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WORKFORCE SUITE
Configuration Guide
July 28, 2023
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This document was last updated July 28, 2023.

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 Contents
1 About this Guide 7
Intended Audience 7
2 Enabling the WorkForce Suite Platform 8
The Enablement Process 8
Definition of Acronyms Used in this Section 8
WorkForce Software Products 8
WorkForce Proprietary Tools and Services 8
Prerequisites: Before You Begin Enabling the Suite 9
WorkForce Time and Attendance (WT&A) Steps 10
Apply the "WorkForce Suite" UI Theme 10
Multiple Jobs / Multiple Assignments 12
Configure the Central Authentication Service (CAS) SSO 12
Initialize and Import Data to the Suite 12
Additional Steps for Upgrades 12
Demand Scheduling or Pattern Scheduling Steps 13
Enable Modules 13
Create the Corresponding WT&A Policies 14
Validation 15
Validating Data in Demand Scheduling (DS) or Pattern Scheduling (PS) 16
Other Services 16
Next Steps 16
WorkForce Suite Release Notes: Stay Current with the Latest Updates 17
3 Configuring the Hub 18
Displaying New Hub Cards 18
Exceptions Hub Card (for Managers) 18
Card Details 18
Additional Details 19
Filtering by Exception Severity 19
Exceptions Icons 19
Links Hub Card 19
Card Details 19
Request Time Off Hub Card 20
Card Details 20
Additional Details 20

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Custom Fields 20
In/Out Pay Codes 20
Absences Entered on Timesheet 20
Exceptions Icons 20
Schedule Hub Card 21
Card Details 21
Additional Details 21
Schedule Card Details Vary by Scheduling Component 21
Multiple Jobs 22
Time Clock Hub Card 22
Card Details 22
Time Off Balances Hub Card 22
Card Details 22
Timesheet Summary Card 23
Card Details 23
Additional Details 23
Exception Message Indicators 23
Exceptions Icons 24
Excluding Pay Codes from Appearing 24
Custom Units 24
Multiple Jobs 24
4 Configuring the Assistant 25
Exceptions Assistant Card (for Managers and Employees) 25
Card Details 25
Additional Details 26
Number of Employees 26
Determining Which Exceptions Will Appear 26
Urgent Versus Overdue Cards 26
Configuring Third-Party Links to Open in the Suite 26
Message Assistant Card 27
Card Details 27
Pending Shift Swap Approval Assistant Card 27
Card Details 27
Schedule Change Notification Assistant Card 28
Card Details 28
Shift Offer Assistant Card 28
Card Details 28

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Shift Offer Awarded/Not Awarded Assistant Card 28

Card Details 28
Shift Offer Requested Assistant Card 28
Card Details 28
Shift Swap Approval Assistant Card (Job Scheduling Only) 29
Card Details 29
Shift Swap Approved/Rejected/Declined Assistant Cards 29
Card Details 29
Shift Swap Request Assistant Card 30
Card Details 30
Time Off Request Approval Assistant Card 30
Card Details 30
Filtering Assistant Cards by Employee Assignment Group 31
5 Policy Configuration for Demand Scheduling or Pattern Scheduling 32
Create the Shift and Shift Break Decoder Policies 32
Create the Shift Decoder Policy 32
Create the Shift Break Decoder Policy 33
Create the Shift Mapping Policy and Assign to Policy Profile Master 33
Create the Shift Mapping Policy 33
Configuring Activities and Breaks (Upgrading Customers) 34
Assign the Shift Mapping Policy to Each Applicable Policy Profile Master 34
5 Mobile Timesheet 36
Key Features of the Suite Mobile Timesheet 36
Considerations and Current Scope Limitations 36
Enable the Mobile Timesheet for the Suite 37
Prerequisites 37
System Features 37
Verification 38
6 WorkForce Suite Mobile App 39
Configuring the Mobile App and User Access 39
Notes 39
Some Screens Are Not Available in the Mobile App 39
Push Notifications 39
Sending Group Messages as Push Notifications 40
Configuring Urgent Timesheet Exceptions as Push Notifications 40

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Contents

7 Experience 41
Use Experience with the Suite 41
8 WebClock 42
9 Branding 43
Add Custom Documentation and Help 43
Example 43
Configuration Notes 43
Change the Theme 44
Upload a Custom Logo 44
10 Employee Groups 45
Importing Employee Groups into the Suite 45
Imported Employee Groups Cannot be Manually Edited 45
Manually Creating Employee Groups in the Suite 45
System Features 46
Where Employee Groups are Used within the Suite 46
11 Languages and Locales 47
How the Suite Works with the WT&A Configuration 47
Setting the Default Language per User 47
Setting the Default Language for an Account 48
Supported Languages in the Suite 48
12 Multiple Jobs / Multiple Assignments 49
Considerations and Current Scope Limitations 49
Enable Multiple Jobs 49
13 Embedded Mode 50
Enable Embedded Mode 50
Remove the WorkForce Logo, Sign Out, and User Image 50
Example 50
Bypass the Account Screen 50
Example 50
Apply the "Embedded" Theme 50
14 Integrations 52
Person Service / Person API 52
For New Customers 52
For Upgrading Customers 52
Enable the Person API 52
The Distinction Between WorkForce Suite and WT&A Standalone Passwords 52
15 RESTful APIs 54

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16 Global One Touch Callout 55

17 Global Phone Entry Via Interactive Voice Response (IVR) or Short Message Service (SMS) 56

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 About this Guide

1 About this Guide

This guide a describes the steps needed to enable and configure the WorkForce Suite for new
and upgrading customers.
Key topics included in this guide:
l How to enable the Suite platform
l With regard to the Hub and Assistant cards, configuration notes indicate which cards
are automatically made available to users via the WorkForce Standard Product or as
part of the upgrade process. Manual or custom configuration is noted where applic-
able.
l Policy Configuration for Demand Scheduling or Pattern Scheduling on page 32
l Mobile Timesheet on page 36
l WorkForce Suite Mobile App on page 39
l Experience on page 41
l Languages and Locales on page 47
l Embedded Mode on page 50
l An overview of the interfaces that are supported in the Suite can be found in the Integ-
rations on page 52 section, including The Distinction Between WorkForce Suite and
WT&A Standalone Passwords on page 52

Intended Audience
l WorkForce Software Services
l WorkForce Software Support
l Implementation Partners

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 Enabling the WorkForce Suite Platform

2 Enabling the WorkForce Suite Platform

This section describes how to enable the Suite platform for new and upgrading customers.

Tip: For the latest information about best practices and links to other Suite con-
figuration resources, see the following Knowledge Base article: Best Practices For
Enabling The WorkForce Suite.

The Enablement Process

The steps to enable the Suite are divided into the following sections, as follows:
l Prerequisites: Before You Begin Enabling the Suite on the next page: This section
should be reviewed for every project.
l WorkForce Time and Attendance (WT&A) Steps on page 10: Every Suite implementation
has a corresponding WT&A instance that requires some configuration. This section
should be reviewed for every project.
l Demand Scheduling or Pattern Scheduling Steps on page 13: If your customer does
not plan to use either DS or PS, these steps are not needed to initially set up the Suite.
l Validation on page 15: This section should be reviewed for every project.

Definition of Acronyms Used in this Section

WorkForce Software Products
Demand Scheduling (DS)
Job Scheduling (JS)
WorkForce Pattern Scheduling (PS)
WorkForce Suite (aka the Suite)
WorkForce Time and Attendance (WT&A)

WorkForce Proprietary Tools and Services

Account Management Service (AMS)
Central Authentication Service (CAS)
Tenant Manager (TM)

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 Enabling the WorkForce Suite Platform

Prerequisites: Before You Begin Enabling the Suite

Make sure that the following steps have been completed before you begin the process of
enabling the Suite. These steps should be reviewed for every project. (See: Definition of Acronyms
Used in this Section on the previous page)
1. The WT&A and Lighthouse Integration feature flag must have been enabled in each envir-
onment before you can proceed with deploying the Suite. The default setting for the
WT&A and Lighthouse Integration feature flag for a new customer is disabled. To confirm
the feature flag status, locate the build.properties file in Tenant Manager for your
instance, and look for a build property called lighthouse.enabled . This build prop-
erty will reflect the current status of the feature flag. It cannot be overridden as a build
property—any change must be made directly to the feature flag in Account Man-
agement Service (AMS).

Note: Access to AMS is limited to WorkForce Cloud Services. A support case

must be opened to change feature flag settings. Refer to the Feature Flag
Considerations when Configuring the WorkForce Suite Knowledge Base art-
icle for detailed instructions on requesting changes to feature flag settings.

2. WT&A accounts must be provisioned. Accounts are created by WorkForce Cloud Services
when a new account request is submitted and the accounts are created in AMS. Make
sure you know in which datacenter the account is located (such as AU3, US2, and others).

Note: For new customers, as part of provisioning the accounts, WorkForce

Cloud Services will create a WT&A instance on the latest version of the soft-
ware.

3. For an upgrading WT&A customer, make sure the WT&A instance is upgraded to 20.2.0.x,
where x is the most recent update version.
4. For an upgrading WT&A customer, certain data fields need to be validated and poten-
tially changed to ensure they will work seamlessly with the integrated Suite. The fol-
lowing Knowledge Base article provides instructions for locating potentially problematic
data and also explains what changes need to be made: Employee Import and Data
Changes Required to Use the Integrated WorkForce Suite.
5. All scripts used in the Suite platform must be Java conforming and contain only Java
classes that are named in the whitelist. Any interface using a blacklisted Java class is NOT
permitted to be in any environment that is connected to the Suite platform. The whitel-
isted Java classes can be found in Tenant Manager.
6. If using Demand Scheduling (DS) or the Pattern Scheduling (PS) functionality (that is, the
Schedule Editor in the Suite), submit a case to request that WorkForce Cloud Services
enable in AMS the Scheduling WF&S feature flag and disable the TA Scheduling feature

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flag. This renders the WT&A Schedule tab in the timesheet as view-only and DS becomes
the source of record for all schedules. If this step is not completed, schedules published
in DS/PS will not flow to the employee's timesheet in WT&A. For more information on
how to accommodate customers who have some employees scheduled in WT&A and
some employees scheduled in DS/PS, refer to the following Knowledge Base article Sched-
ules in the WorkForce Suite Sourced from WT&A and the Scheduling Application (Demand
Scheduling or Pattern Scheduling).
7. If the customer is planning to use geolocation services (on mobile or on a desktop), sub-
mit a case to request that WorkForce Cloud Services enable the Capture Geo Location fea-
ture flag in AMS.
8. Log into Tenant Manager and locate the instance for which you plan to enable the Suite.
The External Account ID field should display the customer account, as shown below. Make
a note of the account name. You will use this later to log into the Suite application as
part of the Validation on page 15 process.

In Tenant Manager, the External Account ID field shows the customer account

WorkForce Time and Attendance (WT&A) Steps

Tasks in this section are completed using the WT&A UI or the WT&A Policy Editor. You can still
access WT&A from the link in Tenant Manager, both before and after the Suite has been enabled.
(See: Definition of Acronyms Used in this Section on page 8)
Apply the "WorkForce Suite" UI Theme
1. In the WT&A Policy Editor, create a new User Interface/ Layouts / Theme policy and select
"WorkForce Suite" from the UI Style dropdown, as shown below:

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 Enabling the WorkForce Suite Platform

Select the "WorkForce Suite" theme as the UI Style in the Theme policy.

2. In the User Interface/ Layouts / UI Options policy, link the new Theme policy using the UI
Theme dropdown, as shown below:

In the UI Options policy, link your new Theme policy via the UI Theme dropdown.

You will see the theme in effect in both the WT&A UI and the Suite upon logging in.

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Multiple Jobs / Multiple Assignments

Multiple jobs (aka multiple assignments) are supported in the Suite. This may require additional
enablement steps, as detailed in the following WorkForce Knowledge Base article: Enabling Mul-
tiple Job Support in the WorkForce Suite.
See also: Multiple Jobs / Multiple Assignments on page 49

Configure the Central Authentication Service (CAS) SSO

WorkForce's Central Authentication Service (CAS) provides the single authentication solution for
the Suite, unifying all platform services. This policy is configured in the WT&A Policy Editor.
Perform the steps in the following Knowledge Base article: Configure WTA SSO with CAS.

Note: Your customer may be using an external SAML IdP. For this, you will need a
WorkForce resource to configure the external Identity Provider inside of CAS. The
following Knowledge Base article contains the necessary information and steps:
How to Request a Suite Connection to an External SSO Identity Provider (IdP).

Initialize and Import Data to the Suite

Create, if necessary, and run the PLATFORM_DATA_MIGRATION script as instructed in the fol-
lowing Knowledge Base article: Creating the PLATFORM_DATA_MIGRATION Script. If this is a new
implementation, the script already exists in the environment; run the script from WT&A on the
Run Job screen.

Additional Steps for Upgrades

1. Manually run the HR/Employee Import. Make sure the following are complete before run-
ning the import:
l As mentioned in Prerequisite step 3, you have reviewed the article Employee Import
and Data Changes Required to Use the Integrated WorkForce Suite, made all necessary
script changes, and resolved any gaps in legacy data.
l You have configured CAS SSO (not necessarily an external IdP).
l You have run the PLATFORM_DATA_MIGRATION job successfully without errors.
2. Run the Timesheet Calc job.
l When working with an upgraded customer, the previous imports (PLATFORM_DATA_
MIGRATION and your HR Employee Import) do not publish timesheet data. To publish
the current timesheet data to the Suite, log into WT&A and run the CALCULATE job
from the Run Job window.

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 Enabling the WorkForce Suite Platform

Tip: If not using Demand Scheduling (DS) or Pattern Scheduling (PS), you can skip
the next section and continue with Validation on page 15.

Demand Scheduling or Pattern Scheduling Steps

If your customer does not plan to use either Demand Scheduling (DS) or Pattern Scheduling (PS),
these steps are not needed to initially set up the Suite and you can skip to the next section, Val-
idation on page 15. (See: Definition of Acronyms Used in this Section on page 8)
Enable Modules
The following steps are performed within the Scheduling Application (formerly known as WF&S).
To get access to the Scheduling Application, see the following Knowledge Base article: Request-
ing Configuration Access to the Scheduling Application .

1. Select Modules from the left navigation panel in the back-end of the application, then
select Edit at the top to edit the modules for the account.
2. Under the Roster Module, check the box for the sub-module called "Suite Integration."
The description of this module is "Integrates F&S into the WorkForce Suite as the primary
Scheduling Editor." This will ensure that schedules flow to Kafka1 and WT&A once published in
DS.
3. Under the Roster Module, also check the box for the Availability sub-module.
4. Shift Management (enables shift swapping and shift bidding in the Suite).

5. Suite Integration and all sub-modules under "Suite Integration."

Note: For the User and Staff Integration, do not choose the “beta” option
unless instructed to. There are two options and the “beta” version reads
from new topics in Kafka that have additional fields available.

The following modules should be enabled only for customers using the Schedule Editor and PS
or DS:
6. Schedule Template.
7. Under the Schedule Editor module, check the boxes for Absence, Demand and Coverage (if
implementing Demand Scheduling), and Work Rule. Do not check the box for the Platform
absence option.

1The Suite platform uses a publish-subscribe messaging technology called Apache

Kafka to handle real-time data feeds, which enables the Suite to operate with a
central bus across services.

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Create the Corresponding WT&A Policies

These next steps must be completed in the WT&A Policy Editor.
Create the Shift Decoder Policy, the Shift Break Decoder Policy, and Shift Mapping policy or
policies. These must be configured and assigned to policy profiles in WT&A for schedules created
in DS or PS to correctly map to the schedule tab on the employee timesheets; see Policy Con-
figuration for Demand Scheduling or Pattern Scheduling on page 32.

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 Enabling the WorkForce Suite Platform

Validation
After completing the process of enabling the Suite, you should perform the following steps for
every project. (See: Definition of Acronyms Used in this Section on page 8)
1. Log into the Suite using the appropriate URL. To locate the correct Suite URL to use,
which is based on the datacenter where the customer is located, refer to the following
Knowledge Base article: Suite FAQ. The customer's account ID was identified during the
Prerequisites: Before You Begin Enabling the Suite on page 9.
l To validate, you'll still need one or more user names and Central Authentic-
ation Service (CAS) passwords. CAS passwords are not the same as the pass-
words that may already be set up in one of the source applications (Demand
Scheduling or WT&A), and a new password must be set. Use the Forgot Password
reset loop to reset a user's password through their email address, if possible.
Other approaches are covered in the following Knowledge Base article: Suite
Troubleshooting: Users Can't Log in Through the Suite.
2. The WorkForce Hub should appear as the landing page, with the Assistant panel appear-
ing on the right-hand side of the screen.
3. From the menu bar, select various links to verify that the corresponding WT&A and
Demand Scheduling (DS) or Pattern Scheduling (PS) menu items appear. Some examples:
l If logged in as an Employee: Timesheet / My Timesheet and Schedule / My Cal-
endar.
l If logged in as a Manager: Timesheet / Approve Timesheets.
l If logged in as a Payroll Administrator: Admin / End of Period Processing.

Menu bar showing My Timesheet for an employee user

Tip: For a new implementation, it may not be possible to validate much of the
Suite while the configuration is incomplete. If you are not yet ready to import
employees to the system, you can validate basic functionality with the
WORKFORCE user by temporarily changing the email address of the WORKFORCE to
your own address in the WT&A UI, then performing a password reset via CAS. You

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can validate the other roles after the configuration and HR import have been more
fully configured.

Validating Data in Demand Scheduling (DS) or Pattern Scheduling (PS)

Once users/employees are posted to the Person API, they will then import into DS automatically
and can be updated as necessary in DS.
Once employees/users are loaded into WT&A or through the Person Service, they will also appear
in DS/PS automatically with the basic access level of “Imported Suite Users”. There will need to be
a supplemental CSV employee file sent from WT&A to DS/PS to pass additional information that
the Scheduling Application requires. Refer to the KB article Supplemental CSV Import for Schedul-
ing for more information.

Other Services
For Reference Only. The following services are not visible in the UI and therefore cannot be dir-
ectly validated; however, they are attached to the customer's instance after enabling the Suite
platform:
l Account Management Service (AMS)
l Central Authentication Service (CAS)
l New UI Services
l RESTful APIs

Next Steps
Once you have validated that the Suite has been enabled, you can begin to configure the source
system applications, WT&A and optionally DS/PS.
If your customer will use an external SAML IdP, you will need a WorkForce representative to con-
figure the external Identity Provider inside of CAS. The following Knowledge Base article contains
the necessary information and steps: How to Request a Suite Connection to an External SSO Iden-
tity Provider (IdP).

Tip: For more detailed Best Practice considerations when enabling the Suite, both
in new implementations and with upgrades, refer to the Best Practices for Enabling
the WorkForce Suite Knowledge Base article.

If you still have questions (such as, How to log in? How does authentication work?)
first review the Suite FAQ Knowledge Base article, and any of the linked content
within it.

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 Enabling the WorkForce Suite Platform

For more detailed Best Practices and guides on DS/PS, refer to the following Know-
ledge Base article Scheduling Technical and Functional Best Practices topics (Includ-
ing Standard Scheduling, Job Scheduling, and Demand Scheduling).

WorkForce Suite Release Notes: Stay Current with the Latest Updates

Updates to the Suite are released approximately every two weeks. See Release Notes for the
WorkForce Suite in the Knowledge Base.

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 Configuring the Hub

3 Configuring the Hub

This section provides details about the available Hub cards in the Suite.
Generally speaking, most Hub cards are automatically configured via WT&A Standard Product (for
new implementations), or as part of the upgrade process (for customers on previous versions
who upgrade and enable the Suite). Exceptions to this rule are noted in the card descriptions.

Displaying New Hub Cards

To help make user adoption of new Hub cards easier, when a new card is introduced in the Suite,
users can choose when to add the card to their Hub by using the 3-dot menu to Customize the
Hub.

Select the 3-dot menu, then select Customize the Hub. A panel opens to let you add, remove, and
rearrange cards on your Hub. This feature is explained in full in the online Help in the application.

Exceptions Hub Card (for Managers)

Card Details
Card description: Exception messages alert users to problems or potential problems. With the
Exceptions Hub card, managers can view and filter the exceptions on their employees’
timesheets. This lets them keep track of exceptions throughout the pay period and work on those
exceptions as time permits. From the card, managers can navigate to the employee timesheet
that generated the exception.

Note: When the integration between the Suite and Experience has been enabled,
managers can also send employees direct messages directly from the Exceptions
Hub card. Instructions are found in the Suite Help: from the user menu, select Help
- Time. You can also find the same information in the WorkForce Suite User Guide
Supplement.

Component: Time
Configuration Notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process.
System feature: The MANAGER_TIME_ENTRY system feature (valid only for manager roles) controls

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 Configuring the Hub

whether the Exceptions card is available on the Hub.

Additional Details
The Exceptions card on the Hub displays exceptions for up to 5000 employees represented by
the combination of groups selected in the Hub and Assistant Employee Groups in the Filtering
Assistant Cards by Employee Assignment Group on page 31.
This card is comprehensive, displaying all exceptions from the corresponding employee
timesheets.

Filtering by Exception Severity

Within the Suite application, exceptions on the manager Exceptions Hub card can be filtered by
severity to show errors, warnings, and/or informational messages. This functionality is available
to the end-user on the Hub card; no additional configuration is needed to enable the filter.

Tip: While the Hub card version of exceptions displays all exceptions for the cor-
responding employee groups, the Assistant version of the Exceptions card can be
configured to display just those exceptions that the organization considers urgent
or critical. See: Exceptions Assistant Card (for Managers and Employees) on page 25

Exceptions Icons

The exceptions icons used in the Hub and in the mobile Suite timesheet differ from the red, yel-
low, and white “pins” used in the “classic” WT&A screens, although the severity levels and mean-
ings are the same. The following icons are the ones used in the Suite:
l Error Error-level exceptions. Generally, these must be resolved before sav-
ing/submitting. (Corresponds to the red pin icon in WT&A.)
l Warning Warning-level exceptions. Generally, these call your attention to a situation
that may or may not need to be resolved. (Corresponds to the yellow pin icon in
WT&A.)
l Informational Informational-only exceptions. (Corresponds to the white pin icon in
WT&A.)

Links Hub Card

Card Details
Card description: Employees can view the links to key company-specific resources that are within
the Suite and/or external to the system. For example, links can be to specific reports, HR policies,
or other intranet information.
Component: Suite-Wide
Configuration Notes: This feature is configured in the Home Page Layout policy under the Links
Override tab.

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System feature: Each custom link defined in the Home Layout policy is associated with a System
Feature and list of user roles. This determines whether a user will see the link.

Note: If a Links card is empty, the card displays a message that there are no links.

Request Time Off Hub Card

Card Details
Card description: Employees can submit a time off request directly from the Hub without having
to navigate to the My Time Off screen.
Component: Time
Configuration Notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process. Note that in/out pay codes and custom fields are available via spe-
cific Standard Product templates.
The Request Time Off card inherits the configuration from the Time Off Request policies, includ-
ing absence types, exceptions, banks, and so on.
System feature: The MY_TIMEOFF_REQUEST system feature card controls whether the Request
Time Off card appears on the Hub.
Additional Details
Custom Fields

The Time Off Request card submit modal supports the addition of custom fields, allowing employ-
ees to enter additional information about time off requests. When configured, the supported
fields include string, date, number, checkbox, and drop-down selection field types. Multiple cus-
tom fields can be configured.

In/Out Pay Codes

Employees can enter start and stop times that do not cross midnight on the Time Off Request
card submit modal using the time picker drop-down list.

Absences Entered on Timesheet

To publish absences to the Suite that are not entered through a time off request, refer to the
Policy Configuration Guide's "Time Off Request Policy" and "Time Off Request Absence Type" sec-
tions.

Exceptions Icons

The exceptions icons used in the Hub and in the mobile Suite timesheet differ from the red, yel-
low, and white “pins” used in the “classic” WT&A screens, although the severity levels and mean-
ings are the same. The following icons are the ones used in the Suite:
l Error Error-level exceptions. Generally, these must be resolved before

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saving/submitting. (Corresponds to the red pin icon in WT&A.)

l Warning Warning-level exceptions. Generally, these call your attention to a situation
that may or may not need to be resolved. (Corresponds to the yellow pin icon in
WT&A.)
l Informational Informational-only exceptions. (Corresponds to the white pin icon in
WT&A.)

Schedule Hub Card

Card Details
Card description: The Schedule card for the Hub provides employees with a quick, at-a-glance
view their current week's schedule, while also letting them navigate to any week in the past or
future. Scheduled hours display for each shift and day as in/out times or elapsed hours, as appro-
priate per the configuration. Multiple shifts on a single day are displayed, and support for
employees with multiple jobs/assignments is included.
Component: Time, Job Scheduling, Demand Scheduling, Pattern Scheduling
Configuration Notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process.
System feature: The MY_SCHEDULE_HUB_CARD system feature (valid only for general roles) con-
trols whether the Schedule card appears on the Hub. This is a dedicated system feature that only
enables the display of the card.
Note that for upgrading customers, any roles that are assigned the MY_TIME_SHEET system fea-
ture will automatically be assigned the MY_SCHEDULE_HUB_CARD system feature upon upgrade
to WT&A 20.1 and later.
Additional Details
Schedule Card Details Vary by Scheduling Component

The Schedule Hub card displays different information based on whether the employee is sched-
uled via Standard Scheduling in Time, Job Scheduling, Demand Scheduling, or Pattern Schedul-
ing, as described below:
l Standard Scheduling:
l In/out times of the scheduled shift (with duration shown in parentheses), or
the elapsed hours scheduled
l Pay code
l (Multiple Jobs) Job/assignment description
l Job Scheduling:
l In/out times of the scheduled shift (with duration shown in parentheses)
l Demand Scheduling:
l In/out times of the scheduled shift (with duration shown in parentheses)
l Location (denoted by the location pin icon)

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l Pattern Scheduling:
l In/out times of the scheduled shift (with duration shown in parentheses)

Multiple Jobs

The Schedule card supports multiple jobs (aka multiple assignments). Employees can use the job
selector menu (the briefcase icon) to view shifts for a specific job or all jobs.
The shifts displayed in the card can also be expanded to display the associated job description.
Each scheduled shift shows the employee ID and job description (this data comes from WT&A).
See also: Multiple Jobs / Multiple Assignments on page 49

Time Clock Hub Card

Card Details
Card description: Employees can punch in and out for work with optional buttons that can be
configured for break time.
If geolocation services have been configured, the employee’s location can be recorded with the
punch.
Component: Time
Configuration Notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process.
When geolocation services have been enabled, the Time Clock card can collect and send geo-
location data along with punches. The employee is prompted by the browser to allow geo-
location tracking data to be collected.

Note: Currently, the Time Clock card can include configured buttons (such as
In/Out and Meal Break In/Out), but the card does not support the display of Labor
Distribution (LD) values.

System feature: The TIME_CLOCK_HUB_CARD system feature controls whether the Time Clock card
appears on the Hub. This is a dedicated system feature that only enables the display of the card.

Time Off Balances Hub Card

Card Details
Card description: Employees can view the remaining time in their time off bank(s).
If Leave Summary functionality has been configured, the Leave summary link appears on the
card.
Component: Time
Configuration Notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process. Exceptions are noted below.
The Time Off Balances card inherits the configuration from the Time Off Request policies. The card

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 Configuring the Hub

will automatically show any banks that the user would normally see when creating a time off
request using the Create New Request window.

Note: Use the Bank Visibility Qualification field in the Main tab of the Bank Policy if
you require a bank to be hidden from the Time Off Balances Hub card. For more
information, see the following guide: WTA 20.2 Policy Configuration Guide.

Additionally, if the Leave Summary functionality has been configured for time off banks, then the
Time Off Balance card also includes the Leave summary link, letting the user link directly to the
Leave Summary tab of the My Time Off screen. Note that Leave Summary is not enabled by
default in the Standard Product.
System feature: The MY_TIMEOFF_REQUEST system feature controls whether the Time Off Balances
card appears on the Hub.

Timesheet Summary Card

Card Details
Card description: Employees can view the past three days of their timesheet activity. Indicators
appear for error, warning, and informational timesheet exceptions.

Note: The number of prior days that displays on the Timesheet Summary Hub card
is a fixed number of days (three) and is not configurable.

Component: Time
Configuration Notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process. Exceptions are noted below.
System feature: The MY_TIMESHEET_SUMMARY_HUB_CARD system feature controls whether the
Timesheet Summary card appears on the Hub. This is a dedicated system feature that only
enables the display of the card.
For upgrading customers, the MY_TIMESHEET_SUMMARY_HUB_CARD system feature is auto-
matically added for all WT&A personal roles that have access to the timesheet upon upgrade to
WT&A 20.2 and later.
Additional Details
Exception Message Indicators

If exception messages have been configured to appear on the timesheet and are present for the
days shown in the Timesheet Summary card, the card automatically displays icons indicating the
type of exception: error, warning, and/or information. No further configuration is needed.
The indicators correspond to slice level and day level exceptions; note that period level excep-
tions are ignored.

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 Configuring the Hub

Exceptions Icons

The exceptions icons used in the Hub and in the mobile Suite timesheet differ from the red, yel-
low, and white “pins” used in the “classic” WT&A screens, although the severity levels and mean-
ings are the same. The following icons are the ones used in the Suite:
l Error Error-level exceptions. Generally, these must be resolved before sav-
ing/submitting. (Corresponds to the red pin icon in WT&A.)
l Warning Warning-level exceptions. Generally, these call your attention to a situation
that may or may not need to be resolved. (Corresponds to the yellow pin icon in
WT&A.)
l Informational Informational-only exceptions. (Corresponds to the white pin icon in
WT&A.)

Excluding Pay Codes from Appearing

You can suppress certain pay codes from appearing on the Timesheet Summary card via the
WT&A Policy Editor. Use the Pay Codes to Exclude from Timesheet Summary Hub Card setting on
the Main tab of the Pay Code Map policy to specify a Pay Code policy set that contains the pay
codes to be excluded. Note that excluding pay codes is not enabled by default in the Standard
Product.
Custom Units

The Timesheet Summary card on the Hub supports displaying pay codes with custom units such
as “Days” or “Amount” that are defined on the Field Mapping Policy associated with the pay
code.

Multiple Jobs

The Timesheet Summary card supports multiple jobs (aka multiple assignments). Employees can
use the job selector menu (the briefcase icon) to view time for a specific job or all jobs. The time
records displayed on the card also display the job description.
See also: Multiple Jobs / Multiple Assignments on page 49

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 Configuring the Assistant

4 Configuring the Assistant

This section provides details about the available Assistant cards in the Suite.
Generally speaking, most Assistant cards are automatically configured via WT&A Standard
Product (for new implementations), or as part of the upgrade process (for customers on previous
versions who upgrade and enable the Suite). Exceptions to this rule are noted in the card descrip-
tions.

Exceptions Assistant Card (for Managers and Employees)

Card Details
Card description: Exception messages alert users to problems or potential problems. In the Assist-
ant, managers can get urgent and overdue notifications for events or situations that they must
take action on right away. This applies to specific types of exceptions as determined by the
organization, such as insufficient rest periods for an employee or if an employee has not clocked
in for a shift. Note that cards regarding exceptions that appear in the Assistant can be configured
to display custom titles on the cards based on the situation or context, as described in the "Addi-
tional Details" below.

Note: When Experience is available, managers can also send employees direct mes-
sages directly from the Exceptions Assistant card. Instructions are found in the
Suite Help: from the user menu, select Help - Time. You can also find the same
topic in the WorkForce Suite User Guide Supplement.

By default, timesheet exceptions display for the current pay period, as well as plus or minus three
days from the system date if any of these days falls in an adjacent period and that timesheet is
still open. Note that this is not configurable.
Additionally, employees can also get urgent or overdue notifications for specific types of excep-
tions, such as if they forgot to clock in or if their timesheet is overdue.
From the exception card, users can navigate directly to the corresponding timesheets using the
View Timesheet link.

Note: The card title is "Exception" unless a custom title is configured.

Component: Time
Configuration notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process. Additional configuration may be needed; see the "Additional
Details" below.
Individual timesheet exception messages can be configured to generate push notifications to a
user’s mobile device when the exception is triggered. Selecting the push notification takes the
user to the Assistant within the app. See Configuring Urgent Timesheet Exceptions as Push Noti-
fications on page 40.

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 Configuring the Assistant

System feature for the Manager card: MANAGER_TIME_ENTRY

System feature for the Employee card: n/a – based on policy configuration

Additional Details
Number of Employees

For managers, the Exceptions Assistant card displays exceptions for up to 5,000 employees rep-
resented by the combination of groups selected in the Hub and Assistant Employee Groups tab of
the user Preferences. If more than 5,000 employees are assigned or delegated to the manager via
assignment groups, then the manager can select which assignment groups to display through
the user Preferences menu. As long as the total number of employees is less than 5,000, the excep-
tions will display.

Determining Which Exceptions Will Appear

The Assistant displays only those timesheet exceptions that have been explicitly configured to
appear. Note that in the Standard Product, only two exceptions are flagged to appear on the
card. To determine which exception messages that you want to appear in the Assistant, use the
Assistant tab of the Exception Policy:
l Show exception in the Assistant. Mark this checkbox to include the exception in the
Assistant.
l Use Custom Title in Assistant and Exception Title in Assistant. Use these fields if you want
to add a customized title to display on the Assistant card for this exception. For best
results, enter a title using 17 characters or less (although a longer title can be entered).
If a custom title is not specified, then a default title of “Exception” appears.

Tip: As a best practice, the number of exceptions that are included in the Assistant
should be limited. Too many alerts could make it difficult for users to act on the
most urgent ones. Keep in mind that for Managers, the Exceptions card on the Hub
includes all timesheet exceptions; see Exceptions Hub Card (for Managers) on
page 18.

Urgent Versus Overdue Cards

l Exceptions Assistant cards that are considered "urgent" demand the user's attention,
either due to the event's importance, or an upcoming due date (or likely, both). The
user should take action on this as soon as they see the card. These cards display the
fire icon.
l Exceptions Assistant cards that are considered "overdue" indicate an event that is past
due but still can be acted upon. These cards display the stopwatch icon.

Configuring Third-Party Links to Open in the Suite

Exception messages can be customized to include hyperlinks to third-party websites. By default,

the links open in a new browser tab. However, you can specify if those links should instead open

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seamlessly within the Suite as embedded content.

For details, see “Configuring Formatted Text with WFS Formatting (Subset of Twiki)” in the WTA
20.2 Policy Configuration Guide.

Message Assistant Card

Card Details
Card description: Managers and administrators can send messages to groups of employees or spe-
cific individuals that appear as urgent messages in the Assistant and optionally as push noti-
fications on mobile devices.
Component: Suite-Wide
Configuration notes: Not applicable. Users with system administrator access can access the Group
Messaging admin screen within the Suite front-end (i.e., this is not configured within the WT&A
Policy Editor). Refer to the WorkForce Suite User Guide Supplement for details.
System feature: The GROUP_MESSAGING system feature controls whether managers have access
to the Group Messaging admin screen.
Mobile users: To receive push notifications, Suite mobile app users need to allow push noti-
fications on their device (when prompted or in their device settings).

Pending Shift Swap Approval Assistant Card

Card Details
Card description: This card notifies managers when two of their employees have agreed to a shift
swap and now the pending swap is awaiting the required manager approval. The manager can
view the details of the shifts to be swapped between the two employees and approve or reject
the swap directly from the card. If a swap request is approved, the schedule will automatically be
updated to reflect the swapped shifts and both employees will be notified via the Assistant (see
Shift Swap Approved/Rejected/Declined Assistant Cards on page 29). Additionally, the updated
schedule will appear on both employees' respective Schedule Hub cards.

Tip: This card can be dismissed so that it no longer appears in the Assistant. The
user can always navigate to the Schedule / Shift Management / Swap Approvals tab
and view the pending swaps there and take action to approve or reject. See the
online Help in the Suite for details.

Component: Scheduling with Demand Scheduling

Configuration notes: The Shift Swap functionality can be enabled as part of Shift Management in
the Modules area of the Demand Scheduling application. Once Shift Swap is enabled, there is no
further configuration required to enable this Assistant card.
Note that this card does not work with Job Scheduling. See instead Shift Swap Approval Assistant
Card (Job Scheduling Only) on page 29 .
System feature: n/a

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 Configuring the Assistant

Schedule Change Notification Assistant Card

Card Details
Card description: Notifies employees when a change is detected in their schedule.
Component: Time, Job Scheduling
Configuration Notes: Available in the Fair and Predictive Scheduling models of Standard Product.
System feature: Schedule history tracking is enabled for users when the MY_SCHEDULE_CHANGE_
HISTORY system feature is associated with one of their roles. When the Suite is enabled, the same
system feature also enables the Schedule Change Notification card and schedule change noti-
fications are then displayed to employees via the Assistant. No additional configuration is
required for the Suite.

Shift Offer Assistant Card

Card Details
Card description: This card notifies employees when a new shift has become available. The
employee can view the shift details and request the shift directly from the card.

Tip: This card can be dismissed so that it no longer appears in the Assistant. The
user can always navigate to the Shift Offers screen and view all open shift offers
and make requests there. See the online Help in the Suite for details.

Component: Scheduling
Configuration notes: The Shift Offering functionality can be enabled as part of Shift Management in
the Modules area of the Demand Scheduling application. Once Shift Offering is enabled, there is
no further configuration required to enable this Assistant card.
System feature: n/a

Shift Offer Awarded/Not Awarded Assistant Card

Card Details
Card description: Employees are notified if they were awarded the shift offer they requested or
not.
Component: Scheduling
Configuration notes: The Shift Offering functionality can be enabled as part of Shift Management in
the Modules area of the Demand Scheduling application. Once Shift Offering is enabled, there is
no further configuration required to enable this Assistant card.
System feature: n/a

Shift Offer Requested Assistant Card

Card Details
Card description: : This card notifies managers when their employees have requested an open

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shift offer. The card shows the number of employees who requested the shift. The manager can
view the details and award the shift directly from the card.

Tip: This card can be dismissed so that it no longer appears in the Assistant. The
user can always navigate to the Shift Offers screen and view the requests there and
decide how to award the shift. See the online Help in the Suite for details.

Component: Scheduling
Configuration notes: The Shift Offering functionality can be enabled as part of Shift Management in
the Modules area of the Demand Scheduling application. Once Shift Offering is enabled, there is
no further configuration required to enable this Assistant card.
System feature: n/a

Shift Swap Approval Assistant Card (Job Scheduling Only)

Card Details
Card description: When using Job Scheduling with the Suite enabled, the Shift Swap Approval
card lets managers approve or reject a pending shift swap.

Note: The Shift Swap Approval card is designed to work only with Job Scheduling
(f.k.a. Advanced Scheduler (AS)) and does not work with Demand Scheduling or Pat-
tern Scheduling in the Suite. For Demand Scheduling or Pattern Scheduling shift
swap functionality in the Suite, see Pending Shift Swap Approval Assistant Card on
page 27.

Component: Job Scheduling

Configuration notes: Shift swaps must be configured in the WT&A Policy Editor.
System feature: The MANAGER_SWAP_REQUESTS system feature enables the Shift Swap Approval
card in the Assistant.

Shift Swap Approved/Rejected/Declined Assistant Cards

Card Details
Card description:
l Shift Swap Approved / Shift Swap Rejected: When a manager either approves or rejects
a shift swap between two employees, a corresponding card indicating the approval or
the rejection appears in the Assistant for both employees. The only action to take on
these cards is to dismiss it.
l Shift Swap Declined: Notifies the requesting employee that the employee they had
wanted to swap shifts with has chosen not to accept their request. The only action to
take on the card is to dismiss it.

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 Configuring the Assistant

Tip: Refer to the online Help in the Suite for complete details on the shift swap fea-
ture.

Component: Scheduling with Demand Scheduling

Configuration notes: The Shift Swap functionality can be enabled as part of Shift Management in
the Modules area of the Demand Scheduling application. Once Shift Swap is enabled, there is no
further configuration required to enable these Assistant cards.
System feature: n/a

Shift Swap Request Assistant Card

Card Details
Card description: This card notifies an employee that another employee would like to swap (or
trade) shifts with them. The recipient employee can view the swap details and decide to accept
or decline the request directly from the card.

Tip: This card can be dismissed so that it no longer appears in the Assistant. The
user can always navigate to the Schedule / Shift Management / Swap Requests tab
and view all swap requests that they have not yet accepted or declined. See the
online Help in the Suite for details.

Component: Scheduling with Demand Scheduling

Configuration notes: The Shift Swap functionality can be enabled as part of Shift Management in
the Modules area of the Demand Scheduling application. Once Shift Swap is enabled, there is no
further configuration required to enable this Assistant card.
System feature: n/a

Time Off Request Approval Assistant Card

Card Details
Card description: Managers can approve or reject a pending time off request.
Component: Time
Configuration Notes: This feature is automatically configured via WT&A Standard Product, or as
part of the upgrade process.
System feature: The MANAGER_TIMEOFF_REQUEST system feature controls whether the Time Off
Request approval card appears in the Assistant. No additional configuration is required.
Limitations: The Time Off Request approval card has the following limitations:
l Time off requests that include attachments are displayed in the Assistant; however, the
attachment is not. The manager will have to use the Time Off Review Summary win-
dow instead to download the attachment.
l The Assistant does not support time off requests that require multiple approvers. If

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multiple approvers have been configured, the Time Off Request approval Assistant
cards should not be used.

Filtering Assistant Cards by Employee Assignment Group

When employee assignment groups have been configured in WT&A, managers can filter the fol-
lowing types of Assistant cards by employee assignment group:
l Timesheet exceptions
l Time Off Request approvals
Instructions are found in the Suite Help: from the user menu, select Help - Time. You can also find
the same topic in the WorkForce Suite User Guide Supplement.

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 Policy Configuration for Demand Scheduling or Pattern Scheduling

5 Policy Configuration for Demand Scheduling or

Pattern Scheduling
This section applies to customers who are using Pattern Scheduling or Demand Scheduling.
The following policies need to be configured in the WorkForce Time and Attendance (WT&A)
Policy Editor to allow for the proper consumption of shift data from the shift service in the cent-
ral bus (also known as Kafka):
l Decoder policies for shifts and for breaks
l Shift Mapping policy, which must be assigned to each applicable Policy Profile Master

Create the Shift and Shift Break Decoder Policies

If the customer is using Demand Scheduling or Pattern Scheduling, you need to configure
Decoder policies for shifts and for breaks.
Create the Shift Decoder Policy
1. In the WT&A Policy Editor, navigate to All Policies / Policy Records / Interfaces / Decoder
Policy.
2. Right-click Decoder Policy and select Add new Decoder Policy.
3. Enter a unique ID as the Decoder Policy Id (this is the unique identifier). Suggested name:
SHIFT_MAPPING_DECODER_POLICY.
4. In the Decoder Text field paste the following text:

SOURCE , TYPE , REQUIRED , SCHEDULE_DETAIL_STAGE

startAt , DATETIME , Y , START_DTTM
endAt , DATETIME , Y , END_DTTM
task , STRING , N , ld#
taskid , STRING , N , C_SCHEDULE_DETAIL_STAGE_LD2
locationid, STRING , N , ld#

Where...
l Source represents the source field name.
l Type represents the data type of the source field.
l Required is a Boolean field which accepts Y/N and defines if the field is required or not.
l SCHEDULE_DETAIL_STAGE is the final table name that holds the actual column name
in which the source column value will be placed.

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 Policy Configuration for Demand Scheduling or Pattern Scheduling

Note: For task, taskid, locationid: These fields are optional and can be mapped to a
specific LD field to be displayed on the schedule tab in WT&A. Change ld# to the
actual ld field applicable.

5. Leave all other fields blank. Enter comments in the policy to indicate that you created it.
6. Save the policy.

Create the Shift Break Decoder Policy

1. In the WT&A Policy Editor, navigate to All Policies / Policy Records / Interfaces / Decoder
Policy.
2. Right-click Decoder Policy and select Add new Decoder Policy.
3. Enter a unique ID as the Decoder Policy Id (this is the unique identifier). Suggested name:
SHIFT_MAPPING_DECODER_BREAKS_POLICY.
4. In the Decoder Text field paste the following text:

SOURCE , TYPE , REQUIRED , SCHEDULE_DETAIL_STAGE

startAt , DATETIME , Y , START_DTTM
endAt , DATETIME , Y , END_DTTM

Where...
Source Columns for Breaks from the shift topic in the central but are as follows:
l isPaid of type boolean (true/false) determines whether it is a paid or unpaid break.
l endAt of type DateTime
l startAt of type DateTime
l breakId of type String
5. Leave all other fields blank. Enter comments in the policy to indicate that you created it.
6. Save the policy.

Create the Shift Mapping Policy and Assign to Policy Profile Master
After configuring the Decoder policies for shifts and for breaks , the next step is to configure a
Shift Mapping policy.
Create the Shift Mapping Policy
1. In the Policy Editor, navigate to All Policies / Policy Records / Interfaces / Shift Mapping.
2. Right-click Shift Mapping and select Shift Mapping.

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 Policy Configuration for Demand Scheduling or Pattern Scheduling

3. Enter a unique ID as the Shift Mapping Id (this is the unique identifier). Suggested name:
FS_SHIFT_MAPPING.
4. Enter a Long Description. For example, Shift Mapping Policy for import from central bus.

5. Select the required Pay Code for Activities from the drop-down. This pay code will be
applied to all activity slices imported from the central but. This is typically the Scheduled
Times Paycode, which is often “SCHEDULE”.
6. Select the Decoder Policy For Activities. This defines the mapping of the column and the
values in the SCHEDULE_DETAIL_STAGE table only for the activity slices. This is the name
of the Shift Decoder Policy you created previously. See Create the Shift and Shift Break
Decoder Policies on page 32.
7. Select the Pay Code for Paid and Pay Code for Unpaid Breaks. These codes will be applied to
all the paid and unpaid breaks, respectively. You will need to select the appropriate
schedule pay codes for paid and unpaid breaks for your account. The standards are typ-
ically SCHEDULE_BREAK for Paid breaks and SCHEDULE_MEAL_BREAK for Unpaid breaks.
8. Select the Decoder Policy For Breaks. This defines the mapping of the column and the val-
ues in SCHEDULE_DETAIL_STAGE table only for the break slices (both paid and unpaid
breaks). This is the Shift Break Decoder Policy created previously. See Create the Shift and
Shift Break Decoder Policies on page 32.
9. Enter comments and the date.
10. Save the policy.

Configuring Activities and Breaks (Upgrading Customers)

For upgrading WT&A customers using Standard Scheduling, the Pattern Scheduling capability in
the Suite uses Activities (work time) and Breaks instead of pay codes. To align WT&A with the con-
cepts of Activities and Breaks, you need to designate which pay codes will be considered Breaks
versus Activities. To do this, add the pay codes that correspond to Breaks to the STD_BREAK_PAY_
CODES_STS_EXPORT pay code set. Pay codes that are not added to this set are considered Activ-
ities.
The STD_BREAK_PAY_CODES_STS_EXPORT pay code set in the Standard Product Base and is pop-
ulated with a standard meal break pay code.

Note: If the STD_BREAK_PAY_CODES_STS_EXPORT pay code set does not exist, all
pay codes will be considered Activities, and a warning message will be logged.

Assign the Shift Mapping Policy to Each Applicable Policy Profile Master
1. In the WT&A Policy Editor, navigate to All Policies / Policy Records / General Policies / Policy

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 Policy Configuration for Demand Scheduling or Pattern Scheduling

Profile Master.
2. Select the policy profile (the one you want to link with the shift mapping you just cre-
ated) and select the effective dated record (1900-01-01 - 3000-12-31).
3. On the Policy Links tab, find the Shift Mapping Policy link (scroll to the bottom), and in the
drop-down, select the shift mapping policy that you created in the previous section.
4. Save the policy.
5. Repeat these steps for each Policy Profile Master that needs to utilize the Shift Mapping
Policy.

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 Policy Configuration for Demand Scheduling or Pattern Scheduling

5 Mobile Timesheet
The mobile timesheet in the Suite mobile timesheet) enables employees to access their own
timesheet as well as providing manager access to their employees’ timesheets. Featuring a
mobile-optimized design, the Suite mobile timesheet can be accessed via the Suite native mobile
app or via a mobile browser.

Note: The Suite mobile timesheet views are only available on mobile device screen
sizes; the "classic" WT&A timesheet views are still displayed on desktop and tablet
screen sizes.

Key Features of the Suite Mobile Timesheet

The Suite mobile timesheet supports basic timesheet functionality, allowing employees and man-
agers to view, edit, and save timesheet data (based on existing WT&A configured roles and secur-
ity) as well as refreshing, submitting, and recalling timesheets. Additionally, the Suite mobile
timesheet supports the following features:
l Acknowledgeable exceptions
l Job details (aka labor distribution or LD fields)
l Employees with multiple jobs (aka multiple assignments)
l Custom field formatting, such as the number of decimal places displayed or HH:mm
elapsed time formatting, as configured in WT&A
l Auditing of timesheet actions in the WT&A audit tables

Tip: Step-by-step instructions on using the Suite mobile timesheet features listed
above can be found in the Suite help: from the user menu, select Help - Time. You
can also find the same topics in the WorkForce Suite User Guide Supplement.

Considerations and Current Scope Limitations

Functionality will continue to be added to the Suite mobile timesheet, which will eventually
replace the "classic" WT&A mobile solution. In the meantime, for a list of the features that are cur-
rently not supported or are limited, see the following WorkForce Knowledge Base article: Suite
Mobile Timesheet Overview.
To stay updated on the latest developments in the Suite mobile timesheet, see the Release Notes
for the WorkForce Suite, which are published every two weeks in the WorkForce Knowledge Base.

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 Policy Configuration for Demand Scheduling or Pattern Scheduling

Enable the Mobile Timesheet for the Suite

This section describes how to enable the Suite mobile timesheet.
Functionally, the Suite mobile timesheet requires no additional WT&A policy configuration for a
customer that has a working WT&A timesheet setup other than adding system features to the
desired roles.
Prerequisites
To enable the Suite mobile timesheet, the account must have the Suite enabled and be on WT&A
continuous updates (20.2.0.xxxxx). It is required to be on the latest available WT&A release and to
have the latest version of the WorkForce Suite mobile app to ensure that the current features and
capabilities are available.

Note: The Suite mobile timesheet requires the WT&A environment be on an Oracle
Cloud Infrastructure (OCI) datacenter.

System Features
Set the following system features to provide user access to the Suite mobile timesheet:
l MY_TIMESHEET_NEXT_GEN: Access to the employee view of their own timesheet.
l This system feature needs to be added to the employee general role for any
employees that need access to the Suite mobile timesheet.

Note: The MY_TIMESHEET_NEXT_GEN system feature must be in addition to the

MY_TIMESHEET system feature. It is not a valid configuration to have access to the
mobile timesheet but not the desktop timesheet.

l MANAGER_TIME_ENTRY_NEXT_GEN: Access to the manager view of their employees'

timesheets.
l This system feature needs to be added to the manager general role — not
group role. This is because it simply controls access to the Suite mobile
timesheet navigation in the Suite menu and if a separate role is needed to
limit access to the mobile timesheet, assignment groups will not need to be
re-delegated to users.

Note: The MANAGER_TIME_ENTRY_NEXT_GEN system feature must be in addition

to the MANAGER_TIME_ENTRY system feature. It is not a valid configuration to have
access to the mobile timesheet but not the desktop timesheets.

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 Policy Configuration for Demand Scheduling or Pattern Scheduling

Verification
After adding the system features to the desired roles, it is recommended you verify the presence
of the Suite mobile timesheet screens by logging into the Suite.

Note: The Suite mobile timesheet is only for mobile device screen sizes, so to
check availability your browser window must be resized or use a mobile device
emulator in the browser.

The menu links Timesheet / My Timesheet and Timesheet / Employee Timesheets will now display
on a mobile device and will navigate to the Suite mobile views when selected on a mobile
device screen size. When viewing with a desktop or tablet, the menu links navigate to the "clas-
sic" version of the timesheet.

Tip: If after completing the setup of the Suite mobile timesheet, you are exper-
iencing an issue, see the following WorkForce Knowledge Base article: Suite Mobile
Timesheet available in Suite but appears blank.

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 WorkForce Suite Mobile App

6 WorkForce Suite Mobile App

The WorkForce Suite mobile app is available for Apple and Android devices by searching for
“WorkForce Suite” in the Apple App Store or Google Play, respectively.

For specific requirements for Apple and Android users, see The WorkForce Suite: Software Require-
ments for Users in the WorkForce Knowledge Base.

Note: The WorkForce Suite mobile app is for use only with Suite-enabled con-
figurations. "Classic" Time Mobile can still be accessed using the /Mobile.do URL.

Configuring the Mobile App and User Access

No special configuration is required for the Suite mobile app. Features and configuration align
with the desktop application with a few exceptions, as described in the following WorkForce
Knowledge Base article, WorkForce Suite: Mobile App Capabilities .
Notes
l Access to the mobile app is not managed by user roles.
l The mobile app does not inherit the configuration from the legacy mobile policies.
l Access to the WorkForce Time Mobile /Mobile.do URL is still controlled by the system
feature MOBILE_LOGON and access to specific functionality is still controlled by the
additional MOBILE_ system features.
Some Screens Are Not Available in the Mobile App
The mobile and desktop applications prevent access to certain screens, notably the timesheet
and viewing a history of past time off requests, when small horizontal screen resolution begins
to impact the user’s ability to comfortably use the screen. This occurs on mobile phones (includ-
ing when the phone is rotated horizontally) and when a desktop user reduces the width of their
browser window beyond a certain point.
For updated information on this topic and how to use the legacy WorkForce Time Mobile as a
work-around, see the WorkForce Knowledge Base article WorkForce Suite: Mobile App
Capabilities .

Push Notifications
The Suite supports the following types of push notifications:
l Group messages
l Urgent timesheet exceptions

Tip: To receive push notifications, Suite mobile app users need to allow push noti-
fications on their device (when prompted or in their device settings).

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 WorkForce Suite Mobile App

Sending Group Messages as Push Notifications

Using the Group Messaging admin screen in the Suite, managers and administrators can send
messages to groups of employees or specific individuals that appear as urgent messages in the
Assistant and as push notifications on mobile devices. See Message Assistant Card on page 27.
Configuring Urgent Timesheet Exceptions as Push Notifications
The Suite can trigger a push notification to a user’s mobile device when a timesheet exception
becomes urgent in the Assistant. See also Exceptions Assistant Card (for Managers and Employ-
ees) on page 25.
Configuration notes: Configure an Exception Policy.
l On the Exception Actions tab, select the Send Notifications checkbox to enable user
notifications, and then configure the other notification settings.
l On the Notification Recipients tab, define the recipient group, message, and delivery
method. Here is where you specify push notification by selecting the Send Push Noti-
fication checkbox.

Tip: When creating the exception message to be displayed in push notifications,

keep in mind that they are intended to be very short alerts. Keep the text concise
and clear.

If the Exception Policy is configured along with a Scheduled Recalculation Policy, then push noti-
fications can be sent for proactive timesheet exceptions. For details, refer to the “Scheduled Recal-
culation Policy” topic in the Policy Editor help or the WTA 20.2 Policy Configuration Guide.

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 Experience

7 Experience
Experience brings together task completion, compliance, document storage, cross-company
broadcasting, group-based communication, and direct messaging to optimize employee exper-
ience while strengthening workplace bonds.

Use Experience with the Suite

This section explains how Experience is integrated into the Suite.
For Suite customers who have purchased Experience, a connection from the Suite to Experience
can be enabled by WorkForce Software. Contact your WorkForce representative for more inform-
ation.
Once enabled, access Experience by selecting the Experience menu and then Experience App. To
open the channels feature, select Experience / Channels. To open the direct messaging window in
Experience, select the following chat bubble icon in any Suite screen.

The Experience chat bubble icon

If Experience is not showing in the Suite, open a support case to determine the status of the
account provisioning.
Refer to the WorkForce Experience User Guide for instructions on how to use Experience.

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 WebClock

8 WebClock
The WebClock can be accessed on mobile devices only running the Suite (including from both
the native app and a mobile web browser). WebClock is not supported via desktop browsers in
the Suite.
WebClock functionality for the Suite includes standard features, such as punching in and out,
meal breaks, and entering job-related information such as project and task information (also
known as labor distribution or LD information). Note, however, that the Timesheet link does not
appear on the WebClock screen; see the following Knowledge Base article for details: Some
Screens Are Not Available in the Mobile App on page 39.
When WebClock has been configured, mobile users can navigate to it from the Suite menu bar
by selecting WebClock from the Timesheet menu.

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 Branding

9 Branding
Although customer-specific colors and themes are currently not supported in the Suite, cus-
tomers can select a preset color theme, upload a custom logo, and/or add custom help and doc-
umenation.

Add Custom Documentation and Help

You can make customer-supplied help documents or other custom information available in the
Suite from the user menu alongside the standard WorkForce-supplied help guides. Multiple cus-
tom links are supported.
Example
The screen image below shows the user menu with one Workforce-supplied help link (to the
Time user guide), followed by two links to customer-supplied content (labeled "Training Mater-
ials" and "Employee Help").

Configuration Notes
Users with system administrator access can use the WT&A Policy Editor to configure this option
in the Help tab of the System Setup policy using the following fields:
l Sort Order

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 Branding

l Additional Help Link Label

l Additional Help URL
For more information, see the "Help Tab for System Setup" topic in the WorkForce Time and
Attendance Policy Configuration Guide. See also the following Knowledge Base article, User Help
Options in WT&A.

Note: WT&A Classic lets you configure a single "alternate" customer-supplied help
set that replaces the WorkForce-supplied help files, meaning customers can opt
out of WorkForce help and instead display a link to their own custom help. That
functionality should not be confused with the functionality described here for
Suite implementations that lets you configure one or more "additional" help sets
with customer-supplied content that will appear alongside the WorkForce help.

Change the Theme

Users with system administrator access can access the branding configuration screen within the
Suite front-end (i.e., this is not configured within the WT&A Policy Editor) to choose from a preset
color theme.
1. Navigate to Admin / System Configuration.
2. On the Branding tab, make a selection from the Theme drop-down.
3. Select Publish.
The selected theme impacts all users within the account.

For information on the "Embedded" theme, see Apply the "Embedded" Theme on page 50.

Upload a Custom Logo

Users with system administrator access can access the branding configuration screen within the
Suite front-end (i.e., this is not configured within the WT&A Policy Editor) to upload a custom
logo. The following image formats are supported: JPEG, PNG, or GIF.
1. Navigate to Admin / System Configuration.
2. On the Branding tab, click Upload to upload custom logo files that can be applied to the
following areas:
l The Splash Screen that appears before the login screen and on the login screen itself
l The Header Screen (the logo appears in the upper left corner)
l The browser Favicon (will appear for all browsers except Microsoft Edge)
l Select Reset to remove a custom image and return to the default WorkForce image.
3. Select Publish.
Applying custom logos impacts all users within the account.

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 Employee Groups

10 Employee Groups
Administrators can create employee groups to create and manage groups of employees. Here
are some key features about employee groups:
l Each employee group is associated with an owner, which is either the specific user
who manually created the group or, for groups that are imported into the Suite, the
owner is the system.
l Employee groups are either public or private.
l By default, employee groups are public and accessible for use by authorized
scheduling users within the scheduling screens.
l Private groups are accessible only by the group’s owner; that is, a specific
user. Private groups allow the organization to create groups based on restric-
ted or sensitive information and limit who has access to the group.
l Users with the employee groups superuser role (see System Features below)
can access all employee groups, regardless if public or private.
l Employee groups are either fixed or dynamic .
l Fixed groups are derived from a specific list of employees. Employees are
manually added and removed from the group.
l Dynamic groups are based on shared criteria. Membership in the group is
continuously updated by the system once the criteria has been defined.

Importing Employee Groups into the Suite

Generally speaking, the majority of person data is captured into the Person Service via an
external HCM integration or import, but other data may also be captured in the various products
in the Suite, such as task or license competencies. Employee groups provide a way to use some
of the person data that is captured from these various sources as a way to filter employees.
Imported Employee Groups Cannot be Manually Edited
Employee groups that are imported into the Suite cannot be edited within the Suite. Instead, the
imported employee groups are display-only, allowing users to view the group settings and list of
members. Note that while an imported employee group can be used in a manually created
dynamic employee group, the group membership is not editable. Changes made in the source
system are reflected in the Suite when the employee group is re-imported.

Manually Creating Employee Groups in the Suite

Employee groups can be manually added, edited, and archived within the Suite application by
navigating to Admin / Employee Groups.

Tip: Step-by-step instructions on using the Employee Groups screen can be found
in the Suite help: from the user menu, select Help - Time. You can also find the

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 Employee Groups

same topic in the WorkForce Suite User Guide Supplement.

System Features
The following WT&A system features control access to the Employee Groups functionality:
l The ADMINISTRATOR system feature controls whether the user has access to the
Employee Groups screen to create and edit employee groups.
l The EMPLOYEE_GROUPS_ARCHIVE controls whether on the Employee Groups screen
the user has access to the Delete feature, which archives the employee group.
l The EMPLOYEE_GROUPS_SUPERUSER system feature lets the user view and edit any
employee group, whether public or private.

Where Employee Groups are Used within the Suite

Employee groups are used in the following areas of the Suite with broader use expected in future
releases:
l Standard Scheduling (also known as schedule templates or template-driven scheduling): A
schedule assignment can be created as a “Dynamic” assignment, which allows the
user to assign employees who share certain attributes by selecting one or more
employee groups. For details, see the online Help - Time within the Suite or the
WorkForce Suite User Guide Supplement.

Note: The groupings available on the Hub and Assistant Employee Groups screen
are derived from assignment groups in WT&A and are not the same as the
employee groups on the Admin / Employee Groups screen.

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 Language and Locales

11 Languages and Locales

This section provides details on configuration requirements for multilingual support in the Suite.

How the Suite Works with the WT&A Configuration

The languages and locales that are available in a Suite customer account are inherited from the
WorkForce Time and Attendance (WT&A) configuration. However, the translations that appear on
the Hub and Suite screens are translated only into the languages that are supported by the Suite
platform (see Supported Languages in the Suite on the next page). These translations reside
within the Suite platform and are shared by all customers using that language. Note that it is cur-
rently not possible to have customer-specific translations for Suite-specific elements such as
Hub and Assistant cards and the menu bar.
Note the following implications:
l If no languages have been configured in WT&A, or if there is no WT&A instance
because the customer has started with a Demand Scheduling account, then users of
the Suite will automatically have access to all of the Suite’s supported languages.
There will be no way to restrict the list of available languages that users can select
from.
l If you want to restrict the list of available languages that users can select from in the
Suite, then a WT&A instance must be created—even if no WT&A modules have been
purchased—and the specific languages that you want available must be enabled in
the configuration. For example, if you want Suite users to select only from English and
German, these must be the only two languages enabled in WT&A. The Suite will then
inherit this configuration.
l The user can select a language from the list of all supported languages on the
Account Login screen. Note that if a user selects a language that has not been
enabled for their organization’s account, English is displayed after login and the user
will need to select an available language from the user Preferences screen.
l The languages that are enabled in WT&A should be limited to those languages that
are supported by the Suite. Do not enable a language in WT&A that is not supported
by the Suite.
l Languages for Demand Scheduling are independent from the WT&A and Suite Lan-
guage settings and must be configured directly in Demand Scheduling. A default lan-
guage should be set in Demand Scheduling. This will ensure that Demand
Scheduling-specific screens are displayed in the correct language.

Setting the Default Language per User

You can set a default language for each user so that when users log in, they are logged into a
designated language. This is typically done by specifying the language by user via import.
After the default language is set, users can still select a different language from the login screen

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 Language and Locales

and from their user Preferences screen. Additionally, ongoing locale changes made in WT&A,
whether via import or manual edits, are reflected in the Suite.

Note: The default language set per user on the import can be overridden in WT&A
or the Suite. This is also true when embedding the Suite in SAP SuccessFactors
Employee Central.

Setting the Default Language for an Account

You can set a default language to apply to all users in the account who have not specified a lan-
guage in their user Preferences.
Prerequisite: Prior to performing the configuration steps below, the Account Default Locale feature
flag must be enabled in Account Management Service (AMS) for your account.

Note: Access to AMS is limited to WorkForce Cloud Services. A support case must
be opened to change feature flag settings. Refer to the Feature Flag Considerations
when Configuring the WorkForce Suite Knowledge Base article for detailed instruc-
tions on requesting changes to feature flag settings.

Once the feature flag has been enabled, here's how to configure the default language at the
account level:
1. In the WT&A Policy Editor, navigate to the System Setup policy.
2. Specify the default language for the Suite using the Default Locale Policy field.
After the default language is set, users can still select a different language from the login screen
and from their user Preferences screen.

Supported Languages in the Suite

For the current list of languages that are supported in the Suite, see the following Knowledge
Base article: WorkForce Software Supported Languages .
Additional languages are planned for inclusion in the Suite on a continual basis.

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 Multiple Jobs / Multiple Assignments

12 Multiple Jobs / Multiple Assignments

Multiple jobs (aka multiple assignments) are supported in the Suite. This guide uses the term mul-
tiple jobs to refer generally to the various types of multiple assignments as configured in WT&A,
including multiple, single assignments (MSA); specific exceptions are noted as needed.
The following cards support multiple jobs:
l Exceptions Assistant card and Exceptions Hub card
l Request Time Off Hub card
l Schedule Hub card
l Time Off Balances Hub card
l Time Off Request Approval Assistant card
l Timesheet Summary Hub card

Considerations and Current Scope Limitations

l Support for multiple jobs is currently not available on the Time Clock Hub card. In the
meantime, the classic WebClock does support multiple jobs and can be accessed from
the Hub. See more at WebClock on page 42.
l Multiple Policy Profile Group multiple assignments (where an employee has different
pay period definitions for their different jobs) are currently not supported. This type of
configuration is also referred to as multiple aggregates.

Enable Multiple Jobs

Some additional steps may be required to enable multiple jobs in the Suite, as detailed in the fol-
lowing WorkForce Knowledge Base article: Enabling Multiple Job Support in the WorkForce Suite.

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 Embedded Mode

13 Embedded Mode
The Suite can be embedded within another application, such as SAP SuccessFactors Employee
Central.
The embedded mode allows users to bypass the Account screen during login and go directly to
the Log In screen, which provides SSO authentication.
Additionally, when embedded mode is enabled, the following changes are made to the Suite
menu bar:
l The WorkForce logo is removed from the menu bar
l The user menu moves into a gear icon
l The Sign Out menu option is removed (since login and logout are provided by the par-
ent application)
For complete details on embedding the Suite within SAP, see the How to Embed WTA Software
Into SuccessFactors Guide.

Enable Embedded Mode

Embedded mode is controlled through parameters appended to the Suite URL.
Remove the WorkForce Logo, Sign Out, and User Image
You can use the following URL parameter to remove the WorkForce Software logo and the Sign
Out link, This will also convert the user menu to a gear icon:
?embeddedApp=true
Example

https://app-<datacenter>.wfs.cloud/?embeddedApp=true

Bypass the Account Screen

To bypass the Account the screen during login so that users go directly to the Log In screen, use
the following URL parameter:
?skipAccountSelectionInput=true&accountId=<account ID> where
account ID is the External Account ID from Tenant Manager.

Example

https://app-<datacenter>.wf-
s.cloud/?skipAccountSelectionInput=true&accountId=<account
ID>#/login

Apply the "Embedded" Theme

System administrators can change the theme of the Suite to a neutral gray color, which is useful

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 Embedded Mode

when embedding the Suite in another application. This is done in the Suite front-end (that is, this
is not configured within the WT&A Policy Editor).
1. Navigate to Admin / System Configuration.
2. On the Branding tab, select the “Embedded” theme from the Theme drop-down.
3. Select Publish.
Applying the “Embedded” theme impacts all users within the account.

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 Integrations

14 Integrations
The Suite platform comes with an enhanced Integrations platform.

Note: For an important requirement regarding conforming integration scripts,

refer to the Prerequisites: Before You Begin Enabling the Suite on page 9 in the sec-
tion on how to enable the Suite.

Person Service / Person API

The Person Service is a centralized service that enables the creation and maintenance of Employ-
ees and Users across the Suite platform. The Person Service assigns WorkForce Software IDs to
employees and users.
For New Customers
New customers can choose to use Employee Import or use the new Person Service. The Person
Service is populated via the new Person API, which imports employee and user data. For doc-
umentation on the Person API, see the WorkForce Software REST API Guide in the WorkForce Com-
munity.
For Upgrading Customers
For upgrading customers, the existing customer interfaces need to be upgraded to the latest ver-
sion of WT&A. Upon upgrade, WT&A will publish the Person Service data. This will be run both
manually (post-upgrade) and automatically over time, once the initial publish has been com-
pleted.

Note: For upgrading customers, use of the Person API is not required; existing
integrations for WT&A will continue to work.

Enable the Person API

You can begin using the Person API by enabling two build properties:
l standard_user_import.enabled=true
l standard_employee_import.enabled=true
If you want to use the Person API, then both of these build properties need to be set to true. If
you want to continue to use legacy WT&A imports instead, then both need to be set to false. See
the WorkForce Time and Attendance Installation Guide for more description of these build prop-
erties.

The Distinction Between WorkForce Suite and WT&A Standalone

Passwords
Separate credentials are needed to access the new Suite versus the standalone version of WT&A

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 Integrations

(sometimes referred to as "classic" WT&A). This distinction is expected and has been designed this
way for necessary reasons. After upgrading to the Suite, all user passwords for WT&A will con-
tinue to work as normal; this is also by design.
After enabling the Suite, users trying to gain access will not have built-in passwords. If you wish
to have built-in passwords configured (instead of SSO/SAML), the only mechanism for setting
these passwords is a Forgot Password email loop, which will require a valid email address con-
figured for each user within WT&A. Currently, there is no support for migrating existing cre-
dentials if built-in passwords are desired. Users must use the Forgot Password link on the Suite
login screen, which invokes the Central Authentication Service (CAS) to perform the password
update.
Additionally, after enabling the Suite, passwords used to access WT&A should be removed using
the Manage Password screen. Currently, this is not done automatically because built-in pass-
words in WT&A are still required for the following use cases:
l Access to the WT&A Policy Editor
l Access to WT&A Webservices
Note that it is possible to access the WT&A Manage Passwords screen through the Suite; how-
ever, this screen works only for managing legacy WT&A credentials.

Note: For more information on authentication and the integrated Suite, see the
WorkForce Knowledge Base article, An Overview of the Central Authentication Ser-
vice (CAS).

There is no comparable support in the Suite for corporate admins to manage or reset passwords.
Users must use the Forgot Passwords email loop. Workforce Software Support should be con-
tacted if there are issues.

Note: Change Password in the Suite is currently not supported.

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 RESTful APIs

15 RESTful APIs
For information on REST APIs, see the WorkForce Software REST API Guide.

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 Global One Touch Callout

16 Global One Touch Callout

Global One Touch Callout will be covered in a forthcoming guide.

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 Global Phone Entry Via Interactive Voice Response (IVR) or Short Message Service (SMS)

17 Global Phone Entry Via Interactive Voice Response

(IVR) or Short Message Service (SMS)
Global Phone Entry, designed as a drop-in replacement for the IVR service previously provided by
a third party, will be covered in a forthcoming guide.

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