New features in Replicon

This topic gives an overview of all the new features added to Replicon for the past six months.

 

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Timesheet

Daylight Savings Time support

Daylight Savings can be confusing. When you’re dealing with timesheets, it may be difficult to know whether the total number of hours worked was calculated correctly.

In the past few weeks, we finished implementing some changes to configurable timesheets that help ensure you remain pay compliant when time changes.

Now, in a punch or in/out timesheet:

  • During the spring change when an hour is lost, if a user records an entry that falls between 2:00 am and 2:59:59 am (the missing hour), we’ll automatically correct the time. For example, 2:30 am will be updated to 3:30 am.
  • During the fall change when an hour is repeated, if a user manually records an entry that falls between 1:00 am and 1:59:59 am (the repeated hour), the user will see a prompt, asking if the entry falls in Daylight Savings (DT) or Standard (ST) time.

    For example, 1:30 am could be 1:30 DT (the first occurrence of that hour, before the time change) or 1:30 ST (the second occurrence of that hour, after the time change).

    Note: Times recorded via actual punches do not require prompts, since the system knows exactly when those punches were made.

We’ve also updated all of our default pay rules to ensure Daylight Savings changes are taken into account. Plus, coming soon, you'll see an icon between in and out times or punch pairs whenever Daylight Savings alters a segment length, warning you that times shown will therefore not add up to the actual segment duration.

Whether these changes apply to a user is determined by the time zone set on the Schedule tab of their user profile.
Note:

  • To make it easier to audit punch timesheets that include Daylight Savings punches, we recommend setting the employee's time zone to display on timesheets – this is configured on the user's Settings page and can be made the new user default. With this setting, you can easily see whether punches were made in DT or ST. (Time zones don't show on in/out timesheets.)
  • These changes are not yet supported by in/out timesheets in Replicon Mobile

 

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Time off

Automatic updates to bookings when schedules change

We’ve launched the improvement to time off we previewed on Nov 21.

Now, if you’re using new time off, whenever you change a schedule and that change impacts the duration of a time off entry or booking, the time off duration will be automatically updated to match the new schedule.

Note that anyone still on the legacy version of time off will still have to make these kinds of updates manually.

Refer to What happens if we update an employee’s schedule for a day when they have time booked off? for more information.

 

New options for approvals are routed when time off bookings are edited

We’ve introduced two new global options on the Time Off Settings page that determine how timesheet and time off approvals are handled whenever a time off booking is edited.

 

One option relates specifically to approvals after a schedule is modified (related to the Updating time off when schedules change update described above).

The other setting applies when any time off booking is edited: Previously, by default, only fully approved timesheets would reopen for re-approval when a related booking was edited. Now, you can choose to have even partially-approved timesheets reopen.

This new option ensures timesheet owners and approvers have the opportunity to view modifications to the timesheet – such as new validation errors that might have arisen as a result of edits – every time a booking is edited.

See Defining how approvals proceed when bookings are reopened for more information on these options.

 

Fixed-week options for bi-weekly accruals

We’ve added a new option that might interest you if you use bi-weekly time off accruals, and:

  • You want accrual dates to match for all users, or
  • You want to ensure accruals are always two weeks apart even when assigning multiple policies to one user

Here’s what we’ve changed: You can now assign a fixed, known accrual schedule when setting up a bi-weekly accrual rule – one not based on the policy's start date. There are two fixed-week options, so you can choose exactly when accruals fall:

  • Week 1, based on the reference week of July 1, 2018
  • Week 2, based on the reference week of July 8, 2018

For example, if you assign a user Week 1 in their policy, time off can accrue during the week of July 1st, 15th, 29th, Aug 5th, etc, in 2018 (provided the policy is in effect on the accrual dates).

If you don’t need accruals to occur on a fixed, predictable schedule, you can leave the existing option in place, which bases the accrual week on the policy start date.

Please refer to Adding default time off accrual policies for more information on these options.

This new option is available in new time off only. And note, as a result of this change, we’ve renamed the old On Week field to On Day of Week.

 

New ways of adding holiday bookings

Bookings need to be added to holidays to ensure payroll is calculated correctly.

We’re now offering some new methods for adding holiday bookings, that make managing bookings easier and more flexible.

These can be used in conjunction with or instead of our existing holiday auto-population feature, that adds bookings to timesheets when they’re generated.

These new options will be most useful to you if:

  • You need to correct existing holiday bookings that include errors, or
  • You want to make scheduling plans for the future, so you need to see all bookings before timesheets are generated

Administrators can now mass add holiday bookings:

  • When adding a new holiday
  • When editing an existing holiday
  • For individual users, via their user profiles

In addition, administrators will receive notification when bookings have been added, with details of any errors that arose, so they have full visibility regarding updates.

Plus, payroll managers can now view, edit, and delete holiday bookings from a new Payroll > Holiday Bookings tab. This option may be especially useful in mass deleting error bookings before mass re-populating.

These changes are available to anyone with a product that includes time off. So, time off only customers – who do not have access to auto-population – can now easily manage their holiday bookings.

For more information, refer to Adding multiple holiday bookings at once.

 

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Punch & Mobile

Mandatory Custom Field punch validation rule

We’ve added a new default punch validation rule – Mandatory Custom Fields Validation. This rule can be used to ensure users fill out punch custom fields when creating punches, or on their punch timesheet.

 

With this rule, if the custom fields you indicate are ‘required’ are left blank, a validation will display on the user’s timesheet. You can set up validations to block timesheet submission, if desired.

 

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Project, Billing, & Costing

Revenue Workbench

If you’re looking for a simple solution for managing your revenue and complying with IFRS 15 and ASC 606, take note. Our Revenue Workbench is now available.

Revenue recognition is a common accounting procedure that officially accounts for revenue earned. So, for example, you can recognize revenue you earn while a multi-year project is in progress, even if you won’t be paid until it is complete. This way, you can give your shareholders and investors accurate reports and forecasts on your financial status at any point in time.

With our Revenue Workbench, you can:

  • Use revenue contracts that exactly match your requirements to automatically calculate recognizable revenue

Two contracts are available by default – Percent of Completion and Equal Distribution – but we can easily create custom contracts that suit your specific requirements.

  • Easily apply and customize contracts for specific projects
  • Filter and view auto-calculated recognizable revenue for each project or client, as of any date
  • Select revenue to recognize and create a ‘revenue run’; you can recognize just a portion of the recognizable revenue, if desired
  • Mark a revenue run as complete, and export it to your ERP system

To take a look at the Revenue Workbench, enable all ‘revenue’ permissions in Administrator, Project Manager, and Revenue Manager permission sets.

Revenue recognition is available in our Professional Services Automation product only. Refer to Understanding revenue recognition in Replicon for more information.

 

Multiple invoice templates

Do you need different invoice templates for different purposes – say, one for your US customers, and a different one for your Canadian customers? Now you can create multiple invoice templates in Replicon, each for use with a different client or type of clients.

Then, when creating an invoice, users can choose which template applies.

Plus, you can now choose a custom accent color for use on templates, to help differentiate templates and to better match your company’s branding.
Refer to Setting up invoice templates for information on configuring templates.

 

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Time & Attendance

Compliance Dashboard

We’ve now launched the pay rule compliance dashboard we previewed a week or so ago.

This dashboard makes it easy for you to see the status of any pay rules you’re using, by showing you what rules are in effect in your system and when they were last updated.

It also allows you to feel confident that your rules always reflect current labor laws; you’ll see a notification in Replicon if we ever update a standard rule you’re using due to a change in legislation.

If you’re using Derived rules that are based on Standard rules, you’ll be notified when legislation changes, but since you manage these rules yourself, we don’t automatically update them for you. Also, if you’re using a fully Custom rule not based on a Standard rule, we can’t notify you about related changes to legislation.

To get started with the Compliance Dashboard, ensure the Compliance Dashboard permission is enabled in your Administrator permission set, and go to Administration > Pay Codes and Policies > Compliance Dashboard.

For more information, refer to Using the Compliance Dashboard.

 

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System

SSO with OpenID Connect

We now support single sign-on (SSO) via third-party applications based on the OpenID Connect standard – we previewed this change on Nov 8.

This means you can now use one our pre-configured providers – available for Google, Intuit, and ADP. Or, you can create your own solution using any third-party provider supported by OpenID Connect.

Note that, as part of this feature, we’ve added an alternative login page, available by clicking the Try our new login page link on the existing login page.

Use of this new page is:

  • Optional for all non-SSO users, and for Intuit and Google SSO users; all of those users may log in via the old or new pages
  • Mandatory for anyone who logs in using SSO via a third-party OpenID Connect provider (with the exception of those using Google or Intuit as providers)

Refer to Setting up single sign-on for more information on setting up a provider, or on using one of our out of the box options.

 

Mandatory MFA usage

We've launched an option you can enable that makes it mandatory for users to have an MFA option enabled. You can enable this for individual users, or mass edit user profiles to assign it to many users at once.

We recommend you or the user set up MFA before enabling this requirement. If no MFA option is enabled for a user and you set this to mandatory, they will be required to set up an MFA option before they can access their account. Note that MFA can't be set up via Replicon Mobile.

Refer to Setting up multi-factor authentication (MFA) for more information.

 

Self-serve setup of email MFA

We added administrator-configured email authentication in November, and now we’re improving that feature by allowing each user to set up email authentication on their own.

Administrators still define how often email verification is needed using the Administration > System and Security > Security Settings page. Users must be assigned Edit Multi-Factor Authentication Methods permission in their User type permission profile before they'll be allowed to set up MFA.

Refer to Setting up your multi-factor (2-step) authentication method for information on how users can set up an MFA method.

Note that we’ve also divided the user Settings page onto four tabs, to make it easier to find the settings you’re looking for.

 

Multi-factor authentication (MFA)

Multi-factor authentication (MFA) is an extra-layer of protection for accounts, beyond a password. 

We've now added:

  • email-based authentication - the user is emailed a code that they’ll need to enter into the login field before authentication will proceed
  • time-based one-time (TOTP) authentication - user wil need to enter a temporary code generated by a third-party app when they log in

Administrators can choose to either require email authentication every time the user logs in, or to specify a re-verification frequency. Note that email authentication only works with Replicon authentication.

Refer to Setting up multi-factor authentication (MFA) for more information on how MFA works in Replicon and on how to set it up.

Refer to Setting up your multi-factor (2-step) authentication method for information on how users can set up TOTP.

 

Multi-lingual notifications

Now in Replicon, notifications can be set up in any language we support. Plus all of the default notifications are now available in any of those languages.

Once a notification is enabled in a given language, employees who are configured to use that language in Replicon will receive the notification in their chosen language.

Refer to Setting up automated notifications for more information. This feature is available in the new product suite only.

 

Password strength enforcement

We’ve added a new security option that, when enabled, requires all new passwords to be rated ‘good’ or higher. The password rating is based on Replicon’s built-in complexity algorithm; any password requirements you set will also be checked.

To enable this feature, go to Administration > System and Security > Security Settings, and enable the Must Have Strength Rating of at Least Good option. Enabling this option won’t prompt users to create new passwords; this requirement will only apply the next time they change their password.

 

Increased character limit for certain text fields

We’ve now launched the improvement we previewed on Oct 4 – you can now enter up to 2000 characters in timesheet comments fields and text-based timesheet, project, and time off dynamic custom fields. Fields will auto-expand as text is entered so you can always view your complete comments. Comments fields also include a character count display.

 

User profile audit log

If you have multiple administrators in your system, there may be times when you want to know who made changes to user profiles – perhaps to promote accountability, or because you need to know where an error originated.

To address this need, we’ve introduced an audit log for user profile edits. You can access the log by enabling the View Audit Log permission in your Administrator permission set, then clicking Audit Log within each user profile you want to audit.

There, you can view the type of changes made for that user, plus the date of each change, who made it, and from where (IP Address).

Note, this feature is an audit log, and not a full audit trail; while it shows what type of change was made, it doesn’t show exactly what field was affected, nor does it show original and new values for fields.

Also note, this feature won’t show historical data – just changes made since the feature was enabled.

 

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