Releases YouServe

In this version... Changed in version 2 The subject 'Digital Signing - Changes on the email signature' is changed. We have added instructions to register the company who will send the e-mail. Announcement Towards a better performance We have made a change to improve the user experience of the Archive list that will also lead to an improvement in the performance of this page. For the explanation and performance of this adjustment, read the subject 'Search function Archive extended' in these release notes. An improvement has also been made to the Effort form. This improvement prevents information being collected unnecessarily from now on. This will improve the performance of the Effort form. Modified and Improved Active signalling - When starting up a workflow from Active signalling, the default values were not filled on the first form When defining a signal in HR Core, you have the option to create a 'Workflow' signal. When starting a G-form by means of active signaling, no rubriek fields were filled on the first form as you were used to when starting a workflow directly from Self Service. This is solved in this release. The priority of the shown value is: 1. Data passed in with request; 2. Value from employee data; 3. The default rubric value; 4. Empty value. Digital Signing - Option to sign from Batch Signing removed for Employees When sending a document to 'Digital signing' from a workflow, until now all the users were prompted to select one option to send the documents for a signature: Send later using 'Batch signing' or 'Send for signature now' from the workflow. This leads to some confusion as employees may not have access to the 'Batch signing' option in Self Service. Due to this, if the user sent the documents to 'Batch signing' and do not have access, there is no way for them to send later to the 'Digital signing' procedure. With the changes introduced in this release the employees will not see the option to send later from 'Batch signing' and will see only the pop up to add their email address and phone number to send the documents at that moment for signature. Other type of users like managers and professionals will still have the option to select 'Batch signing' procedure if needed. Digital Signing - Changes on the email signature There has been some changes done to the signature that appears in the emails that users receives when they have an available document to sign on Intraoffice portal. Until now the default signature contained 'Youforce HR Team' and from now on it will contain the name of the company that sent the email in the same way that appears identified in Self Service account.  Digital Signing - Changes on the phone number validation This change has been implemented based on the customer feedback and the votes received from the our Ideas Portal. To prevent issues with mobile phone numbers when filling this information in the Self Service pop up for 'Digital signing' signature, we modified the actual checks to validate the phone numbers. From now on this validation checks that the phone number doesn't start with a '0' (zero) and that it contains only 9 digits, which is the standard mobile phone number length. You can register the name of the company who sends the e-mail at Beheer > Systeem > Instelling: Search function Archive extended Self Service users usually check for mutations from recent history. Too many items are displayed based on current filters. It is now possible to search for mutations per effective date. The search function of the Archive has been extended with effect from 11 September 2019 with an effective date (from and including) filter. In addition to the user-friendliness, this screen will retrieve the data faster by using the new filters. This filter shows as default value the mutations with an effective date starting from three months ago to today. If desired, you can select a different time period. Your selection will be saved for the duration of the session. If you press the red filter then you clear the period and you can select a new period. This will also reset your filter below. The archive has been expanded with two new fields: 'Start date from' and 'Start date up to and including'. We have done this because of performance problems. If you get the Archive for the first time after logging in, then the 'Start date from' date: the date of three months ago is already entered. The 'Start date up to and including' is already filled in with the current date. These are not mandatory fields. So if, for example, you want a bank view of mutations up to six months ago, then adjust the 'Start date from'. If you want to see future mutations, it is best to empty 'Start date up to and including'. If you only want to search by mutation number or employee number, you can also choose to use both fields 'Start date from' and 'Start date up to and including'. If you leave this screen and then return to it, the last used selection will be displayed again. The starting date that can be searched is the starting date that you see in the top right of the forms. List filtering - New validations on the dates filter in Archive We added new validations to the dates filter on the Archive area in Self Service. This validations will prevent the users to enter incorrect dates or dates in a non valid format that used to return search results and could lead to user confusion. The new checks added includes: Date format checking: Dates has to have the right format (DD-MM-YYYY) and cannot contain a letter or other characters not supported in a date format. Leap years checks: When entering the date of February 29th it will only run the search if the year is leap. If not it will show an error as the date is invalid. It will show the error message if start date happens after end date or end date happens before start date, which are not logical searches Before this change the user could even see results with incorrect dates or not valid format dates but from now on the page will not make the call to the server if the format is incorrect and now refresh on the page will be done showing new results. Legislation Validation of the IBAN code for bank accounts As of January 1st, 2020, the Netherlands will fully switch to the International standard for IBAN for the bank accounts verification. In this release we adapted the IBAN rubriek in Self Service to be aligned with the new validations so from now on this International standard will be used for the IBAN verification in the Self Serivice forms. All the IBAN codes provided by your bank before and after this change will still be valid. We simply added the International standard validation in Self Service as the banks in The Netherlands will follow this IBAN format from now on. The change will be applied automatically to the IBAN rubriek so there's no additional configuration or changes needed for the users. Solved changes Export on paper - Page could not filter mutations greater than 1.000.000 (change 1236521) From various customer we received the messages that the functionality 'Export on paper' ('Export op papier') could not filter mutations greater than 1.000.000. The 'Export op papier' functionality didn't show a message error when filtering by mutations greater than 1.000.000. Solution From now on it will be possible to filter any amount of mutations. The problem is fixed and doesn't occur anymore.   Publishing Date : 11/6/2019

Modified and improved Candidate data form improved If you have selected a candidate you will enter the 'Candidate data' form. You will receive an overview of the candidate data. First, you will see the vacancy number and vacancy title. We have added this to the screen. You can also change (if needed) the department and/or the employer here if necessary. These 2 fields are needed to place the candidate at the right employer and under the right department. The department field is filled by default with the value from the vacancy. If you are a manager, the field employer is filled by default with the value that you have as a manager. If you have a professional role, the employer field is left blank by default and you must select an employer. After this click on the 'Continue' button to start the 'New employee' process. This link with Recruitment only starts the 'new employee' processes in Self Service. Transfer processes are not included. Recruitment fields in 'Accept candidate' form On the 'Accept candidate' form there are 5 fields which are filled in with a (correct) value from Recruitment. However, with the import of data for these fields a mismatch occurs with the Self Service fields because the layout of the Self Service fields differs from that of Recruitment. The values in these fields are causing an error message on the form. In the June release, we announced that we were going to remove the automatic filling of these fields. However, we have a better solution for this, which we will implement in the August release. If you already use the link between Recruitment and Self Service, you will receive an error message. By selecting the correct value in Self Service, the error message will no longer be displayed. It concerns the following fields: Salutation Title Marital Status Country Gender Solved changes New 'Confirm' button on Leave withdrawal form leads to an error message (change 1402665) Message A '500-error' appears when clicking on the button 'Confirm' in Leave withdrawal workflow. Solution Digital Signing has been included properly in this form (Leave withdrawal) solving the '500-error' and allowing the users to sign documents. '500-error' appears when clicking on start/todo/done/archive list Message When logging in Self Service a '500-error' (time out) appears after loading the todo list for more than 30 seconds. The same error appears after clicking on the start/todo/done/archive list. Solution We improved the query to generate a more optimized query and to reduce performance time. Replacement date does not reflect the selected date (change 411553) Message When selecting the date of a replacement in the header of the column the text mentions that the last day selected is included, but it is not. The workaround for the users that knew about this issue was to add an extra day to the replacement date. However, we received requests asking to change the information so it reflects the actual behavior of the date.  Solution The column header now shows 'Replacement up to but not included', so it reflects that the real date of the replacement is the next day after the selected date.    Publishing Date : 7/2/2019

Notifications Unique Personal ID and person conversion Why When using generic APIs, such as Identity and Access Management, Medical Leave Management and Medical Leave Management 2.0, the use of the Unique Personal ID (UPI) is mandatory. It ensures that unique persons and associated employees are identifiable in interface applications and services. The UPI field is available for specifying this ID, and now a new level in the HR Core Business structure has been introduced to link employees. An example of a person’s structure with associated employees: How Employee > Employee > Employees Employee > Person > Person When you use either of the above solutions, the UPI must be specified as part of the implementation process. The UPI is used to create unique persons. This requires a conversion, which ensures that the personal data at the employee’s level is synchronized and included at the person’s level. The Person Data 2020-10 document – available in the community – contains the data that is made available to interface applications at the person’s level and is used for synchronization. Your action Before synchronization commences, the Unique Personal IDs must haven been specified. The data of the employee with the most recent employment must be current. New Reference to the employee’s associated person Why With the application of UPI and the introduction of the Person level in the HR Core Business structure insight into the employee’s relation with the person is required.  How Employee > Employee > Employees The Employees screen now includes the Person field that shows the reference. This field cannot be modified. The reference is displayed when the new Person level has been activated. This new level will be rolled out in phases and where required – initially for clients who will start using Identity and Access Management or Medical Leave Management 2.0. Your action No action is required. Modified and Improved UPI uniqueness check based on BSN Why As an organization may have multiple employees with the same last name and date of birth, the UPI uniqueness check must take place using the BSN (Citizen Service Number). The BSN may be used under certain conditions. The BSN may not be used as a result or search field. How Employee > Inflow/Outflow > Create Employee Employee > Inflow/Outflow > Create Employee with Profile Group Management > Data exchange > Modify UPI When an employee’s Unique Personal ID (UPI) is entered, a check is performed to determine if the UPI is already in use. If it is, the BSN of the existing employee with the existing UPI must match the BSN+UPI combination of the new employee. The last name and date of birth must still be checked. Your action If you want to change or enter the UPI to indicate that the same personal data applies to multiple employees, the BSN, last name and date of birth of these employees must match. Auto-population of Unique Personal ID (UPI) Why When entering a new employee, the user must determine whether that employee should be linked to another employee with the same personal data through a Unique Personal ID (UPI). When the user specifies a different UPI for an employee (where an employee with the same personal data already exists), this will result in a new unique person; that person cannot be linked to the existing employee. This situation is now prevented through auto-population of a UPI based on the BSN (if the BSN is already known by the client). How Employee > Inflow/Outflow > Create Employee Employee > Inflow/Outflow > Create Employee with Profile Group When specifying the BSN of a new employee, the system checks if that BSN is known by the client and auto-populates the Unique Personal ID field with a suggested value. If the intention is to create a new person by entering a new employee, the suggested UPI can be overwritten. This is not yet possible for self service or import.  Your action The UPI is auto-populated based on the BSN+UPI combination already available in the application. We therefore recommend making sure the current BSN+UPI combinations are correct. Autogeneration of Unique Personal ID Why In order to be able to automatically fill in the unique personal ID (UPI) with the employee code or with an automatically generated UPI, new control data is available. With this you can set that the UPI is automatically filled with the employee code or with a number that is automatically generated, whether or not based on a serial number. If you have the UPI generated automatically, you can choose whether you want to supplement the automatically generated number with leading zeros and if so, up to what maximum length. Hoe Settings > Data entry > Configuration UPI As of this release, the Configuration UPI screen has been added to the Settings > Data entry menu. When entering a new employee, the UPI is filled in based on the settings recorded in this screen.   Veld / optie Toelichting Fill UPI with Employee code Select this if you want the employee code to be entered automatically when entering a new employee as a UPI. Please note that when using the employee code, this can lead to unique UPIs per employee, while some employees should receive the same UPI in order to identify them as the same person. Auto generate Choose this if you want the application to automatically generate a UPI. Once you select Auto Generate, you will see the fields described below for capturing some of the properties of the auto-generated UPI. Sequence number Enter a sequence number, if you want the UPIs that the application generates automatically, are based on this sequence number + 1, this sequence number +2, etc. You will only see this field if you have selected Auto generate in the Fill UPI with field. Leading zeros Place a check mark here if you want the automatically generated UPI to be supplemented with leading zeros up to the maximum length you specify at Total length. As soon as you put a check mark here, you will also see the fields Total length and Preview. Total length Enter the total length of the UPI, i.e. how many characters it may contain. If the option Leading zeros is checked, the application fills the automatically generated UPI with leading zeros up to the maximum length. Please note that we advise not to use UPIs longer than 15 characters. This field is only visible if you have checked the Sequence number option. Preview Here you can see an example of the UPI based on the settings you have entered in the screen. This field is only visible if you have checked the Sequence number option. Your action If you want to have the UPIs generated automatically within your organization, record the desired settings as described above. Location description, Identity and PingID added to person synchronization Why As part of the synchronization process of the personal data of an employee at the person’s level, the following data has been added: Location description Postal address location description Identity and PingID This means that the values specified in these fields are also stored at the person and other employees linked to this person. How Employee > Employee > Employee address details Employee > Employee > Employee (supplementary) Once the new Person level is in use, this data is made available at the person’s level. This means that the data is made available when data of a person is retrieved. The values of other linked employees with the same personal data, linked to the same person, are also updated. Your action When the Person level is used, we recommend ensuring that the above fields contain current values. These values are also synchronized with the person and the other linked employees. Publishing Date : 9/18/2020

30-03-2021 HRSS link added automatically when sending an email with an empty footer (change 2244213) When the footer - created in an email template - was empty, the system automatically added a link to Youforce. The link to Youforce will n...

Improvements Data in the Ziekteverzuim reports were not correct Why When the standard reports R-ZK-10310, R-ZK-10320 and R-ZK-10300 for the month of May 2018 were run, the percentage Deelbetrekking (and the ZVP) was not correct. In the procedure which feeds the standard report R-ZK-10310 in the table variable column definition, the FTE column was declared as Decimal without specifying the decimal points. Therefore it was treated as an integer number and rounded off. How The FTE column mentioned above is now declared as Decimal with specifying the decimal points. Your action No action is needed No future inflow in report R-AL-11000-a Instroom doorstroom en uitstroom Why When the standard report R-AL-11000-a Instroom doorstroom en uitstroom was run, the result didn't show any data, because the report used the current date which did not yield any data. How The problem has been solved. Data is now retrieved by looking at different information. Your action No action is needed Datum uit dienst is missing  Why When a report with current data of the Datum uit dienst was run, for some employees the Datum uit dienst wasn't shown although the Dienstverband indicatie was Uit dienst. How The issue was related to a missing mutation and this has been resolved.  Your action No action is needed Ziekteverzuim rapport R-ZK-10300 does not show all requested data Why When the standard report R-ZK-10300 was run with the request data from 01-12-2018 until today, the Ziekte Tijdvak 31-12-2018 was not always present for all employees. The Reports 10310 and 10320 were also not complete. How Adjusted calculations on the Ziekte Tijdvak field on the standard reports R-ZK-10300.  R-ZK-10300,  R-ZK-10310 and R-ZK-10320 now provides the complete information for each specified period. Your action No action is needed Publishing Date : 3/22/2019

Announcement Clean up old mutations (changes 1335719, 1236622, 1331839, 547573) We have noticed that many old mutations are still open. This places an unnecessary load on Self Service. To reduce this, we will take action in Week 18 (April 29 through May 3) and remove all outstanding mutations from before January 1, 2018. All open mutations prior to this date will no longer be present in the system and can no longer be retrieved. This only concerns changes that have not been fully completed. Completed mutations will remain in the system for audit purposes. You will still be able to see all outstanding mutations dated after December 31, 2017. Solved changes Spelling error (change 1244479) Problem On a workflow definition page, the message 'Geen data beschrikbaar' is shows after a filter action with no result. Solution As from this release, the message will read 'Geen data beschikbaar'. The spelling error in this message (an extra 'r') has been removed. History not shown when mutations are expanded on archive list (change 1283574) Problem When the user clicks 'Archive' and expands a mutation, no data appears. Clicking the button to show the mutation results in an empty screen. Solution When the user clicks 'Archive' and expands a mutation, an error message is generated if no data comes up after 30 seconds: 'An unexpected error occurred while retrieving this transaction. Please try again later. If the error keeps repeating, please contact your administrator or the Visma | Raet service center.' The process of sending new employee and new contract email is not working properly (change 1007890) Problem In the 'new employee or new contract (NW or ND)' workflow, the email with attachments is not sent to the employee. If the 'Private email address' field is filled at a later time, the field is not updated. Solution As from this release, the 'Private email address' field will always be updated when it is filled or changed in the 'new employee/new contract (NW/ND)' workflow. An email will then be sent to the employee. If disruption occurs while updating, an error message will read 'Error while processing (private email)'. The roles fails to take the role's start and end date into account (change 518839) Problem The roles does not take the end date of that specific role into account. As a result, incorrect roles (and users connected to these roles) can be returned. Former managers may still receive emails from their previous organizational unit. Solution With the Youforce Portal release 2019-04, the roles takes into account the start and end date. Former managers will no longer receive emails from their previous organizational unit. Problem generating statistics outside disabled period (change 1365977) Problem Outside the disabled period, it was not possible to generate relevant statistics. Solution It is now possible to generate relevant statistics outside the disabled period. Employee trying to log in as a delegate receives a 500 error (change 1154892) Problem An employee trying to log in to Self Service as a delegate is presented with a 500 error on the menu. Solution When an employee logs in as a delegate, the menu on the left appears. Mutation is not blocked when button 'Confirmatie text' or 'Memo toevoegen' is clicked (change 1284116) Problem A mutation proceeds to the next activity before digital signing has been completed. Previously the user received a message and the mutation was blocked.  Solution Digital Signing has been introduced in several forms which were not used in the past. Digital Signing will now also work with: 'Gegevens wijzigbaar', 'Confirmatie tekst' and 'Memo toevoegen'. User receives 500 error when clicking on Rehire tile (change 1370525) Problem When they click on Rehire tile, the user is presented with a 500 error. Solution As from this release, the 500 error no longer appears. Publishing Date : 4/24/2019

  Notifications Employees with Employment Start Date in the future from Self Service reversed Why To prepare for future functionality allowing employees with an Employment Start Date in the future to be edited in Self Service, they were imported with a start date equaling the editing date on which the employee was created. Thus, it was possible to edit these employees with this start date in Self Service even before employment commenced. Until the Employment Start Date was reached and the employee transitioned to the associated Employed status, the employment terminated status was forwarded to other parties with an Employment End Date equaling the editing date in Self Service, as retrieved from HR Core. This functionality was reversed because it caused a lot of problems in actual practice. How For customers who experienced problems with this, the data was corrected to the old input date. The employment status is no longer Employment terminated before the employee starts employment. Employees who are entered in Self Service with a future date are transmitted to HR Core the old way once again. Resolved notifications Collective leave 2018 not deducted for new employee (change 1174518) Notification  An employee started employment for the first time in November 2018. It was expected that the collective leave days would be deducted based on his work schedule. However, this did not occur. The relevant employee started employment on November 19, and the collective leave for 2019 was created on that same date. The collective leave days were deducted correctly for another employee whose Employment Start Date was October 15. The collective leave days that were entered last year are no longer in the system, which means they were not allocated to employees starting employment. Solution  The employee started employment after the collective leave for 2019 was created, causing the collective leave days for 2018 to be moved to history. This process for clearing old definitions for collective leave has been modified. As a result, collective leave days are no longer moved to history after one year.  Your action No action is required. Organization structure history unavailable (change 1298321) Notification When opening the organization structure on a specific date in the past, an unexpected error report was displayed: OU with code 60001358 refers to parent OU with code 60001352 as per 10/03/2017. The relevant parent Organization Unit (OU) was not valid until 11/08/2018, however, so the reference pointed to a non-existent OU. Solution The date data for the organization units has been corrected, so the reference to the child organization unit has the same start date as the parent organization unit.  Your action No action is required. Remaining leave not always updated (change 1234723) Notification The remaining leave was not updated automatically for employees who had only registered the statutory leave and/or supplementary leave on December 31, 2018. Solution The remaining leave was not updated automatically if leave was taken on December 31. The remaining leave was corrected after another withdrawal or recalculation. The programming was modified so that the remaining leave is updated correctly immediately when leave is taken on 31 December only. Your action No action is required. Publishing Date : 4/18/2019

Notifications Unique Personal ID (UPI) Unique persons must be identifiable in interface applications, including Medical Leave Management and Talent Management. That is why in future the use of a Unique Personal ID (UPI) will be mandatory. By means of this UPI (copied) employees can be linked. Mandatory use of the UPI will be implemented in phases: Phase 1 Checking the UPI’s uniqueness. Refer to the Checking the Unique Personal ID’s uniqueness section in these Release Notes. Phase 2 Option to enable auto-population of the UPI field of new employees with the employee code. Phase 3 The ability to update existing employees with the employee code (individually and through import) when the option to populate the UPI field with the employee code has been enabled. The new Update UPI field will be introduced for this purpose. Phase 4 Final phase for unspecified UPIs and mandatory use of UPIs. We will keep you informed about the progress through the Release Notes. New Request for supplementary childbirth leave when registering the child Why With the introduction of the Dutch Supplementary Childbirth Leave Act (Wet Invoering Extra Geboorteverlof (WIEG)) an employee may opt to take 5x the number of contract hours in supplementary childbirth leave. This request always concerns whole weeks. As of this release the requested number of weeks of childbirth leave can be specified when registering the child. How Settings > General > HR parameters To enable automatic generation of the extra individual leave entitlement to supplementary childbirth leave, the type of leave to be used must be specified in the Verlofsoort aanv. geboorteverlof (Supplementary childbirth leave) field in the HR parameters screen. Employee > Employee > Child data As of July 1, 2020 the Aanvraag aanv. geb.verlof (weken) (Supplementary childbirth leave request (weeks)) field has been added to the Child data screen. Here the number of requested weeks of supplementary childbirth leave must be specified in whole weeks. 5 weeks at most can be requested. The relevant child data of the child for which supplementary childbirth leave is requested can also be specified. Due date of birth in the future: as of this release a due date of birth in the future can be specified. The date must be updated when the actual date of birth differs. The description of the generated supplementary childbirth leave contains the child’s name and date of birth, so it is easy to see to which child the leave applies. GDPR and registration of the child’s name: the GDPR, however, stipulates that the child’s name may only be registered when the parent has given explicit consent to do so. That is why a description instead of the child’s name is registered. Generating extra individual leave entitlement: when the data has been registered and stored, an extra individual leave entitlement is generated automatically. Note: it may take a few minutes before the extra individual leave entitlement has been generated. Employee > Time off > Extra individual entitlement When the child data and the requested number of weeks of supplementary childbirth leave have been specified, the extra individual leave entitlement is generated automatically. This leave entitlement has an entry date that matches the child’s date of birth. The number of hours is the requested number of weeks of leave x contract hours per week. The expiration date is entered automatically and is 6 months after the date of birth. Your action Add the supplementary childbirth leave type to the time off policies and link it to the supplementary childbirth leave through the HR parameters as described above. New function - GDPR - delete employee Why The GDPR stipulates that it must be possible to delete employees after the retention obligation has expired. As of this release a function for removing the personal data of employees has been included in HR Core Business.  How Employee > Employee >AVG Verwijderen medewerker (GDPR - delete employee) As of this release the Employee option in the Employee menu includes the AVG Verwijderen medewerker (GDPR - delete employee) function. When the screen is opened, employees who have left employment more than 7 years ago are displayed. The list can be filtered by employee name. Mark the employees whose personal data should be deleted and click the Delete button. Persons whose data has been deleted only have the GDPR removed, xx. description. Note: employees cannot be undeleted. The data is deleted from the database as well and cannot be retrieved. In the Extended Transaction Report, these removed employees are included with the description AVG removed, x (AVG verwijderd, x) and the Value AVG removed. (Waarde AVG verwijderd) Personal data is no longer available for employees who have been removed via AVG Delete employee, so that it is not possible to trace which employees are involved. It is important to realize that the removal of an employee via the AVG delete employee function is considered a change to the employee data. This ensures that adjacent applications are informed about the removal of the employee, see also the example below. If you request changed data after removal via an interface or reports, it may be that employees who have been out of service for 7 years are again included in a selection, because there has been a change in the employee data, namely that the status of GDPR Deleted is active. This obviously does not apply if the selection only contains active employees. Example Employee J. Janssen, personnel number 100, has been out of service for 7 years. His data has been deleted via GDPR delete employee (AVG verwijderen medewerker). With this delete action, the data element AVG mask data (AVG maskeren gegevens) is created in the background and filled with the value Masked (Gemaskeerd). As a result in the mutation report (Mutatieverslag (uitgebreid)) you will see the employee as AVG Deleted (AVG verwijderd). Suppose a customer uses its own interface, which requests all employees whose data has been changed. Because the data element AVG mask data (AVG maskeren gegevens) has been created and has the value Masked (Gemaskeerd), former employee J. Jansen, personnel number 100, is sent to the interface as employee x. AVG Deleted (x. AVG Verwijderd). Your action If adjacent systems use HR Core data, it may be that the deleted employee, including the deleted data, is sent again to this system. It may therefore be necessary to adjust these systems before using the new functionality for deleting personal data. Modified and Improved Checking the Unique Personal ID’s uniqueness Why In future the use of a Unique Personal ID (UPI) will be mandatory in order to identify persons in interface applications such as Medical Leave Management and Talent Management. Refer to Unique Personal ID (UPI) at the beginning of these Release Notes. As of this release the uniqueness of the Unique Personal ID will be checked. How Employee > Employee > Employees When a new Unique Personal ID is specified in the Employee screen, the uniqueness of the value entered in the field will be checked. When it matches an existing value of the client, an error message will be displayed when the last name and date of birth of the employee do not match. Your action Ensure the UPI is unique to each person, i.e. employee and the same (copied) employee across companies. An employee is considered to be the same single person when the last name and date of birth are identical. Exporting time off requests Why The Time off request screen was modified in 2019 to improve filter options and performance. It was no longer possible to export time off requests. However, clients have indicated they require the export function. That is why as of this release it is possible to export time off requests again.  How Employee > Time off > Time off request The Export button is again available in the Time off request screen (bottom right). When this button is clicked, the file type can be specified at the top of the screen, and whether all pages should be exported. Your action No action is required. Solved Messages Name of organizational unit incorrectly displayed in OrgSight Message When searching for an organizational unit in OrgSight, the name was incorrectly displayed. When the organizational unit was selected, the name sometimes included a strange symbol. This was due to the fact that special characters such as the ampersand (&) were mistakenly interpreted as HTML code. Solution This problem has been resolved: as of this release the names of organizational units are displayed correctly. Your action No action is required. Publishing Date : 5/25/2020

Notifications Online release sessions Why  Customers have sent us feedback requesting online release sessions in addition to the Release Notes, in which we explain the changes in more detail. We are happy to facilitate this. How Starting with the March release, we will pilot a one-hour info session in the week following the release, which we will use to further explain the most important changes. During these sessions, we will pay extra attention to what you, as a customer, need to do in order to get the most out of modified functionalities. We hope that this will clarify the Release Notes and the Actions listed for some of the changes. The first release session will take place on Tuesday, March 2, at 14:00 (CET). We will let you know how to sign up for the release session via the Community as soon as possible. Modified and Improved Values 0 and 9 added to Gender field (2265398) Why The Gender field did not meet the legal requirements for gender values. These requirements state that, in addition to the values 1 (male) and 2 (female), the values 0 (unknown) and 9 (unspecified) should also be available. The Dutch tax authority’s Payroll Tax Manual (Dutch: Handboek loonheffingen) explains when the values 0 and 9 may be used. How Employee > Employee > Employee(s) With effect from January 1, 2021, the values 0 (unknown) and 9 (unspecified) have been added to the Gender field, so that you now have four options to choose from.  You may also choose to deviate from this and only use the values 1 (male) and 2 (female). To do so, you can simply remove the two new values from the list of values. New error signal A new error signal has been added that will appear in the Signal Report if you enter an invalid value in the Gender field: 0202 – Gender code value not equal to 0, 1, 2, or 9. Action If you do not wish to use the two new values for the Gender field, you can remove them from the list of values. To do so, go to Settings > Recording > List of values If the new error signal appears in the Signal Report, adjust the value in the Gender field. If you do not do this, the value will be rejected in the wage tax return. External Changes Processing Report improved Why In previous Release Notes, we announced that we were working on improving the performance of our various reports. In this release, we have improved the performance and readability of the External Changes Processing Report. How Manage > External changes > Process External changes After importing the external changes, the External Changes Processing Report will automatically appear in My reports, as before. The extension of the report has been changed from .xls to .xlsx to make the report easier to read. This means that the columns are no longer merged and that the report is now divided into the following tabs: Parameters Import validation Changes validation Action No action is required. Newly created reports will automatically have the new layout. Imported Changes Processing Report improved Why  We are working hard to improve the performance and readability of our reports and, where possible, making other small improvements. How  Manage > Import/Export > Import CSV We have made the following improvements: The description of the import file has been changed. Instead of a general message stating that you have imported a report, you now see the name of the import definition so you know which definition the import was based on.  The format has been changed from PDF to Excel. If there are any errors, they are listed on the first tab of the Excel file. The parameters are on the second tab. Action No action is required.  Unique Personal ID and Identity must consist of at least two positions or characters Why To connect to the Raet Portal, the Unique Personal ID (UPI) and the Identity must consist of at least two positions or characters. That is why, as of this release, you can only enter a value of at least two positions in the Unique Personal ID (UPI) and Identity fields.  How Employee > Inflow/Outflow > Create employee Employee > Employee > Employee(s) Employee > Employee > Employee (supplementary) As of this release, you can only enter a value of at least two positions in Unique Personal ID (UPI) and Identity fields. If you enter a value of one position, an error message will appear. If you previously used values of one position, you can add a leading zero. Action If your own administration still contains employees with a UPI or Identity of one position, we advise you to change these into values of at least two positions.  Solved Messages Organization structure produced error (2426604) Message Previously, if you created a new Organizational Unit (OU) with a reference date and then went back to the full list with an earlier reference date, the future OU would also remain visible. If you then tried to open this OU, an error message would appear because the OU did not yet exist on that earlier reference date.  Solution  The software has been modified. From now on, OUs created with a reference date after the reference date used to generate the full list are no longer visible on this list. Action No action is required. New Year’s Day not included in Presentation Schedule for Public Holiday Cluster (2368625) Message Settings > Work pattern > Presentation Schedule In the Presentation Schedule for employees, New Year’s Day was not marked as a holiday. Leave taken was processed correctly – no hours were booked, but the presentation was not correct. Solution  This has been resolved, so that from this release on New Year’s Day is shown correctly as a public holiday in the Presentation Schedule.  Action No action is required. Not able to save leave schemes when the Label overview and/or Color overview fields were filled in immediately (2394160) Message Settings > Leave > Leave scheme When you assigned a leave type to a leave scheme for which you had immediately completed the Label overview and/or Color overview fields, you were not able to save the leave scheme: an infinitely spinning circle would appear. Solution As of this release, this issue has been resolved and you can save the leave scheme, even if you immediately filled in the Label overview and/or Color overview fields. Action If there are any leave types for which you were unable to enter the label or color before, you can do so now.  Leave period in Leave balance screen sometimes incorrect (change 2399456) Message  Employee > Leave > Leave balance The Leave balance screen sometimes displayed incorrect leave periods.  Solution As of the February release, this issue has been resolved and you will see the correct Leave period. Action No action is required. Publishing Date : 1/21/2021

29-10-2020 When start creating a new employee, the department and function table is empty (change 2323684) Self Service Education only When starting a new employee process, the department and function table is empty. This is solved now. The val...

2019-12 Bedrijvenpaneel aangepast naar een zoeklink Terugkoppeling van gebruikers gaf aan dat het bedrijvenpaneel, voor selectie van bedrijven, niet synchroon loopt met de selectie van het bedrijf in het navigatiepad. Met de oplossing die wij kozen, leggen wij de nadruk op de zoekfunctionaliteit. Er is nu een link Zoek bedrijf beschikbaar om bedrijven te selecteren. Raadplegen bestaande referenties van organisatorische eenheden Als je een organisatorische eenheid selecteert, heb je de mogelijkheid via het icoon Referenties, de huidige referenties te raadplegen. Wij presenteren per referentie - bijvoorbeeld een roltoewijzing -, de gegevens van die referentie en de ingangsdatum. 2019-11 Notificatie bij gereed zijn van salarisverwerking en rapportage Door je een notificatie te sturen als een salarisverwerking of rapport gereed is, kan je gewoon verder werken. Je hoeft zodoende niet langer op de pagina's Mijn Rapporten of Salarisverwerking te blijven om de gereedmelding te ontvangen. 2019-10 Feestdagenclusters Via feestdagenclusters kan je nu feestdagenkalenders toepassen, die afwijken van de standaard Nederlandse feestdagenkalender. Hiervoor stel je feestdagenclusters samen met feestdagen die zijn voorgedefinieerd op systeemniveau. Hierna kan je die toepassen op het dienstverband van een medewerker.  2019-07 Verlofaanvragen in dagen Het is nu mogelijk om in een verlofregeling naast uren ook dagen op te nemen. Met deze nieuwe eenheid ondersteunt HR Core Business verlofaanvragen van medewerkers zonder vaste werkuren per dag. Hiermee is opbouw in dagen mogelijk en kunnen afboekingen in hele of halve dagen plaatsvinden. 2019-06 Nieuw scherm Verlofaanvragen Het nieuwe scherm verlofaanvragen is vanaf deze release 'peildatum gestuurd'. Ook zijn er additionele filters toegevoegd om de zoekmogelijkheden te vergroten en de performance te verbeteren. 2019-03 AVG stuurgegevens voor verwijderen van verlof- en verzuimhistorie Door stuurgegevens voor AVG vast te leggen, kunt u aangeven hoe lang gegevens bewaard worden en welke gegevens van verlof of verzuim uiteindelijk worden verwijderd. De bewaartermijn - over het algemeen twee jaar na einde dienstverband - heet in HR Core Business retentieperiode. De retentieperiode en de te verwijderen bijbehorende gegevens kunt u nu dus vastleggen in AVG stuurgegevens.

Notifications Datacenter move on 1, 2 and 3 October Data regarding employees, salaries, employments etc. that are entered daily are stored in our datacenter. The current location will be closed down and the datacenter will be moved at the beginning of October. When will the move take place? All the data will be moved to another location from Friday 1 October 2021, 06:00 pm until Sunday 3 October 2021, 08:00 pm. During this period the applications in the Youforce portal will not be available. The period has been carefully selected: after the monthly peak of changes, after the summer and after the salary payments. What are the consequences? During this period the Youforce portal and all the Youforce applications are unavailable. All the applications are available again as of Sunday 3 October, 08:00 pm. We will keep you informed and will remind you about this move regularly. We have also posted frequently asked questions. These can be viewed and downloaded using this link Is your question not included? Ask it through 4ME: select the Youforce (Portal) service and use Datacenter as the subject. Activating the Person level When preparing activation of the Person level we recommend taking the following steps: Steps for activating the Person level Create the Proposed UPIs Select Reports > Check > Proposed UPIs. If the Proposed UPIs report contains conflicts based on current data, these should be resolved first. For example, you can correct or modify data of a larger group of employees by importing a file with the correct data.  Conflicts result in failures that have to be corrected manually. Contact the Service Desk or a consultant if you require further information.  Create the Proposed UPIs report again. When there are no more conflicts, the Activating Person level request can be submitted using ITRP/4ME. Add the Proposed UPIs report (that does not contain conflicts).   Note: the Product Development department will not process the request if this report is absent. Specify the number of employees of the client. Specify the desired start date. The request will be discussed within a period of one week and planned in one of the biweekly services. Correct data in case of failures. The Product Development department will inform you and the consultant about any failures and what should be corrected. Note: in case of failures you or the consultant must correct the data. Note: conversion and synchronization of persons to other employees may result in the submittance of large volumes of additional data to Datawarehouse, Management Information and/or third parties of the client. That is why clients must inform all parties involved about activating the Person level. The same applies to the consultant. New Person overview When the Person level is used in the application, an overview can be created as of this release of all the persons that have been created and the employees that have been linked to them. This is the Person overview report.   How  Tenant level - Reports > Check > Person overview As a person is registered directly below the tenant level, persons and linked employees of all companies are included, depending on the specified settings. All the employees that are linked to the persons in the overview are displayed. More information is available in the online Help. Note: in the online Help of Release 2021-09 the name Person layer report is used instead of Person overview. The information in the online Help is available by selecting Screens and fields > Reports > Check > Person layer report. The Help text describes the Person overview.  As of Release 2021-10 the name Person layer report will have been changed to Person overview in the online Help.  Action No action is required. Modified and Improved The Upload external changes file and Process external changes screens have been improved Why  The Upload external changes file and Process external changes screens did not clearly show whether a file was still in the queue, had been processed or was being processed. That is why the Status column has been added to the overview of both screens. The Process external changes screen now also includes the Last processing column. How Management > External changes > Upload external changes file > Process external changes As of this release the Status column in the Upload external changes file and Process external changes screens contain the following information: Ready Ready with errors File not processed The Last processing column in the Process external changes screen shows when the file has been processed. In combination with the Start processing column it is clear if a file is being processed or when it has been processed. More information about the added columns is available in the online Help. Action No action is required.  Selection options in Proposed UPIs report have been modified Why The Only employees with UPI filter option is now available in the Proposed UPIs report to include only employees who already have an UPI. With this option the Proposed UPIs report only contains conflicts and remarks for employees who actually have a UPI. How Reports > Check > Proposed UPIs The Only employees with UPI option has been added to the Proposed UPIs screen. If you do not want to assign a UPI to all employees or do not want to link all of them to the Person layer, this option can be selected in order to not include conflicts or remarks based on the proposed UPI. By selecting this option it becomes clearer which employees actually have a UPI. Note: which employees are included in the report, with or without conflicts and remarks, also depends on the selected employee selection. Action No action is required.  Duplicate sick reports were added when importing consultant’s Excel file Why When an Importing absence file was read in the Import Excel file (Consultant) screen that inadvertently contained duplicate sick reports, the Sick leave screen showed two lines with active sick leave. However, only one sick leave is allowed per contract. In the Sick leave screen it is not possible to enter a new sick leave for an employee with an active sick leave because the system checks for this and an error message will be displayed. When importing sick leave this check was not performed, resulting in duplicate sick reports with the same start date. How Management > Import/Export > Import Excel file (Consultant) Employee > Illness > Sick leave The software has been modified to ensure an Importing absence file with duplicate sick reports no longer results in duplicate active sick reports when it is read using Import Excel file (Consultant). We have also made sure this is not possible through other channels for reporting sick leave, such as API and HR Self Service. Action No action is required. Translations of Nature of illness, Reason for leave and Type of leave list of values Why The registration of translations of the Nature of illness, Reason for leave and Type of leave list of values has been improved. Colleagues using the English or German version will notice this in various screens, such as Request for leave and Sick leave. From now on you can also easily see which translations are applied and you can change these as well. How Settings > Recording > List of values (with inheritance) The Language field has been added to the List of values with inheritance screen. When a value in the list has a description in one language but not in the other, the description is displayed as a technical number, such as #10040506#.   The values in this list at the Dutch level have already been translated by Visma. Action If specific values were added to the list for your organization in the past, this may have been done at the Client or Company level. When you have colleagues who use the application in another language, check the descriptions of the list of values in the desired languages. Use the Edit  button to change any technical numbers into useful descriptions. Solved Messages Dutch (Belgium) language option has been removed  Message It was possible to specify the Dutch (Belgium) language for employees. As a result incorrect descriptions could be included in the payslip and the annual statement. Solution Employee > Employee > Employee (supplementary) Employee > Employee > Employee The Dutch (Belgium) value in the Language field (data element number 10) has been removed from the selection list. Already registered values have automatically been replaced by Dutch. Action The corrected employees can be checked using the Change report using the following filter: Data element = Language Modified by = RPD Technisch beheer Publishing Date : 8/20/2021

  This document describes the new functionality and improvements introduced by this release. Some of these changes have been inspired by messages and reports from customers. Where relevant, we have included a number in the section title to refer to the identification of the message (change .....) in question in our system. Modified and improved Five days of paid paternity leave The regulations on paid paternity leave will change on January 1, 2019. Paternity leave is currently two days. Starting on January 1, 2019, this will be extended to one working week (up to five days). Childbirth leave In the new law that enters into effect in January, maternity leave is now called childbirth leave. The employee must take this leave within four weeks after the birth of her child. This type of leave now falls under special leave, which will continue to exist. Please note: Childbirth leave only works for HR Core Business and not when you purchase Payroll Business Only. Childbirth leave now applies for the entire country. This means that when you open the list of values for leave from 1-1-2019, you will also be able to select Childbirth leave. Your action Maintenance > Repository > Manage Parameters / list of values with inheritance If you have added Maternity leave to the list of values yourself, you will have to change this to Childbirth leave yourself. In Leave request you can also choose Childbirth leave from the list in the field Reason for leave.   Publishing Date : 12/21/2018

New New Terms of employment for Belgium Why  As of this release, two new terms of employment are available for recording information that companies based in Belgium may need: Terms of employment Belgium and Suspensions Belgium. These terms of employment are only intended for registering this information. The data you record in these screens is not be used for salary processing.  How Settings > General > Term of employment clusters As of this release, you can add the Terms of employment Belgium and Suspensions Belgium terms of employment to a terms of employment cluster by using the Terms of employment cluster function. Enable the Auto selection option if you want these terms of employment to be added by default when assigning the terms of employment cluster to a new employee. Employee > Contract > Terms of employment Use the Terms of employment screen to link the new terms of employment to an employee. Action If you wish to use these new terms of employment, add them to the terms of employment cluster or link them to the relevant employee(s).  Modified and Improved More information on the Leave balance screen Why Customer feedback indicates a need for more information on the Leave balance screen, such as the employee’s date of birth and leave scheme, and the reason for a leave request.  How Employee > Leave > Leave balance As of this release, the following information has been added to the Leave balance screen. At the top of the Leave balance screen, the date of birth and the applicable leave scheme. The Reason column, where you can see why a leave request was submitted. Action No action is required. Improved performance of Leave balance overview per month report and Collective leave report Why In previous release notes we announced that we were working on improving the operational reports, starting with leave reports. Release 2021-01 includes improvements to the final two leave reports: Leave balance overview per month and Collective leave. The functionality of these reports has not changed. How Settings > Leave > Collective leave Settings > Leave > Leave balance overview per month Generating reports is now faster. If you run the Leave balance overview per month report, you will see that Excel is the default value in the Save as field. If necessary, you can change this value to PDF. Action No action is required. Raet HR interfaces > Youforce users extended Why It would be convenient if administrators could arrange for the UPI to be included in the Youforce users extended interface so that the Youforce portal can use it to provide Identity and Access Management (IAM) services based on the unique personal identification (UPI). How Settings> Data exchange> Raet HR interfaces > Youforce users extended interface  The UPI required option has been added to the Youforce users extended interface. If this option is enabled, only those employees will be sent to the portal that have a completed Unique Personal ID (UPI) field. Action If you only want to send employees with a completed UPI field to the Portal, check the UPI required option to enable it. Organizational Unit - Sorting search field to look up manager Why If you had enabled the Search by employee code option at the bottom left of the general screen in User settings , the manager look-up in organizational units feature had not yet been adjusted accordingly and the system still showed the Company field first. We have now made the appropriate software adjustments in this release based on user feedback. How User settings  If you have enabled searching by employee code in the User settings, from now on you will see the employee code as a search parameter instead of the company when searching for the manager in an Organizational unit. Action No action is required. Import sick leave optimized Why It would sometimes take a considerable amount of time to collect all required data when importing sick leave before the entire file was finally processed. This caused an unnecessary interruption in the process when importing multiple files. We have now optimized the import process to resolve this inconvenience.  How We have adjusted the procedures for collecting data during the import to reduce file processing time, meaning imports in HR Core Business are now processed faster. The time savings will be especially noticeable when importing smaller files. Action No action is required. Solved Messages Unlink profile from Profile group Message If you had added a Profile to a profile group and you wanted to remove this profile from this profile group on the same day (e.g. because it was incorrectly linked), the system would not save the change and this profile would remain linked to the profile group after saving. Solution Settings > Recording > Profiles This has been resolved. You can now remove a profile from a profile group on the same day as you added the profile.  Action As of this release, you can remove profile groups that were incorrectly linked from a profile group on the start date. Unknown Organizational unit codes in CSV for employees who were transferred via import (1839613)  Message When exporting the Organizational unit (OU) codes via Export CSV, the file showed strange OU codes instead of the OU codes that were imported and visible in the Employment contract screen.  Solution The strange OU codes only appeared in very specific cases, in which only the code was requested in a report. There was no problem when requesting a report with the OU description. This problem has been resolved as of this release. Now, the Export CSV report displays the correct OU code, which is linked to the employee. Action No action is required. Nationality code table was not up to date (2309997) Message The nationality code table did not match the tax administration’s current codes for 2020. As a result, it was not always possible to record the correct nationality in accordance with the official list.  Solution We have adjusted the nationality code table to reflect the tax administration’s official list for 2021. This means that some nationalities are no longer visible, that the description of a number of nationalities has been changed, and that new nationalities have been added. Action We have informed all customers who have entered these nationalities for employees so that they know what they need to change as of 1-1-2021. This change has no direct impact on other HR Core Business users. Memo field in Pregnancy and maternity leave (WAZO) screen generated an error (2270912) Message Adding text to the memo field when saving an illness report resulted in an error message. You could only add text to the memo field after you had saved the illness report. Solution Employee > Leave > Pregnancy and maternity leave (WAZO) This has been resolved. You can now add a memo in the Pregnancy and maternity leave (WAZO) screen without saving the illness report first. Action No action is required. Publishing Date : 12/23/2020