November 7th 2024, Release Note: WFM UK | HR UK: Contract Code Added to Contracts Export, Northern Irish Locations, Onboarding Brand Configuration, Proof of Eligibility Types Export

Summary

Release date for all features: November 7th 2024

Contract Code added to Contracts Export

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - Yes

What's Changing?

The 'Contract Code' has been added to the 'Contracts' export in the HR module.

Reason for the Change

Part of ongoing efforts to improve collaboration between Fourth and third-party applicant tracking systems. The Contract Code is an important component of API transactions.

Customers Affected

All customers using the HR module. 

Release Note Info/Steps

The 'Contracts' export can be run by going to: 

• HR Module > Reports > Exports > Contracts
• Select the search criteria for Location and Job Title and select the new option labelled Include ContractID in Export 
• Select Run Export

Fig.1 - Contracts Export in HR

The output of the export will look like this, with a new column for the Contract Code:

Fig.2 - Contract Code in the Contracts Export

Location Setting for Northern Irish Locations

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - No

What's Changing?

A new setting has been added to the Location Configuration page allowing users to flag a location as a Northern Ireland location.

Reason for the Change

This is the first step of a larger change regarding Northern Ireland holiday calculations. Flagging a location as a Northern Ireland location, along with a new Global Setting (which is currently still in development), will default employees at a Northern Ireland location to use the 12-week Flexible Holiday calculation. 

Please note: Further release notes on the Northern Ireland Holiday Calculation changes will be made available in the future. As of this release, flagging a location as a Northern Ireland location will not do anything.

Customers Affected

All customers using the HR module.

Release Note Info/Steps

To flag a location as a Northern Ireland location, go to:

• HR > Company Admin > Locations 
• Select (or create) a Location
• Scroll down, select the Northern Ireland Location setting and then select Save

Fig.3 - Northern Ireland Location Setting in HR

Onboarding Brand Configuration

• Enabled by default? - No
• Set up by customer admin? - Yes
• Enable via support ticket? - No
• Affects configuration or data? - Yes, branding of Onboarding Application

What's Changing?

A new page has been introduced in the HR module that allows users to customise the branding of their Onboarding application. 

Reason for the Change

By allowing customisation of visual elements and SMS sender details, companies can ensure their onboarding experience is consistent with their brand identity, enhancing new employees' initial interactions with the company.

Customers Affected

All customers using the HR module and Onboarding.

Release Note Info/Steps

• Global Setting
• User Access
• Onboarding Brand Configuration

Global Setting

To configure the branding for Onboarding via the HR module, the global setting needs to be enabled. This can be found by going to:

• HR > Administration > Global Settings > Edit Portal Configuration
• Scroll down to Enable Onboarding Brand Configuration
• Tick the box and Save

Fig.4 - Onboarding Branding Global Setting

User Access

Once the functionality has been enabled, users will need to be assigned access to be able to use it. This can be done by going to:

• HR > Users > Assign User Access > find and select Employee > User Profile
• Scroll down to the 'Onboarding & E-Sign Documents' section
• Tick the box for Onboarding Brand Configuration

Fig.5 - User Access to Configuring Onboarding Branding

• Select Next at the bottom of the page and continue through the steps to save the updated user access

Onboarding Brand Configuration

In May 2023, the ability to be able to configure Brands in the HR Module was released. This page has been further updated to be able to configure the actual branding of the Onboarding application. To configure the Onboarding branding via HR, go to: 

• HR > Company Admin > Brands > select Brand
• Then, use the drop-down arrow in the top right corner (see Fig.6) and select Configure Brand For Onboarding

Fig.6 - Configure Brand For Onboarding Button

This will display the following fields: 

• Brand Alias - this is taken from the page prior and is repeated so it can be sent as part of the update to the Onboarding Application
• SMS Sender Name - enter a name as it is required to appear, as the sender, on the text messages sent to candidates to initiate the Onboarding process.
• Upload Logo For Onboarding - select Choose File and locate the logo required to appear in the Onboarding application. Once saved, return to this page and a preview of the logo can be seen.

Please note: Images must be 300 (w) x 100 (h), 72 dpi in PNG format with a transparent background, and cannot exceed 5MB.

• Select the Brand Colour - Enter a Hex Code or use the button to select a colour from the colour picker. The colour picker also includes an 'eyedropper' function so a colour can be selected from anything onscreen
• Select  Save when ready

Fig.7 - Configure Brand For Onboarding Page - Ready to Save

Fig.8 - Configure Brand For Onboarding Page - Saved

Once saved, this will have updated the Onboarding application's branding:

Fig.9 - Onboarding Applicated - Updated with Branding configured in HR

Proof of Eligibility Types Export

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - No

What's Changing?

A new export has been available in the HR module called Proof of Eligibility Types

Reason for the Change

As part of ongoing efforts to improve collaboration between Fourth and third-party applicant tracking systems, the requirement to export a full list of Proof of Eligibility types was recognised. 

Customers Affected

All customers using the HR module and Onboarding (integrated with a third-party ATS).

Release Note Info/Steps

To run the export, go to:

• HR > Reports > Exports > Proof of Eligibility Types

This export can be run in three different ways, based on the Type of Data Returned field

• Leave the field blank and it will return all the Proof of Eligibility Types for third parties as well as every Nationality we have the data for - see Fig.11
• Enter a 1 and it will return all the Proof of Eligibility Types for third parties - see Fig.12
• Enter a 2 and it will return all the Proof of Eligibility Types for each Nationality only - see Fig.13
• When ready, select Run Export

Fig.10 - Proof of Eligibility Export in the HR module

Fig.11 - Proof of Eligibility Export - All Types

Fig.12 - Proof of Eligibility Export - Third-Party Integration Types Only

Fig.13 - Proof of Eligibility Export - Nationality Types only