Arcoro is excited to announce the November 17, 2022 release for Core HR for our customers and partners. This release provides an enhancement to the employee account creation process in the HR Module. This document will describe the software updates and provide details to help you get started with new enhancements.

Enhancements

Create Accounts without a Verification Email

Background

After employees are created in Core HR, they need to be given Arcoro accounts to log in and complete tasks as a user. The process of account creation is also known as giving users usernames or creating Arcoro ids. Often, administrators need to create accounts for employees in bulk. When an admin needs to create accounts in bulk, they can do this using the ‘Manage Accounts’ page, which can be found by navigating to Setup > Setup Properties > Employee Portal Setup > Employee Management > Manage Accounts. The ‘Manage Accounts’ page is shown below.

Current Page

On this page a user can take four actions:

1. Generate new accounts for employees that don’t have an account – This option creates accounts for all employees that do not have them in the company. It also sends account verification emails to those employees so they can log in.
2. Generate new accounts and open the Onboarding portal – This option generates new accounts for employees and sends them an account verification email. This option has the additional functionality that once a user logs in they see the onboarding portal set up in Core.
3. Lock all employees – This option locks all employee accounts so that users cannot get into the site.
4. Unlock all employees – This option unlocks all employee accounts so that users can log in.

The page set up as it is does not offer a few key pieces of functionality that are important to administrators and Arcoro implementation teams. First, the page does not offer an admin the ability to create accounts without sending account verification emails. This capability, if it were added to the page, would ensure a high level of control for the admin over the user experience. Second, the page does not offer a way to create accounts by employee group. We have redesigned the page to allow for both capabilities. The new page is shown below.

New Page

Features

There are several options included in the new Manage Accounts page.

1. Create accounts for all employees that do not currently have an account (new) – This option allows an admin to create Arcoro accounts for employees in the company that do not have them. This option does not send a verification email when the account is created.
2. Create accounts for all employees that do not have an account in group (new) – This allows an admin to create an account for all employees in a group. This option does not send a verification email when the account is created.
3. Create accounts and open onboarding portal with verification emails – This option creates accounts and sends verification emails for those employees. When the employees logs into the system, they are then taken to the onboarding portal.
4. Send verification emails to employees that have not verified their account (new) – This option sends verification emails to all employees that have not verified their account.
5. Send verification emails to employees in group (new) – This option sends account verification emails to employees in a specific group that have not verified their account.
6. Lock all employees – This option locks all employee accounts so these employees cannot log into the Core HR module.

In addition to the new create accounts and email options, there are two changes to the Manage Accounts page that display after a user has run a process. At the bottom of the page, a progress bar displays to tell the user the status of the process that runs to complete their intended action. Once the process is completed the page will now show a confirmation message next to the progress bar. The new message will tell the user how many accounts have been affected. For example, if an admin creates accounts for their company with twenty-five employees, the message will read “25 accounts created”. The second enhancement tells a user that the process is in progress when they choose an option and hit execute. When a user chooses an option, and hits the execute button, the progress bar will move from 0% to 1% and now show a message that reads, “Processing records”. If another user navigates to the ‘Manage Accounts page while the process is running, they will see the same message.

Enablement

The new Manage Accounts page will be turned on for all Core HR customers by default with the November release (November 17).

New W2 PDF Import

A new workflow has been added within Core HR where customers can easily upload their employees’ W2 Forms. W2 PDF files can be a continuous file with all employees W2 within the file. Core HR will “split” the W2 file by employee and post to the employee’s W2 detail page within Core HR, which is accessible via the Employee Portal.

Until a template configuration has been created by Arcoro, you will not be able to upload your W2 file. Please work with your account manager to schedule time for Arcoro to create the template.

W2 User Details

W2 templates need to be set up by Arcoro to utilize the W2 interface within Core HR. Once the templates are configured, access the W2 templates by navigating to Data > Imports > W2 PDF.

*Customers will need to add the new navigation menu option to their existing Admin users by navigating to Setup > Administrators and clicking on the Name of the user who should have access.

Under the Page Settings tab, navigate to the Data settings and check the W2 PDF option.

Until a template configuration has been created by Arcoro, you will not be able to upload your W2 file. Please work with your account manager to schedule time for Arcoro to create the template.

Once the templates have been created, select the appropriate file to import. During this process, the system will begin to “split” the W2 PDF file by employee and year and will display the results so customers can review and verify.

Once validated, ‘Approve and Complete’ this process will post each individual W2 Form for each employee.

Note: Employees will be able to view uploaded W2 Forms within 24 hours of the W2 Form import file being approved and completed.

Viewing the W2

Before employees can view their W2 via the portal you must first ensure you have the menu option enabled. To enable navigate to Setup > Setup Properties > Employee Portal Setup > Employee Portal > Quick Links and select W2 Forms.

The W2 Form can be accessed on the employee W2 view under the payroll menu option, or by the Employee when logged into their Employee Portal.

Employees will be able to access their W2 under Pay Data by selecting View W2.