Release 153 Notes

Added Support for HSA, FSA, and Commuter Benefit Plans

Multiple updates have been made to the ClientSpace Benefits Batch dataform, lookup groups, the Renew business rule, and the Benefit Plan Manager (BPM) to support the inclusion of HSA, FSA and Computer plans in BPM.

The following changes were made:

Lookups

• Added four (4) new lookup groups: Benefit HSA Method, Benefit HSA Applies, Benefit HSA Frequency and BPM Plan Options.

• Added lookup values for each of the new lookup groups.

Benefits Batch Dataform

• Added an "HSA" fieldset containing the following fields:

  • HSA Method (lookup field using Benefit HSA Method lookup group).

  • HSA Contribution Applies To (lookup field using Benefit HSA Applies lookup group).

  • HSA Account Type (text field).

  • HSA Contribution (decimal field).

  • HSA Contribution Frequency (lookup field using Benefit HSA Frequency lookup group).

• Added field display condition on the existing HSA Plan Offered field. If Yes is selected, then the "HSA Fieldset" is displayed.

Renew Business Rule

• Added HSA Method, HSA Contribution Applies To, HSA Account Type, HSA Contribution, and HSA Contribution Frequency to the list of fields Benefits Batch fields cloned upon renewal.

BPM Configuration Page (in ClientSpace Admin WS)

• Added Do Not Show on BPM multi-lookup. This allows you to always hide one or more of the following plans if you do not offer them: HSA, FSA, Commuter Plan.

BPM Signature/Selection Summary Page

If the HSA, FSA, and Commuter plans are offered (i.e., they were not added to the Do Not Show on BPM field), the following editable fields display on the BPM signature page as shown in the example below:

• HSA Plan - Slider field for turning the plan on or off. Initially reflects the value shown in the Benefits Batch HSA Plan Offered field.

• HSA Contribution - Contains a decimal field for the entry of the contribution amount plus an accompanying drop-down field for specifying that the amount is "One Time" or "Per Pay Pay Period". Initially reflects the values shown in the Benefits Batch HSA Contribution and HSA Contribution Frequency fields.

• FSA Plan - Slider field for turning the plan on or off. Initially reflects the value shown in the Benefits Batch FSA Plan Offered field.

• Commuter Plan Offered - Slider field for turning the plan on or off. Initially reflects the value of the Benefits Batch Commuter Plan Accepted field.

• Save button - Used to save changes. The field is disabled until a change is made and becomes disabled again after changes are committed.

Note: Field syncing occurs between BPM and the Benefits Batch dataform when you make changes to the fields above from either location. However, if you have BPM or the Benefits Batch dataform open, you may need to refresh the page in BPM or refresh the dataform in ClientSpace to see any changes that have occurred.

See:

• Adding a Benefits Batch

• Benefits Batch and Offered Benefits Plan Cloned Fields

• BPM General Configuration

• BPM Option 1: Reviewing, Selecting, and Approving Benefits With Prior Batch History

• BPM Option 2: Reviewing, Selecting, and Approving Benefits - No Prior Batch History

Removed ClientSpace URL from BPM Popup Windows

Previously, the ClientSpace URL displayed in the header section of BPM popup windows such as confirmation and warning messages. The ClientSpace URL has now been removed from popup windows.

Added "Real Time" Progress Window to Apply Plan Group

Previously, when you used the Apply Plan Group function to add Offered Benefit Plans (OBPs) to a Benefits Batch, a popup window displayed at the end of processing. It listed the number of plans generated as well as the number of existing plans. Now, a "real time" progress window displays processing status messages. When processing completes, "Done" displays near the bottom of the window and summary totals for New Plans, Inserted and Skipped display.

See Setting Up and Using the "Apply Plan Group" Function.

Updated "Claim Deductible Billing" Business Rule Pipeline

Previously, the "Claim Deductible Billing" business rule, using the Comp Claim Financial Table Name and ClaimDeductibleBilling Method, was set to only run on the Default Execution Pipeline. Now the rule is set to run on both the Default and Imports pipelines.

How this can help: Your claim deductible billing records will be created (using the Imports pipeline) when you import claim financials so that you do not have to manually create the records.

See Configuration and Process Overview of the Claim Deductible Billing Process.

Changed Datatype of "Standard Hours (Per Period)" Field to Match PrismHR

Previously when employee standard hours were imported from PrismHR into the Standard Hours (Per Period) field of the ClientSpace Employee > Employment window, the hours were rounded to a whole number as the PrismHR value was a Decimal datatype while the ClientSpace value was an Integer datatype. This posed an issue with employees on a semi-monthly pay frequency whose standard hours are typically 86.67. The value was being rounded to 87. Now, the ClientSpace Standard Hours (Per Period) field has been changed to a Decimal datatype to match PrismHR.

Added Tooltips to Lookup Details

Tooltip field definitions have now been added to the Lookup Details dataform (System Admin > Advanced > Lookups).

Added "Weeks" Value for Aging Email Template Operators

Previously, when using the Aging (from now) > = or Aging (from now) < = Email Template operators with a Date or DateTime field, you could type a number accompanied by mm, h, d, m, or y in the Value field of Step 4: Conditions to trigger conditions based on the number of minutes/hours/days/months/years from a date. Now, you can also type a number accompanied by w in the Value field to trigger conditions based on the number of weeks from a date.

See Step 4: Conditions.

Added Link to Custom Help Links from Dataform Properties

A Help Links link has been added to the Action Center of Dataform Properties in Dataform Administration (System Admin > Advanced > Dataform Admin). At a glance, a badge counter next to the link shows a count of custom Help links already connected to the dataform. (These can be links to Help Center articles, videos, or guides.) When clicked, the link opens the Help Links dashboard and displays the Help Links associated with the current dataform (if any). From here, you can add new Help links or manage existing Help links.

How this can help: You can now quickly view custom Help links related to a dataform and manage them from the dataform.

IMPORTANT: If you have a Saved Search set on the dashboard, this will override the badge count filter. (This is true for any dashboard in the system, not just Help Links.) If you want to see the badge count filter, you can disable the Saved Search by clicking the Saved Search Options drop-down arrow on the Help Links Search window and then selecting System Default as shown in the image below. This temporarily removes the Saved Search. Once you exit the Help Links Search window, the next time you click a Help Links link, the dashboard will again reflect the Saved Search (until you delete the Saved Search entirely.)

See Viewing Action Center Links on Dataforms and Configuring Custom Help Links.

Added Payroll System Metadata Dataform

A new Payroll System Metadata Dataform has been added to Dataform Administration (System Admin > Advanced > Dataform Admin). The form contains a Technology Stack Lookup Group with two lookup options: PrismHR and HCM. The Payroll System Metadata Dataform is attached to the Payroll System Lookup Group. To use the metadata, you must configure the Lookup Details records for the PrismHR and HCM lookup values and set the Technology Stack field under "Additional Settings" to match the Code/Decode values as shown in the examples below:

How this can help: You can use the metadata to build custom rules. For instance, create a rule on the Client Master to set the Technology Stack field as either HCM or Prism HR based on what the Payroll System field is set to on the Client Master.

See Configuring Payroll System Metadata.

Updated Dataform Admin to Auto-Populate Field Name Suffixes and Prefixes

Previously, when you added a new field, while the Field Name auto-populated (using the Field Label converted to Pascal Case Pascal Case is a field naming convention whereby field names are created by concatenating capitalized words. Extraneous spaces are also removed. For example: FirstName. with any spaces or special characters removed), applicable prefixes and suffixes did not auto-populate. Now, the Field Name auto-populates as before and also includes the appropriate prefixes and suffixes based on the datatype.

This is illustrated in the example below where the "My Lookup Field" label been used to create the Field Name "luMyLookupField" with the prefix "lu" automatically added since the datatype is Lookup (core).

This is also illustrated in the example below where the field is a Foreign Key A Foreign Key is a field that stores an ID to another entity. You can identify a Foreign Key by its field name which has a prefix of "fk" and a suffix of "ID" in all capital letters. datatype. The prefix fk and the suffix of "ID" (in all capital letters) has been added to the "State" label to create the Field Name.

How this can help: You no longer have to remember to add appropriate prefixes or suffixes when adding dataform fields which could result in an efficiency gain and an improved user experience.

Note:

• Previous functionality, which allowed you to edit the Field Name up until the dataform field record is saved is still in effect. Once the field is saved, the Field Name field is dimmed and no longer editable.

• Prior to ClientSpace Release R153, we recommended that you manually add an Is, Has, or Can prefix to checkbox fields, depending on what sounded more correct. With this update, the prefix chk now auto-populates as the prefix for the Checkbox datatype.

  • This change has no impact on checkbox fields named using the previous convention.

  • For more details and to view a complete list of all field naming conventions and datatype guidelines, please refer to the referenced article below.

See Dataform Field Naming Standards.

Added Administrative Fields to Workflow Channel and Email Template Pages

The following administrative fields have now been added to the bottom of the Workflow Channel and Workflow Items configuration pages as well as to the Email Template configuration pages: ID, GUID, Date Created, Created By, Date Updated and Updated By.

Prepended Case Category to Case Type on Workflow Channel, Email Template and Email Integration Case Type Lookups

Previously, when setting up Workflow Channels, Email Templates, and Email Integration using Case Type, it was possible to select the wrong Case Type from the list since a Case Type can be duplicated across Case Categories. Now, whenever there is a duplicate Case Type value, the Case Category (followed by a hyphen) is added before the Case Type in the Case Type lookup list to help you select the correct Case Type. EX: Instead of seeing only a Case Type of 401K, the value appears as Benefits - 401K.

This is illustrated in the example Email Template Condition configuration screen below where the Client Service Case is the Source and the Field value is Case Type. The Value drop-down list displays Case Types with Case Category prepended:

Improved Validation of Required Fields

Previously, users could bypass completing required Text, Text-Wide, Text Area, Log, and Editor datatype fields by placing a space in the field. Now, the system requires an entry that is not just a space on required fields of the aforementioned datatypes.

Updated the Employee Skill Dataform to Display the Skill Code and Skill Code Description in the Title Bar and Work Center

Previously, when you clicked the Employee Skill Action Center link on the Employee Dataform to view an associated Employee Skill record, the Employee Skill dataform title bar as well as the Work Center menu (i.e., left navigation pane) only displayed the Skill Code. Now, the title bar and Work Center menu display the Skill Code and Description values (from the associated Skill Code record) separated by a hyphen.

Note: If the combination of the Skill Code and Description are greater than a combined 50 characters, an ellipses are shown at the end of the text in both the title bar and Work Center.

See Adding and Editing Employee Skills.

Updated the Clients Dashboard to Handle an Incorrect Client Master Status

Previously, if an incorrect Status was imported into a Client Master record, that record would no longer be visible or retrievable on the Clients Dashboard (i.e., Client module Search list). Now, a change has been made Clients Dashboard to always display Client Master records that have an invalid Status lookup value assigned.

Enhanced Document Previewer

The following enhancements have been added to the Document Previewer:

• Added a static toolbar at the top of the Document Previewer for all file types.

  

  It displays: 

  • The document name.

  • A page selector which allows you to either click through the pages using the left and right arrows or enter a page number and click the Magnifying Glass to jump to the selected page.

    Note: 

    • This displays on paged documents only.

    • If a paged document only has one page, the page selector still displays as 1 / 1. However, the left and right arrows for scrolling through pages are all disabled.

  • A Download button.

  • A Close button.

• Updated the Document Previewer scrollbar to match the refreshed ClientSpace User Interface.

• Added multiple methods for closing a preview, including:

  • Pressing Esc on the keyboard

  • Using the Close button.

  • Clicking in a blank area of the Document Previewer window (i.e., clicking in an area absent of preview content).

• If you preview a document where the file type is unsupported, the Download button flashes as an indication.

• Cell division lines have been added to .csv file previews.

  Note: Although native .csv files have no native formatting, the addition of cell division lines may enhance readability.

  

• The following message now displays at the top of the Document Previewer when the file is a spreadsheet or comma-separated values file (i.e., .xls, .xlsx, .csv) as all columns of a spreadsheet or .csv file (as formatted using cell division lines) may not fit within the preview: 

  "Some data may not be shown in this preview. Please download the file to view its full contents."

• Support was added for previewing the following new file types: ppt, pptx, pps, ppsx, pptm, ppsm, potx potm.

See Document Previewer

As of February 17th, 2025, Microsoft officially shut down support for Legacy Exchange Online Tokens. These tokens were essential for retrieving attachment data when posting emails from the Outlook Add-in to ClientSpace. Looking ahead, by June 2025, these legacy tokens will be fully deprecated, requiring a mandatory transition to Nested App Authentication (NAA). This change has caused a significant issue: When users attempt to post emails with attachments, the attachments are no longer included in the submission. To address this, a fix is being deployed.

See Email Add-In for Outlook.