Log into the instance of Fieldglass.

Select Analytics then Create Report.

Select Time Sheet. This will open the report creation page with the correct options available.

Columns will default into the report but should be removed by selecting the X. Using the Search For Fields option search for the below fields and drag and drop them into the section Columns in the correct order.

Fieldglass Report Fields

***NOTE: The Revision # column will only be available if this Fieldglass client allows revised timesheets. If not this option will not appear when searched but the report can be created without this column.

Fieldglass Report Filter

Under Filter Parameters add:

Time Sheet Status> Equals> Select the drop down and include: Approved, Invoice, Paid, Payment Pending, Pending Allocation, Pending Approval, Pending Review, Pending Review by Supplier, Pending Validation.

1. Add Time Sheet Submit Date (Time Sheet/Details)>In last>30>Days
   

2. Add Time Sheet Submit Date (Time Sheet/Details)>In Last>24>Hours
   

Change the Filter Logic to 1 and (2 OR 3) then select OK to save the changes.

Select the filter for the Rate Category>Equals and select all the rates to add them to the right side of the pop-up window, then select add.

Select all of the Buyers that should be included in this report and move them to the right side of the pop-up window, then select add.

Saving the Fieldglass Report

Enter a report Name. It is important to create a report name that is unique for you. We recommend putting your company name and your client’s name in the report name. This way email delivery will always be able to find your reports. If you have a sweep file and an Approved file, then you need to include this in the report name as well. So your reports would have part of the name be Agency_Customer_Pending and Agency_Customer_Approved.

Select a folder. This does not drive anything within the report, but you must be able to select a folder to save the report. If you do not see a folder option then your login does not have Admin access and will need to be updated.

Select the Output Format of CSV and save the report. Once the report saves, select the Run Now option.

***Note: If you receive the following “Error: Number of columns exceeds the limit 500. Narrow the column selections and try again.” Then remove some of the Rate Category’s that were added. One way to determine which Rate Categories should be left is to remove the bill rate and run the report. Then review the report to see which rate categories have hours and ensure those categories are selected.

Scheduling Reports Within Fieldglass

This report then can be accessed through Analytics>My Reports>Actions>Go to Run Time Page. From the Run Time Page Actions>Schedule Report to have the report emailed to Exchange.

A Schedule Name will default as the report name which can be left as is or updated if necessary. Delivery Type should be Attachment, Frequency is Daily, Start Date/Time should be the first date you want the file to run and the time of day the report should be run. We recommend scheduling the report to run overnight so that the report is ready to process first thing in the morning. For Email Addresses enter both the Cert and Production email provided by Bullhorn separated by a semicolon. This will eliminate the need to update the reports when you are ready to move them into production.

Exchange Email Box

Login to https://login.microsoftonline.com/ with the provided details. If it asks for additional verification information, select cancel as it is not necessary to provide. This email box will show all emails received from tools so you can verify the email is set up correctly and being received by Bullhorn. If a file needs to be reprocessed as it did not process, mark the email as unread and this will prompt the system to process the email again. The file should normally process within 10-15 minutes depending on its size and the other files the system is processing at the time.

Exchange Fieldglass Template Creation

After logging into Cert select the

and then

The following window will pop-up for initial information to be entered so the template can be created.

Enter the Template Name. This field will help your team to know what file they are reviewing and helps the Bullhorn team if any troubleshooting is required. As such, the name should include your company name (or an abbreviation) and the name of the VMS and the client.

Enter the Customer Associations which is the client ID from the ATS that correspond to the buyers/employees that are included in the file from Fieldglass and select the number that shows as a drop down under the field. The name should then show populate below the box.

Select the Source of Fieldglass.

Select Create.

The template will now show up as a new pop-up window.

At the top there are tabs that determine how the template will function.

File Processing Tab

On the File Processing tab enter the Start Date, this can be left blank for testing if desired, but is critical for ensuring time for weeks prior to the transition to Bullhorn do not get duplicated when moving an existing client into Exchange. The Start Date should be the first date for which you do not want to load time. Select an Approval Status Type. This should be left as Peoplenet Approval Status unless you need to see status changes such as Approved to Invoiced as these will not show since they are both considered approved.

For the Auto Process Employee Matches the Match Types should be set to Full Name Without Middle Initial. This will allow this system to match employees from the VMS file to employees under that customer ID if they have the same name. If there are more than one employee with the same name, then the system will only suggest a match for a person to manually confirm.

Auto Process Assignment Matches should remain checked as one-to-one. This will allow employees that have been matched on the employee level to have their assignments match if there is only one assignment in both the VMS and in Bullhorn. If there is more than one assignment in either system, then the system will suggest an assignment match, but it will need to be confirmed by a person prior to any time loading.

Auto Process for Matched Items should be checked as this will allow any time in the file for matched employees to process into BTE when the file uploads. When first testing or loading time this option may be turned off to allow review and confirmation of hours prior to moving to BTE to confirm testing is accurate.

OT Reconciliation should be checked with the OT Calculation Source listed as Peoplenet OT Calculation. This will allow the system to compare the overtime hours entered into the tool with the overtime calculated by Bullhorn according to the state laws of that employees’ work location. If there is a discrepancy that will cause a monetary difference for AR, then it will display a record on the Overtime tab within Exchange so the overtime can be reviewed and corrected. If a client has abnormal overtime rules that are enforced within the tool, then the VMS OT Calculation source can be selected. This will load the hours into BTE exactly as they were received. This means if the pay file sends the reg and OT and DT time that is in the BTE timesheet to the payroll system, then the hours as entered in the VMS system will load to payroll. This also means that the VMS OT Calculation source should not be used if the VMS does not force overtime to be entered correctly.

Ignore Pay Record Sent and Reset Pay Record Sent should be checked if you are allowing time corrections (CPA) to process from BTE into your payroll system. If time corrections will be manually entered into the payroll system these should not be checked. **NOTE: These do NOT need to be checked if you are using Bullhorn One.

Report Settings

On the Report Settings tab, the details of the reports will be entered.

Select Report then select the Default Report then change the name of Default Report that populates into the Report Name. This will help if additional reports need to be created for that client/template.

Delivery Type select Email Delivered.

Leave Upload Path, Approval Type, and Approval Date as they default.

Mapping Code select FieldGlass Mapping.

Import rules will be selected dependent upon if a Revision field was able to be added to the report.

Schedule

Select the sub-tab Schedule to enter the expected schedule of the file. Select the correct Time Zone.

Select the Day and Time the file is expected to be received using

to add additional days and times. For Fieldglass it is scheduled to run daily so add a schedule for Monday, Tuesday, Wednesday, Thursday, and Friday at the expected file time.

Enter a Window Start and Window End meaning the number of hours before and after the arrival time. This means that if the file is expected at 3:00 AM and the Start and End windows both are 2:00:00 then the system will check if the file is received between 1:00 AM and 5:00 AM (2 hours before 3:00AM and 2 hours after 3:00AM) and create an error if a file is not received.

Email Delivery

Select the sub-tab Email Delivery tab. This will allow the emailed file to import into Exchange.

From Address is fieldglass@fieldglass.net.

To Address is the email that Bullhorn provided for Cert and then will be updated to the production email when migrated to production.

Subject Key Words should be Scheduled report is ready for download.

Email Body URL Key Words should remain blank.

Email Body KeyWords would be the report name including your company and client name and any defining details of the report from when you saved the report in Fieldglass. It is important that this information is unique to every file sent so the system can correctly map the file to the right template and schedule.

File Extension is .CSV.

Header Row is 1.

File Delimiter should show as “,”

Check the box for Has Attachment.

Leave Is Attachment Zipped and Do Not Convert to CSV as unchecked.

Template Settings Tab

The Owner field can be updated to select the admin that will be responsible for processing the files for this client or tool. This is particularly helpful if you have multiple admin’s working in Exchange to process files. If only one admin will be working in the system to process all the files, then this field can remain as Not Assigned.

Exception Processing Tab

On the Exception Processing tab, each exception type can be set to one of the following:

• Ignore: No action required when this exception type is received, and there will be no changes made to the timesheet.
  

• Load if Pay Record not Sent: No action required when this exception type is received, if the initial time loaded has not been sent to the payrolling system then the update to the hours/status will be loaded to BTE. **NOTE: This is not used for Bullhorn One.
  

• Always Load: No action required when this exception type is received, the update to the hours/status will automatically load to BTE regardless of whether the pay record has been sent.
  

• Manual Resolution: The exception will require review at which point the person can decide if it should be processed to BTE or Ignored which will leave the hours/status in BTE unchanged.
  

Map Earn Codes Tab

Rate Reconciliation Tab

Resolution Settings Tab

Exchange Test File Import

FAQ

Q: Why can’t I find the Revision field to add to my report?

A: The client did not opt to have the ability to revise timesheets within Fieldglass so corrections are done through Credit/Debit Memos. The report can be created without that field but leaving the other fields in their respective places. It is important to select the correct Report Input Rules on the template.

Q: I set up a new file in Fieldglass, but the file did not load to Exchange?

A: Confirm the file emailed to the Exchange inbox otherwise updates may need to be made to the schedule within Fieldglass. Check the details on the email with the details entered in Report>Email Delivery. Also confirm that the key words are specific enough to the individual report. If there is another report in any of your templates or another customer’s template with the same report name, the report will not be able to load. Therefore, it is recommended you include your company name and the client’s name within the template.

Q: All of my Fieldglass reports were not received by Exchange even though previous reports have been received?

A: Log into Fieldglass and select Analytics>Report Outputs. This page should show you the reports recently run so if it does not reflect on this page then the report failed to run within Fieldglass. Review your report schedule to ensure it is still accurate and then reach out to Fieldglass to see if there is a system issue that prevented the report from running. If the report shows on the Report Outputs page but still does not reflect within Exchange, check the email inbox for your Exchange reports for the email. Change it back to unread if it is reflecting in the inbox to have the system pick up the file for processing again.

Q: My file failed because of a negative value, what do I do?

A: When the file was set up it is likely that the revision field was not in Fieldglass so it is not set up on the report that is loading into Exchange. Go into Fieldglass and add the revision field into the correct order on the report. Once that update is saved on the report and schedule, then the template needs to be updated as well. On the Report General tab the import rules need to be updated to include “Keep only the Highest Revision'' and “Remove Timecards with –ve value.” A new report can be manually run from Fieldglass including that revision column and then uploaded into Fieldglass or you can wait until the next day when the scheduled report will run.

Q: I have exceptions that state the time is before the Start date. Why did these create?

A: The start date entered should be the first date for which you do not want time to load. For example, if the first timesheet to load in Exchange is for Monday 10/11/2021-10/17/2021, then the Start Date should be entered as 10/10/2021.

Q: I tried to run the report in Fieldglass but it gives an error that there are over 500 columns. What should I do?

A: If you remove the Bill Rate column and run the report, then it should successfully run. The Bill Rate field provides the bill rates onto the report so the rate recon comparison can take place. Once the report runs, the columns showing the hours worked can be used to determine which rates are important to include. Very often there are many rate categories that are not used by the client so only those rate categories that are used can be selected to help limit the number of columns to report pulls. Once the rates categories that should be selected have been determined, add the bill rate column back on the report. Then under the Filters, select the Rate Category filters and only select the rate categories that are used by this client and move them to the right side of the screen. Save the updates to the report and try and run it again. This should allow the report to run without the 500 column error.