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This topic gives an overview of all the new features added to Replicon for the past several months.
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Timesheet, Time Off, & Punching |
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Payroll & Compliance |
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Project, Billing, & Costing |
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System |
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With this feature, a user can submit individual time entries on their timesheet before their timesheet is due, which speeds up billing. They can submit entries as soon as each task is complete; any entries still open when they submit the timesheet (or when it is auto submitted) will be submitted at that time.
Configuring this workflow This option can be enabled for users by checking the Submit time entries option in their Time Distribution Grid or In/Out + Allocation configurable timesheet template.
You’ll also need to create and assign time entry approval paths in user profiles. Approving and managing time entries For approvers and billing managers, time entries act a lot like timesheets, though managers must select the Time Entries option in the top, right-hand corner of their Timesheet list page to see individual entries.
Exporting time entries You can find entries to export using the Time Entry Approval Status filter in either the Time Workbench or Time Entry Details report. This feature is available in:
Please note:
Please refer to How does submission of individual time entries work? and Submitting individual time entries ahead of timesheet submission for more information on configuring and using this feature. |
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We’ve added two new parameters to our two ‘Previous Timesheet’ timesheet population methods in Replicon and Polaris PSA.
If you leave these new parameters set to off, timesheets will continue to populate as they do now. But, if you turn them on, auto-population will change, as outlined below. New parameter #1: When retaining entries also copy previous entries This option is only applicable if Retain Entries is set to ON. Previously, with Retain Entries on, data would only be copied if the destination cell in the new timesheet was blank. Now, if you turn on this new option, data for populated cells in the new timesheet is copied -- into a new timesheet row. This allows new entries to be retained, while all data from the previous timesheet is copied over.
New parameter #2: Only copy entries that have time data In some scenarios, projects and tasks that have no hours entered against them are copied to new timesheets, based on the population settings in effect. Now, if you don’t want entries without time copied, you can enable this new parameter. |
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CloudClock users can create punches using voice commands, as a way of minimizing touch and the spread of germs in the workplace. If employees use Face ID or QR codes to log in, and voice-controlled punching, they never need to touch the clock. Users can use voice commands to punch in, punch out, and punch in and out of breaks. No other actions, such as entering time off or viewing your timesheet, are currently supported. On-screen indicators show users where voice commands can be used.
To use this feature, you must first enable voice-control for CloudClock. To do this:
Refer to Setting up CloudClock for fore information. Note: Punching against projects, activities, and custom fields is not currently supported. While users can use voice commands to create punches against these items, they’d need to tap to select values, so it would not be a no-touch experience. |
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New timesheet and time off conditional approval rules: Second level supervisor approves |
These new rules will automatically send timesheets and time off bookings to the owner’s supervisor’s supervisor. Refer to Setting up conditional approval rules for more information.
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The ability to copy timesheet and time off validation rules, and rounding rules |
You can now make a copy of any of the timesheet validation rules, time off validation rules, or punch rounding rules (in addition to timesheet validation rules, which we announced last week). This functionality may be useful in case you want to base a new rule on an existing one, or retain variations of two similar rules. To make a copy of any rule, select the rule on its list page, then click More > Make a Copy:
Or, click the Make a Copy of this Rule link located at the bottom, right-hand corner of the rule’s page.
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To help you more easily find older pay runs, we now include Description and Creation Date filters on the Pay Runs list page of the Payroll Workbench.
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Both Replicon and Polaris PSA administrators can now add, update, or delete skills using the in-app import feature. You can add or modify the name, description, category assignment, and enabled status for each skill via import.
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Both Replicon and Polaris PSA administrators can now add, update, or delete skills using the in-app import feature. You can add or modify the name, description, category assignment, and enabled status for each skill via import. |
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If you use Polaris PSA, you can now specify that only approved time billing items are available to bill. The approval status parameter can be set independently for each Time Billing rule you add to a project’s bill plan.
If you don’t update this option, it will remain set to Any (the default), meaning all approved and unapproved time that meets all other bill plan criteria will be available to bill to clients. |
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Ability to use Code as the unique identifier for projects or clients |
In the past, a project’s name always served as its unique identifier in Replicon; that is, the Project Name field allowed Replicon to distinguish each project from all others. That meant the name field had to be unique for each project. But, this caused issues for some of our customers, who integrate with third party tools that use code as the unique identifier, and who sometimes duplicated project names. Now, you can choose to use Project Code as the unique identifier in Replicon, instead of name. If you choose code as the identifier:
Note, the name field is still required since name is used throughout Replicon – names just no longer need to be unique. Also note that this feature applies to clients, too; Client Code can now be set as the unique identifier for clients. You can update project identifiers at:
And client identifiers at:
All existing projects (or clients) must be assigned a unique code before you can change this option. You can use our import tool to easily assign codes. |
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Hidden custom fields |
Some Replicon and Polaris PSA customers set up custom fields to store identifiers that are needed for integrating with other applications. However, they don’t want these fields to be visible or editable by users. To meet this requirement, we’ve introduced timesheet, time entry, and time off hidden dynamic custom fields. These fields are available in reports (like the Time Entry Export report), in Time Workbench exports, and via the API, but are not visible when users enter time or time off. To add a hidden field, add a field on either the Timesheet Settings or Time Off Settings pages.
Fields added from these locations are hidden by default, and aren’t visible to users unless they are added to timesheet templates or time off types. You can only edit values for these custom fields using the Replicon API – see the Projects API page for the needed operations. Fields added directly from timesheet template and time off type edit pages are always visible to users. |
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You can now add schedule custom fields from within the Replicon application. Previously, you had to use the API, or get Replicon Support to add them for you. You can add schedule custom fields at Administration > Schedules > Schedule Settings.
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You can now send department- or region-specific welcome notifications to new users. However, note that group-specific messages are only sent to new users added via import or integration, since those methods allow you to assign groups when users are added.
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If two users have the same first and last name, Replicon appends their login name (in brackets) to their full name, so administrators and others can distinguish between the two users. However, this solution doesn’t work well in some cases, such as in SSO implementations that assign an alphanumeric code as the user’s login name. Such codes are hard to recognize or remember. So now, we’re offering a custom display name option you can set up in the user’s profile; it can be their nickname, their department, or whatever helps you identify who they are.
Then the custom name will be appended to the user’s full name, instead of their login name, wherever their name appears.
The loginname will still be appended to duplicate names if you don’t provide a custom name. Note that custom names do not appear where Firstname and Lastname appear in separate fields (e.g. in certain reports and in batch notifications). This feature is available in Replicon and Polaris PSA.
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Often, companies only allow employees to access members of their own group. For example, Jim is part of the Accounting department, and is only allowed to share reports with, or assign as substitute, his fellow Accounting teammates. However, if an employee moves from one group to another, their access doesn’t automatically change with them, which makes work for admins, and can cause data security issues if access isn’t updated. Now, you can set a user’s access to automatically update if they change groups by assigning them one of the User’s Location options, rather than assigning an explicitly-named group (e.g. ‘Finance’).
For example, if Jim is assigned one of these new options, and is later moved from Accounting to the Finance team, he will automatically be limited to accessing members of the Finance group. This functionality is available in all products that offer customizable group types. It also applies when assigning time off calendar visibility in user profiles.
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