FGXv User Guide

So the obvious question: What is FGXv?
FGXv is our FGX extension for payroll companies using Evolution. We chose V instead of E because it just seemed stronger and when you say “Evolution”, the first thing that comes to my mind is the V.

FGXv now supports PUSH — text or email notifications of payroll cash requirement amounts to your clients.  Setting up a client is quite simple – one step you’ll do is to do inside of Evolution and the rest inside of FileGuardian.

Evolution Setup
Inside of Evolution, setup Shugo as a virtual mail room recipient for the client. Use the email address fgx@myshugo.com and send the Cover Letter (S193) report to this address.

Once you’ve done this for your first client, contact our support team with the email address Evolution will use to send the reports to our fgx@myshugo.com email address and the encryption password you’ve used.  We need these to identify these reports as coming from you and to decrypt the file for processing.

FileGuardian Setup
Inside of FileGuardian, you’ll need to activate the FGXv feature for this client. Here’s a quick video on creating the new client and activating the FGXv feature.

NOTE: If the client is already in FileGuardian, just go to their client detail page and click on the FGXv feature link.

Configuring their PUSH subscription
Once the FGXv feature has been activated, configuring a PUSH subscription will take all of 20 seconds. Follow the video tutorial below.

Now just run payroll! Once FGX receives the cover letter report at fgx@myshugo.com, PUSH will take over. Cash requirement notifications will be sent to the subscribers you’ve setup. It’s as simple as that.

Have any questions or need any help? Let us know at support@myshugo.com.

How to create a PUSH subscription

Creating a PUSH subscription is a simple three step process which typically takes anywhere from 15-20 seconds:

1. Select the subscription type
2. Define the subscription recipient
3. Preview and save the subscription

The two minute video below provides an overview of these steps, including the options you have in choosing the subscription’s recipient.

Is an employee first time access code required?

When adding a new employee you may be wondering:

What is an employee first time access code and is it required?

Let’s take one question at a time.

1. What is an employee first time access code?
Simply, it’s the employee’s password the first time they sign in to download pay stubs, etc… It will only be used once since the employee will be forced to change their access code upon initial sign in.

2. Is it required?
No it’s not. If you don’t provide one (i.e. leave it blank), employee number and last name will be combined as their first time access code (and it won’t be case sensitive).

For example, Mary Smith is employee number 0001. If you leave the access code blank, her first time access code will be 0001Smith. So when Mary logs in the first time, she’d use this code. Again, it’s not case sensitive so 0001SMITH, 0001SmItH and 0001smith will all work.

Employee Import File Specifications

When importing a list of employees into FileGuardian, be sure to follow the rules below. Only TXT and CSV files are accepted. The “Import Notes” detail how access codes will be handled if your import file contains them. If you have any additional questions, don’t hesitate to contact support.

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Accepted Files

• File Format: Text (.txt) or CSV (.csv)
• Record Layout: Employee #,First Name,Last Name,Email,[Access Code]

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Example Records

• Example record with access codes:
  0001,Rick,Hymanson,Rick.Hymanson@myshugo.com,!@cc3ssC0d3
• Example record without access codes:
  0001,Rick,Hymanson,Rick.Hymanson@myshugo.com

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Import Notes

• You may include first time access codes in your import file.
  • If provided, they will be used as first time access codes for new check stub rules added.
  • If NOT provided, Employee Number + Last Name will be used as the first time access code.
• Access codes will not be updated on existing check stub rules.

Why set an access code for a new PUSH contact?

We debated this back and forth: should an access code be required for a new PUSH contact? It’s really not needed since PUSH is all about sending messages to a recipient’s smartphone.

But to make things simple we thought requiring it would be best.

Why?  What if down the line you decide to send reports, a pay stub or other files to this contact? It may get confusing to think: do they have an access code? Do I need to set them up with one? etc…

Plus anyone receiving PUSH messages can sign into your FileGuardian Post Office to view their PUSH message history in the “View History” area.

So for now, the access code is required — though probably it’ll never be used!

What’s a W2 e-stuffer?

e-stuffer (n.) – A PDF document that can be prepended to an employee W2. See an example here.  The selected PDF file can be a maximum of two pages and can be no larger than 500 KB.

Why use an e-stuffer?
Most businesses use e-stuffers to convey a specific message or share company news with employees. The example includes information on an upcoming change to the employee healthcare benefit plan and information on open enrollment. You can share news like this or just include a “thank you” letter from the company president. It’s completely up to you!

How to create an e-stuffer PDF document?
The easiest way we’ve seen to create an e-stuffer PDF document is to use Microsoft Word (or other application which allows you to save the file as a PDF).

Include whatever you’d like but make sure it doesn’t go over two pages and doesn’t exceed 500 KB. Once you’re finished, click on File \ Save As option and on the prompt that displays, change the “Save as type:” to PDF.

Once the e-stuffer PDF document has been created simply add it as your W2 e-stuffer. It’s as simple as that!

FGX+ Checks tab changed to “Employees”

Recently, you’ve probably heard us talk a bit about W2 delivery. Delivering W2s  to employees is a new feature coming soon — with an expected release on or about December 23rd.

To cap off this new feature, we thought a tab named “FGX+ Checks” didn’t 100% fit what it really meant. With W2s (and 1099s), we’re now talking about a number of items FileGuardian can deliver to employees. That’s why we now changed this tab to “Employees”.

One of the first things you’ll notice is the right-hand side has changed a bit.  

The first item “Delivery Items” is completely new. You can now decide which “items” to deliver to employees on a client by client basis.  Here’s the list of available options:

• Check stubs, W2s & 1099s — this means that anything FileGuardian receives for the employees will be delivered. No “discrimination” will occur .
• Only check stubs — Only check stubs will be delivered.  If W2s or 1099s are sent to FileGuardian for this client, they will NOT be processed and delivered to employees.
• Only W2s and 1099s — if your client would just like electronic W2s and 1099s, this is the option for you.  Check stubs will be ignored.
• NONE — EVERYTHING will be ignored.  But why would you ever set this? Think about a client running a bonus payroll but they don’t the stubs to be delivered to the employees (they’re trying to be slick and keep it a secret).  You can switch to this option, run the payroll and after it’s processed through FileGuardian, switch back.

By default, any client you have setup today with check stub delivery will be set to the “Check Stubs, W2s & 1099s” option. You can obviously go and edit this for specific clients.

If you’d like to update all your clients at once (rather than going through one by one), email our support team and we’d be happy to run a batch script for you.