CUSTOM REPORT BUILDER: Template Management Overhaul
The Custom Report Builder has been redesigned to improve your experience with templates. Changes include:
- A new section in the Control Panel: Report Templates - where you can add / edit / delete / inactivate a template
- A collapsible “Builder” section in Custom Reports so that you can view or hide your filters.
- The Template dropdown is moved to the top of the builder page
- Filters are rearranged to be more intuitive
- Select & Group checkboxes are rearranged to be in the same order. Remember: in most cases, if you’ve checked something in the Select Fields, you’ll also want to check it in the Group section to get the results broken out in the way you expect.
NEW REPORT: Pending Records and Approved Records ---> Approval Status
The Pending Records and Approved Records reports are essentially the same report for two different statuses, so we’ve merged them into one place. Now, if you’d like to view all pending and approved at once, you can. Or, use the dropdown filter to select only Pending records or only Approved records. This is especially useful when you’re looking to return a time study that has been submitted but you don’t know the current status.
Important: this means that you will no longer see Pending Records or Approved Records in your menu. Now you will only see the one combined report: Approval Status.
EASIER TO READ: Notes field size increased
When reopening/returning a record, you may not have been able to read the entire message that you’d entered, so we’ve increased the size of that field. See this in the new Approval Status report.
EMAIL NOTIFICATION: Contact Information Included
When you return/reopen a time study, the Reporter receives an email notification of this action. The email notification has always included the text of the Note, but it will now also include the name and email address of the person (Supporter or Admin) who returned the time study. This will make it easier for the Reporter to ask questions or follow-up in some way.
INCREASED SECURITY: Password Link Sent
Similar to the improvements we made to self-initiated password resets in July, we’ve implemented the same types of security improvements to two other emails: 1) the Welcome Email, for when you create a new user. 2) the Password Reset button, initiated in the User Profile.
- The email the new user receives has a link to create their new password, rather than a temporary password directly in the email
- The password is not actually reset until the link is clicked
- The link in the email expires in 24 hours and can only be used once
- The password requirements haven’t changed. Passwords need to meet these requirements:
- 8-20 characters long
- contains at least one numeric
- contains at least one upper case
- contains at least one lower case
- contains at least one special character
REPORT UPDATE: Email Alert History Report
We’ve updated the search options for the Email Alert History Report. Previously, you could enter one date and the results would return every email from that date forward. Now, you can enter both a start date and an end date, to simplify your results.
This report is handy when someone tells you that they aren’t receiving emails. You can run this report searching by their username. If email notifications are listed, then have them check their spam folder and add firstname.lastname@example.org to their Contacts list. If emails have not gone out to them, you can then investigate why, and whether they should have been receiving that email.
STANDARDIZATION: Name format
You requested standardization for name formatting, and that is an excellent request, so we’ve delivered! From here on out, every report will list names as “Last Name, First Name” - like this:
HELPFUL INFORMATION: Deadline Date in Time Periods table
Previously, in order to view the Deadline Date of a Time Period, an Admin needed to enter the Time Period edit page, but we’ve cut out that extra step. Now, looking at the list of Time Periods, you can see the Deadline Date right there. The new column is also included in the Time Periods export.
NEW WARNING: Updates to Time Periods
Making changes to Time Periods has a large impact in the system. If you change a Deadline Date of a Time Period, it changes the Deadline Date for ALL time studies (and all Reporters) in that Time Period. Similarly, if you disassociate a Time Form from a Time Period, then no more time studies from that form can be completed for that Time Period. Due to the large impact of these types of changes, and the fact that there have been a few cases where changes were unintentionally taken, we’ve now added a warning as soon as you try to edit a Time Period.
CLEARER WORDING: Pending Records
As an Admin or Supporter, the verbiage at the top of a Pending Record is being modified. This is because some Supporters were confused as to whether they could review/approve pending records or not, due to unclear wording.
The old verbiage was:
This record is pending approval and it is currently locked. If you need to make changes, please contact administrator.
The new verbiage is:
This record is pending approval and it cannot be edited. To reopen or approve this record, go to the Pending Records report.
The new verbiage also contains a link to the Pending Records report.
BETTER SORT ORDER: Email Alert History
If someone tells you that they are not receiving email notifications, there is a report where you can check what emails have been sent. It can be found under Admin Reports, called Email Alert History.
We’ve modified the sort order so that you can see the most recent emails at the top of the list.
HELPFUL INFORMATION:: Searchbox keyword tips
When using any of our searchboxes, you will now see clearly which terms you can search by.
The majority of reports will allow you to search by username, first name, or last name. Note that you cannot search by first name and last name together, only one at a time.
SIMPLIFIED WORKFLOW: Time Periods Fiscal Year & Quarter
When adding Time Periods, you will now see the Fiscal Year and Quarter auto-populate when you select a Start Date, based on your organization’s Fiscal Year. This saves you a few clicks and prevents any incorrectly-assigned Time Periods.
SIMPLIFIED WORKFLOW: Password Reset Redirect
In the past, you may have thought that your password reset was unsuccessful because you remained on the same Password Reset page. Now, the process is smoother and will redirect you to the login page automatically.
MOBILE UPDATE: Biometric Authentication
Up until now, you’ve logged in with your username and password. We have now enabled Face ID and Touch ID, if your phone supports it. You’ll need to grant the app permission to use it. At any point, you can disable it or re-enable it from the Personal Settings page.
EASIER ACCESS: My Outstanding Records
If you are a Supporter or Administrator who completes your own time study, it’s easier for you to find the ones that you need to complete yourself. We’re adding a My Outstanding Records widget directly on your Dashboard. My Outstanding Records will also be included in the menu on the left-hand side under Time Studies.
MOBILE UPDATE: View All activities
On the Activity screen, the app asks you the question “What are you working on?” You might want to add hours to an activity that you haven’t used recently. Or, if this is your first time using the app, it might be confusing to see “No recent activities.” We’ve now given you a quick link to see the complete list of available activities by clicking View All. This link is available whether you have a few recent activities or none.
HELPFUL INFORMATION: Time Form Name on Pending Records & Approved Records reports
When looking at the Pending Records or Approved Records reports, you can see the name of the Time Form (instead of simply “View”) on the table itself. The Time Form name is still a link to the record, you just get more helpful information up front! The export now shows the Time Form name as well.
ADDITIONAL FEATURES for the Save All button on Pending Records & Approved Records Report
To improve the new Save All feature even further:
- your changes will now be highlighted until saved
- if you try to leave the page without saving, you will be prompted to save your changes first
- the Save All button is disabled until you’ve made changes to at least two rows; until then, use the single Save button on each row
- the Notes field will become required if you select status Returned
OFT-REQUESTED FEATURE: new Approver column in Pending Records report (Admin only)
As an Admin, have you ever been looking at the Pending Records report and wondering what Supporter/Approver you should be following up with to take action on it? We’ve made that process tremendously easier by adding an Approver column!
An Approver is a Supporter who, within their User Profile, has:
- the Reporter listed under their Access Rights AND
- their Permissions set to YES for Support Staff Approve Time Records
If there are more than one Approver, then you will hover over the field to see the full list.
If the field is blank, then this means that there is currently no Approver assigned. You will need to review/approve the time study yourself, or find a Supporter and turn them into an Approver by meeting the two requirements above.
NEW FLAG on Activities: Pre/Post-Transplant
You will be able to mark an activity as Pre-Transplant, Post-Transplant, Other Transplant, or Not Specified (if not applicable for that activity).
Not Specified will be the default, but we encourage you to set up your Activities with the applicable flag, so that you can take advantage of future features and reports utilizing it.
MOBILE UPDATES for Attest page
You now have a new place to be able to add a new activity: from the Attest page. Open the time study you’re working on. You can review the hours already entered and then enter more hours from that page. The calendar will be limited to only the dates of that time study.
MOBILE UPDATES for adding an Activity
When logging hours on an Activity, it will be more obvious which dates are applicable based on your active time studies, and you will only be able to log hours for those days.
If your organization does not use the time:study NOW mobile app, create a support ticket to learn more about getting set up.
OFT-REQUESTED FEATURE: "Save All" button in Pending Records report
When you use the Pending Records report, you previously switched from Pending to either Approved or Returned, clicking Save on each row one at a time. Now, you are able to save many rows at once!
As before, you need to click View to open the time study in a second tab. Review the data there and determine what action you will take. Back on the Pending Records list, change the status dropdown. If you’re Returning a record, be sure to leave a note so that the Reporter knows what you’re requesting them to change.
Rather than click Save on each row, go ahead and change the status for many rows at once, then click Save All at the top of the list! If you don’t have time to review some of the time studies, no problem. Simply leave the dropdown alone, at status Pending, and there will be no change to the time study. It will still be there in the future for you to review.
NEW OPTION for scheduling email notifications: Deadline Date
Up to now, you have been able to schedule email notifications to your Reporters and Supporters based on a number of days before or after the Start Date or End Date of the Time Period. For example, we usually recommend sending the “Notice” email one week before the Start Date, and the “Final” email 30 days after the End Date. We've received client feedback for additional flexibility on this.
You are now able to base your email notification on the Deadline Date! For example, if you like to have your Deadline Date set for the end of the quarter for each month’s time studies, you could have your “Final” email go out one week before the end of the quarter. Some organizations like to have all Deadline Dates set for the end of the year. This new feature lets you provide a last-minute reminder, although we do still encourage you to have your Deadline Date sooner, to create a sense of urgency for Reporters. We know that having a shorter Deadline Date increases submission rates.