM
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We’ve added an Auto Populate feature to ZeroTimeTM in both Replicon and Polaris. Auto Populate is an optional configuration that automatically moves captured time onto user timesheets, without them having to manually accept machine learning (ML) suggestions or move the time themselves. Each ZeroTime user can activate this feature in their account by enabling the Auto Populate option under Settings. Auto Populate will only move entries to which it can confidently assign the correct project, task, group, or custom field labels. If insufficient ML data is available for an entry, it will be listed as an exception that the user can update if needed, and accept manually. Therefore, users should only enable this feature if they’re accepting most of ZeroTime’s ML suggestions, to minimize the number of exceptions. ZeroTime will continue to learn new associations, and automatically accept them once they’ve reached the required confidence threshold. Users can continue to edit data in their timesheets before submitting them, to add breaks, fix validation issues, and fill in gaps in their durations worked. If you want complete automation of time capture, you can set timesheet templates to auto submit, too. For more information on this feature, refer to Using ZeroTime™ in Auto Populate mode.
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| Enhancements to browser collectors |
We launched ZeroTime collectors for the Chrome, Firefox, and Edge browsers in Q3 of this year. This quarter, we made a couple of improvements to them: Allow list Admins and users choose which web domains will be included when the collector records time. For example, you might want to time spend on all Google sites, if you perform work there, omitting social media sites that aren't used for work purposes. This makes time records more accurate, since it doesn't record time spent on sites that are not used for work. In addition, you can assign # tags to websites. These tags allow sites to be automatically labelled with the relevant projects, tasks, clients, etc. when time is transferred to ZeroTime. Auto mode By default, users must manually move their recorded time to ZeroTime. But, with Auto mode enabled, the collector will automatically move time to the ZeroTime app at regular intervals.
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| Desktop collector |
We've launched a new ZeroTime collector that records time spent working on desktop and laptop applications. This collector can help fill gaps that exist when no native collector is available for an app workers are using. It supports both Windows and Mac operating systems. Similar to the browser collectors, administrators and end users can choose which applications the collector will record time for, while ignoring the rest. It can also be set to Auto mode, where time is moved to ZeroTime automatically. Refer to our Installing the ZeroTime Desktop collector guide for more information. If a native collector is available for the desktop app you're using (e.g. Microsoft Excel), we recommend using it, since native collectors support more meta data, which can aid ML training.
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| Microsoft and browser collectors |
We added 5 new collectors used to collect data for ZeroTime: One for Microsoft Office 365, which works with Word, Excel, PowerPoint, one for Microsoft Outlook Email, plus, we added browser extensions for Chrome, Edge, and Firefox, that you can use to record time spent on web tasks.
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| Unified marketplace |
We've made it easier to find collectors by combining the Company and User collectors tabs within the ZeroTime UI. This means we now offer a single marketplace for all our collector apps. And, now to find out details about a collector – including whether it requires a Company or Self level installation -- simply click its block on the Home tab.
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| Support for # and @ symbols |
End users can now include hashtag (#) and at (@) symbols to associate terms they enter with timesheet labels, like projects, clients, or locations. Including these symbols can speed up the machine learning process and improve label suggestions.
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| Controlled rollout of ZeroTimeTM collectors |
Companies sometimes want to roll out ZeroTime collectors to particular third-party vendor groups or organizational units only. They might want to do this if, for example, they’re launching the collector across multiple regions in phases. It’s now possible to control which vendor groups and organizational units certain collectors are rolled out to. The following collectors support this functionality: Google Calendar, and Microsoft Outlook Calendar, Teams, Teams Bot, Outlook Email and Office. Contact Replicon Support if you’d like more information. This feature doesn’t support selective rollout to groups defined in Replicon.
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| Introducing ZeroTimeTM |
Getting employees to complete timesheets is a pain point for many businesses. Employees find filling out their timesheets hits that sweet (sour) spot of being both boring and difficult. That’s why we’ve been researching ways to make completing timesheets simpler, faster, and easier. We’re proud to announce that we’ve come up with a solution to the problem of timesheet compliance – we call it ZeroTimeTM.
Here’s how it works:
If you’d like to try out ZeroTime, contact your Customer Success manager or Replicon Support. For more general information about this feature, refer to:
For help using this feature, refer to:
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Timesheet & Time Off
| Option to skip prompting for approval comments |
An approval confirmation dialog prompting users to enter an Approval Comment displays whenever a user approves any type of item (e.g. a timesheet, expense sheet, or time off booking).
But, for some approvers who don't need to enter comments, clicking Approve in this dialog constitutes an extra, unwanted step. To save those approvers time, we’ve introduced a new Prompt for Approval Comments option on the User Settings > Preferences page.
If the user sets this to Required Only, they will only see the comments dialog for the types of items they are required to include comments for. Comments are required for a type of item (e.g. timesheets) if the Allow Blank Approval Comments option for that type is unchecked in the approver’s permission set. So, for example: If Required Only is selected, and the Allow Blank Approval Comments option is unchecked for timesheets (so comments are required), the approver will see the comments dialog and must enter comments for timesheets. But, if Required Only is selected, and the Allow Blank Approval Comments is checked for expenses (so comments are optional), the approver will no longer be presented with the comments dialog when approving expenses.
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| AM/PM selector is available in in-out timesheets |
If you use either a simple or complex in/out timesheet, and have your clock format set to the AM/PM format, you now have the option of choosing whether AM or PM apply for each entry on your in/out timesheet.
The likeliest option – based on your previous entries and the time of day – will still show beside the entry by default, but the other option will show in a drop-down box beneath it. This change will allow users to quickly select the correct option, and should help prevent time entry errors.
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| Advanced search fields in the timesheet task selector are more accessible |
When setting up timesheet templates, you can include advanced filter fields, like Manager or Location, in the timesheet task selector. These fields help users find projects and tasks to record time against. However, previously when they appeared on timesheets, these filters were always hidden under an Advanced Search label, making it hard for users to find and use the fields. So we’ve updated the task selector, so that if one or two of these fields are enabled, those fields will be visible by default, and no Advanced Search label will display.
In all other cases (i.e. if 0 or 3+ fields are enabled), task selector functionality remains unchanged.
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| Ability to limit how far back users can delete time off bookings |
You can now limit how far back, in months, users can delete time off bookings. For example, you can allow them to delete bookings up to 6 months in the past.
This option may be useful for companies that need to retain a record of more recent bookings.
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| Project-dependent custom timesheet fields |
You can now include project-dependent custom fields in timesheets. Each custom field can be associated with a specific project, and will only display in timesheets when that project is selected, making it easier to gather info for that project. For example, you could create a Quantity/Units Sold field and associate it with sales projects only. Benefits of using project-dependent custom fields
Refer to:
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| Current Hours in Time Workbench |
We’ve added an Hours (Current) column that can be included in Time Workbench exports. This column shows the current value for any changed entries, versus the Hours column, which shows the difference from the previously exported value (the delta). You can use this new field when exporting to systems that don’t support import of deltas.
The Hours and Hours (Current) columns should not be used together. If they are, your exported data may be incomplete.
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Project, Billing, & Costing
| Project managers can be allowed to reopen approved timesheets |
Previously, while supervisors could be allowed to reopen approved timesheets, project managers could not. This created delays, since if a PM approving a timesheet saw an error, they had to notify the supervisor to reopen the timesheet so the error could be fixed. Now, project managers can be given permission to reopen timesheets they approve.
The reopened approved timesheet will be sent back to its owner for correction, or the PM can fix the issue directly if they have edit permission.
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| Independent co-manager permission |
Previously, the ability to add and manage co-managers was included as part of the Projects permission in Project Manager permission sets. This caused issues for some customers who manage projects in a third-party system. These customers disable all project edit permissions for users in Replicon, to ensure changes are only made in the third party app they sync with. But, this meant they couldn’t enable co-managers. Now, we’ve separated co-manager permissions out from Projects permission, and are offering it as a standalone permission, so it can be enabled without impacting other permissions.
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| Project Lookup card |
You can now enable a new Project Lookup card for project resources, that will display on their Overview (or Home) page. Project resources can use this card to confirm which projects they’re currently assigned to, and check the following details about their projects:
To enable this feature for a project resource, within their User-type permission set, choose one of the following options from the Project Lookup drop-down:
This feature is available in TimeBill Plus, Project Portfolio Management, and Professional Services Automation. Refer to How do I know what projects I'm assigned to? for more information.
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| Project Audit report |
We’ve launched a Project Audit report template in both Replicon and Polaris. Project managers and other permitted users can use this report to view what changes were made to a project, when they were made, and by whom. This report can help you enforce accountability among project managers, or better understand a project’s history of changes. The report shows changes made to 44 supported project fields, and can be configured to show what action was taken and the original and new field values. It also includes a Modification Summary field, that shows all changes made to that project on a given day. Refer to Using Replicon reports for more information on working with reports.
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| Client rep expense approvals |
In the past, client representatives could only approve timesheet entries related to projects they were assigned to. Now, they can also approve expenses for their projects. If you want to allow client approval of expenses, you can choose what items the client rep can view from within the Client Representative permission set they’re assigned. You can allow them to view and approve:
If you’re allowing client reps to view billable expenses only, it may be a good idea to define which expense codes are billable at the project level. For more information on setting up expense approval by client reps, refer to Allowing a client to approve timesheets and expenses before billing.
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| PM-defined expense billing statuses |
In the past, while administrators could include or exclude a Bill Client column on expense sheets, project managers could not define expense codes as billable or non-billable. This left deciding what to bill in the hands of end users, who don’t always know what expenses should be billed. Now project managers can decide up front what expense codes should be billed, on a per-project basis. By default, all expense codes are set to both billable and non-billable. To update billable statuses, change the expense code fields on the Expenses tab for a project.
The status you choose won’t be editable on expense sheets; that is, if you select Billable, expenses of that type will always be billable for the project. You can also assign a billable status to each client’s default set of expense codes, which are enabled automatically for each project created for that client. Refer to Setting up your project for expense entry for more details on assigning billable statuses to a project’s expense codes.
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| Billing Summary timesheet component |
We’ve added a new optional Billing Summary UI component to Replicon timesheets for customers who use a product that tracks billing. You can add this component to timesheets via timesheet templates. The component can be configured to show billing data summarized by client, project, task, billing rate, units, rate, and amount. This feature is primarily aimed at project managers when they’re approving timesheets, so they can quickly gauge how much each timesheet will contribute to client invoice amounts.
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Other
| User schedules available on the Home page |
Users can now view their schedules on their Home (or Overview) page, using our new My Schedule card. It displays for both shift and office schedule workers.
This card shows start and end times, work duration, and holidays and other time off for the upcoming week.
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| Job-based scheduling |
We’ve introduced an upgraded version of our shift scheduling feature, that is compatible with the old scheduling functionality, but it offers these key improvements:
For more information on job-based scheduling and this new UI, refer to: For information on how administrators can configure your system and users for use with the new UI, refer to: For information on how schedule managers can use the new UI, refer to:
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| Rebranded UI |
We recently rebranded Replicon! Our new look boasts bolder colors, cleaner lines, larger fonts, more white space, and faster transitions. Admins can choose whether users are automatically opted in to this change, or they can let users choose. But note, upcoming features will only be available to those who’ve updated, so we recommend getting on board now.
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| Home page messages in Replicon |
You can now publish a custom message on the Home (or Overview) page in Replicon.
This provides a way of communicating updates to a wide audience, and it complements other available messaging methods available in Replicon, like broadcast emails. To configure a message, go to Administration > Notifications System > Home Page Messages. You can target specific groups to receive the message. Plus, you can update the message format and maximum time frame options by clicking the Home Page Message Settings link on the setup page. You’ll need the following administrator permissions to use this feature:
For more information, refer to Sending Home page and broadcast messages to employees.
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We recently finished rolling out some additional business intelligence extracts you can use to generate analytics charts using Microsoft Power BI and Tableau.
There are about 40 extracts in total – refer to our BI extract data model reference document for a full list of the ones available, along with more details about each extract.
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| ADP Connectors |
We’ve offered dedicated ADP editions of Replicon products for a few years now – these products are configured for out of the box integration with ADP RUN®, Workforce Now®, and Workforce Now® Next Generation. But, these products are only available to new Replicon customers. Now, existing Replicon customers can leverage the functionality offered in these products via our new ADP connectors:
These connectors are available for purchase exclusively from within the US or Canadian ADP Marketplace. You can use these connectors to transfer employees from ADP to Replicon, where they’ll record time. Then, you can use the Payroll Workbench to transfer calculated payroll data back to ADP for processing. Refer to Purchasing and configuring Replicon for ADP or an ADP connector for more information.
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