poseidon release notes - sage business cloud people › wp-content › uploads › 2018 › ... ·...

SP-POS-POS-RN-201806--RPOS.00

Poseidon Release Notes

© Sage 2018 2

© Sage 2018. All rights reserved.

This document contains information proprietary to Sage and may not be reproduced, disclosed, or used in whole or in part without the written permission of Sage.

Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations.

Sage takes care to ensure that the information in this document is accurate, but Sage does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Sage, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document.

Nothing in this document alters the legal obligations, responsibilities or relationship between you and Sage as set out in the contract existing between us.

This document may contain screenshots captured from a standard Sage system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended.

All trademarks and service marks mentioned in this document belong to their corresponding owners.

SP-POS-POS-RN-201806--RPOS.00

Contents

© Sage 2018 3

Contents

About these Release Notes 4 Related Information 5

Release Summary 7

Release Content 9

WX User Interface Enhancements 10 WX Navigation and Display Enhancements 11 WX Title now Optional 15 Policy Options for WX 16

Work Schedules 18 Defining Working Days 19 Defining Time Segments 20 Creating a Work Schedule 22

Assigning Working Days to Work Schedules 23 Assigning Work Schedules to Policies 26 Assigning Work Schedules to Team Members 27

Translation Workbench: Work Schedules 29

Talent Acquisition Enhancements 31 Sending Resumes as File Links 32

Setting up to Send Resumes as File Links 32 Candidate Resumes as Links to Files 33 Active Applications 35 Using the File Previewer 39

Using Candidate Portal 40 Connecting to Agency Portal 42 New Team Member Link field 43

Creating the Team Member 44

Enhanced Time Off Calculator 46

Performance Overview Enhancements 49

Policy Page Enhancements 50

Enhanced User Creation Process 51

Index 56

© Sage 2018 4

About these Release Notes Welcome to the Sage People Poseidon Release!

Poseidon delivers new versions of the following packages:

• Human Capital Management (HCM): version 23.01

• Payflow: version 23.01

• Recruit: version 23.01

• Resource Manager: version 23.01

• Time: version 23.01

These are the initial Poseidon production releases. Any further minor releases increment the number after the decimal point.

The following packages are not updated by Poseidon:

• Async Reporting: latest version 21.01

• Data Loader: version 22.01

• Mobile Android: latest version 1.0.10

• Mobile iOS: latest version1.0.10

• Recruit Enterprise: latest version 9.04

These Release Notes provide full information on what has changed in this release:

• A brief, high level summary of the functionality.

• Step by step set up and usage information:

indicates a completely new feature for this release.

indicates a significantly enhanced feature for this release.

Highlighted text indicates other enhancements.

To make it easier for you to find enhancements to the parts of Sage People that you use most often, information is ordered by product area. Select the links in the Release Summary, use the bookmarks, or navigate using the contents list.

About these Release Notes Related Information

© Sage 2018 5

Poseidon was the ancient Greek god of the sea, of earthquakes, of storms, and of horses. Son of Kronos and Rhea, and brother of Zeus, his Roman equivalent was Neptune. Poseidon was regarded as the protector of seafarers and of many cities and settlements. In Homer's Odyssey, the tale of Odysseus' return to Ithaca after the Trojan War, Odysseus provokes Poseidon by blinding the cyclops Polyphemus and is punished with storms that sink his ship and delay his return by 10 years.

The Greek Poseidon System monitors and forecasts the state of the seas surrounding the Greek coastline.

The Sage People Poseidon release includes significant enhancements to the WX user interface, new Work Scheduling functionality, an enhanced user creation process, and changes to Talent Acquisition resume handling, Candidate and Agency Portals to simplify compliance with the requirements of the EU GDPR. The HR Manager Portal also includes enhancements to the Policy page with extended tooltips, field renaming, and removal of redundant fields.

Related Information Full documentation supporting Sage People Poseidon is available in the following guides:

HCM Configuration Guide Coverage summary

How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information.

Typical target audience

You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

HCM: Guide for HR Managers Coverage summary

How to use the Sage People HR Manager's Portal to enter and maintain employment details, including salary, salary related, and benefits information. How to use the libraries supplied with HCM, and how to use reports and dashboards to extract and view information held in the system.


You have responsibility for the HR records of a number of employees and provide first line support on the HR system for them.

Time: A Complete Guide Coverage summary

How to set up and use Timesheets on Sage People. Covers Timesheet completion and approval through WX, and maintenance through the HR Manager's Portal. Includes step by step guidance for setting up Pay Codes, Overtime Rules, Timesheet Patterns, and Work Allocations, and reference tables of field names and profile settings.


You have responsibility for supporting Sage People Time within your organization.

About these Release Notes Related Information

© Sage 2018 6

WX Configuration Guide Coverage summary

How to set up, manage, and maintain the extra functionality delivered with Sage People WX. Includes detailed configuration information. The information builds on the HCM Configuration Guide.


You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

WX: Guide for Users Coverage summary

How to use Sage People WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances.


You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports.

© Sage 2018 7

Release Summary Feature Select the link to jump to a full description.

See the guide for related information.

No setup WX HR/Recruit Manager Portal

HR/Recruit Admin.

Contact Sage People

Switchable Setup Setup

Note 1 Note 2 Note 3 Note 4 Note 5

Major functional enhancements

WX User Interface enhancements Improvements to navigation and display, and the ability to turn off the WX Title (see page 10).

WX Configuration Guide WX Guide for Users

Work Schedules Define and allocate set working times for your Team Members (see page 18).

Time: A Complete Guide HCM: Guide for HR Managers

Talent Acquisition Enhancements Send resumes as file links, changes to Candidate and Agency portals to ease GDPR compliance, and a new Team Member Link field (see page 31).

Talent Acquisition Guide for Administrators Talent Acquisition Guide for Recruiters

Enhanced Time Off Calculator A new accrual calculator incorporating many improvements (see page 46).

HCM Configuration Guide WX Configuration Guide

Release Summary

© Sage 2018 8

Feature Select the link to jump to a full description.

See the guide for related information.

No setup WX HR/Recruit Manager Portal

HR/Recruit Admin.

Contact Sage People

Switchable Setup Setup

Other enhancements

Performance Review Enhancements Simplified selection and use of review formats, and new Action Events (see page 49).

HCM Configuration Guide

Policy page enhancements Tooltips added, unused fields removed, and some fields renamed (see page 50).


Enhanced User Creation Process Improved control over Profile allocation (see page 51).


Notes 1. Features are present and require no setup to use.

2. Features appear in WX and can be switched on or off using a Policy or Configure page setting.

3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured.

4. Features are available to the HR or Recruit Administrator and require configuration.

5. Contact Sage People if you wish to use these features.

• No new features force you to use them.

• Choosing to use the new features can greatly enhance your Sage People experience, but you can continue to use your existing system in its current form.

• None of your customizations are affected.

© Sage 2018 9

Release Content The following pages provide full information on what has changed in this release, arranged by feature as listed in the

Release Summary.

WX User Interface Enhancements

© Sage 2018 10

WX User Interface Enhancements The Sage People Poseidon release includes enhancements to WX, many of them driven by input received from our users.

• Navigation and display elements have been comprehensively redesigned (see page 11).

• You can now choose to hide the text title of your WX system, enabling you to use image-based branding (see page 15).

WX User Interface Enhancements WX Navigation and Display Enhancements

© Sage 2018 11

WX Navigation and Display Enhancements


© Sage 2018 12

The Poseidon release delivers enhancements to the WX user interface including:

• Service Bar, Navigation Bar, and Tile appearance simplified and aligned.

• People Bar hidden by default -

select the icon to display the People Bar :

• Services anchored on the Service Bar.

Services no longer move to the left of the Service Bar on selection.


© Sage 2018 13

• Selecting a Service from the More tab replaces the right most Service on the Service Bar:

...and moves the right most Service to the top of the More list:

• Selecting a Process with an associated Team View displays the Team View selector anchored to the right:


© Sage 2018 14

• Navigation Bar simplified, with Action badges more clearly displayed:

...and the simplified look carried through to Processes within each Service:

WX User Interface Enhancements WX Title now Optional

© Sage 2018 15

WX Title now Optional A Policy option now enables you to hide the title displayed by default at the head of your WX pages - useful when you are using an image to apply branding to your WX and a text title is not needed. The title is set in the Custom Label Collaboration_Portal_Title, and can be overridden using the Policy field WX Title.

Use the Hide WX Title checkbox on the Policy page (see page 16).

WX User Interface Enhancements Policy Options for WX

© Sage 2018 16

Policy Options for WX

Option Description

WX is Active Checkbox. If checked, WX is active and replaces Collaboration Portal for all Team Members allocated to this Policy.

WX Title Text. The name you want to display in the title bar for Team Members assigned to this Policy.

Setting WX Title in the Policy overrides the default value set for the Custom Label Collaboration_Portal_Title.

Hide WX Title Checkbox. If checked, the WX Title is not displayed for Team Members assigned to this Policy. The default WX Title is defined using the Custom Label Collaboration_Portal_Title. The default value can be overridden by entering a title in WX Title on the Policy.

WX Colour A hexadecimal color code, preceded by hash (#), for example: #BF3DA1 The color used as the base to drive the range of tints used for the version of WX controlled by this Policy. Overrides the generic base color defined in the HCM Configure page.

WX Logo The Static Resource name of the logo file used for the version of WX controlled by this Policy. The logo replaces the default Sage People logo displayed in the title bar.

Hide Org Chart Checkbox. If checked, the links enabling Org Chart display through WX are not displayed for Team Members assigned to this Policy. If unchecked, WX displays links in the Team section of the Navigation Bar, and in the People Bar, enabling Org Chart display. Hide Org Chart on a Policy is overridden by Hide Org Chart on the HCM Configure page; if Hide Org Chart is checked on the HCM Configure page, settings for Hide Org Chart on individual Policies are ignored.

WX User Interface Enhancements

© Sage 2018 17

Option Description

Hide Contact Details From Pre Boarders

Checkbox. If checked, the Contact Details displayed for each Team Member in the WX People Bar and Org Chart are hidden from all Team Members with Employment Status set to one of the values you have defined for Pre Boarders.

There are also Policy options for:

• Pre-boarding

• Internal Communications.

• Recognition.

• Summary

• Payslips

...and changes to Policy Options for:

• Async Reporting.

• Team Member. o Emergency Contacts o Dependants o Passports

• Employment Details.

• Experience.

• Education History.

• Manager Notes.

• Performance Review.

• Development Plan.

• Training.

• HR Request.

• Talent Plans

Pre-existing Policy options do not change on migrating to WX.

Work Schedules

© Sage 2018 18

Work Schedules

Sage People Work Schedules enable you to define and allocate set working times for your Team Members. Typically used for hourly paid workers, a Work Schedule defines working and non-working days and hours in terms of the time segments that make them up.

Access Work Schedule functionality through two tabs in the HR Manager Portal:

Working Days Days defined by overall duration and constituent Time Segment. Working Days are used to define Work Schedules. Each Working Day can be used in multiple Work Schedules.

Work Schedules Schedules of Working Days with constituent Time Segments. Schedules can be allocated to Policies or to individual Team Member Employment Records, and form an integral part of your organization's time and attendance management.

To set up a Work Schedule, follow this sequence:

1. Define working days (see page 19).

2. Define Time Segments within each working day (see page 20).

3. Create a Work Schedule (see page 22).

4. Assign Working Days to a Work Schedule (see page 23).

5. Assign a Work Schedule to a Policy (see page 26).

6. If required, assign Work Schedules to individual Team Members (see page 27).

In WX, Team Members assigned to Work Schedules - either individually or through their Policies - have absence durations calculated in working days as defined by the Work Schedule.

Work Schedules Defining Working Days

© Sage 2018 19

Defining Working Days Each Working Day is a container for one or more Time Segments. When saved, Working Days can be used in multiple Work Schedules - you do not have to redefine the same pattern of Time Segments making up a Working Day more than once.

1. Select the Working Days tab.

2. On the Working Days Home page, select New.

Sage People displays the Working Day Edit page:

3. Complete the fields as follows:

Working Day Name A name for the Working Day. Enter a name that is easy to identify when building a Work Schedule, such as Standard Production Day, Week Day, Office Day.

Version Work Schedules can be set up with effective start and end dates. Version numbers are used to ensure Working Day definitions remain unique over time so that historical integrity is preserved. Use Clone on the Working Day Detail page to create a new Version.

Total Working Duration

Automatically calculated by Sage People as you add Time Segments. Do not enter manually.

Config Status Automatically completed by Sage People with the status of your configuration as you define the Time Segments for this Working Day. Do not enter manually.

4. Select: o Save to save this Working Day and display the Working Day Detail page. o Save & New to save this Working Day and display a new Working Day Edit page to define another. o Cancel to discard your changes and return to the Working days Home page.

5. Repeat the steps to define all the Working Days you want to include in your Work Schedule.

When you have defined the Working Days you are ready to define the Time Segments for the Working Day (see page 20).

Work Schedules Defining Time Segments

© Sage 2018 20

Defining Time Segments Time Segments are used to fully define each Working Day. Time Segments must be consecutive, not overlapping, and must completely define the Working Day from start to end.

To define Time Segments:

1. Select the Working Days tab.

2. On the Working Days Home page, select the Working Day you want to define with Time Segments.

3. On the Working Day Detail page, go to the Time Segments Related List and select New Time Segment:

Sage People displays the Time Segment Edit page:


Containing Working Day

The name of the Working Day hosting this Time Segment. Automatically completed with the name of the Working Day you selected at the start of this procedure. To choose a different Working Day, select Containing Working Day Lookup

, find and select the Day you want.

Time Segment Name A name for this Time Segment, such as Morning Shift, First Break, Afternoon.

Sequence An integer indicating the order of this Time Segment in the Working Day. Sequence numbers must start at 1 for each Working Day and must be consecutive. You can define up to 9999 Time Segments in each Working Day.

Start Time The time of day on the 24 hour clock when this Time Segment starts.

End Time The time of day on the 24 hour clock when this Time Segment ends.

Duration Automatically calculated when you save this Time Segment definition. Leave blank.

Non-Working Checkbox. If checked, this Time Segment is treated as non-working - for example lunch or break time. If unchecked this Time Segment is treated as working time.

Work Schedules Defining Time Segments

© Sage 2018 21

5. Select: o Save to save this Time Segment definition and display the Time Segment Detail page. o Save & New to save this Time Segment and display a new Time Segment Edit page to define another. o Cancel to discard your changes and return to the Working Day Detail page.

6. Repeat the steps to define all the Time Segments making up the Working Day.

When you have defined the Time Segments making up the Working Days you are ready to create the Work Schedules to host them (see page 22).

Work Schedules Creating a Work Schedule

© Sage 2018 22

Creating a Work Schedule Working Days with their constituent Time Segments are hosted by a Work Schedule. When you have defined the Working Days and Time Segments you need, create the Work Schedules.

To create a Work Schedule:

1. Select the Work Schedules tab.

2. On the Work Schedules Home page select New.

Sage People displays the Work Schedule Edit page:


Work Schedule Name The name of this Work Schedule. Enter a name that makes it easy to identify how the Schedule is to be used. If you are creating multiple Work Schedules consider using a naming convention to apply to all of them.

Version Work Schedules can be set up with effective start and end dates. Version numbers are used to ensure Schedules can be preserved over time so that Team Member data created using a specific Work schedule remains unchanged.

Base Date The date to use as the starting point for calculations for this Work Schedule. Select the field to display a date picker and choose the date. To use today's date as the Base Date select the date to the right of the field.

Average Weekly Duration

Automatically calculated when the Work Schedule is fully defined. Leave blank.

Average Monthly Duration


Average Annual Duration


Config Status Used to display the status of Work Schedule configuration as you work through the set up process. Leave blank.


© Sage 2018 23

4. Select: o Save to save this Work Schedule and display the Work Schedule Detail page. o Save & New to save this Work schedule and display a new Work Schedule Edit page to define another. o Cancel to discard your changes and return to the Work Schedules Home page.

When you have created the Work Schedule you are ready to assign Working Days to the Schedule (see page 23).

Assigning Working Days to Work Schedules 1. Select the Work Schedules tab.

2. On the Work Schedules Home page select the Work Schedule Name for the Schedule you want to assign Working Days.

3. On the Work Schedule Detail page, scroll down to the Working Day Assignments Related List and select New Working Day Assignment:

Sage People displays the Working Day Assignment Edit page:


Work Schedule The name of the Work Schedule you are assigning Working Days. Automatically completed with the name of the Work Schedule hosting this Related List. To choose a different Work Schedule, select Work Schedule Lookup , find and select the Schedule you want.

Day Sequence Number

An integer indicating the order of this Working Day in the Schedule. Day sequence numbers must start at 1 for each Schedule and must be consecutive. You can define sequences of up to 999 days.

Working Day The Working Day associated with the Day Sequence Number in the Work Schedule. Select Working Day Lookup , find and select the Working Day you want.


© Sage 2018 24

5. Select: o Save to save this assignment and display the Working Day Assignment Detail page. o Save & New to save this Assignment and display a new Working Day Assignment Edit page to define

another. o Cancel to discard your changes and return to the Work Schedule Detail page.

6. Repeat the steps to define all the Working Day Assignments for this Work Schedule. You must define all days in the Schedule, with Day Sequence Numbers running consecutively from 1.

7. When complete, redisplay the Work Schedule Detail page for the Schedule you have just defined and check the Assignments are correct and the Config Status is set to OK:


© Sage 2018 25

The Work Schedule Detail page includes the following read-only fields:

Average Weekly Duration Average Monthly Duration Average Annual Duration

Displayed in hours and minutes (hh:mm). A set of indicative figures calculated using:

• A 365 day year.

• The Work Schedule length in days.

• The number of working hours in one Work Schedule. For 7 day schedules, a 365 day year results in an extra day - 52 work schedule periods plus 1 day. Any working hours represented by the extra day are subtracted before calculating the average figures.

Config Status Used to display the status of Work Schedule configuration. Default messages are available as Custom Labels:

• Label Name: Working_Day_Sequence_Incorrect Default text: Time segments sequence numbers incorrect Action: Check Time Segment sequence numbers: o Start from 1 o Are sequential o Are Unique - not duplicated

• Label Name: Working_Day_Times_Incorrect Default text: Start/End times incorrect Action: Check Working Day Time Segments: o Start Times and End Times form an unbroken sequence from the start of the Working

Day to the end.

• Label Name: Work_Schedule_OK Default text: OK Action: None. The Schedule has passed validation.

• Label Name: Work_Schedule_Sequence_Incorrect Default text: Working day assignments sequence numbers incorrect Action: Check Working Day Assignment sequence numbers: o Start from 1 o Are sequential o Are unique - not duplicated


© Sage 2018 26

Assigning Work Schedules to Policies By assigning a Work Schedule to a Policy you ensure that all Team Members assigned to the Policy automatically default to the Work Schedule. You can overrride Work Schedule assignment for individual Team Members who work to a different schedule (see page 27).

To assign a Work Schedule to a Policy:


2. On the Work Schedules Home page select the Name of the Work Schedule you want to assign to a Policy.

Sage People displays the Work Schedule Detail page.

3. Scroll down to the Work Schedule Policy Assignments Related List and select New Work Schedule Policy Assignment:

Sage People displays the Work Schedule Policy Assignment Edit page:


Work Schedule The name of the Work Schedule you are assigning to a Policy. Automatically completed with the name of the Work Schedule hosting this Related List. To choose a different Work Schedule, select Work Schedule Lookup , find and select the Schedule you want.

Policy The Policy you want to assign this Work Schedule. Select Policy Lookup , find and select the Policy you want.

Start Date The date you want this Work Schedule to start operating for the selected Policy. Must be today or in the future. Select the field to display a date picker and choose the date. To use today's date as the Start Date select the date to the right of the field.

End Date The date of the last day you want this Work Schedule to operate. If blank, the Schedule operates for the selected Policy until another Work Schedule assignment starts. Select the field to display a date picker and choose the date. To use today's date as the End Date select the date to the right of the field.


© Sage 2018 27

5. Select: o Save to save this assignment and display the Work Schedule Policy Assignment Detail page. o Save & New to save this Assignment and display a new Work Schedule Policy Assignment Edit page to

define another. o Cancel to discard your changes and return to the Work Schedule Detail page.

Assigning Work Schedules to Team Members You can assign a Work Schedule to one or more Team Members when there is no Work Schedule assigned to the Policy. You can also override a Policy Work Schedule assignment for an individual Team Member.

To assign a Work Schedule to an individual Team Member:


2. On the Work Schedules Home page select the Name of the Work Schedule you want to assign to a Policy.

Sage People displays the Work Schedule Detail page.

3. Scroll down to the Work Schedule Employment Assignments Related List and select New Work Schedule Employment Assignment:

Sage People displays the Work Schedule Policy Assignment Edit page:


© Sage 2018 28


Work Schedule The name of the Work Schedule you are assigning to a Team Member. Automatically completed with the name of the Work Schedule hosting this Related List. To choose a different Work Schedule, select Work Schedule Lookup , find and select the Schedule you want.

Employment The Employment Record for the Team member you want to assign this Work Schedule. Select Employment Lookup , find and select the Employment Record you want.

Start Date The date you want this Work Schedule to start operating for the selected Team Member. Select the field to display a date picker and choose the date. To use today's date as the Start Date select the date to the right of the field.

End Date The date of the last day you want this Work Schedule to operate. If blank, the Schedule operates for the selected Team Member until another Work Schedule assignment starts. Select the field to display a date picker and choose the date. To use today's date as the End Date select the date to the right of the field.

5. Select: o Save to save this assignment and display the Work Schedule Employment Assignment Detail page. o Save & New to save this Assignment and display a new Work Schedule Employment Assignment Edit

page to define another. o Cancel to discard your changes and return to the Work Schedule Detail page.

You can display the Work Schedule assigned to an individual Team Member by adding the Work Schedule Employment Assignments Related list to the Employment Record page layout:

1. On the Employment Record Detail page select Edit Layout.

2. On the Employment Layout page in the left panel select Related Lists.

3. Drag and drop the Work Schedule Employment Assignments Related List onto the page layout.

4. Select Save.

5. If you are prompted to Overwrite Users' Related List Customizations, select Yes.

The Related List is added to the Employment Record Detail page:

Work Schedules Translation Workbench: Work Schedules

© Sage 2018 29

Translation Workbench: Work Schedules

Time Segment Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Default Field Label Field Label Override Field Type

Containing Working Day Master-Detail (Working Day)

Duration Text (5)

End Time Text (5)

Non-Working Checkbox

Sequence Number (4,0)

Start Time Text (5)

Working Day Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Config Status Text (80)

Total Working Duration Text (5)

Version Number (4,0)

Working Day Assignment Object

Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Day Sequence Number Number (3,0)

Work Schedule Master-Detail (Work Schedule)

Working Day Lookup (Working Day)

Work Schedules

© Sage 2018 30

Work Schedule Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Average Annual Duration Text (7)

Average Monthly Duration Text (6)

Average Weekly Duration Text (6)

Base Date Date

Config Status Text (80)

Version Number (4,0)

Work Schedule Employment Object



Employment Lookup (Employment Record)

End Date Date

Start Date Date

Work Schedule Lookup (Work Schedule)

Work Schedule Policy Assignment Object



End Date Date

Policy Lookup (Policy)

Start Date Date

Work Schedule Lookup (Work Schedule)

Talent Acquisition Enhancements

© Sage 2018 31

Talent Acquisition Enhancements Enhancements to Sage People Talent Acquisition enable customers to more easily comply with the requirements of the EU General Data Protection Regulation (GDPR), designed to improve data privacy for individuals.

• Resumes can now be sent as links to stored files instead of attachments (see page 32).

A configuration option enables you to control how resumes (CVs) are stored and made available. Store resumes as files with a defined File Owner, then access resumes through links requiring user authentication.

• Candidate Portal unique References extended from 10 to 20 characters (see page 40).

IDs are automatically updated when Candidates attempt to login using their existing Candidate References, with new details sent to their registered email addresses.

• Agency Portal links enhanced (see page 42).

In line with the change to Candidate References, Agency Portal links are also extended.

• Simplified process for creating Team Members from Candidates (see page 43).

A Team Member Link field is now included in the Resource Manager managed package.

Talent Acquisition Enhancements Sending Resumes as File Links

© Sage 2018 32

Sending Resumes as File Links Using the Email Resumes button on Application or Vacancy pages sends resumes by email to defined recipients. By default, resumes are sent as file attachments to the emails. Alternatively, you can choose to send resumes as embedded links, increasing security by forcing the recipient to login to Sage People before viewing the resumes (see page 33).

Two settings on the Recruit Configuration page (see page 32) enable you to use links for resumes instead of sending them as attachments, and to nominate a File Owner for all resumes received from Candidates. When implemented, the changes:

• Make resumes available through links on emails, on Chatter posts, and through WX Actions and the Hiring Manager pages.

• Ensure resumes can be viewed only when logged in to Sage People.

• Store resumes received for new Candidates as files.

• Convert resumes held for existing Candidates from attachments to files when each resume is selected.

• Enable resumes to be previewed with the standard Salesforce File Previewer (see page 39).

• Enable all associated files and attachments to be deleted when an Application is deleted.

• Modify the Email Resumes page to remove the Include all attachments field.

• Ensure all resume files have a common File Owner.

Setting up to Send Resumes as File Links 1. Go to Setup > App Setup > Installed Packages.

2. Find Recruit and select Configure.

3. On the Configure page for Recruit, select the Overall tab.

4. Scroll down to the bottom of the page and check Send Resumes As Links.

5. In File Owner enter the name of the Sage People User you want to take ownership of all Resume files.

The File Owner is typically a dedicated Service Account set up for the role, or a System Administrator, HR Administrator, or Recruit Administrator with an understanding of the security, storage, and archiving requirements your organization has for Candidate Resumes. Nominating a dedicated Service Account helps avoid unauthorized access to, or deletion of resumes.

New resumes added to the system and existing resumes converted from attachments to files are automatically assigned to the File Owner.

Only the File Owner can delete resumes.

If the File Owner is changed, existing resumes are not re-assigned but all newly created resumes are assigned to the new File Owner.

If you do not specify a File Owner, the User loading the resume becomes the File Owner for that resume.

6. Select Save.


© Sage 2018 33

Candidate Resumes as Links to Files Resumes remain as attachments on the Candidate record, but are converted to files and available through links when you select them to send by email from the Application or Vacancy pages, or when you select a link to display the resume. If resume email recipients are also Salesforce Chatter users they also receive a Chatter post with the same information, including a link to the stored file.

File links also enable access to resumes through WX Actions and the Hiring Manager process.

File security is inherited from the Application - sending a resume link to a user who does not have access to the Application by using the Email Resumes page grants access to the resume file alone.

The file owner can also modify the sharing settings for individual resume files:

1. Select the Files tab.

2. On the Files page, select the File Name.

3. With the file selected, in the left panel select File Sharing Settings > Sharing Settings.

4. Modify the settings as needed.

5. Select Close.

To access resume files, users must be logged in to Sage People.

To Access Resumes from...

Candidate record Resumes remain as Attachments.

1. Select the Candidates tab.

2. Select the Candidate Name.

3. On the Candidate page go to the Notes & Attachments Related list.

4. Select View for the resume. The resume is downloaded.

Vacancy 1. Select the Vacancies tab.

2. Select the Vacancy Name.

3. On the Vacancy page go to the Active Applications section.

4. Select the Applications with the resumes you want to view.

5. Select Email Resumes.

6. Complete the fields to select recipients, include a subject line, and customize the covering message (see page 35).

7. Select Send. The email is sent with links to the resumes.

8. Email recipients select resume links to open resumes in the File Previewer (see page 39).


© Sage 2018 34

Application 1. Select the Applications tab.

2. Select the Application Number.

3. On the Application page: o In the Details section select the Resume link. OR o Go to the Notes & Attachments Related List and select the resume. The resume opens in the File Previewer (see page 39).

Chatter Salesforce Chatter users receive a Chatter post when the Email Resumes button is used on the Vacancy page. The post duplicates the information sent on the email, including links to resumes. Select the link to display the resume in the File Previewer (see page 39). Your Chatter settings may mean you get an email notification when the Chatter post is received. To change your Chatter email notification setting:

1. In the Chatter left navigation panel, select Email Settings:

2. On the Email Notifications page select or deselect the checkboxes to match your requirements.

3. Select Save.

WX: Hiring Manager 1. Select the Hiring Manager process.

2. Select Your Vacancies.

3. Select the Active Applications tab.

4. On the Active Applications tab: o Select a Resume link to open the File Previewer (see page 39). OR o Select an Assess Stage action to display the Stage Assessment page, then

select the Resume link to open the File Previewer (see page 39). OR o Select one or more applications, then select Email Resumes.

Complete the fields to select recipients, include a subject line, and customize the covering message (see page 35). Select Send. The email is sent with links to the resumes. Email recipients select resume links to open resumes in the File Previewer (see page 39).

Covering letters sent with resumes remain as attachments to the Application. When available you can access the covering letter by selecting the button next to the Resume link.


© Sage 2018 35

WX Actions: Stage Assessment Interview Assessment

1. Select the Action to display the Stage Assessment or Interview Assessment pages.

2. Select the Resume link to open the File Previewer (see page 39). You can also select a link to display the Interview Worksheet:

Active Applications This section of the Applications tab on the Vacancy Details page gives you access to all active applications for the vacancy.

Against each application is listed:

Action Buttons that act on this application. Select Edit to edit the application status or details. Select Assess to assess the current stage.

Application No A unique number allocated by Recruit to all applications. Select the link to see the application details.

Candidate The candidate’s name. Select the link to see the candidate details.

Resume A link to the applicant's resume or CV, when this has been loaded on the system.

Status The status of the application: new, ongoing, on hold, make offer, check references, or hired.

Current Stage The current assessment stage for this candidate. If blank this defaults to the first stage. Select the link to assess that stage.

Current Assessor The Recruit user that is responsible for the current stage for the candidate.

Interview Date The date of the next arranged interview for this candidate.

Interview Status Pending, Accepted, Declined, Attended, or Not Attended.

Interviewer The Recruit user who will be conducting the interview.

You can add more columns to the display with the Applications Vacancy Field Set on the Applications object. The Field Set includes a range of Applications object fields enabling you to add Hiring Manager name, more detail on assessments, and so on. Additional columns are added to the right of the default display.


© Sage 2018 36

At the top of the Active Applications list is a set of buttons:

New Select New to manually create applications for candidates to the vacancy. Use this option to consider other candidates from previous vacancies or add candidates manually.

Bulk Email Choose one or more candidates by checking the Action checkboxes against their names, then select Bulk Email to choose and send a templated email to all selected candidates.

Bulk Assess Choose one or more candidates by checking the Action checkboxes against their names, then select Bulk Assess to choose an Outcome and Next Stage to apply to all selected candidates.

Email Resumes Choose one or more candidates by checking the Action checkboxes against their names, then select Email Resumes to send the resumes for the selected candidates by email. You can specify the target email address, subject line and covering message. Sage People pre-populates the message with a table showing the vacancy, candidate names and stage. If your system has been setup to send resumes as attachments, Sage People displays:


© Sage 2018 37

If your system has been setup to send resumes as links to files, Sage People displays:

Complete the fields as follows:

Include all attachments

Checkbox. Displayed if you are not using the Send Resumes As Links option. If checked, all attachments stored for the Candidate(s) are attached to the email. Be aware of the potential security and data privacy risks of sending attachments containing personal information by email.

To Enter the names of one or more Users in your organization. As you type the first two characters of the name, Sage People displays a list of matching User names with job titles for you to select the name you want. Selection is by User name, not email address. After entering each name, select Add. Sage People builds a list of recipients:

Subject The subject line for the email.

Covering Message Enter the body of the message you want to send with the resumes. Use the formatting tools if you want to edit the appearance of your message.

When complete select Send.


© Sage 2018 38

Interview Scheduler Choose one or more candidates by checking the Action checkboxes against their names, then select Interview Scheduler to set up interview details for each candidate you selected. Sage People displays a single page with partially completed interview details for all selected candidates:

You can choose a Default Interviewer to apply to all selected candidates - override the default for individual interviews if required. Complete the fields for each interview as described for scheduling a New Interview.


© Sage 2018 39

Using the File Previewer

Sage People uses the Salesforce File Previewer to enable you to view file content without downloading the file.

When a file - such as a Candidate resume - is uploaded to Sage People, the Previewer generates a PDF version of the file to enable online preview with the Adobe Flash Player. For resumes loaded originally as attachments, the preview is generated when the attachment is converted to a file for access by link. There may be a short delay when accessing the preview for the first time while the preview is created.

Common file types are supported, including PDF, Word, Excel, PowerPoint, and .txt. Typically, the generated preview is a simplified version of the file and may not include all the original formatting and features.

Files of more than 25MB, unknown file types, password protected files and copy protected PDFs are not previewed.

The File Previewer is opened automatically when a link to a file with a preview is selected.

Talent Acquisition Enhancements Using Candidate Portal

© Sage 2018 40

Using Candidate Portal

Sage People Candidate Portals use Force.com Sites to expose the information you want to show to candidates through public websites, so candidates do not have to log in with a username and password. The Candidate Portal typically includes a list of current vacancies and enables candidates to register their interest. Registered candidates receive a secure candidate reference to use when logging in to track an existing application or to apply for another role.

• Logging in to Candidate Portal is now more secure with Candidate References extended from 10 to 20 characters.

• When an existing Candidate attempts to login with their 10 character Reference for the first time after the change: o A message is displayed on the Portal:

o The new Candidate Reference is generated. o An email with the new Reference is sent to the Candidate's registered email address.

• When an existing Candidate without a registered email address attempts to login with their 10 character Reference: o The new Candidate Reference is generated. o A message is displayed on the Portal asking the Candidate to contact their administrator to set up an

email address:

Talent Acquisition Enhancements Using Candidate Portal

© Sage 2018 41

• When an existing Candidate uses a bookmarked link with a 10 character Candidate Reference after their enhanced Reference has been issued: o A message is displayed:

Selecting OK displays the Candidate Portal register page so that the Candidate can re-register if necessary.

10 character Candidate References are not stored when enhanced References have been issued. Attempting to login on the Candidate Portal Apply Register page with a 10 character Candidate Reference after a 20 character Reference has been issued results in a standard error message:

Talent Acquisition Enhancements Connecting to Agency Portal

© Sage 2018 42

Connecting to Agency Portal

The Agency Portal enables recruitment agencies to enter and submit candidate details for specific vacancies held on your Sage People Talent Acquisition system. Candidates submitted through the Portal are associated with the recruiting agency’s details. The Agency Portal is a web address that holds a form for the agency to complete and submit. You can add formatted text and images to your Agency Portal pages using the Recruit Noticeboard.

Connecting to an Agency Portal is now more secure:

• When a member of Agency staff uses a link to their Agency Portal: o A message is displayed on the Portal:

o Any other users currently logged in to the Portal using the old link are logged out and a message is

displayed:

o All subsequent attempts to connect to the Agency Portal must use the new link. Attempting to connect

with the old link displays a message:

o A new Task entry is added to the Activity History Related List on the Agency Detail page:

Select the Subject to display the Task Detail page, including the recipient email address at the Agency.

Talent Acquisition Enhancements New Team Member Link field

© Sage 2018 43

New Team Member Link field

Creating a link between a Talent Acquisition Candidate and an HCM Team Member no longer requires you to create a Team Member lookup field on the Candidate object - Sage People now supplies the Team Member Link field as part of the Resource Manager managed package.

Team Member Link is automatically added to the Candidate object when you install Resource Manager version 22.04 or later in your org. Resource Manager provides a link between HCM and Recruit packages and is typically used for resource planning.

On installing Resource Manager any values stored in a previously created Team Member Custom Field on the Candidate object are automatically copied to the Team Member Link field. The Team Member Custom Field enabled automatic creation of the Team Member record before Team Member Link was available.

The Team Member Link field is not displayed by default but it is available in all Field Sets on the Candidate object. Key field sets covering typical locations for the field are:

• Candidate Details Bottom Additional details fields displayed in a separate Additional Details section towards the bottom of the Candidate page:

Talent Acquisition Enhancements New Team Member Link field

© Sage 2018 44

• Candidate Details Top Additional fields displayed in the Additional Details section at the bottom of the Candidate panel:

To add the Team Member Link field to the Candidate page:

1. Go to Setup > App Setup > Create > Objects.

2. In the list of Custom Objects select the Label for the Candidate object.

3. On the Candidate Detail page, go to the Field Sets Related List and select Edit for the Field Set you want to use.

4. Drag and drop the Team Member Link field into the Field Set.

5. Select Save.

Creating the Team Member Sage People customers running Sage People Recruit, Sage People Human Capital Management (HCM), and Sage People Resource Manager can have their HCM Team Member Records created automatically, using details collected during the Talent Acquisition process in the Candidate and Application records.

Alternatively, you can create Team Member records manually.

There are four steps to set up automatic Team Member creation:

1. Install Sage People Resource Manager version 22.04 or later.

On installation, Resource Manager creates the Team Member Link field on the Candidate object to enable the link between the Candidate and Team Member records.

2. Create a lookup field on the Application object called Manager. This enables Sage People to set the value of the new Team Member's Manager and Department, where the department is the same as the manager's department.

Talent Acquisition Enhancements

© Sage 2018 45

3. Check the field sets HCM Copy, on the Application object, and Recruit Copy, on the Employment Record object, to make sure they contain all the fields you want to copy from Recruit to HCM, and that the fields match in both type and order.

4. In Sage People Recruit Configuration set Candidate Status To Create Team Member to the status you want to use as a trigger for creating a Team Member, typically Onboarding or Hired.

You can also set assessment stage options to trigger Onboarding or Hired status when that stage is reached.

Enhanced Time Off Calculator

© Sage 2018 46

Enhanced Time Off Calculator The Sage People Absence process includes a calculator to manage absence accruals, running totals and projected totals for the various types of time off available to Team Members. The calculator has been reworked to include a number of enhancements including:

• Improved treatment of absences spanning year end.

• Minimum limits no longer use rolling months to calculate exceptions.

• Accrual baselines are now calculated using inclusive end dates.

• Improved treatment of biweekly Absence Accrual Rules.

The new Time Off Calculator is enabled using a feature toggle on the HCM Configure page. Buttons to activate the calculator and a comparison tool must be added to the Employment Record and Absence Accrual Rule pages. The comparison tool, used with guidance and support from Sage People, enables a comparison of values generated by the old and new calculators so that any differences can be investigated and resolved.

To use the new Time Off Calculator for accrual calculations visible in WX, create a new WX Process using the Time Off WX Process Type.

To enable the Time Off Calculator:

1. Go to Setup > App Setup > Installed Packages.

2. In the list of Installed Packages, for Human Capital Management select Configure.

3. On the HCM Configure page, scroll down to the Features section.

4. Check Enabled for the Time Off Calculator:

5. Select Save.

6. In Setup, go to App Setup > Create > Objects.

7. In the list of Custom Objects, select the Label for Employment Record.

8. On the Employment Record page, go to Page Layouts and for Employment Layout select Edit.

9. On the Employment Layout page in the left panel select Related Lists.

10. Go to the Absences Related List and select Properties

11. In the Related List Properties dialog for Absences:

a. Expand the Buttons section.

b. Move the Accrual Log and Comparison buttons from the list of Available Buttons to the list of Selected Buttons.

Accrual Log runs the enhanced Time Off calculator. Comparison enables you to compare values generated by the old and new calculators.


© Sage 2018 47

12. Select OK.

13. Select Save to save your changes to the page layout.

14. Select App Setup > Create > Objects again and in the list of Custom objects select the Label for Absence Accrual Rule.

15. On the Absence Accrual Rule page, go to Page Layouts and for Absence Accrual Rule Layout select Edit.

16. On the Absence Accrual Rule Layout page in the left panel select Buttons.

17. Drag the Generate Accruals button and drop it into the Custom Buttons area at the top of the page layout.

Generate Accruals runs the enhanced Time Off calculator to baseline accruals for all Team Members using an Absence Accrual Rule.

18. Drag the Create Accruals button from the Custom Buttons area at the top of the page and drop it back to the holding area to remove it from the page layout.

Create Accruals runs the old calculator and must not be used when you have enabled the Time Off Calculator.

19. Select Save to save your changes to the page layout.

When you have completed setup:

• To run the Time Off Calculator to generate data for a Team Member:

a. Select the Team Member's Employment Record.

b. Go to the Absences Related List.

c. Select Accrual Log:

• To run the Comparison tool:

a. Select the Team Member's Employment Record.

b. Go to the Absences Related List.

c. Select Comparison:

Comparison generates comparative data for one year into the future.


© Sage 2018 48

• To create accrual data for all Team Members using an Absence Accrual Rule:

a. Select the Absence Accrual Patterns tab.

b. On the Absence Accrual Patterns Home page select the Pattern hosting the Rule.

c. On the Absence Accrual Pattern Detail page go to the Absence Accrual Rules Related List and select the Rule.

d. On the Absence Accrual Rule Detail page select Generate Accruals:

Sage People displays the Create Absence Accrual for Team Members page:

e. Complete the fields and select Submit.

Performance Overview Enhancements

© Sage 2018 49

Performance Overview Enhancements Performance Reviews, including the recently introduced Continuous Feedback reviews, have been further enhanced to simplify selection and use.

• You no longer have to select a Performance Review Format - Formal, Continuous Feedback, or combined - on the Configure page or by Policy. Now all published Performance Review Templates are available for selection as the Policy default. o The Performance Review Format picklist fields have been removed from the HCM Configure page and

the Policy page. o The Default Performance Review Template field on the Policy lists all published Templates for

selection.

• The Bulk Performance Review button on the Team Member List View no longer checks Team Members for permitted Templates and enables you to apply a Template to all selected Team Members.

• New Action Events have been added to support Continuous Feedback Performance Reviews:

Event When sent

New When a Continuous Feedback comment is added.

Edit Latest When the most recent Continuous Feedback comment is edited.

Close When a Continuous Feedback Performance Review is closed..

• The Next Performance Review Date field on the Team Member Detail page now supports Continuous Feedback and Formal reviews: o For Continuous Feedback and combined Continuous Feedback and Formal reviews, the Next

Performance Review Date marks the start of the next review period. o For Formal, point in time reviews, the Next Performance Review Date marks the end of the next review

period.

If you are transitioning from Formal reviews to reviews including Continuous Feedback, the Next Performance Review Date can be used as the end of the Formal review period and the start of the Continuous Feedback period.

Policy Page Enhancements

© Sage 2018 50

Policy Page Enhancements The Policy page is used to enable processes for display and use through WX. This release introduces a number of enhancements to make the page easier to use:

• Tooltip help added to many fields.

Tooltips give brief descriptions of a field, helping you to complete it accurately. Display the description on the Policy Details page, read only or Edit views, by hovering over the tooltip icon :

• A number of unused fields have been removed: o Performance Review (Not used in WX) section o Talent Plan section:

Talent Assessment Talent Assessment Range

• Fields have been renamed to more accurately reflect their function: o Team Member section:

Modify Personal Details becomes Personal Details Modify Home Address becomes Modify Personal Details

Enhanced User Creation Process

© Sage 2018 51

Enhanced User Creation Process The Poseidon release introduces an enhanced User creation process, enabling easy control over the Profiles that can be assigned during User creation by each level of User.

For example, you might want to create an org where User creation is constrained:

Can create Users with Profiles

Users with Profile Administrator

HR Manager

Team Member

Administrator

HR Manager

Team Member

You need Administrator level access to Sage People to make the following configuration changes:

1. Go to Setup > Administration Setup > Manage Users > Profiles

2. On the User Profiles page select the Name for the System Administrator Profile.

3. Go to the Enabled Custom Permissions Related List and select Edit:

4. In the Enable Custom Permissions dialog, Enabled Custom Permissions window, select Fairsail Human

Capital Management fHCM2 Use Sage People Permission Sets:


© Sage 2018 52

5. Select Remove to disable this Custom Permission.

Sage People displays the Permission in the Available... window:

6. Select Save.

7. Go to Setup > App Setup > Develop > Custom Metadata Types

8. For Create User Allowed Profile, select Manage Records:

Sage People displays the Create User Allowed Profiles page:

Profiles listed on the Create User Allowed Profiles page are those you can configure to create Users. The next steps enable you to define which Profiles can be assigned to Users created by each of the Profiles listed.


© Sage 2018 53

9. For the first listed Profile select Edit.

Sage People displays the Create User Allowed Profile Edit page:

The Create User Allowed Profile Edit page includes read only fields: o Label

The name of the Profile you are configuring. o Create User Allowed Profile Name

The API name of the Profile you are configuring.

10. In Profile List enter a comma separated list of the Names of the Profiles you want the selected Profile to be allowed to assign to Users they create:

11. Select:

o Save to save your changes and return to the Create User Allowed Profiles page. o Cancel to discard your changes and return to the Create User Allowed Profiles page.

12. Repeat the steps to build the list of allowed Profile types for each Profile listed on the Create User Allowed Profiles page.


© Sage 2018 54

When you have completed the configuration changes, you can use the Change User button as follows:

On the Team Member record select Change User:

Change User enables you to link a Team Member to a User Record. This link is essential if you want an employee with a Team Member record to be able to see their own pages through Sage People WX.

• For a new Team Member, Change User enables you to create the User Record automatically, establishing the link between the Team Member and the User Record for you.

• For an existing Team Member with a User Record that has not been linked, Change User enables you to make the link between the Team Member and the User Record.

For Change User to work, ensure that:

• Your company has enough remaining unused Sage People licenses to enable you to create the new User Records. To check, go to Setup > Administration Setup > Company Profile > Company Information.

• The Team Member has at least these fields defined: o Start date. This can be a future date. o First name and Surname. o Email address

1. Select Change User.

Sage People displays the Team Member User page:


© Sage 2018 55


Field Description

User • For a new Team Member, leave blank.

• For an existing Team Member who you wish to link to an existing, unassigned User Record, select User Lookup and select the User Record you need. Do not re-assign an existing User if that User has previously been assigned to another Team Member - always deactivate or delete the previously assigned User and create a new one.

User Profile • For a new Team Member, select the picklist and choose the Platform Team Member Profile. The picklist includes all Profiles available for assignment to a Team Member by your Profile. The picklist is configured to match the security requirements of your organization.

• For an existing Team Member who you wish to link to a newly created User, leave blank. Salesforce Access Uncheck.

Single Sign-On User Details section

Federation Id If you are using Single Sign-On enter your federation id. If you are not using Single Sign-On, leave blank.

3. Select Save.

You can confirm that Team Members have links to User Records by looking in the User column on the Team Member Home page:

The User column displays the User Record name linked to each Team Member.

© Sage 2018 56

Index A About these Release Notes • 4 Active Applications • 33, 34, 35 Assigning Work Schedules to Policies • 18, 26 Assigning Work Schedules to Team Members • 18,

26, 27 Assigning Working Days to Work Schedules • 18,

23

C Candidate Resumes as Links to Files • 32, 33 Connecting to Agency Portal • 31, 42 Creating a Work Schedule • 18, 21, 22 Creating the Team Member • 44

D Defining Time Segments • 18, 19, 20 Defining Working Days • 18, 19

E Enhanced Time Off Calculator • 7, 46 Enhanced User Creation Process • 8, 51

H HCM

Guide for HR Managers • 5 HCM Configuration Guide • 5

N New Team Member Link field • 31, 43

P Performance Overview Enhancements • 8, 49 Policy Options for WX • 15, 16 Policy Page Enhancements • 8, 50

R Related Information • 5 Release Content • 9 Release Summary • 7

S Sending Resumes as File Links • 31, 32 Setting up to Send Resumes as File Links • 32

T Talent Acquisition Enhancements • 7, 31 Time

A Complete Guide • 5 Translation Workbench

Work Schedules • 29

U Using Candidate Portal • 31, 40 Using the File Previewer • 32, 33, 34, 35, 39

W Work Schedules • 7, 18 WX

Guide for Users • 6 WX Configuration Guide • 6 WX Navigation and Display Enhancements • 10,

11 WX Title now Optional • 10, 15 WX User Interface Enhancements • 7, 10

poseidon release notes - sage business cloud people › wp-content › uploads › 2018 › ... ·...

Documents