Regelneef update 8.2.0
Additional check dates for employees
It is now possible to record important dates for an employee, which are displayed in the alerts when they become current. This ensures that important dates relating to, for example, transition payments or pensions are highlighted via the alerts.
An ‘Additional check dates’ button has been added to the ‘General’ tab for each employee. Clicking this opens a new screen where the entered dates can be viewed. The type of check date is also displayed for each date. This type is also shown when the date appears in the alert.
The ‘New’ button can be used to enter a new date. For the ‘Type’ field, a value must be selected from the ‘Check Date Types’ table. Naturally, this table can be maintained. It can be accessed via the menu under Employee -> Tables -> Check Date Types.
Scan Distributor: Automatic archiving via QR codes
Regelneef now offers a solution for the quick and error-free archiving of scanned documents (such as signed agreements).
Automatic archiving
The Regelneef Scan Distributor features an ‘Auto-archive’ button. This analyses the files to be distributed (those that have been selected) to check whether they contain a valid QR code, and displays the result. If the QR code is recognised, Regelneef displays, amongst other things, which employee is concerned and under which name the file will be stored in that employee’s file archive. This can then be finalised by clicking the ‘Archive’ button: the files are moved to the correct location.
PDF splitter
The archiving process described above assumes that each individual document is contained in a separate PDF file. However, when dealing with large numbers of documents to be scanned, it can save a great deal of time to scan them all in one go. The result is therefore a single PDF file containing various documents for different employees. Regelneef can split such a file into separate files.
The ‘Split’ button in the Scan Distributor analyses this combined PDF. The result is a list of recognised documents within the PDF, after which a single click of the button is all it takes to carry out the split.
The split files are placed in the list of files to be distributed in the Scan Distributor. Regelneef will immediately ask whether automatic archiving should be started, which will move them to the correct file archives.
QR code via merge layout
The above therefore only works if there is a QR code in the scanned file. This QR code must be inserted into the document – on the first page – when the file is created (merged from Regelneef). This is done via a separate merge code in the Word layout. This has been added to the list of merge codes for general employee documents and placement documents. During the merge process, Regelneef will ‘draw’ a QR code in the Word document at the location of this code.
Document codes
A QR code also contains information about what the file should be named when it is eventually archived. This is managed via a new ‘Document Codes’ table (found under the Employee menu -> Tables). When archiving, Regelneef retrieves the document code from the QR code in this table, thereby determining the target name of the archive file. Sub-folders, for example, are also supported.
The document code within the QR code can be configured in the layout by right-clicking on the QR merge code and selecting ‘Edit field’.
Alerts
Equipment expiry dates
It is now possible to record a validity date and a certificate number for an item. This allows you to specify that an item is no longer valid after a certain date, meaning, for example, that it must be re-inspected or its use discontinued.
The alert system has been expanded for this purpose: an item that will become invalid within 30 days is flagged there. Naturally, this period is configurable, as usual.
New columns have been added to the Goods planlist for these new fields.
Alerts with additional details on the current placement and subcontractor
When an alert concerns an employee, it can be useful to see immediately where this person is currently working. For this reason, three new columns are available (which can be made visible via the list definition):
Client name (current placement)
Location (current placement)
Request description (current placement)
A new ‘Subcontractor’ column is also available, which shows the name of the employee’s current subcontractor.
Birthday alerts can be disabled
There is a way to exclude birthdays from alerts entirely: enter the value -1 in the ‘Before’ and ‘After’ fields for the alert period.
Longer alert period
The maximum number of days to look ahead or back has been increased from 370 to 500.
Importing employees
Excel import of certificates based on certificate names
The columns containing certificate data no longer need to have a code in the column header, but are now based on the certificate’s standard name.
The exact name (description) of a certificate is now used, followed by ‘ nr’ or ‘ geldigtot’. For example, if you have the VVA-1 certificate in the table and wish to import its number and date, there must be two columns for the number and the date respectively:
VVA-1 nr
VVA-1 geldigtot
Excel import supports formulas
If cells contain a formula, this is no longer a problem.
Excel import from another worksheet
It is now possible to import data from a worksheet other than the first one (the default). Regelneef checks the title of the worksheet for this. If it is called ‘regelneef’, this worksheet will be imported.
Importing employees – new fields
The import module has been further expanded to include the following fields:
Driving licence number and expiry date
Residence permit and expiry date
Health insurance and policy number
Gross wage
Alternative address: Street, House number, Suffix, Postcode, Town, Country
Bank details: IBAN, BIC, Account holder, Account holder city
Please refer to the Excel specification for the full list of column names to be used for import.
Miscellaneous import details
The employees import now performs an additional check in advance for extreme dates, which would otherwise cause an import error later on.
Importing from Excel now also recognises columns where the column name contains spaces after the name.
The import of employees via Freepack option 161 now also reads in the alternative address details, which were added in Freepack 17.06.
Employee overview
Certificates as on-screen columns
It is now possible to display certificates directly in the screen list of the Employee overview. Previously, these were already available in the Excel list, but they can now also be displayed directly in the search results. The certificate columns have been added to the list definitions.
Exporting employees as XML: now including certificates
From now on, the XML export will also include all certificates (numbers and dates). This makes the XML export an even more attractive option for exchanging an employee’s data. After all, the XML export (specification) can also include files from the file archive.
Clear tabs with selection options
To make it clearer that there are two tabs with selection fields, these have now been given names: ‘Selection 1’ and ‘Selection 2’.
Search by country
A search field for country has been added to the ‘Selection 2’ tab. Part of the country name can be entered. The search covers both the standard address and the alternative address of the employees.
Placement discipline based on the employee’s discipline
With this new setting, it is possible to automatically set the discipline of a placement based on the employee’s discipline.
However, this is subject to the condition that only one discipline is specified for the employee (otherwise, the first one will be used). If a group of employees are placed at the same time, each will automatically be placed with their own discipline, unless the discipline field in the placement is filled in (in which case every placement will be assigned the same discipline).
If a placement is made based on a request, the discipline specified in the request will not be used in the placement when this setting is enabled.
This setting can be found under Maintenance > Settings, on the Planlist tab.
Requests: new fields and publication permissions
Two new fields:
Number of hours per week;
Sector, via a drop-down list. If a sector has been entered for the client, this is automatically carried over when a request is entered.
Within a permission level, it is now possible to set separately whether someone can change the ‘Release for publication’ tick box. This allows you to arrange for one person to be responsible for checking and subsequently releasing vacancies to the website.
Digital signing: saving downloads as a zip file
In addition to the signed document itself, the signing report is also an important file that should be retained. The drawback, however, is that this means two separate files need to be saved in the file archive.
To make this easier, an option (tick box) has now been added to automatically combine the two files into a zip file upon downloading. This allows both files to be easily archived under a single name.
Furthermore:
From now on, when sending a .doc document, it will automatically be converted to .pdf format. This ensures that the document layout remains virtually perfect in SignRequest.
When you open the downloads screen, both files (the signed document and the report) are now selected by default.
Excel Export
The following screens now also display the expanded dialogue box next to the Excel button, which allows you to select options such as email and PDF:
Employee overview
Client overview
Alerts
Default client type can be set
When entering data on the ‘Client overview’ screen, the type is set to ‘Client’ by default. This behaviour can now be changed under Maintenance->Settings->Clients. For example, you can set it so that new entries are a ‘Prospect’ by default.
Other solutions and improvements
After adding or importing a layout in the cloud version, the layout list is now always automatically refreshed correctly once the upload is complete.
When importing an employee, the account type is no longer set if the imported account number is blank.
For the contacts associated with a request, the affiliate of the person who entered the contact is now also visible.
A required field for an employee on the General 2 tab would sometimes display an error message when saving, even though it had been filled in. This has been resolved.
When importing employees via Excel, the ‘Open’ dialogue box now also displays recent files in the drop-down list.
Electronic signing: when sending, a clear message is now displayed if the file is still in use (meaning it cannot be sent).
The outdated term ‘Sofi number’ has been replaced by ‘BSN’ wherever possible.
The second tab on the planlist (Planlist per day) now displays day-specific information on absences and similar details more accurately.
The export screen for placements now also displays the name and employee number of employees again.
The export of placements to Loon (Roos & Roos) has been improved.
Certificates for an employee must now have a unique name. This is checked upon entry.
The maximum length of base folders for files has now been increased from 100 to 200 characters.
When manually selecting a request from a placement, the location is now also copied, provided it is still empty.
If read-only permissions are set, this now also applies to the file folder buttons for renaming or deleting.
The employee planboard sometimes still displayed an empty client row even though only staff had been scheduled for requests. This has been resolved.
