Front Office by yaosaigeng

VIEWS: 12 PAGES: 133

									Front Office
Training manual
     2010
          Manual Index
       Getting to Know Tempworks
                Enterprise
Introduction                                     Page 4

Getting to Know TempWorks Enterprise             Page 5

      Logging In
      Customizing Your Screen
      Saving Changes to Records
      Company Hierarchy
      Diagnostic Information
      Main Screen
      Definition of Record Types
      Methods of Navigation

Employee Records                                 Page 19

      Entering a New Record (Manually)
      Entering a New Record (Resume Parser)
      Employee Avatar Area
      Visifile
      Details
      Pay Setup
      Pay History
      Search

Customer Records                                 Page 48

      Entering a New Customer Record
      Customer Avatar Area
      Visifile
      Details
      Invoicing
      Defaults
      Search

Order Records                                    Page 73

      Entering a New Order Record
      Order Avatar Area
      Visifile
      Details
      Candidates
      Job Posting
      Search
      Entering a New Direct Hire Order Record




                                                           2
Assignment Records                           Page 90

       Creating a New Assignment Record
       Assignment Avatar Area
       Details
       Calls
       Search

Contact Records                              Page 96

       Entering a New Contact Record
       Contact Avatar Area
       Visifile
       Details
       Search
       Contact Groups

Messages                                     Page 107

       Creating a New Message
       Helpful Hints for Logging Messages
       Creating a New Follow-up

Documents                                    Page 110

Searches                                     Page 111

       Employee
       Customer
       Order
       Order Candidate
       Assignment
       Contact

Email                                        Page 119

       Creating a New Email
       Inbox

Calendar                                     Page 123

       Creating a New Appointment

Additional Misc Functionality                Page 126

       Rate Sheet
       Job Order Candidates
       Contact Messages

Notes                                        Page 130




                                                        3
Introduction

Welcome to TempWorks! We are excited to be partnering with your company to provide you
with the latest in technology solutions.

TempWorks has been providing software solutions designed for the staffing industry since
1994. We take great care to ensure that our software reflects the development requests of our
clients, thus allowing our customers to stay ahead of their competition and on top of the
challenges of today’s market.

Continuing in this endeavor we bring you TempWorks’ Enterprise software solution, written
using the latest Windows Presentation Foundation (WPF) and .Net version 3.5. Enterprise is a
user-friendly software product that efficiently places the best temporary employees in optimum
work situations.

Our goal in developing Enterprise was to create an application that is extremely simple for
users. We wanted something that people could quickly jump into and be productive with. This
training manual is meant to familiarize you with the Enterprise product.

We at TempWorks realize that none of our clients are exactly alike, so this manual does not
attempt to address your company’s policies or procedures. This manual is merely a tool for
learning your TempWorks software solution.

Certain Enterprise product features can be customized by each user so that the software works
best for you. Other functions, like the content of drop down menus, are determined by your
company.

At the end of this manual there are several “notes” pages you can use for storing your personal
notes right along with your manual. Read on to experience the Enterprise revolution!



How to Read this Manual

*Terms listed in BOLD are the names of main records or sections (ie. Employee or Visifile).

*Terms listed in Italics are field names or buttons (ie. Pay Rate or Save).

*Terms listed in Bold Italics are sub-sections in a record (ie. Messages or Contact Methods)

*Terms listed in “Quotation Marks” are inputs for the fields or drop down menus (ie. “Available”).

*Information listed in red are “best practices” or information about required fields.




                                                                                                     4
             Getting to Know TempWorks
                      Enterprise

Logging In

To open Enterprise you will first need to locate the TempWorks Enterprise link from your Start menu or
desktop. Double-click on the icon from the desktop or single-click from the Start menu to open the
software.

When first logging into TempWorks you may receive a prompt to download the latest version; go ahead
and click yes to begin downloading. Once downloading has been completed you will be brought to the
Enterprise log in window as shown here:




Enter your User Name and Password, and then click on the Sign In button to open TempWorks Enterprise
and navigate to the Main screen. If you do not wish to log into TempWorks Enterprise software, then
click on the Cancel button to exit.

*Note - All information in Enterprise is time and date stamped with your User Name, so it is extremely
important that you are logged in as yourself whenever you do any type of work within the system.




                                                                                                         5
E Menu Functionality

                                           The E menu in the upper left allows the user to create new
                                           records, set up Options, Role, Switch Branch and Server information.

                                           Clicking on the Save button within the menu will save any changes
                                           to the open record. You can also use the       icon in the upper left
                                           to save the open record.

                                           The Role displays whether the user is logged in as a payclerk (PC)
                                           or service rep (SR).

                                           To open the form to select a different branch or hierarchy level,
                                           click on the Switch Branch option. It also displays the current user
                                           Branch.

                                           Clicking on the Server button will display the Diagnostic
                                           Information form.




When the Options is selected from the E menu the following screen will display where you can determine
the color scheme of your Enterprise software.




                                                                                                         6
In the Appearance form click on a color square on the left to select your main background color. To the
right you can use the sliding scale to customize your color. The boxes under the Preview area allow you
to change your highlights and shadows, use a dark text color and display graphic effects. The Wallpaper
option at the bottom allows the user to choose a background image in addition to a specific color
scheme. Once the settings have been updated click on the Save button in the lower right to change your
screen. Some samples of various background selections are shown below:




*Note – For those companies that are accessing Enterprise via a remote desktop connection (RDP), we
recommend that all of the options under the Advanced section be deselected to improve system response
rates.




                                                                                                      7
Saving Changes to Records
                                                     When a record is updated in Enterprise the new
                                                     information needs to be saved. There are three ways that
                                                     this can be accomplished.

                                                     You can click on the   button in the upper left of the
                                                     Enterprise Main screen or Ctrl – S on your keyboard before
                                                     navigating away from a form.

                                                     The third way is to click to navigate away from your
                                                     current form without saving. If information has not
                                                     previously been saved the window displayed to the left will
                                                     pop up and ask you to save information that you’ve
                                                     changed.

                                                     To add information to the database you will have to click
                                                     on Save and Continue.

Enterprise Notification Services

The Notifications function displays pending web Orders, online application submissions, and job board
interest and the details about these alerts. If there are alerts you will see a line at the bottom of your
Enterprise screen that says “You have [Number] Alerts”.




When logging in the alerts will appear in a small box in the lower right corner of your screen and will
remain there until the box is minimized. During your session, new alerts will appear in that same location,
the alerts will be listed and the alert type displayed will change every 10 seconds if multiple alerts are
present.

Clicking on the button above will display the full screen Notification Manager. You can sort the alerts
based on Event Type, Name, and Description by clicking on the column headers.




To navigate to the corresponding record for an alert you can right-click on the line of the Notification.
Then select the record from the drop down that you would like to view. To clear a Notification
highlight the line and then click on the  button in the upper right of the Notification Manager
screen.




                                                                                                            8
                           If the Notification is for an Application that has been submitted it will
                           allow you to navigate to the Employee’s record. If it’s for a new Order
                           that a Customer has submitted the drop down menu will be similar to the
                           one pictured to the left.

                           Click on a selection to navigate to the chosen record.

Enterprise Compare View

The Compare View feature allows you to display several records side by side. You can compare two
Employee records to determine which to place on an Order. You can display an Employee record next
to an Order to determine if the Employee meets the qualifications for the Order. To use this feature,
click on the  button in the upper right corner of the open form.




As you can see in the view above, several records can be displayed on the screen at once. If you are
working on a dual-monitor system you can view different records on each monitor to increase efficiency.
These records are listed as “Read Only” at the top of each form. This means that you will not be able to
make any changes to the record from the Compare View screen. These records will tile at the bottom
of your screen and you can select one to open and view it. To close a record out of Compare View
click on the     button in the upper right corner of the screen.




                                                                                                           9
Enterprise Tasks

The Tasks area displays items that require user follow-up. In addition to being able to create Tasks
from Messages and Incoming Email you can also drag and drop records or click on the       button in the
Tasks area to create new Task records.

                                     The Tasks box (shown left) is located in the lower left of the
                                     Enterprise Main screen. Clicking on the      button allows the user to
                                     create a new Task. When an Enterprise record is open (Employee,
                                     Customer, Order, Contact, etc.) a Task can be created for that
                                     record by clicking on the avatar area and dragging and dropping the
                                     record in the Tasks box.

                                     Tasks can also be created within the Follow-up area of any Message
                                     record or from an Incoming Email. When the       button is clicked
                                     the full screen Task Manager will be displayed as shown in the next
                                     picture.

                                     Click the   button to refresh the Tasks area. When a Task is
                                     completed click in the check box in front of it.




Tasks can be viewed for the entire branch from this screen and can be filtered by Status, Category,
Assigned To, Show Unassigned, Priority, Task Type, Branch, Due Between, Completed Between and Security
Role. To create a new Task, click on the     button in the upper right.



                                                                                                          10
A Task that is red is due or overdue and will have the Due date in red as well. A Task with a grey
indicator bar is due in the future and one with a green bar is complete.

Edit a Task by clicking on the      button. To mark the Task as completed, click on the    button. You
can also right-click in the box on the Task record itself and choose Mark as completed. Change who the
Task is assigned to by clicking on the Assign to… option and select the RepName from the drop down
menu.




You can also display Tasks for a specific date by clicking on the   buttons to the right of the Due and
Overdue column headers.




Click in the box to the right of the Due date to display Task records with the selected date. In the
Overdue column you can select the True box to display all Tasks that have surpassed their Due date and
are not yet completed.



                                               In the example to the left a new Task is being created for
                                               Tammy Devereux by selecting her picture in the Avatar area
                                               and dragging the record down to the Tasks box and then
                                               dropping it.




                                                                                                          11
This opens a Task record that will be linked to Tammy and will be displayed as an      icon in the Avatar
area of her record. The Subject is a required field, so it must be entered before the Task can be Saved.
Add any additional information to the text field, enter a Due or Reminder date/time, select the Assigned To,
Category, and Priority. Then click on the Save button to save and close the new Task record and link it to
Tammy’s Employee record.

*Note – For more information on Tasks refer to the 14R2 Enterprise Task Management help document:
http://www.tempworks.com/ClientServices/documents/14R2EnterpriseTaskManagement.pdf.




                                                                                                           12
Enterprise Company Hierarchy

To change levels within your company hierarchy click on the E Menu in the upper left of the Main screen
to display the menu functionality. Then select Switch Branch as shown here:




Once this function is clicked the Hierarchy Selector – Select form will be displayed as shown below. Click
on the correct hierarchy level (System, Entity, Branch, etc.) and then double-click on the Branch record
that you need. This will update your hierarchy and bring you back to the Enterprise Main screen.




                                                              *Note – New data cannot be entered
                                                              at “System” level. Verify that
                                                              “System” has not been selected before
                                                              double-clicking on the Branch to
                                                              update.




Users that can access the “Staff” Branches will need to use this functionality to transition between the
“Staff” and “Temp” Branches to process Payroll for internal Employees versus temporary Employees.

*Note – For more information on processing Payroll for internal Employees refer to the 14R2
Enterprise Internal Staff Payroll help document:
http://www.tempworks.com/ClientServices/documents/14R2EnterpriseInternalStaffPayroll.pdf.




                                                                                                         13
Enterprise Diagnostic Information

To view Diagnostic Information click on the E Menu in the upper left of the Main screen to display
the menu functionality. Then select Server as shown here:




 The information contained in this form shows who is currently logged into Enterprise (Rep Name), your
SecRole Name, and your Branch.




*Note - All information in Enterprise is time and date stamped with your User Name, so it is extremely
important that you are logged in as yourself whenever you do any type of work within the system.


                                                                                                         14
Enterprise Main Screen

Once sign in is complete the Main screen of TempWorks’ Enterprise will be displayed. From the Main
screen you can do a Universal Search, look at Employee, Customer, and Order information or view
Tasks that have been assigned to you.




The different areas of the TempWorks Enterprise Main screen are as follows:
                                       The E button is located in the upper left of the Enterprise Main
                                       screen; from this button you can create new records for Employees,
                                       Customers, and Contacts, or start a new outgoing Email.

When the E button is clicked a window opens that displays the different actions that can be completed as
described in the section earlier in this manual on E menu functionality.
                                       To look up any type of record in Enterprise you can use the Universal
                                       Search in the upper right corner of the screen. When you enter a
                                       name (or first few letters of a name) and hit Enter (on your keyboard)
                                       the Universal Search will display all of the different types of records
                                       that match the criteria you entered.

In the example above the letters “Cre” were entered into the Universal Search field. To run the search
to match this criteria you can either hit Enter on your keyboard or click on the   button on the right of

                                                                                                        15
the Universal Search field. When the search runs it will display the results on the screen as shown
below:




You can use the        to expand the list or the  to minimize the list. When the list is expanded you will
be able to see all of the records that matched the criteria you entered in the Universal Search for that
record type. The types of records that matched will be listed first with Employees, then Customers,
Orders, Assignments and finally Contacts. After the type, the number of matches that were found for
that type will be listed in parentheses. To open a record from the results list, double-click on the line.

Mouse Hovering Information

When you hover your mouse over a button or feature in Enterprise the size or color of the icon may
change to bring attention to the function. It might also give you more information about what that
button does. A few examples are shown here:




                                                                                                       16
Definition of Record Types

       Employee: Information including Application details, Payroll, and Assignment history as well
       as Messages are contained within the Employee record section.


       Customer: Information found within this section includes Work Site details, Invoicing
       information, and Department listings.



        Order: This section contains information about Customer job Orders such as Job Title, Start
        Date, Pay and Bill Rates as well as Supervisor and/or Hiring Manager details.



        Assignment: This section contains data such as Pay and Bill Rates for an Employee’s
        Assignment, individual Start and End Date and quality control call information.



        Contact: Here you will find Contact information including addresses, phone numbers, Email
        addresses, Messages and sales call information.


       Pay/Bill: This function allows authorized users to access the Time Entry spreadsheet and to
       process Employee Payroll, Customer Invoices and Invoice Payments.



        Calendar: This area is where your appointment Calendar can be accessed.



       Reports: Clicking on the Reports icon will navigate you to where all the
       Reports are stored.



       Email: This is where you can view your incoming Email and sent items.



Methods of Navigation
        Back and Forward: These buttons work exactly like the back and forward buttons in a web
        browser. Use them to browse back and forth between forms that you’ve had open recently.


        Buttons: You can click on a button such as the Employee or Order as displayed at the
        top of the screen, which will open that section of Enterprise.




                                                                                                17
Hot Keys: This navigation technique allows you to use a combination of keyboard keys to open
functions and/or sections of Enterprise without having to utilize your mouse.

         Record Type                         Navigate to…                        Add New…

          Employee                               Ctrl + 1                           Alt + 1

          Customer                               Ctrl + 2                           Alt + 2

               Order                             Ctrl + 3                           Alt + 3

         Assignment                              Ctrl + 4                           Alt + 4

            Contact                              Ctrl + 5                           Alt + 5



Record Actions Bar

New records can be created from the E menu in the upper left corner of the screen. In addition, when
any record area is opened an Actions Bar appears where you can select to create a new record, Search
records, or view your Favorites.

                                                                        The view to the left displays the
                                                                        Actions Bar that you would receive
                                                                        when you scroll over or open the
                                                                        Employee record area.


You can click on the New Employee button to open the Add New Employee form. The Search button will
display the options from the Search form. The Actions button will display any functions that are unique
to the record type or current open form. You can also view records that you have added to your
Favorites area by clicking on the Favorites button. To add a form from any record to your Favorites area,
click on the     button in the upper right corner of the form. If the button is grey then the form is listed in
your Favorites area, if it’s unfilled then it’s not listed in your Favorites.




                                                                                                             18
          Employee Records
Entering a New Employee Record (Manually)
To open the window to add a new Employee record to Enterprise you can go to the E menu in the
upper left and click the New button and then select the Employee option from the drop down menu or
select the New Employee button from the Employee record Actions Bar. You can also use the Hot Key
combination of Alt + 1. The window below will be displayed.




You can now enter the new Employee’s information and use the Tab key or your mouse to move
between the data entry fields. In the lower right you can select an Avatar by using the scroll bar. The
Avatar will be displayed in the upper left of the screen when the Employee record is open. You can also
upload and attach a picture by dragging and dropping it into the Avatar area from your desktop.

*Note – Fields with an  icon at the front of the field are required and you will not be able to save the
new record without completing the information in those fields.




                                                                                                           19
Once you have completed the new Employee’s record click on the Save button to add the Employee to
the database and open their new record to the Details form.

*Note - The School District and County do not need to be selected unless local taxes apply to the
Employee’s Paycheck. Also, Enterprise does not allow duplicate SSN entries, so if you don’t have the
SSN when adding the Employee to the database, leave the field blank for now and add it in later.




                                                                                                   20
Entering a New Employee Record (Resume Parse)
In the Resume Parser form you can create new Employee records from harvested resumes and
incoming Emails. To open this form, click on the     in the upper right area of the screen (right below the
Universal Search)
                                Then click on the option for Resume Parser from the drop down menu
                                that displays. It will open the Resume Parser form where you can
                                create new Employee records from electronic resume documents.




The Resume Parser form displays all resumes that have been processed through the parsing function
and are waiting for proofing. If the resume is recognized as a possible duplicate Employee then there
will be a check mark in the box in the Dup column. The                buttons allow the user to take
specific actions with any parsed resume. The    button opens the form to parse a new resume. The
icon is used to delete resumes, while the  button allows the user to proof the selected resume. The
icon posts or creates the new Employee record for the highlighted line. When the        button is clicked
all resumes that are flagged as duplicates (check mark in the box in the Dup column) will be deleted. To
parse a new resume, click on the     button in the upper right. The following form will be displayed:


                                            Select how the resumes should be parsed by selecting File
                                            (Word doc or PDF), Folder, or Text. Then select the
                                            location of the document or folder by clicking on the
                                            button and once selected, click on Parse File.

                                            If the Text option is selected, copy and paste the
                                            information into the form provided and then click on Parse
                                            File.




                                                                                                         21
Verify information was parsed from the resume into the correct fields. If information needs to be edited
you can highlight the information on the resume side and then drag and drop it into the appropriate field
at the bottom. You can also copy and paste or manually type information in. Once you have proofed the
General, Employment, Education, and Skills tabs for accuracy, click on the to create a new Employee
record from this resume. Click on the    button to delete the parsed resume.

*Note – If the Employee record already exists in Enterprise the Resume Parser should not be used for
a new incoming resume from this Employee as it will create duplicate records with different Employee ID
numbers. To upload a new resume for an existing Employee, open their record and navigate to the
Documents form. This function is described in the Documents area of this manual.




                                                                                                      22
Employee Avatar Area

The Avatar area displays the Employee’s Avatar or picture, Name and Address as well as indicating if
they are Active and/or currently on Assignment.


                                       If the Employee is currently “Active” the      at the bottom of the section
                                       will be Green, if they have been “Deactivated” the Circle will be     .

                                       Next to the Active Circle is an     image and when you hover your mouse
                                       over this icon it will display a summary of the Employee’s current
                                       Assignment(s).




Next to the Assignment image the Employee Avatar area may have a                 indicator. This image will be
displayed if there is an Assignment Restriction or “Do Not Assign” for the Employee. When the image is
scrolled over it will display any restrictions for the Employee similar to this:

                                                                           The DNA (or Assignment Restriction)
                                                                           indicates which Customers that an
                                                                           Employee should not return to.
                                                                           Employee-initiated Assignment
                                                                           Restrictions are created in the
                                                                           Employee record. Customer-initiated
                                                                           Assignment Restrictions are created from
                                                                           the Customer record.


A     icon on the Employee’s record indicates that the Payroll information has not yet been set up.
Payroll set up can be finalized from the Pay Setup form. This    symbol will only display in the Avatar
area if the Employee should not receive a form W2 at the end of the year (ie. subcontractor or 1099
Employee record). When a document attached in the Required Docs area is missing or expired, a
symbol similar to this  will display on the record. When an Employee has an “Incomplete” Task
linked to their record a   symbol will be displayed.




                                                                                                           23
                                    When the       button is clicked in the Employee Avatar area the
                                    information will slide to display the Employee’s ID (Unique identifier
                                    for Enterprise) and their SSN (Social Security Number).

                                    To return to the previous view, click on the      button and the
                                    information will once again slide back to revealing the Employee’s
                                    Avatar (or picture).



Employee Visifile Form

The Visifile form is a snapshot of the most pertinent information about the record you are currently
viewing. The Visifile form is found in the Employee, Customer, Contact and Order sections of
Enterprise.




The Employee’s Visifile form contains information such as Phone/Email, Messages, Assignment
history, and Interest Codes. Each of the areas of the Visifile will be broken down and covered in detail.




                                                                                                         24
The Employee Snapshot section of the Visifile displays the Name, Email Address, Desired [work] Location
and Hire Status. The      shortcut shows up at the end of the Email Address field when you scroll over it
and will open a new Email addressed to the Employee. A         in the box in front of the Resume Received
indicates that the Employee has a resume attached to their record. The I9 On File shows that the
Employee has completed their I-9 document and provided proof that they are eligible to work in the
United States. The in front of Active indicates that the Employee is currently in “Active” status and
the Assigned     shows if they have a current open Assignment.


                                            The Phone/Email area displays all of the Contact Methods for
                                            the Employee. Double-clicking on a record will display the
                                            Details/Contact Methods form.

                                            Click on the     to add a new Contact Method to the record.




The Messages section displays all of the notes that have been logged about calls, Emails, or other types
of interaction either with the Employee or on behalf of the Employee. To add a new Message to the
Employee record from the Visifile, click on the     image.




                                                                                                       25
In the Assignments area you can view the Employee’s Assignment history since they started with your
company. When you click on an Assignment line the                 buttons are displayed. The
button will take you to the Assignment Details form for the selected Assignment. The         button will
open the Order Visifile for this Assignment. When you click on the      button it will add a timecard
into Time Entry for the current WE Date (Weekending) for the Assignment. Clicking on the          button
will open a Message form that will be linked to the Assignment.

                             The Interest Codes area displays the Employee’s skills, education,
                             languages, etc. Most of the Employee search functionality within
                             Enterprise comes from the Interest Codes entered on an Employee
                             record.

                             To add new Interest Codes from the Employee Visifile, click on the
                             icon to display the window where codes can be selected.

                             *Note – Interest Codes can also be added from the Work Interests form
                             under the Details section.

Employee Details Form

The Details Form displays the Employee’s Name and Address, as well as Branch affiliation, Washed
Status, and I-9 information is added here.




                                                                                                        26
                                                           In the Personal Information section you can
                                                           update the Last Name, First Name, SSN (Social
                                                           Security Number), and view the ID (Unique
                                                           Enterprise ID for the Employee).

                                                           You can add a Nickname and view the Act. Date
                                                           (Activation Date) and Deact. Date (Deactivation
                                                           Date). The Activation Date is automatically
                                                           populated when the Employee is added to the
                                                           database. When a “Deactivation” Message is
The Address area stores the Street,                        logged on the Employee record the
City, State, and Zip code information                      Deactivation Date will be populated.
for the Employee’s main address.
This is the address where the
Employee’s Paychecks and W2 will
be sent.

The County and School fields are
determined by the Zip code on the
record and refer to local Taxes that
should be applied to the Paycheck.




The Hiring Information area is where the Employee’s Order Type (ie. “Temp”, “Temp to Full time”,
“Direct Hire”, etc.) can be selected. The Hire Status displays whether or not the Employee should be
assigned (or hired). The Washed Status is used to indicate whether an Employee can be placed on
Assignment. The Anniversary Date is automatically populated from the Start Date of the Employee’s
first Assignment with your company.

*Note - The I9 On File and I9 Expire Date (used for tracking the expiration date of Visa documents) fields
are very important because they will indicate if an Employee has work eligibility within the United
States. An expiration date on a US driver’s license or passport should not be entered into the I9 Expire
Date field.

*Note – The Employee’s Washed Status must be set to “familiar” before an Assignment can be created
for them.




                                                                                                        27
The Vendor field is only used when the Employee is a 1099 consultant or if they are working for a sub-
contracting vendor. When a Vendor is tied to the Employee the social security number and main
address do not need to be on the Employee record. The pay remittance is handled through the
remittance address on the Vendors form.

*Note – When a sub-contractor (Employee with a vendor company) is assigned to an Order the
Company field will be updated with the name of the vendor they work for and the W2 check box will be
unchecked on the Assignment Details screen.

*Note – For more information on Vendor Set up please refer to the 12R7 Enterprise Vendor
Management help document:
http://www.tempworks.com/ClientServices/documents/12R7EnterpriseVendorManagement.pdf and for
1099 Consultant Set up use the 12R7 Enterprise 1099 Consultants Set up:
http://www.tempworks.com/ClientServices/documents/12R7Enterprise1099ConsultantsSetup.pdf.

Employee Contact Methods Form

The Contact Methods form is found within the Employee Details section. The Contact Methods section
stores the Main Phone, Email Address(es), Cell Phone, and Emergency Contact information for the
Employee.




To view or edit a Contact Method double-click on the record. To add a new Contact Method click on the
icon to bring up the window where the Type can be selected and the information can be added.



                                                         Choose the Contact Type from the
                                                         drop down menu then enter the
                                                         Contact Information. The Active
                                                         will automatically be “Yes”; to
                                                         inactivate the Contact Method,
                                                         click in the “No” radio button.
                                                         Add any Notes that apply to this
                                                         information and then click on the
                                                         Save button to add the
                                                         information to the Employee’s
                                                         record.




                                                                                                        28
 To delete a Contact Method, first click on the record
 that you wish to delete. This will select the
 contact record, and then click on the     button to
 remove this Contact Method from the Employee’s
 information.
Employee Past Jobs Form

The Past Jobs form is found within the Employee Details section. The Past Jobs form holds details
about the Employee’s work history prior to starting with your company.




To view or edit a Past Job click on the record displayed at the top. In the Job Details section fill out the
Employer, Position, Supervisor and From and To Dates. If you complete reference checks select the
Reference Sent and Reference Completed dates by using the Calendar from the drop down on the right.
Values for performance characteristics and other comments can be entered in the Reference Check
Results area. To add a new Past Job record, click on the      button; to delete a record, click on the
button. If you need to view more records use the arrows that will appear on the right and left sides as
needed.




                                                                                                               29
Employee Work Experience Form

The Work Experience form is found within the Employee Details section. The Work Experience form is
where you can enter notes from Employee interviews. All of the fields in this section are free form so
you can type as much as you want.




Employee Education Form

The Education form is found within the Employee Details section. In the Education form you will be
able to view the education background for an Employee.




                                                                                                     30
                                                                     To add education history to an
                                                                     Employee record, first click on the
                                                                         button in the upper right corner
                                                                     of the Education section. Next,
                                                                     enter the Institution, Dates
                                                                     Started/Ended, Degree Awarded, GPA
                                                                     (Grade Point Average), Degree Date
                                                                     and Additional Information about the
                                                                     education. When finished, click on
                                                                     the Save button, to add this record
                                                                     to the Employee’s education
                                                                     history.




To delete an education history record click on the line of the Education record (as shown below), then
click on the  button. You will receive a prompt to verify that you would like to delete the Education
from the Employee’s record. Choose “Yes” to proceed or “No” to leave the Education record as is.




                                                                                                         31
Employee Work Interests Form

The Work Interests form is found within the Employee Details section. In the Work Interests form you
can enter information about the Location Preferred by the Employee for work Assignments, their
Desired Pay, as well as being able to view and add Interest Codes.




In the Interest Codes section you can view the Employee’s skills, previous job titles, languages spoken,
shifts that they’re willing to work, and numerous other search criteria.




                                                                                                       32
To add an Interest Code, click the   image to bring up the following form:

                                                                             First select the Category from the
                                                                             drop down menu at the top to
                                                                             display available Interest Codes
                                                                             then you can enter the first few
                                                                             letters of the code in the Filter By
                                                                             Code field to narrow down codes
                                                                             displayed. Highlight a code from
                                                                             the Available list on the left and
                                                                             click on the     button to add it
                                                                             to the Employee’s record. It
                                                                             will be displayed in the Added
                                                                             column on the right.

                                                                             To delete an Interest Code before
                                                                             saving the changes click on the
                                                                             code to highlight it and then click
                                                                             on the . To clear all Interest
                                                                             Codes from the Added column
                                                                             click on the button. Once all
                                                                             of the Interest Codes have been
                                                                             added, click on the Save button
                                                                             at the bottom of the form.


To delete an Interest Code from an Employee’s record click on the line of the Interest Code (as shown
below), then click on the    button. You will receive a prompt to verify that you would like to delete the
Interest Code from the Employee’s record. Choose “Yes” to proceed or “No” to leave the Interest Code
record as is.




                                                                                                            33
Employee Direct Hire Form

The Direct Hire form is found within the Employee Details section. The Direct Hire form holds
information about the Employee’s current permanent position and what they are seeking in a future
position when they are ready for a career transition.




In the Job/Salary Information area you can enter the Current Salary, Other Compensation, Desired Salary,
and Current and Desired Job Titles. In the Professional Goals you can enter detailed information on what
the Employee is looking for in a future position. The fields in this area are free form, so you can enter
as much information as you need.

Employee Candidacy Form

The Candidacy form is found within the Employee Details section. The Candidacy form displays the
current Status of the Employee on any Order that they have been attached to as a “Candidate”.




Attaching “Candidates” to an Order will be covered in more detail in the Order Record section of this
manual.

                                                                                                        34
Employee Assignment Restrictions Form

The Assignment Restrictions form is found within the Employee Details section. The Assignment
Restrictions form holds information about the Customers that an Employee has requested not to be
assigned to or lists Customers that have requested the Employee not return to their Department.




Assignment Restrictions (or DNA – Do Not Assign) are used to ensure that an Employee is not placed with
a Customer that they shouldn’t be. Employee initiated DNAs are entered from the Employee record
by clicking on the     button in the upper right. If an Employee or Customer Assignment Restriction has
been initiated, an error will occur when you try to place the Employee on an Order for the Customer
and Department. The Employee will also not be returned as a search result in the Order Candidate
Search, even if all of the other search criterion are met.


                                                                           Once you’ve clicked the
                                                                              button the prompt to
                                                                           the left will appear and
                                                                           you can use the
                                                                           Customer drop down
                                                                           menu to locate the
                                                                           Customer and
                                                                           Department. Click in All
                                                                           Departments if the DNA
                                                                           applies to the entire
                                                                           Customer.



Once you’ve entered the necessary information click on Save, to add another DNA click on New.




                                                                                                      35
Employee Interpersonal Form

The Interpersonal form is found within the Employee Details section. The Interpersonal form is another
area where you can enter notes from Employee interviews. All of the fields in this section are free form
so you can type as much as you want. The DocCenter Pin Number field is used in conjunction with the
TempWorks’ DocCenter solution for storing on-boarding documentation electronically.




*Note – The TempWorks’ DocCenter is an ancillary product. Please contact a TempWorks representative
for more information on this paperless solution.




                                                                                                      36
Employee Required Docs Form

In this form documents can be attached to the Employee’s record and can be linked to specific Job
Titles. Date information for Received, Issued, Expires, and Requested can be tracked. When the expiration
date is exceeded an    icon will be displayed in the Employee’s avatar area.




A Required Document can be attached to a document in the Employee Documents area. Select the
Required Doc and then in the lower left click on the   button to attach a document from a local or
network drive (this is covered in more detail in the Documents section of this manual). If the document
is already attached to the Employee record you’ll be able to select it from the Existing Documents drop
down menu. Choose one and click on it to select and link. If a Required Doc has a linked document in
the Documents area, click on the       button to open the document.




                                                                                                          37
                                                                             To add a Required
                                                                             Document, click on the
                                                                             button in the upper right.
                                                                             The form to the left will
                                                                             display. The Document
                                                                             Category drop down menu
                                                                             allows the user to select
                                                                             which types of documents
                                                                             should be displayed in the
                                                                             Available Documents area.

                                                                             On the left side select the
                                                                             document(s) to be tracked
                                                                             on the Employee’s record
                                                                             (hold down the keyboard’s
                                                                             Ctrl button to select
                                                                             multiple records at once).


Then click on the   button so that the document displays in the Selected section on the right. Once
you’ve selected documents, click on the Save button at the bottom to attach the documents to the record.

Employee Transportation Form

The Transportation form is found within the Employee Details section. The Transportation form allows
the user to enter information about how the Employee gets to work and to store driver’s license details.




                                                                                                      38
Employee Test Scores Form

The Test Scores form allows the user to track internal testing that has been given to the Employee. Click
on the    button in the upper right.




                                               Choose the Test from the drop down menu and add
                                               any additional information that applies. Then click
                                               on the Save button at the bottom.

                                               *Note – Fields with an    icon at the front of the
                                               field are required and you will not be able to save
                                               the new record without completing the information
                                               in those fields.




                                                                                                      39
Employee Unemployment Form

The Unemployment form is found within the Employee Details section. The Unemployment form allows
the user to enter information about any unemployment claims that have been filed by the Employee.
Click on the      button to add a new claim and then enter the Status, last Assignment, and Reason Left
information. Check the Candidacy form and the Messages to see if the Employee has “Refused” any job
offers. If so, click in the Refused Job box.




                                                                                                     40
Employee Pay Setup Form

In the Pay Setup form Service Rep (SR) users can add or update Federal [Tax] Exemptions and State
[Tax] Exemptions as well as local Taxes that should be applied to the Employee’s Paycheck. Payclerk
users (PC) have access to direct deposit set up, weekly Adjustments, Accruals, and Taxes.




                                                              In the Required Tax Information section
                                                              you can update the Federal Exemptions,
                                                              State Exemptions, Dependents, Tax State,
                                                              and select a State Juris. (The State Juris
                                                              allows you to select a different marital tax
                                                              status for the state).

                                                              *Note - If an Employee indicates that
                                                              they are “Exempt” from taxes on their W4
                                                              you need to enter “99” in the Federal and
                                                              State Exemptions fields.



*Note – Tax By State should be selected if the Employee should only be Taxed by their home address and
it’s not affected by the Customer’s Worksite. If the Employee meets the 2010 HIRE Act qualifications
click in the box for Qualifies for HIRE Act.




                                                                                                      41
  The Temporary Address area allows you to
  enter a different address that the
  Employee’s Paycheck should be sent to.
  This address will override the main address
  as long as the Use Temporary Address box is
  checked.




                                                                 In the Payment Options area you can view if
                                                                 an Employee has Electronic Pay Setup
                                                                 Complete. This box will be checked if a
                                                                 direct deposit account or paycard has been
                                                                 set up for the Employee. Mail Check and/or
                                                                 Stub will be selected if the Employee’s
                                                                 Paycheck should be mailed.




*Note – the amount entered into the Default Pay Rate field will automatically override the Pay Rate on any
Assignment for the Employee. This field should be used with caution.

The additional forms that Payclerk (PC) users have access to will be covered in the Back Office
companion to this manual. Please refer to this resource for further information on the functionality of
these forms.

*Note – The 14R2 Enterprise Back Office Training Manual can be downloaded from the following link:
http://www.tempworks.com/ClientServices/documents/14R2EnterpriseBackOfficeTrainingManual.pdf.

Employee Pay History Form

The Pay History form gives users access to Check Register, Transaction History, Adjustment History, and
ACH History among other Paycheck history information.




                                                                                                          42
Employee Check Register Form

The Check Register form is found within the Employee Pay History section. The Check Register displays
a list of Paychecks for the Employee.




The Check Register displays the Check Number, Check ID, Check Date, Gross, and Net of the check.
Double-click on the check to view the Check Summary form for the Paycheck.

*Note – A report to print the Employee’s Wage Statement can be run from the Reports drop down menu
in the Actions Bar.

Employee Check Summary Form

This form will be covered in more detail in the Pay/Bill section of the Back Office Training manual.

Employee Staged Check Summary Form

This form will be covered in more detail in the Pay/Bill section of the Back Office Training manual.




                                                                                                       43
Employee Transaction History Form

The Transaction History form is found within the Employee Pay History section. The Transaction
History displays line by line Transactions for any Payroll or Invoicing information for the Employee.




You can view the Customer, Skill Code (Job Title), Total Bill, Gross, and the Check ID (unique identifier for
the check) number of the Employee’s Paycheck. Select “Standard View” or “Hours View” from the
View drop down menu to change the information displayed between rates and hours.

*Note – A report with this information can be run from the Reports drop down in the Employee Actions
Bar.

Employee Taxes To Date Form

The Taxes to Date form is found within the Employee Pay History section and will display all Taxes that
have been withheld from the Employee’s Paycheck year to date.




*Note – “USS” indicates Federal single withholding for the U.S.; “USM” indicates Federal married
withholding for the U.S.




                                                                                                           44
Employee Adjustment History Form

The Adjustment History form is found within the Employee Pay History section and displays all weekly
and one-time adjustments that have been applied to the Employee’s Paycheck.




Employee Accrual History Form

The Accrual History form is found within the Employee Pay History section and displays the earned
accrual Transactions and the Employee’s current balance of vacation, sick leave, paid time off, etc.

Employee ACH History Form

The ACH History form is found within the Employee Pay History section and displays all direct deposit
(ACH) files that have been generated for the Employee’s Paycheck.




                                                                                                       45
Employee Documents Form

In the Documents form you can attach and view any type of electronic document. This can include
Employee resumes, certifications, scanned (or uploaded via TempWorks’ DocCenter product) I-9 or W4
documents, as well as pictures, and even spreadsheets. This function will be covered in the Documents
section of this manual.




*Note – The TempWorks’ DocCenter is an ancillary product. Please contact a TempWorks representative
for more information on this paperless solution.

Employee Messages Form

In the Messages form you can view Messages that have been logged from the Employee’s record or
linked to the Employee from other records. Messages can be added from the Employee, Customer,
Order, Assignment and Contact areas of Enterprise. This feature will be covered in the Messages
section of this manual.




Employee Trak 1 Form

This form will display background check reports from Trak 1. This is an additional module and not part of
the core Enterprise product. For more information about Trak 1 integration contact your TempWorks
sales representative.




                                                                                                      46
Employee Search Form

The Search form displays all of the Employee records that match the criteria entered at the top of the
form. To open and view a record, double-click on the line for that Employee.




At the top of the form you can enter Last Name, First Name, SSN (Social Security Number), ID and choose
the Assigned status, “Active” Status, RepName and Branch. Then click on the Search button to display
matching Employee records.




                                                                                                     47
         Customer Records
Entering a New Customer Record
To open the window to add a new Customer record to Enterprise you can go to the E button in the
upper left and click the New button and then select the Customer option from the drop down menu or
select the New Customer button from the Customer record Actions Bar. You can also use the Hot Key
combination of Alt + 2. The window below will be displayed:




Enter in the name of the client in the Customer field, add the main address, default Worker Comp code,
contact information, and choose the Account Manager, Branch, and Sales Team. Once this information has
been entered click on Save to add the new Customer to Enterprise and navigate to the new Customer
record.

*Note – Fields with an  icon at the front of the field are required and you will not be able to save the
new record without completing the information in those fields.




                                                                                                           48
*Note - If your company uses the same Worker Comp code (ie. “8810”) in several different states you
will need to make sure that you select the code with the state abbreviation listed before the actual code.
New Worker Comp rates and/or codes can be added to your system by an administrator.

Customer Avatar Area

The Avatar area displays the Customer’s Avatar or logo, Name, Department, and Address as well as
indicating if they are Active.
                                  If the Customer is currently “Active” the    at the bottom will be Green, if
                                  they have been “Deactivated” the Circle will be    .


                                     When the      button is clicked in the Customer Avatar area the
                                     information will slide to display their Customer ID (Unique identifier for
                                     Enterprise) and their Parent ID (Unique identifier for the Parent record).




                                     To return to the previous view, click on the     button and the
                                     information will once again slide back to revealing the Customer’s
                                     Avatar (or picture) and their main address.




                                                                                                         49
Customer Visifile Form

The Visifile form is a snapshot of the most pertinent information about the record you are currently
viewing. The Customer’s Visifile form contains information such as Aging, Sales, Messages and
Contacts. Each of the areas of the Visifile will be broken down and covered in detail.




The Customer Snapshot section displays the Customer Name, Unique ID numbers, Branch, and current
Status (ie. “Active”, “Prospect”, “Hold for Credit Check”, etc.). The Master View allows the user to view all
Contacts, sales, Messages, etc. that apply to the Customer and any associated Departments. Click on
this button to toggle into the Account View and only display information for this specific Department.

                                                           The Financials section displays the Balance
                                                           Due, AR (Accounts Receivable) Balance, Credit
                                                           Limit and total Sales information for the
                                                           Customer.




                                                                                                           50
The Contacts section displays all of the company’s
internal staff with whom you work. To add a new
Contact from the Customer Visifile click on the
     button in the upper right corner. To open the
full Contact record double-click on the line for that
person. To send Contacts Email, click on their
line and then click on the     button.




The Messages section displays all of the notes that have been logged about calls, Emails, or other types
of interaction either with the Customer or on behalf of the Customer. To add a new Message to the
Customer record from the Visifile, click on the      image.




                                                                                                       51
Customer Details Form

The Details form displays the Customer’s Name and Address information, as well as Billing Address,
Status, and Work Site information.




                                                          The Customer Information section lists the
                                                          Customer Name, Department, Customer ID, and
                                                          Parent [Account] ID, if any.

                                                          The Contact Information lists the Customer’s
                                                          main address with Street 1, Street 2, City, State,
                                                          Zip code, and Country.

                                                          At the bottom of this section you can enter the
                                                          Customer’s Website. Once the Website is
                                                          entered click on the    button on the right to
                                                          navigate to the Website.




                                                                                                         52
In the Customer Status section you can view and/or
update the Customer’s current Status. The Activation
Date displays when the Customer record was
changed to “Active” status. The Date Created is the
day that the Customer was added to Enterprise.

*If the Customer Status is not “Active” users will not
be able to create new Assignments on Orders for
this Customer.

The Billing Address displays the address where the
Customer’s Invoices will be sent. If these fields are
left blank Enterprise will automatically use the main
address information. To copy the main address into
these fields, click on the    button in the upper right
corner of the box.

                                                          If Sales Tax applies to goods or services in the
                                                          Customer’s state select the correct location in the
                                                          Sales Tax Goods and/or Sales Tax Services drop
                                                          down menus.

                                                          The Default Worksite section displays the Work Site
                                                          which will automatically populate in new Orders
                                                          created for this Customer.


*Note - The Work Site is the physical location where Employees are going to work and is very important
because the address information is used in determining Taxes that should be applied to the Employee’s
Paycheck.


 In the Contact Roles section the user can set
 up default roles that will be automatically
 assigned to new Orders for the Department.

 The Contact record must first be added for
 the Customer, then click on the    button to
 open the form below:




                                                                                                      53
                                                                      Select the person from the Contact drop
                                                                      down menu. Then select a role from the
                                                                      list in the Available Roles section.

                                                                      Click on the    button for the role and
                                                                      the Contact name and role will be
                                                                      displayed in the Assigned Contact Roles
                                                                      section on the right.

                                                                      Once all default roles have been set up
                                                                      for this Customer, click on the Save
                                                                      button in the bottom right corner of the
                                                                      form.




Customer Contact Methods Form

The Contact Methods form is found within the Customer Details section. The Contact Methods section
stores the Office Phone, Email Address(es), Cell Phone, and Fax numbers for a Customer.




To view or edit a Contact Method double-click on the record. To add a new Contact Method click on the
   icon to bring up the window where the Type can be selected and the information can be added.




                                                                                                        54
                                                                 Choose the Contact Type from the
                                                                 drop down menu then enter the
                                                                 Contact Information. The Active
                                                                 will automatically be “Yes”; to
                                                                 inactivate the Contact Method,
                                                                 click in the “No” radio button.
                                                                 Add any Notes that apply to this
                                                                 information and then click on the
                                                                 Save button to add the
                                                                 information to the Customer’s
                                                                 record.




To delete a Contact Method, first click on the record
that you wish to delete. This will highlight the
contact record, and then click on the button to
remove this Contact Method from the Customer’s
information.

Customer Departments Form

The Departments form is found within the Customer Details section. The terms Department, Child
Customer and Division are interchangeable as they pertain to the Customer Hierarchy. There are a
number of reasons why it would be important to create a Department for a Customer:

       The Customer would like Invoices for a particular Department sent to a different location than
        the billing address on the main Customer record.
       The Customer requires different Invoicing criteria for different Departments.
       The Department has a different Worker Comp code default.
       The Customer would like specific reporting by Department.
       There are 2 Branches or 2 Sales Teams servicing the Customer.
       Customer terminology – a Customer calls to place an order for the “Human Resources”
        Department.

There is no limit to the number of levels within a Customer record.

When dealing with Departments, the terms Primary and Parent are interchangeable. The Primary/Parent
record is always at the top of the Customer tree. When creating a Department, the Department record
will inherit all of the properties of the Parent record, and they can be modified at each Department level.
All data entered at the Primary level can be entered or modified at each Department level.

*Note - If Departments have been created for a Customer, it is unlikely that Orders would be created
under the Primary Customer record. Changes to a Primary Customer record will not be reflected in
Departments which already exist for that Customer.




                                                                                                          55
                                                 The Department Information section displays
                                                 the Department record that you currently have
                                                 open for the Customer. It will also list the
                                                 Contact who has been listed as the default
                                                 Supervisor for the Customer. This section also
                                                 displays the Branch associated with the record
                                                 and the current Status.

                                                 Below that is a picture of the Customer tree
                                                 (shown left). To minimize any part of the tree
                                                 click on the   button on the left or click on the
                                                    button to expand and display more
                                                 Department information.




  In the Common Tasks section you can change the
  Customer tree view so that it only displays “Active”
  Departments or click on Show All to display all
  “Active” and “Inactive” Departments within the
  Customer hierarchy.

  *When you click on Show All the button will change
  to Show Active Only. Click on the button to revert
  the display to only those Departments with a Status
  of “Active”.


*Note – For more information on Customer Departments please refer to the 12R8 Enterprise
Departments Set up help document:
http://www.tempworks.com/ClientServices/documents/12R8EnterpriseDepartmentsSetup.pdf




                                                                                                     56
To add a new Customer Department, click on the Add Department button. The following window will be
displayed:




Add the new Department name (ie. “Warehouse”, “Human Resources”,” Nursing”, etc.) in the Department
Name field, then click on Save to add and open the Department record.

*Note – Fields with an  icon at the front of the field are required and you will not be able to save the
new record without completing the information in those fields.

Customer Worksites Form

The Worksites form is found within the Customer Details section. Worksites are the physical locations
where the Employees will go to work. One Customer may have an unlimited number of Worksite
locations.




To view the details of a Worksite double-click on the record line to open a window and view or edit the
Worksite information. To add a new Worksite to the Customer record click on the        button to display
the window below:




                                                                                                           57
Enter the location name as the Customer refers to it in the Worksite field, add the address information
and choose the [Tax] State from the drop down menu. You can also enter Directions and a Dress Code
that will automatically default into the Order Details when this location is selected. If sales tax applies
to goods or services for this Worksite, select the location from the appropriate drop down menu.

*Note – Fields with an  icon at the front of the field are required and you will not be able to save the
new record without completing the information in those fields.




                                                                                                           58
Once all of the Worksite information has been added click on the Save button to add the location to the
Customer’s record. To add another Worksite, click on the New button to clear the form and add another
location to Enterprise. Use the     and     buttons to navigate between Worksite records for the
Customer.

*Note – It is extremely important that Customer Worksites are set up correctly because Enterprise uses
the Worksite information listed on the Order to determine what Taxes to apply to the Employee’s
Paycheck.




                                                                                                     59
Customer Sales & Service Form

The Sales & Service form is found within the Customer Details section. This form contains details
regarding Sales Team, Competition, Notes, and Order default information.




In this form you can update the Account Manager, Branch or Sales Team for the Customer. You can also
select to Skip weekly calls and Skip assign ending calls by selecting the “Yes” or “No” radio button next to
each.

Customer Interest Codes Form

The Interest Codes form is found within the Customer Details section. Interest Codes are the skills,
shifts, languages, etc. that are required of all Employee’s being placed with the Customer. To add or
delete required Interest Codes click on the or buttons on the right. Interest Codes entered into the
Customer record will automatically populate into the Order in the Interest Codes form of all Orders for
this Customer and Department.




                                                                                                          60
Customer Assignment Restrictions Form

The Assignment Restrictions form is found within the Customer Details section. The Assignment
Restrictions form holds information about the Employees that the Customer has requested not return
to their Department.




Assignment Restrictions (or DNA – Do Not Assign) are used to ensure that an Employee is not placed with
a Customer that they shouldn’t be. Customer initiated DNAs are entered from the Customer record
by clicking on the     button in the upper right. If an Employee or Customer Assignment Restriction has
been initiated, an error will occur when you try to place the Employee on an Order for the Customer
and Department. The Employee will also not be returned as a search result in the Order Candidate
Search, even if all of the other search criterion are met.



                                                                         Once you’ve clicked the
                                                                            button the prompt to
                                                                         the left will appear and
                                                                         you can use the
                                                                         Employee drop down
                                                                         menu to locate the
                                                                         Employee. Click in All
                                                                         Departments if the DNA
                                                                         applies to the entire
                                                                         Customer.




Once you’ve entered the necessary information click on Save, to add another DNA click on New.




                                                                                                    61
Customer Vendor Management Form

A staffing company vendor can be selected for the Customer from the Vendor Management form under
Details.




To add a staffing company vendor to this Customer click on the    button in the upper right. The form
below will be displayed:



                                                           Select the Vendor Company from the drop
                                                           down menu. If this staffing company is used
                                                           specifically for one Job Title select it from the
                                                           Skill Code Prefix drop down menu.

                                                           Enter the Order Delay (Hours) and the Max
                                                           Candidates Per Req that can be submitted by
                                                           the vendor. Then click Save to add.




                                                              Then Vendor Portal which is an ancillary
*Note – This functionality is used in conjunction with the WebCenterclick Save to add the staffing
                                                              company vendor to the solution.
product. Please contact a TempWorks’ representative for more information on this web Customer. This
                                                           information will now automatically
                                                           populate into Order records for this
                                                           Customer.




                                                                                                       62
Customer Invoicing Form

The Customer Invoicing form displays a complete record of all Invoices issued to the Customer
from your company out of Enterprise.




On the right in the Search area you can select search parameters to find specific Invoices. Enter the
criteria and then click on the Search button to display matching Invoices. Double-click on the Invoice
to open the Invoice Detail form for the Invoice.

Customer Invoice Detail Form

The Invoice Detail form is found within the Customer Invoicing section. To open and view the details
of an Invoice, select the Invoicing form and double-click on the Invoice you wish to view. This will
open the Invoice Detail for the selected Invoice.




                                                                                                     63
Customer Credit & Payroll Form

The Credit & Payroll form is found within the Customer Invoicing section. This form displays the Credit
Limit and Credit Analyst, default Worker Comp code, Payroll information for Employee’s assigned to
Orders for this Customer and accounts receivable aging as well as sales.




Select the payment terms that will print on the Invoice from the Terms drop down menu. You can
change the default Worker Comp code that will be populated in new Orders. Set up a Check Delivery,
Overtime Plan, Pay Periods, and Pay Cycle if different than the system defaults. Chose the day of the
week from the Week Ends On drop down menu if the client is tracking a different Payroll week.




                                                                                                        64
Customer Billing Setup Form

The Billing Setup form is found within the Customer Invoicing section. This form allows the user to
customize how the Invoice report will look for the Customer. The individual sections of this form are
covered in detail below.




The Billing Schedule section allows the user to select the Invoice creation frequency. The system
defaults to weekly Invoicing. If daily Invoicing applies for this customer put a check in the box for Bill
Customer Daily. If monthly Invoicing applies put a check in the Bill Monthly? box and then select the bill
cycle from the Bill On drop down menu.

For “non-weekly” Invoice frequencies please refer to the 12R8 Enterprise Monthly Invoicing document
that can be downloaded from the following link:
http://www.tempworks.com/ClientServices/Documents/12R8EnterpriseInvoiceEmailing.pdf.




*Note – For monthly Invoicing, if the Invoice should be created the 5th or last week of the month
select “Ignore Bill Cycle” from the Bill Cycle drop down menu.




The Invoicing section is where you can select the Style (Invoice report), select the Count (number of
Invoices printed), Invoice Method (“Print Only”, “Print and Email”, or “Email Only”) and select the Email
Template. Select the Currency (defaults to U.S. Dollars – “USD”), Invoice Handling and the Max Invoice
amount. The Max Invoice amount is the largest amount that can be created for a single Invoice
number. Any Transactions that would put the Invoice over that amount will be placed onto the next
available Invoice.

                                                                                                        65
*Note – The Invoice Methods of “Print and Email” and “Email Only” will only apply to those companies that
have elected to include the EDDS (Email Document Distribution System) module. Without this module
the only option available will be “Print Only”.
The Create Separate Invoices for Each section allows the user to select
how the Customer’s Invoices should be split. The options in this
area are: Department, Order, Assignment, Employee ID, Week End
(worked), Cost Center, PO (Purchase Order), Branch, Worksite,
Supervisor (on the Order), Job Title, Sub-Entity, Division, and
Department Address. Several separating criteria can be selected on
each record. The separating criterion allows the user to indicate when
a new Invoice number should be used so that only the information
that the Customer wants is included on the Invoice.

*Note – If all Transactions for the Customer should be included on a single Invoice, then none of the
separating criteria should be selected.




In the Invoice Recipients section Contacts can be chosen as recipients for Emailed Invoices. Click on
the    button to open the form where you can select the Contact Recipient and their Contact Method from
the drop down menu, then click Save to add.

*Note – For more information on setting up and completing Invoice Emails please refer to the 12R8
Enterprise Invoice Emailing help document:
http://www.tempworks.com/ClientServices/Documents/12R8EnterpriseInvoiceEmailing.pdf.


                                                        The Invoice Line Items section allows the user to
                                                        select additional items to be displayed on the
                                                        Invoice. Click on the       button in the upper right
                                                        of the section and choose the Line Item Field Type
                                                        from the drop down menu, then click Save.


*Note – Adding additional line items may not work correctly with all available Invoice Styles. For more
information on using this feature please contact your system administrator or the Tempworks’ Customer
Support Center.



                                                                                                        66
When the Billing Setup form is opened in a Department record the screen will default what’s shown above.
By default, all Invoicing is consolidated to the Primary account, meaning that the settings selected at
the Primary level apply to all of the Department records. This also means that all accounts receivable will
be applied to the Primary account only and will not show up for each Department separately.

To handle the Department Invoicing differently than what is set up on the Primary record click in the
Invoice Customer Separately box to display the form below. The user can now make any changes that
apply for this Department.




                                                                                                        67
Customer Adjustments Form

The Adjustments form is found within the Customer Invoicing section. In this form users can add
Invoice Adjustments that should apply to this Customer. Adjustment types include “Discounts”, “Finance
Charges” and “Rebates”. Click on the    button in the upper right and complete the fields and then click
Save to add.




Customer Payments Form

The Payments form is in the Customer Invoicing section. This form displays all Payments and
Adjustments that have been made to Invoices for the Customer Department.




                                                                                                      68
Customer PO Setup Form

The PO Setup form is found within the Customer Invoicing section. This form allows users to track
Purchase Orders that should be displayed on the Customer Invoice. Use the Filter Options area on the
right to enter criteria, and then click on the Search button to display matching Purchase Orders.




*Note – The default Warn On Date is ten days prior to the PO End Date and the Warn on Balance is 75% of
the total PO Amount.
                                                             From the PO Setup form click on the button to
                                                             open the form to the left where a new Purchase
                                                             Order can be added for the Customer.

                                                             Enter the alphanumeric PO Number, Value,
                                                             and/or End Date. If this Purchase Order should
                                                             apply to all Departments within the company click
                                                             on the check box for Apply to All Child
                                                             Departments.

                                                             Click on the Save button to add the Purchase
                                                             Order to the Customer record. Or click on the
                                                             New button to clear the form and add another
                                                             Purchase Order.




                                                                                                     69
Customer Misc Form

The Misc form is found within the Customer Invoicing section. In this form the user can select an
Alternate Customer ID, Desired GM %, and enter credit card information for the Customer.




Customer Defaults Form

The Defaults form allows the user to set up Accruals, Shifts, Multiplier Codes, and Required Documents
that apply to the Customer’s Orders. To add Shifts, Accruals, Multiplier Codes, or Required Documents
click on the   button in the appropriate area. Fill out or select the information from the Add forms and
then click Save at the bottom of the form.




*Note – Only information set up on the Defaults form will be available in the Order records created for
the Customer.

                                                                                                         70
Customer Messages Form

In the Messages form you can view Messages that have been logged from the Customer’s record or
linked to the Customer from other records. Messages can be added from the Employee, Customer,
Order, Assignment and Contact areas of Enterprise. This feature will be covered in the Messages
section of this manual.




Customer Documents Form

In the Documents form you can attach and view any type of electronic document. This can include
Customer contracts, Employee handbooks, detailed directions, documents, as well as pictures, and
even spreadsheets. This function will be covered in the Documents section of this manual.




                                                                                                   71
Customer Search Form

The Search form displays all of the Customer records that match the criteria entered in the Search
Criteria area. To open and view a record, double-click on the line for that Customer.




In the Search Criteria area you can enter Customer, ID, select if you wish to Include Departments, choose
the Status, RepName and the Branch. Then click on the Search button to display matching Customer
records.




                                                                                                        72
                    Order Records
Entering a New Order Record
To open the window to add a new Order record to Enterprise you can go to the E button in the upper
left and click the New button and then select the Order option from the drop down menu or select the
New Order button from the Order record Actions Bar. You can also use the Hot Key combination of Alt
+ 3. The window below will be displayed:




                                                                         If you are in the Customer record
                                                                         when you select New Order, from
                                                                         the Actions Bar the Customer name
                                                                         and Department will automatically
                                                                         be selected. If creating a new
                                                                         Order from the Order area or any
                                                                         other record in Enterprise make
                                                                         sure to select the correct
                                                                         Customer and Department from
                                                                         the Customer drop down menu.




The Order Type will default to “Temp” (for Temporary), but you can select other types from the drop
down menu (ie. “DH”, “TF”, etc.) When you have selected the Order Type, click on the Save button to
create and open the new Order.

Order Avatar Area

The Avatar area displays the Order Avatar, Customer Name, and Job Title as well as indicating if the
Order is “Active”.

                                     If the Order is currently “Active” the      at the bottom will be Green,
                                     if it’s been “Closed” the Circle will be . If the Order is in “Unfilled”
                                     Status the     icon will be displayed. If there is an open Task for the
                                     Order there will be an icon displayed.

                                     When the       button is clicked in the Order Avatar area the
                                     information will slide to display the Customer ID (Unique identifier for
                                     Enterprise) for the Customer, Order ID (Unique identifier for the
                                     Order record) and the number of positions filled.




                                                                                                          73
     To return to the previous view, click on the     button
     and the information will once again slide back to
     revealing the Order Avatar (or picture) and the Job
     Title.




Order Visifile Form

The Visifile form is a snapshot of the most pertinent information about the record you are currently
viewing. The Order Visifile form contains information such as Job Title, Pay Rate, Bill Rate, Messages,
Status, and Duration. Each of the areas of the Visifile will be broken down and covered in detail.




The Order Snapshot area lists out the Customer, Department, Order ID (unique identifier for the Order),
Title, Description, Branch and Rates for the Order.




                                                                                                          74
   The Order Status section gives the Status, Date
   Opened (Order creation date) and the Duration
   of the Order.




The Messages section displays all of the notes that have been logged about calls, Emails, or other types
of actions either with the Supervisor/Hiring Manager or with an Employee either being considered for the
position (Candidate) or assigned (Placed) to the Order. To add a new Message to the Order record from
the Visifile, click on the    image.




The Assignments area displays all of the Employees that have been placed or assigned to the Order.
By double-clicking on a line you can open the Assignment record or you can click on the line to
highlight it and then click on the   button to navigate to the Assignment. You can click on the
button when a line is highlighted to navigate to their Employee record. When you click on the     button
it will add a timecard into Time entry for the current Weekending Date for the Assignment. The first
button allows the user to send an Assignment Confirmation Email, the second opens the function to send
the Employee a New Hire Package via Email.




                                                                                                      75
                            To send a mass Email to
                            Employees, click on the
                            button and the form to the left
                            will appear. Then select whether
                            all Employees ever assigned or
                            only those that are currently
                            assigned should be recipients.

                            Then click Finish. This will open
                            an outgoing Email to the selected
                            Employees.




Once the first     button
has been selected,
choose the Email
Template from the drop
down menu. Click in the
box to select this
template to Use for
Customer Default. Then
click Next to continue.




                            Select the Email recipients
                            from the list by clicking on
                            their name.

                            Then click the Finish button
                            to close this wizard and
                            open the outgoing Email.




                                                                76
*Note – The Assignment Confirmation is sent to the Customer Contact(s) and the New Hire Package is
sent to the Employee(s). The templates for these Emails can be set up in the Email Template Manager
form.



                                                                     Once the second       button
                                                                     has been selected, choose
                                                                     the Email Template from the
                                                                     drop down menu. Click in
                                                                     the box to select this
                                                                     template to Use for Customer
                                                                     Default. Then click the
                                                                     Finish button to close this
                                                                     wizard and open the
                                                                     outgoing Email.



*Note – Both of these Email functions can be completed from the Assignment Actions drop down menu
as well.

Order Details Form

The Details form displays the Job Title, Start Date, Bill and Pay Rates, Supervisor or Hiring Manager and
the current Order Status.




                                                                                                            77
                                                              The Customer Information section
                                                              displays the Customer, Department, Worker
                                                              Comp code, Work Site and Directions. The
                                                              Worker Comp cannot be changed at the
                                                              Assignment level so it must be selected
                                                              correctly on the Order.

If you make changes to the Directions (on the Work Site) click on the    to refresh the screen.

*Note - The Worker Comp and Work Site selections are required information for the Order and need to be
correct before any Assignments are created. It is extremely important that Customer Worksites are
set up correctly because Enterprise uses the Worksite information listed on the Order to determine what
Taxes to apply to the Employee’s Paycheck.



 The Financial Details area will display the Rate
 information as well as the Multiplier (mark up), Pay
 Periods, (Paycheck frequency) and the GP Percent
 information for the Order.



*Note - The Pay Rate and Bill Rate information needs to be entered before Assignments are created or
the rates will need to be filled out individually on each new Assignment for this Order.




                                                                        The Job Information section is
                                                                        where the number of
                                                                        Employees Required is
                                                                        entered as well as the Job
                                                                        Title, Description, Start Date,
                                                                        Est. End Date, Shift or Start
                                                                        and End Times are entered.

                                                                        If you make changes to the
                                                                        Dress Code click on the  to
                                                                        refresh the screen.




                                                                                                          78
                                                    The Contacts section will display the Supervisor, Hiring
                                                    Manager, Report To, etc. These are the Customer
                                                    Contacts that are associated with the Order.

                                                    Click on the    button to assign Contacts as
                                                    displayed in the functionality below:




  Select the person from the Contact
  drop down menu. Then select a
  role from the list in the Available
  Roles section.

  Click on the    button for the role
  and the Contact name and role
  will be displayed in the Assigned
  Contact Roles section on the right.

  Once all roles have been selected
  for this Order, click on the Save
  button in the bottom right corner
  of the form.




                                                             The Other Information area displays the current
                                                             Status of the Order (“Unfilled”,” Filled”,
                                                             “Closed”, etc.), the user that the Order was
                                                             Taken By, the Sales Team, Branch, and any
                                                             additional Notes.

                                                             *The Order Status will automatically change to
                                                             “Filled” when the number of Employees
                                                             assigned meets or exceeds the number
                                                             Required.


*Note – For more information on setting up and utilizing “Master” Orders refer to the 14R2 Enterprise
Master Orders help document:
http://www.tempworks.com/ClientServices/documents/14R2EnterpriseMasterOrders.pdf.




                                                                                                        79
Order Details Web Options

The second tab of the Order Details form is Web Options. This form allows the user to change the
Public Job Title and Public Job Description that will be visible on the TempWorks’ WebCenter Job Board.
Just enter the job title and description information into the open text form at the bottom. If the Order
should not be posted to the Job Board, click in the box for Do Not Post to Web.




*If the TempWorks’ Online Application and Job Board are being utilized by your company, any
information entered into the Web Options form will be visible from your company’s Job Board website.
The WebCenter Applicant Portal and Job Board are ancillary products. Please contact a TempWorks
representative for information about these web solutions.

Order PO Setup Form

The PO Setup form is where purchase order, Cost Center and Acct Code numbers can be added to the
Order. The purchase order must first be set up on the Customer record and then will be available from
the PO Number drop down menu. After the PO Number has been selected Save the record to update the
Value and EndDate fields.




                                                                                                           80
Order Interest Codes Form

Interest Codes can be added to the Order from this form by clicking on the  button. If Interest Codes
have been set up on the Customer record they will be displayed here. This form can be used for
documenting skills or services that the Customer has requested for this Order.




Order Required Documents Form

Similar to the Required Documents form in the Employee record, required certifications, documents, etc.
can be attached to indicate Order-specific requirements in this form. Click on the   button in the
upper right to add a document to the form.




                                                                                                        81
Order Vendors Form

The Vendors form is used when a vendor management agreement exists between the staffing company
and the Customer. This form is used to select the other staffing company Vendors that the Order
should be distributed to. Orders are then distributed to the Vendors, notification is sent via Email, and
Order Details can be viewed by vendor Contacts from the TempWorks’ WebCenter Vendor Portal.

*Note – The WebCenter Vendor Portal is an ancillary product, please contact a TempWorks’
representative for more information about this web solution.




*Note – Vendor records can be edited from the Vendors form in the    menu in the upper right.
Vendor records can be added to the system from the Administration form in that same menu.

To select a vendor, click on the   button in the upper right. This will open the form below:
                                                                   Select the Vendor Company and the Status from
                                                                   the drop down menus.

                                                                   Select the When Visible date from the calendar
                                                                   and enter the Max Candidates Per Req that the
                                                                   Vendor can submit to the order.

                                                                   Then click on Save to add the Vendor
                                                                   information.

                                                                   *Note – if the WebCenter Vendor Portal is being
                                                                   utilized the Status will automatically update
                                                                   when the Vendor takes action on the Order.




                                                                                                       82
Order Invoice Recipients Form

On the Invoice Recipients form users can view Contacts that are set up to receive the Invoice via Email.
If in the Customer Billing Setup form the option for creating a separate Invoice per Order is selected,
then additional Invoice recipients can be added at the Order level by clicking on the   button and
selecting the Contact and Email address where the Invoice should be sent.




*Note – The Invoice Recipients form will only apply to those companies that have elected to include the
EDDS (Email Document Distribution System) module.

Order Candidates Form

The Candidates form displays the names of Employees who are being considered for the Order. In
this area you can track the current Status of the candidate as you work to fill the Order. Information
from this form also populates in the Employee’s Details/Candidacy form.

*Note - The Candidates form is the best place for tracking your hiring process and/or actions to fill the
Order.




To add candidates to the form you can run an Order Candidate or Employee search and add
candidates from the search results. By right-clicking on a line you can place the Employee on
Assignment, navigate to their record, change their candidate Status or remove them from the list. Click
on the      button to Email resumes to the Supervisor. The      button will open an outgoing Email to the
candidates where you can enter in information about the Order. You can also highlight the Employee
line by clicking on it and use the button to create a new Assignment.

*Note – For more information on submitting resumes refer to the 12R8 Enterprise Submitting Resumes
help document:
http://www.tempworks.com/ClientServices/documents/12R8EnterpriseSubmittingResumes.pdf.




                                                                                                          83
The and buttons are used for Call-em-all Integration. This is an additional module and not part of
the core Enterprise product. For more information about this functionality contact a TempWorks
representative.

*Note – Adding candidates to the Order logs a Message record on the Order, Customer, Employee
and Supervisor Contact records automatically. Any changes to the Status of a candidate in this form will
also log a Message to all of these records.




                                                                        Double-click on the line to
                                                                        bring up the box to the
                                                                        left. You can change their
                                                                        Status and add Comments
                                                                        about the Employee that
                                                                        is displayed in the
                                                                        Candidates form. Then
                                                                        click on the Save button to
                                                                        add it to the database.




*Note – Changing the Status to “Refused” or “Rejected” will remove the Employee from the Candidates
form. Creating an Employee’s Assignment from this form will also remove them from the list.

Order Candidate Searches

The Order Candidate Search form will be covered in detail in the Searches section of this manual.

Order Candidate Log

The Log form displays a list of all the changes that have been made to the candidate Status. Updating
the Status of an Employee from the Order Candidates form will add a record to this list.




                                                                                                        84
Order Job Posting Form

The Job Posting form allows the user to post Order information to CareerBuilder and Twitter.
Enterprise will automatically post your open Orders to these sites when the necessary information is
entered from the Job Posting form. In the upper right of the form you can choose the       icon to post
the Order to CareerBuilder or you can select the    icon to post to Twitter.




*Note – In order for the Job Posting to work, accounts with Careerbuilder and/or Twitter may be
required. They are not included as part of the licensing for the Enterprise software solution. Please
contact Careerbuilder if you are interested in an account with them.

When the CareerBuilder icon is clicked the following form will open so that you can enter additional
information required by CareerBuilder.


                                                                           The Job Title and Description
                                                                           fields will pull automatically from
                                                                           the Order Details form. Add
                                                                           the Primary Industry and Job Type
                                                                           Code from the corresponding
                                                                           drop down menus.

                                                                           Once all of the required
                                                                           information has been added click
                                                                           on the Save button in the lower
                                                                           right of the form to post the
                                                                           Order.




                                                                           You can also click on the
                                                                             button display the
Once the open Order has been posted to CareerBuilder the Job Posting form will to expand the form to
information that was included in the posting, as well as listing out the CareerBuilder Ext. Job ID and any
                                                                             display more options.
posting errors.




                                                                                                        85
                                                                   When the      Twitter icon is
                                                                   clicked the form to the left
                                                                   will open so that you can
                                                                   refine the Job Title and
                                                                   Description so that it is less
                                                                   than 140 characters as
                                                                   required by Twitter.

                                                                   Once the information is
                                                                   correct, click on the Save
                                                                   button in the lower right of
                                                                   the form to post the open
                                                                   Order.




Once the open Order has been posted to Twitter the Job Posting form will display the information that
was included in the posting, as well as listing out any posting errors. (0 = no errors).




When the Twitter website is opened you will see posted jobs listed as shown below:




                                                                                                    86
*Note – For more information on Job Posting please refer to the 14R2 Enterprise Social Media help
document: http://www.tempworks.com/ClientServices/documents/14R2EnterpriseSocialMedia.pdf.

Order Messages Form

In the Messages form you can view Messages that have been logged from the Order record or linked to
the Order from other records. Messages can be added from the Employee, Customer, Order,
Assignment and Contact areas of Enterprise. This feature will be covered in the Messages section of
this manual.




Order Documents Form

In the Documents form you can attach and view any type of electronic document. This can include job
descriptions, web posting information and detailed directions. This function will be covered in the
Documents section of this manual.




                                                                                                    87
Order Search Form

The Search form displays all of the Order records that match the criteria entered at the top of the form.
To open and view a record, double-click on the line for that Order.




At the top of the form you can enter Customer, Order ID, choose the Filled and Active status as well as
the RepName and Branch. Then click on the Search button to display matching Order records.

Entering a New Direct Hire Order Record
To open the window to add a new Order record to Enterprise you can go to the E button in the upper
left and click the New button and then select the Order option from the drop down menu or select the
New Order button from the Order record Actions Bar. You can also use the Hot Key combination of Alt
+ 3. The window below will be displayed:



                                                                         If you are in the Customer record
                                                                         when you select New Order, from
                                                                         the Actions Bar the Customer name
                                                                         and Department will automatically
                                                                         be selected. If creating a new
                                                                         Order from the Order area or any
                                                                         other record in Enterprise make
                                                                         sure to select the correct
                                                                         Customer and Department from
                                                                         the Customer drop down menu.




The Order Type will default to “Temp” (for Temporary). To create a permanent placement Order change
the Order Type to “DirectHire”. Once the Order Type has been updated click Save. This will add the
Order to the database and open the record to the Details form.



                                                                                                          88
Select the Work Site, number Required, Job Title, Start Date, Shift or Start and End Times, Fee Percentage,
Salary, and Contact (ie. Hiring Manager, Supervisor, etc.). Then click on the Direct Hire Details tab at the
top to enter more information. If a Fee Percentage was entered on the Customer/Department/Misc form,
that Fee Percentage will default onto this form. By entering a Fee Percentage and a Salary, the Fee will
automatically be calculated.




Fill out any additional information or details about the Order in this form. Once the Order Details form
is completed you can start your search for candidates (as discussed earlier in this section).

*Note – For more information on “Direct Hire” Orders refer to the 12R8 Enterprise Direct Hire help
document: http://www.tempworks.com/ClientServices/documents/12R8EnterpriseDirectHire.pdf

                                                                                                          89
     Assignment Records
Creating a New Assignment Record
There are several ways to create a new Assignment record for an Employee. The Hot Key for
creating a new Assignment is Alt + 4. The other ways are explained below:




You can right-click from the Order Candidates form and select Assign Employee, or you can highlight the
Employee line by clicking on it and use the  button to create a new Assignment.




With the Order record open click on the Actions drop down and select Create New Assignment.




                                                               When the form to the left opens
                                                               select the Employee from the drop
                                                               down menu. Then click on Save to
                                                               open the new Assignment record
                                                               or Save and Close to add the
                                                               Assignment but remain in the
                                                               Order.




                                                                                                    90
*Note - Assignment information is used for creating Time Entry Transactions for Payroll and
Invoicing. If the information is not correct in the Assignment record it will not be correct for the Back
Office processing, so an Employee may receive a Paycheck with the wrong Pay Rate and a Customer
may receive an Invoice with an incorrect Bill Rate.

Assignment Avatar Area

The Avatar area displays the Assignment Avatar, Customer Name, and Job Title as well as indicating if the
Assignment is “Open”.




                                      If the Assignment is currently “Open” the         at the bottom will be
                                      Green, if it’s been “Closed” the Circle will be   .




 When the       button is clicked in the Assignment Avatar area the
 information will slide to display the Assignment ID (Unique identifier
 for Enterprise) the Order ID (Unique identifier for the Order record)
 and the Employee ID (Unique number for the Employee record).

 To return to the previous view, click on the     button and the
 information will once again slide back to revealing the Assignment
 Avatar (or picture) and the Job Title.




                                                                                                          91
Assignment Details Form

The Details form displays the Start and End Date information, Bill and Pay Rates, as well as the Status of
the Employee’s Assignment. The areas of this form are described in greater detail below.




                                                             The Assignment Information area displays
                                                             the name of the Employee, their unique
                                                             Enterprise ID (Aident), the Customer and
                                                             Department, Unique Order Number (Order
                                                             ID) and the Assignment ID (Unique identifier
                                                             for the Assignment).

                                                             A Temp Phone can be entered where the
                                                             Employee can be reached during work
                                                             hours.

                                                            The Status will remain at “Open” until the
*Note - The Status must be changed when an End Date is added to the Assignment. The Assignment
                                                            Employee is ending their Assignment.
Status determines whether or not a Transaction is created for Time Entry. “Employee Cancel”,
“Customer Cancel”, “Deleted/Mistakenly Entered”, and “No Show/No Call” are examples of Status codes
that don’t create Time Entry Transactions. If a Status code is not selected when the Assignment is
ended, the “CO – Complete” code will automatically be applied.




                                                                                                         92
     The Job Information area displays the
     Job Title and Start Date as well as the
     Expected End Date. It also lists the
     Shift as well as the Start Time and End
     Time. All of this information is
     defaulted into the Assignment from
     the Order record.

     When the Assignment ends add the
     Actual Date Ended and enter the Status
     code in the Assignment Information
     section as listed above.

                                                    The Financial Details section displays the Multiplier (if
                                                    any), Bill Rate, Pay Rate, as well as Salary (Bill and
                                                    Pay) information.

                                                    *Note - Salary Bill and Salary pay should be entered
                                                    as the amount per pay period (ie. weekly rate, or bi-
                                                    weekly rate) not the annual salary.

                                                    There is also a field for entering Unit Bill and Unit Pay
                                                    Rate for those Employees doing piece work.

                                                    *Note – If the Assignment is for a sub-contractor
                                                    the Company field will reflect their Vendor company
                                                    name and the W2 check box will be unchecked.


Any information entered into the Payroll Notes field will be displayed for payclerks in the Time Entry
screens.

*Note - Payroll Notes is not time and date stamped, so you will need to remove notes that no longer
apply or put the date next to the note when you add it to the Assignment.


    The Other Information
    displays the Sales Team,
    Service Rep and Branch from
    the Order. The user can also
    enter a Perf Note for the
    Assignment.



*Note – For more information on creating Assignments for future rate changes refer to the 14R2
Enterprise Asg Rate Changes help document:
http://www.tempworks.com/ClientServices/documents/14R2EnterpriseAssignmentRateChanges.pdf.


                                                                                                           93
Assignment Messages Form

In the Messages form you can view Messages that have been logged from the Assignment record or
linked to the Assignment from other records. Messages can be added from the Employee, Customer,
Order, Assignment and Contact areas of Enterprise. This feature will be covered in the Messages
section of this manual.




Assignment Calls Form

The Calls form displays the dates that the First (arrival) and Second calls were made. As well as
confirmation call dates for Employees and Customers.




To change the frequency of “Weekly” call prompts choose the number of days between reminders by
choosing the number (ie. “7”, “14”, “21”, etc.) from the drop down menu labeled Number of Days Between
“Weekly” calls.

Your system can be configured to receive Task items for “1st Day”, “2nd Day”, and “Weekly” calls.




                                                                                                    94
Assignment Search Form

The Search form displays all of the Assignment records that match the criteria entered at the top of
the form. To open and view a record, double-click on the line for that Assignment.




At the top of the form you can enter Last Name, Assignment ID, First Name, Employee ID, Customer, Active
status, RepName and Branch. Then click on the Search button to display matching Assignment records.




                                                                                                       95
               Contact Records
Entering a New Contact Record
To open the window to add a new Contact record to Enterprise you can go to the E button in the upper
left and click the New button and then select the Contact option from the drop down menu. You can also
use the Hot Key combination of Alt + 5. The window below will be displayed.

                                                                                   If a business card
                                                                                   scanner is hooked up to
                                                                                   the computer the user
                                                                                   can click on the Scan
                                                                                   Business Card button to
                                                                                   parse out the
                                                                                   information from the
                                                                                   card to the appropriate
                                                                                   fields in Enterprise. A
                                                                                   picture of the business
                                                                                   card will be displayed
                                                                                   when the Contact’s
                                                                                   record is opened.

                                                                                   Click on the Import from
                                                                                   Outlook tab to have
                                                                                   Enterprise search the
                                                                                   contact records from MS
                                                                                   Outlook and list them
                                                                                   out. Then double-click
                                                                                   on the Contact to be
                                                                                   added and the
                                                                                   information will be
                                                                                   populated into the
                                                                                   appropriate fields.



You can now enter the new Contact’s information and use the Tab key or your mouse to move between
the data entry fields. In the lower left you can select an Avatar by using the scroll bar. The Avatar will be
displayed in the upper left of the screen when the Contact record is open. You can also upload and
attach a picture by dragging and dropping it into the Avatar area from your desktop.

*Note – Fields with an  icon at the front of the field are required and you will not be able to save the
new record without completing the information in those fields.




                                                                                                           96
Once you have completed the new Contact’s record click on the Save button to add the Contact to the
database and open their new record to the Details screen.




                                                                                                  97
Contact Avatar Area

The Avatar area displays the Contact Avatar, Contact Name, Customer Name, Department, and Job Title as
well as indicating if the Contact is “Active”.



                                If the Contact is currently “Active” the    at the bottom will be
                                Green, if they’ve been “Deactivated” the Circle will be    .

                                When the     button is clicked in the Contact Avatar area the
                                information will slide to display the Worksite Address and the ID
                                (Unique identifier for the Contact record).




To return to the previous view, click on the     button and the
information will once again slide back to revealing the Contact
Avatar (or picture).




                                                                                                    98
Contact Visifile Form

The Visifile form displays the Title and Company Name for the Contact, their Contact Methods, and
Messages. These areas are described in detail below.




                                                                        The Contact Snapshot section
                                                                        displays the Contact’s Title,
                                                                        Company Name, Email address,
                                                                        Status, Branch affiliation, and
                                                                        Notes.


If you have an Email address for the Contact you can click on the   icon that appears at the end of the
field to open a new Email with the Contact’s address pre-populated.


The Phone/Email area displays all of the Contact Methods for
the Contact. Double-clicking on a record will display the
Details/Contact Methods form.

Click on the   to add a new Contact Method to the record.




                                                                                                     99
The Messages section displays all of the notes that have been logged about calls, Emails, or other types
of interaction either with the Contact or on behalf of the Contact. To add a new Message to the
Contact record from the Visfile, click on the     image.

 The Personal Call List
 section can be used for
 documenting sales calls or
 face-to-face meetings with
 the Contact.




                                                                          All of the fields in the form
                                                                          are free form so you can add
                                                                          as much information as you
                                                                          like. The Summary field is
                                                                          what is displayed on the
                                                                          Visifile in the Personal Call
                                                                          List area, it is also logged
                                                                          into the Message text that
                                                                          gets logged in the Message
                                                                          created by the new Personal
                                                                          Call. Once you’ve added all
                                                                          of the details, click on the
                                                                          Save button at the bottom to
                                                                          update the Contact record
                                                                          or click on the New button to
                                                                          add the current Personal Call
                                                                          and clear the form to add
                                                                          another Personal Call record.




                                                                                                      100
The Contact Groups section displays the names of Contact Groups
that the Contact is included in. To add the Contact to a group,
click on the   button in the upper right. This will open a form like
the one below:




You will only be able to add the Contact to groups that have already been set up in Enterprise.
Highlight the groups that this Contact should be added to and then click on the Save button to add it to
the Contact record.

 The Interest Codes area is where you can see the skills or
 job titles that the Contact utilizes. These Interest Codes
 can then be used to create Contact Groups for skill
 marketing. To add a new Interest Code, click on the
 button in the upper right and then select the code from
 the list.




                                                                                                     101
Contact Details Form

The Details form displays the First and Last Name for the Contact, their Title, Address information,
Company, and current Status.




*Note - To deactivate a Contact record change their Status to “Inactive”. When a Contact is
deactivated they will no longer be displayed as a Contact in the Customer record.

Contact Methods Form

The Contact Methods form is found within the Contact Details section. The Contact Methods section
stores the main phone, Email address(es), and cell phone for the Contact.




                                                                       To view or edit a Contact Method
                                                                       double-click on the record. To
                                                                       add a new Contact Method click
                                                                       on the     icon to bring up the
                                                                       window where the Type can be
                                                                       selected and the information can
                                                                       be added.




                                                                                                       102
                                                                    Choose the Contact Type from the
                                                                    drop down menu then enter the
                                                                    Contact Information. The Active
                                                                    will automatically be “Yes”; to
                                                                    inactivate the Contact Method,
                                                                    click in the “No” radio button.
                                                                    Add any Notes that apply to this
                                                                    information and then click on the
                                                                    Save button to add the
                                                                    information to the Contact’s
                                                                    record.




                                                To delete a Contact Method, first click on the record
                                                that you wish to delete. This will highlight the contact
                                                record, and then click on the button to remove this
                                                Contact Method from the Contact’s information.


Contact Messages Form

In the Messages form you can view Messages that have been logged from the Contact record or linked
to the Contact from other records. Messages can be added from the Employee, Customer, Order,
Assignment, and Contact areas of Enterprise. This feature is covered in the Messages section of this
manual.




                                                                                                    103
Contact Documents Form

In the Documents form you can attach and view any type of electronic document. This can include
signed contracts, proposals, marketing materials, etc. This function will be covered in the Documents
section of this manual.




Contact Search Form

The Search form displays all of the Contact records that match the criteria entered at the top of the
form. To open and view a record, double-click on the line for that Contact.




In the Search Criteria area you can enter Last Name, First Name, Contact ID, Customer ID, Customer Name,
Status, RepName and the Branch. Then click on the Search button to display matching Contact records.




                                                                                                        104
Contact Groups Form

In the Contact Groups form you can view current Contact Groups as well as adding Members and
creating new groups. Groups are utilized for sending mass communications like resumes and flyers. To
open this form, click on the   button in the upper right area of the screen (right below the Universal
Search).


                                Then click on the option for Contact Groups from
                                the drop down menu that displays. It will open
                                the Contact Groups form where you can create
                                and/or manage Contact Groups.




You can Select a Group from the drop down menu or you can create a new group by clicking on the
button. To edit a group click on the   button or to delete a group, click on the   button.




                                                                       *Note – Fields with an
                                                                       icon at the front of the field
                                                                       are required and you will not
                                                                       be able to save the new
                                                                       record without completing
                                                                       the information in those
                                                                       fields.




When the      button is selected the window above will be displayed. Enter the group Name and the
Description and then click on the Save button to add the group to Enterprise.


                                                                                                        105
Click on the Add Members tab and enter Search Criteria to locate Contacts you would like to add to the
group. Select all of the Contacts to add by clicking on their lines and then right-click and select Add to
Group or click on the    button in the upper right to add them to the group.




                                                                                                        106
                              Messages
                                                Notes

Where applicable, Messages may be originated in and/or linked to the Employee, Customer, Order,
Contact, Assignment, and Invoice. If a Message is linked to an Order or Contact it will
automatically be linked to the corresponding Customer record.

*Note - Messages that deal with an Order record should be logged from the Order area to ensure that
the Message is linked to the correct Order.

Creating a New Message
Before creating a new Message, first determine which records are involved (ie. Employee, Customer,
Order, Contact, Assignment, and/or Invoice). Then open the corresponding record and click on the
Message form from the menu on the left of the screen (as shown in the Order record below).




In the upper right corner, click on the   button to create a new Message originated from the open
record. This will bring up a window like the one below:


                                                               First, select the Action code from
                                                               the drop down menu. The Action is
                                                               a summary of what the Message is
                                                               about (ie. “Available”, “Absent
                                                               (Sick)”, “LMTC”, etc.). Enter the
                                                               text of the Message in the box
                                                               below the Action code drop down.
                                                               You can use the drop down menus
                                                               for Link Employee, Link Contact and
                                                               Link Assignment to attach this
                                                               Message to other records.

                                                               Once all of the information for the
                                                               Message has been entered click on
                                                               the Save button to add it to the
                                                               record.


                                                                                                     107
*Note - In the Customer, Invoice, and Order records the Link Contact field will only display Contacts
associated with the Customer that the Order was created for.

Helpful Hints for Logging Messages

Who do I log a Message for?
        Log and link each Message according to each record as it pertains to the Message.

When should I log a Message?
        Logging a Message is a way of ensuring that everyone is aware of the communication and/or
          actions that are taking place.

Where should I log the Message?
  It depends on what the Message is pertaining to:
        An Employee calling in “Available” will have a Message logged into his or her file.
        An Employee returning a call (that was left on voice mail/pager/cell phone).
          o Pertaining to an Order – will be logged from within or linked to that Order.
          o Pertaining to missing I9, W4 or similar information, will be logged in the Employee’s file.
          o Pertaining to an interview; and the Supervisor has accepted him or her as the candidate
              for the position will be linked to the Order.
        A Contact calling to end an Employee’s Assignment will be logged from the Assignment
          which will auto-link it to the Order, Employee, and Customer records as well.
        A Contact returning a phone call pertaining to:
          o Proposal information will be logged into his or her file.
          o Response to resumes submitted for review will be logged from the specific Order they
              were submitted for and linked to the Employee and Contact (Supervisor or Hiring
              Manager).
          o An Invoice will be logged into the specific Invoice’s file and linked to the corresponding
              AR/AP Contact (It will automatically be linked to the Customer record).
        Unemployment claims filed will be logged into the Employee’s file.

Why should I log a Message and link it to other records?
        To connect all the information in the system so that all users viewing the files can understand
           what is “going on”.
        Messages are, “The Glue that Holds it Together!”

Which Message form should I log and link the records to?
        It all depends on what the Message is about.
        If the Message is about an Order, start at the Order. This gives you the most flexibility
           when looking up Employees and Contacts to link to (and automatically links the Message to
           the Customer record).
        If the Message is about an Assignment, start at the Assignment. Assignment Messages
           automatically link to the associated Order, Customer, and Employee records. You can
           also select to link it to a Contact.
        Invoice Messages must be logged within the Customer Invoice Details form area.

*Note – If you are no longer going to be working with an Employee (termination, moved away, etc.) log
a Message of “Deact”. There are several different deactivation Action codes. This makes the
Employee’s Status “Inactive” so they don’t come up in Searches when you’re looking for Employee’s
to place on an Order. To reactivate an Employee log a Message with an Action code of “React”. An
Employee cannot have a current open Assignment when the deactivation Message is logged or an
error will result.


                                                                                                    108
Creating a New Follow-up
Any Message can be set to prompt for a Follow-up, whether it is a Task or a scheduled appointment.




                                                                                 When logging a
                                                                                 new Message in the
                                                                                 follow-up section
                                                                                 you can click on

                                                                                                 to
                                                                                 create a new Task
                                                                                 or



                                                                                 to schedule a new
                                                                                 appointment.




                                                        When you choose to create a Task you will need
                                                        to enter the Task Subject, Due Date, and the user
                                                        that the Task should be Assigned To. Tasks will
                                                        be displayed in the lower left corner of the
                                                        Enterprise Main screen.




 When you select to create an appointment you will
 have to enter a Subject, Start Date and time and End
 Date and time. Appointments can be viewed in the
 Calendar.




                                                                                                        109
                            Documents
You can attach any type of electronic document (ie. MS Word, text, PDF, MS Excel, picture) to
Employee, Customer, Order, or Contact records in Enterprise. Just open the record that you would
like to attach the document to and click on the Documents form from the menu on the left of the
screen (as shown in the Employee record below).




The View drop down menu allows you to view the “Detailed View” or the “List View”. To open and view a
document, double-click on it or right-click on the line and select “Open”.

To upload a new document, click on the     button in the upper right. Once this button has been clicked
the following window will be displayed:


                                                       Click on the      button to open your file
                                                       list. Once you have located the document
                                                       you would like to attach to the record
                                                       double-click on it. The document name will
                                                       be displayed in the File path field. The doc
                                                       name will be displayed in the Name field.
                                                       Select the Type from the drop down menu
                                                       and add an Expiration Date and Description.

                                                       *Make sure that all Employee resumes are
                                                       listed with a Type of “Resume”. This is how
                                                       Enterprise determines which document to
                                                       search through when searching resumes.



Once all of the information has been entered click on the Save button in the lower right. If you don’t
want to attach this document, click on the X in the upper right. To “Save As”, click on the button in
the right corner of the screen. To delete the document from the record, click on the     button. To send
an Email with the selected document as an attachment, click on the button.




                                                                                                      110
                               Searches
The Search form can be found in the Employee, Customer, Order, Assignment, and Contact
records. Just navigate to the type of record that you would like to search on and click on the Search
form from the menu on the left of the screen (as shown in the Employee record below). Order
Candidate Searches are also covered in this section.

Employee Saved Searches

From the Search form in the Employee record click on the option for Saved Searches on the right side of
the screen.




From the list on the left, click on the type of search you would like to conduct. This will expand the
search display if any additional search criterion needs to be entered:




Enter the criteria you wish to search for in the field(s) provided and then click on the Run Search button
on the right. If the search selected does not require criteria to be entered then just click on the Run
Search button to display search results.

*Note - Popular Employee searches include: Available, Interest Code, Message Action Code, and Zip Code.


                                                                                                         111
The search results displayed above are from a Skill search where “data” was entered for the additional
search criteria. Double-click on the line to open the Employee’s record. You can click on the     icon in
the upper right to print off the search results list. Use the  button to export the search results into
Excel or another format. The       button allows the user to select Employees as recipients for a mass
Email. To start a new search click Clear Criteria in the upper right.

Employee Enhanced Searches

From the Search form in the Employee record click on the option for Enhance Search on the left side of
the screen. The Enhance Search form allows the user to run a new search on most of the fields in the
Employee record and also to create new Saved Searches.




                                                                                                      112
To create a new search, click on the Enhance Search button. Then select the category from the
information on the left and enter in the details in the appropriate fields. Unlimited fields can be added to
your search, but keep in mind that the more fields you add the narrower your search will become.


                                                                                         The     icon will
                                                                                         be displayed
                                                                                         next to any
                                                                                         search option
                                                                                         that has
                                                                                         information
                                                                                         entered.

                                                                                         Once all of the
                                                                                         details have
                                                                                         been added,
                                                                                         click on the
                                                                                         Search button
                                                                                         at the top of
                                                                                         the form.




To add this search to the Saved Searches area click on the    button at the top of the screen.

                                                                  Once the      button has been clicked
                                                                  the form to the left will be displayed.
                                                                  Enter in the Name and Description. If
                                                                  you would like to share your search with
                                                                  other users in your Branch, click in the
                                                                  Share Search box.

                                                                  At the bottom of the form you can
                                                                  select if the search should prompt for
                                                                  any of the inputs.

                                                                  In the example to the left the
                                                                  Employees returned will be “Active”,
                                                                  “Unassigned”, have an Order Type of
                                                                  “TE” and then it will prompt for the
                                                                  Interest Code to be added.

                                                                  Once all of the data has been entered
                                                                  click on the Save button in the lower
                                                                  right to add it to your Saved Searches
                                                                  list.



                                                                                                     113
                                                                  Once all of the information has been
                                                                  entered click on the Save button to
                                                                  add it to the Saved Searches form.
Customer Saved Searches

Open the Customer record area and click on the Search form in the list on the left. A view like the one
below will be displayed:




Then click on the option for Saved Searches on the right side of the screen. Follow the directions as listed
in the Employee Saved Searches area to run the searches shown above.

Customer Enhanced Searches

From the Search form in the Customer record click on the option for Enhance Search on the left side of
the screen. The Enhance Search form allows the user to run a new search on most of the fields in the
Customer record and also to create new Saved Searches.




Follow the directions as listed in the Employee Enhance Search area to run the searches shown above
and to create new Saved Searches.




                                                                                                         114
Order Saved Searches

Open the Order record area and click on the Search form in the list on the left. A view like the one
below will be displayed:




Then click on the option for Saved Searches on the right side of the screen. Follow the directions as listed
in the Employee Saved Searches area to run the searches shown above.

Order Enhanced Searches

From the Search form in the Order record click on the option for Enhance Search on the left side of the
screen. The Enhance Search form allows the user to run a new search on most of the fields in the Order
record and also to create new Saved Searches.




Follow the directions as listed in the Employee Enhance Search area to run the searches shown above
and to create new Saved Searches.

                                                                                                         115
Order Candidates Search

To search for candidates from the Order click on the Candidates form then select the Search form from
the expansion list.

*Note - Keep in mind that the Order Candidates Search is only going to return those Employees who
meet all of the criteria entered and will not include any Employee who has an Assignment Restriction for
this Customer and Department.




This search functionality is the same as that available from the Employee Search form, with additional
options as listed below:

Once you have clicked Run Search (as explained earlier in the Employee Search area) the search results
will be listed. You can highlight a candidate by clicking on the line. To select multiple Employees to
attach as candidates use the Control (Ctrl) button on your keyboard while clicking on the line for each
Employee. The button will open to the Employee’s resume (if they have one). The will attach
the selected Employee(s) as candidates and they will be saved as such in the Order Candidates form
(for more on the Order Candidates form open the Order Records section of this manual).

Click on the to navigate directly to the Employee’s record, and the     on the far right will Assign the
Employee(s) to the Order. You can also use the right-click function on your mouse to display a window
like the one below:
                                               The right-click from your mouse will allow you to do the
                                               same functions as highlighting and clicking on the
                                               buttons listed above.

                                               This window also displays the Hot Keys for these
                                               functions.




                                                                                                     116
Assignment Saved Searches

Open the Assignment record area and click on the Search form in the list on the left. You can search
for Assignment records based on the “Active” Status or Performance Code.




Then click on the option for Saved Searches on the right side of the screen. Follow the directions as listed
in the Employee Saved Searches area to run the searches shown above.

Assignment Enhanced Searches

From the Search form in the Assignment record click on the option for Enhance Search on the left side
of the screen. The Enhance Search form allows the user to run a new search on most of the fields in the
Assignment record and also to create new Saved Searches.




Follow the directions as listed in the Employee Enhance Search area to run the searches shown above
and to create new Saved Searches.




                                                                                                         117
Contact Saved Searches

Open the Contact record area and click on the Search form in the list on the left. A view like the one
below will be displayed:




Then click on the option for Saved Searches on the right side of the screen. Follow the directions as listed
in the Employee Saved Searches area to run the searches shown above.

Contact Enhanced Searches

From the Search form in the Contact record click on the option for Enhance Search on the left side of
the screen. The Enhance Search form allows the user to run a new search on most of the fields in the
Contact record and also to create new Saved Searches.




Follow the directions as listed in the Employee Enhance Search area to run the searches shown above
and to create new Saved Searches.




                                                                                                         118
                                        Email
Creating a New Email
To open the window to create a new Email you can go to the E button in the upper left and click the New
button and then select the Email option from the drop down menu or open the Email form and click
Compose. The window below will be displayed.




The      button will allow you to save the outgoing Email as an item in your Drafts folder. Click on the
Attach File button to select documents to attach to the Email that aren’t in your Enterprise database. The
Attach from Database button allows you to look up and attach a document that is attached to a record in
the database. The Address Book (as well as the To… and CC…) button will allow you to select recipients
(Employees, Contacts, and ServiceReps) that the Email should be sent to. Show BCC is a two-way
toggle button to display the BCC… field.

You can Request a Read Receipt and Log Messages by clicking in the corresponding boxes. Enter the Subject
and Email text in the large text box at the bottom. Then click on the Send button to send the Email.

*Note – Having Log Messages selected will automatically log a Message to the recipient’s Employee or
Contact record with the Email Subject and text.




                                                                                                       119
                                                          You can choose a template for the Email
                                                          by selecting from the Template drop down
                                                          menu in the Mass Mail tab.




In the Advanced Formatting tab you can create and Insert Table, Image, Link, and other data as well as
customizing the text and entering HTML code (Show HTML button). These functions allow the user to set
up high power Emails for email marketing campaigns.


                                   The Enterprise Email functionality includes an Inbox, Quarantine
                                   (for spam or other suspicious Emails), Drafts and Sent Items. The
                                   Drafts folder holds Emails that you have started working on and
                                   Saved. The Sent Items folder contains all Emails that have been
                                   sent either from Enterprise or from Microsoft Outlook.




Email Inbox

The Enterprise Email Inbox works in conjunction with your Outlook Exchange server or webmail to
display your new incoming Emails. When a new Email is received it will be displayed in the Inbox as a
summary in the left column with full text displayed for the selected Email on the right.




                                                                                                       120
When an Email is selected the options below will be available. You can Compose (create a new Email)
Reply, reply to all recipients by selecting Reply All, Forward the Email for other recipients or Delete. The
Send/Receive button updates Enterprise by syncing with your Outlook Exchange server or webmail. This
feature updates automatically every minute or so. Create a signature to attach to outgoing Emails by
clicking on Edit Signature.




Incoming Emails where the Email address matches that of a current Employee in the system will have
the icon displayed on them. If the address of the Incoming Email matches that of a current Contact
record then the  icon will be displayed. If the Email has an attachment, the icon is displayed.

*Note – Although Outlook Emails can be viewed and sent from Enterprise, every computer running
Enterprise and utilizing the Email functionality must also have the Microsoft Outlook program for the
functionality to work.

When the Email address is not recognized as being attached to a record in Enterprise, then you will have
the following options when you right-click on the Email summary:

                                               You can select Mark as Read (or Unread depending on
                                               current status of Email), Create a Follow-up Task to add a
                                               reminder to your Tasks area, Schedule an Appointment for
                                               your Calendar, Unsubscribe (from Email marketing
                                               campaign list) Mark as Undeliverable (to deactivate the
                                               Email address for the Employee or Contact) Create a New
                                               Contact record from the email recipient details or Delete the
                                               Email.

 When the Contact or Employee Email address is
 recognized you will have an option to View this person’s
 record or Log email text as a message in addition to the
 functions listed above.




                                                                                                          121
When an Employee has attached a resume to their Email you can right-click on the attachment to
display options for the attachment. You can select to Open, Save to Disk, Save attachment to Employee’s
documents or Parse Resume. Saving the attachment is covered in the Documents area of this manual.
Parsing resumes is covered in the Employee section.




                                                                                                      122
                             Calendar
The Calendar tab is where you can add appointments and view scheduled meetings that were added
from a Message. Click on the Calendar icon:




Your Calendar can be viewed in the following formats: Day, Week, Month, and Timeline.

Creating a New Appointment

In the upper right corner an   icon is displayed and you can select the date that the appointment should
be made for from here by clicking on the icon and displaying the Calendar. Then select the date from the
Calendar as displayed below. You can also use the Forward and Back buttons to change the Calendar
view.

                                                                Once you have highlighted the Date
                                                                for the appointment you can double-
                                                                click on the day (if in the Month
                                                                view) or the time increment (ie.
                                                                1:15 pm) to open an appointment
                                                                reminder for that day and time.

                                                                Or you can just double-click on the
                                                                Calendar day displayed to bring up
                                                                the prompt below:




                                                                                                      123
Enter the Subject and Location, choose the Start Time and End Time and enter any appointment details in
the large text box at the bottom. The Reminder drop down menu allows you to select a time to be
prompted about your appointment. The default for this Reminder is 15 minutes, to change for this
appointment select a different time increment from the Reminder drop down menu. You can make this a
recurring appointment by selecting the Edit Recurrence button.




                                                                     Indicate the repeated occurrences
                                                                     as needed then click OK.

                                                                     Once your appointment is
                                                                     complete, click Save and Close and
                                                                     you will be able to see it in your
                                                                     Calendar.




                                                                                                    124
Clicking Export to Outlook will put these appointment details in your Microsoft Outlook calendar.



                                                                    The prompt to the left will appear
                                                                    once the Calendar item has been
                                                                    exported. Click Continue working to
                                                                    clear the prompt.




To the right is an example of what
the exported Calendar item will
look like in your Outlook calendar.




Double-click on any appointment to open and view or edit the item.

You can also add a new appointment by logging a Message linked to a record in Enterprise.

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      Additional Misc Functionality
                    Notes




Rate Sheet

In the upper right section of the Enterprise Main screen the button contains additional functionality
that can be used. The Rate Sheet can be accessed by selecting it from the drop down menu.




Current Rates will be displayed in the form below:




To add a new Rate to the form click on the    button in the upper right. This will open the Rate Details
form as shown below:




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                                                                              Enter information into the
                                                                              Customer, Work Site, Job
                                                                              Title, Shift, Branch, Vendor,
                                                                              Pay Rate, Overtime Pay Rate,
                                                                              Multiplier Code, Worker
                                                                              Comp Code, Bill Rate,
                                                                              Overtime Bill Rate, and
                                                                              Double Time Bill Rate fields.

                                                                              *Note – the more
                                                                              information that is added
                                                                              into these fields the more
                                                                              specific the Rate will be.




Once all of the information for the Rate has been added click on the Save button at the bottom of the
form. Whenever the information contained in the criteria area for this Rate is selected in the Order of
that Customer, the information in the rates part of the form will automatically populate into the Order
Details form.

*Note – For more information on utilizing the Rate Sheet please refer to the 14R2 Enterprise Rate Sheet
help document: http://www.tempworks.com/ClientServices/documents/14R2EnterpriseRateSheet.pdf.




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Job Order Candidates

In the upper right section of the Enterprise Main screen the       button contains additional functionality
that can be used. When the Job Order Candidates is selected from this menu the following form will
appear:




This form is a great tool for anyone working on “Direct Hire” (permanent placement) Orders or for
anyone working on Orders with an intricate hiring process. The Job Order Candidates form allows
the user to view all Employees and their current candidate Status on any Order. The list can be filtered
by entering information into the Employee, Customer, RepName and Branch fields. The Active option
defaults to “Active” but can be changed to “All Records” or “Inactive Records” as needed. To start your
Job Order Candidates search over again, click on the button to Clear Criteria. You can right-click on
any line to edit the item or quickly navigate to the corresponding Employee or Order records. Click on
the       button in the upper right corner of the form to print the search results.




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Contact Messages

When the Contact Messages is selected from the drop down menu the following form will appear:




The search results will display all Messages logged within the last “90” days by default. Information can
be added to the Employee, Customer, Last Contact, Message Text, RepName, and Branch fields to limit the
number of Messages displayed. The Active option defaults to “Active” but can be changed to “All Records”
or “Inactive” as needed. To start your Contact Messages search over again, click on the button to
Clear Criteria. You can double-click on any Message line to view the full Message form. Click on the
button in the upper right corner of the form to print the search results.




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Notes




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