How to change an employee email address and resend their check stub in FileGuardian for FGX+

Uh-oh…my employee did not receive their check stub.  It looks like their email address in FileGuardian is incorrect.  How do I change their email address and resend their check stub to them?  Follow these steps and the employee will have their pay stub in a matter of minutes.

If your payroll customer has HUB activated, then click here.
If your payroll customer does not have HUB activated, then click here.
If your payroll customer has HUB activated, then follow these steps:

Step 1 – Change an employee’s email address

1.   Go to the FGX-Express area and open the FGX+ Rule for the company

 ChangeEmployeeEmailFGX+HUB - Step1.1

2.   Click on the HUB tab.

 ChangeEmployeeEmailFGX+HUB - Step1.2

3.   Click on the employee’s name.

ChangeEmployeeEmailFGX+HUB - Step1.3

4.   Type in correct email address and click ‘Save Contact Information’

 ChangeEmployeeEmailFGX+HUB - Step1.4

 Step 2: Resend email with check stub to the employee

1.   Go to the My Files area

ChangeEmployeeEmailFGX+HUB - Step2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+HUB - Step2.2

3.   Click on the FGX+ tab

ChangeEmployeeEmailFGX+HUB - Step2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+HUB - Step2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+HUB - Step2.5

6.   A window will open with the email that was sent for that specific check stub date.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

  ChangeEmployeeEmailFGX+HUB - Step2.6

If your payroll customer does not have HUB activated, then follow these steps:

 Step 1 – Change an employee’s email address

1.   Go to the FGX-Express area and open the FGX+ Rule for the company

ChangeEmployeeEmailFGX+andNOHUB - Step 1.1

2.   Click on the Employees tab.

ChangeEmployeeEmailFGX+andNOHUB - Step 1.2

3.   Click on the employee’s name.

ChangeEmployeeEmailFGX+andNOHUB - Step 1.3

4.   Type in correct email address and click ‘Save Contact Information’

ChangeEmployeeEmailFGX+andNOHUB - Step 1.4

Step 2: Resend email with check stub to the employee

1.   Go to the My Files area

ChangeEmployeeEmailFGX+andNOHUB - Step 2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+andNOHUB - Step 2.2

3.   Click on the FGX+ tab

 ChangeEmployeeEmailFGX+andNOHUB - Step 2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+andNOHUB - Step 2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+andNOHUB - Step 2.5

6.   A window will open with the email that for that specific check stub delivery.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

 ChangeEmployeeEmailFGX+andNOHUB - Step 2.6

How do I resend an employee’s check stub?

To resend an employee’s check stub:

1.   Go to the My Files area

ChangeEmployeeEmailFGX+HUB - Step2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+HUB - Step2.2

3.   Click on the FGX+ tab

ChangeEmployeeEmailFGX+HUB - Step2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+HUB - Step2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+HUB - Step2.5

6.   A window will open with the email that was sent for that specific check stub date.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

  ChangeEmployeeEmailFGX+HUB - Step2.6

How to suppress pay stub emails and/or delivery for FGX+

There may be situations where a payroll customer needs electronic delivery of pay stubs temporarily disabled for a payroll (e.g. for a bonus run.)  FileGuardian has two options for this: 1) the stubs can still be uploaded but no email sent, or 2) the stubs can be completely ignored and never made available to the employee.
If the payroll customer has HUB activated and…

•   You want the stubs uploaded but no emails sent to all employees, then click here.

•   You want the stubs uploaded but no email sent to a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available to a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available to all employees, then contact Shugo           Support at support@myshugo.com

If the payroll customer does not have HUB, and…

•   You want the stubs uploaded but no emails sent for all employees, then click here.  

•   You want the stubs uploaded but no email sent for a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available for all employees, then click here.

•   You want the stubs to be completely ignored and never made available for a specific employee, then click here.


To upload stubs but not send emails to all employees and the payroll customer has HUB activated follow the steps below:
1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationAllEmployeeHub - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationAllEmployeeHub - Step2

 

3.   Once you are in the FGX+ rule go to the Processing Mode section on the right and click on the word ‘change’

NoNotificationAllEmployeeHub - Step3

 

4.   There will be a box that pops up that states that by switching from Processing Mode to Onboarding Mode when processing report/check stubs email notification will NOT be sent out.  Click on ‘Yes, Change Mode’.

NoNotificationAllEmployeeHub - Step4

5.   Once the change has been made, the FGX+ Rule bar at the top will now be a peach color and will show as **Onboarding**

NoNotificationAllEmployeeHub - Step5

The **Onboarding** mode needs to be set before the payroll is processed and should stay in Onboarding mode until you are certain that this payroll will not be run again.  Once this is changed back to Processing mode, the email notifications will resume.


To upload a stub but not send an email to a specific employee and the payroll customer has HUB activated follow the steps below.
1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationIndivEmplHub - Step1

 

2.   Click on the FGX+ Rule created for that client

NoNotificationIndivEmplHub - Step2

 

3.   Click on the HUB tab

NoNotificationIndivEmplHub - Step3

 

4.   Click on tthe employee that you want to turn off the email notification

NoNotificationIndivEmplHub - Step4

 

5.   Click on Setting/Features

NoNotificationIndivEmplHub - Step5

 

6.   There is a section on the left that says Pay Stub Delivery.  Click on No and then click on Save Delivery Settings

NoNotificationIndivEmplHub - Step6

 


 

To have stubs completely ignored and never made available for all employees and the payroll customer has HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoStubAllEmployeesHUB - Step 1

 

2.   Click on the FGX+ Rule created for that client

 NoStubAllEmployeesHUB - Step 2

3.   Click on the HUB tab

 NoStubAllEmployeesHUB - Step 3

4.   Click on Delivery Options next to Settings.

NoStubAllEmployeesHUB - Step 4

5.   The 1st question under Delivery Options asks what should be delivered to the employees.  Choose the last option, None and then click Save delivery items.

  NoStubAllEmployeesHUB - Step 5

 ***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***

 


To upload pay stubs and not send emails for all employees and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationAllEmployeesNoHub - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationAllEmployeesNoHub - Step2

3.   Once in the FGX+ rule go to the Processing Mode section on the right and click on the word ‘change’

NoNotificationAllEmployeesNoHub - Step3

4.   A box will pop up informing you that by switching from Processing Mode to Onboarding Mode, email notifications will NOT be sent out.  Click on the ‘Yes, Change Mode’ button

NoNotificationAllEmployeesNoHub - Step4

5.   Once the change has been made, the FGX+ Rule bar at the top will now show as **Onboarding**

NoNotificationAllEmployeesNoHub - Step5

 ***The ‘Onboarding’ mode needs to set before the payroll is processed and should stay in Processing mode until you know for certain that this payroll will not be run again because once this is changed back to Processing mode, the email notifications will resume.***


To upload stubs but not send an email for a specific employee and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationIndivEmployee - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationIndivEmployee - Step2

 

3.   Click on the Employees tab

NoNotificationIndivEmployee - Step3

 

4.   Click on  the employee that you want to turn off email notifications for

NoNotificationIndivEmployee - Step4

5.   Once you are in the Employee details page, there is a section to the right in the second blue box that says email notifications are enabled.  Click on ‘Disable email notifications’

NoNotificationIndivEmployee - Step5

 

6.   There will be a pop-up box asking if you want to turn off email notifications.  Click the’ Yes – Disable email notifications’ button

NoNotificationIndivEmployee - Step6

 

7.   The area in the second blue box will now show as ‘Email notifications are disabled’

NoNotificationIndivEmployee - Step7

 


To have stubs completely ignored and never made available for all employees and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoStubsAllEmpNoHub - Step 1

2.   Click on the FGX+ Rule for that client

 NoStubsAllEmpNoHub - Step 2

3.   Click on the Employees tab

 NoStubsAllEmpNoHub - Step 3

4.   On the right side within the Employees tab next to Delivery Items click on the word change.

 NoStubsAllEmpNoHub - Step 4

5.   A box will pop up asking you which items should be delivered to employees.  Choose None and then click save.

 NoStubsAllEmpNoHub - Step 5

 

6.   Right below Delivery Items it should now say **Disabled**.

NoStubsAllEmpNoHub - Step 6

***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***


To have stubs completely ignored and never made available for a specific employee and the payroll customer does not have HUB activated follow the steps below. 

1.   Once you log into FileGuardian, click on FGX-Express

 NoStubsIndivEmployeeNoHUB - Step 1

2.   Click on the FGX+ Rule for that client

 NoStubsIndivEmployeeNoHUB - Step 2

3.   Click on the Employees tab

NoStubsIndivEmployeeNoHUB - Step 3

 

4.   Click on the employee whom you want to turn off pay stub delivery.

 NoStubsIndivEmployeeNoHUB - Step 4

 

5.   Click on ‘Disable pay stub delivery’ in the first blue box to the right in red letters

NoStubsIndivEmployeeNoHUB - Step 5

 

6.   A box will pop up asking you if you are sure you want to disable the pay stub delivery.  Click on Yes – disable pay stub delivery.

 NoStubsIndivEmployeeNoHUB - Step 6

 

7.   The 1st thing in the blue box will now say ‘Pay stub delivery is inactive.

NoStubsIndivEmployeeNoHUB - Step 7

 ***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***

 

How do I set-up a contact as an employee administrator in FileGuardian (FGXm and FGXv)?

How do I set-up a contact as an employee administrator in FileGuardian to manage their employee list?

Millenium, Evolution

If this contact is set up as an employee, then see Section A.
If this contact is set up as a non-employee contact, then see Section B.

Section A (Contact is an employee)

  1. Log into File Guardian and go to My Files.

CurrentEmployeeM step1

 

  1. In the Client Files enter the client’s name in the search bar.

CurrentEmployeeM step2

 

3.   Click on FGXm on the right hand side.

CurrentEmployeeM step3

 

  1. Click on the Employees tab

 

CurrentEmployeeM step4

 

  1. Locate the contact in the employee list and click on their name

 

CurrentEmployeeM step5

 

  1. In the detail window that opens, click on the “Promote this employee” option on the right hand side.

 

CurrentEmployeeM step6

 

  1. A box will open and you will see a question asking if you want to make this individual a check stub administrator.  Chose ‘Yes’ and then click the ‘Promote this employee’.

CurrentEmployeeM step7

 

Section B (Contact is not an employee)

  1. In the FileGuardian website, go to the My Files area

NotEmployeeM - Step1

 

2.  Search for and open up the client by name

NotEmployeeM - Step2

 

3.  On the right side of the client detail page, click on the Add button next to Contacts.

NotEmployeeM - Step3

  1. Add the contact information for the individual and click save

NotEmployeeM - Step3(2)

 

5.  Once added, click on the FGXm

NotEmployeeM - Step4(2)

 

6.  Click on the “Employees” tab and at the bottom right there is a section that says “Add a new administrator?”  Click “Add” next to the individual you want to set up as the administrator.

NotEmployeeM - Step5

 

7.  The contact should now be shown as one of the Current Administrators

 

NotEmployeeM - Step6

 

 

How to set-up a contact as an employee administrator in FileGuardian (FGX+)?

How do I set-up a client as an employee administrator in FileGuardian to manage their employee list?

If this contact is set up as an employee, then see Section A.
If this contact is set up as a non-employee contact, then see Section B.

 

Section A (Contact is an employee)

  1. Log into File Guardian and go to the FGX-Express area.

CurrentEmployeeStep 1

 

2.   Open the client’s FGX+ Rule

 

3.   Go to the employees tab

CurrentEmployeeStep 3

 

  1. Locate the contact in the employee list and click on their name

CurrentEmployeeStep 4

 

  1. In the detail window that opens, click on the “Promote this employee” option on the right hand side.

CurrentEmployeeStep5

 

6.   A box will open and you will see a question asking if you want to make this individual a check stub administrator.  Chose ‘Yes’ and then click the ‘Promote this employee’.

CurrentEmployeeStep 6

Section B (Contact is a non-employee)

  1. In the FileGuardian website, go to the My Files area

NotEmployeeStep 1

 

2.  Search for and open up the client by name

NotEmployeeStep 2

 

3.  On the right side of the client detail page, click on the Add button and add the new contact

NotEmployeeStep 3

4.    Add the name and contact information for the individual you want to set up as the administrator

NotEmployeeStep 4

 

5.    Once added, click on the FGX –Express area at the top of the page

NotEmployeeStep 5

 

6.    Open the client’s FGX+ Rule

NotEmployeeStep 6

 

7.    Go to the employees tab.  At the bottom right of the page, click the Add button next to the new contact’s name you want to set up as a client administrator.

NotEmployeeStep 7

 

8.    The contact should now be shown as one of the Current Administrators

NotEmployeeStep 8

 

 

 

 

 

 

Successful employee pay stub download via FileGuardian

Did employee successfully download pay stub through FileGuardian?

When using Shugo’s check stub delivery feature, there may be times when you need to verify whether or not an employee has successfully logged into FileGuardian to view their check stub for a particular pay date.  The steps below explain the process to do that.

  1. Log into File Guardian
  2. Click on ‘My Files” at the top of the page

Image

On the Client Files details page there is a search box in the top right hand corner of the page

Image

  1. Type in the client name and search.  This will bring you to FGX tab

5.  There will be a list of all the pay periods in which payroll reports were delivered.  Choose the pay period you are looking for

Step 5

  1. At the end of the section “Report Group(s) Delivered” you will see a section that is labeled “Check Stub(s) Delivered”.  This will be a list of all employees that received a pay stub for that pay period.  If the employee did not download their pay stub, then their name will be highlighted in light blue.  If they did download it, then their name will not be highlighted.

Step 6

Expanded Employee Import Specifications

Recently we’ve added a number of new things to FileGuardian, especially for employees including PUSH alerts and HUB. To simplify employee maintenance, we needed to expand our employee import capabilities from just the standard process available today.

The new process (live on 11/3/2013) will provide the capability for features to be enabled/disabled and allow maintenance of an employee’s cell phone number — which we know is vital to PUSH alerts.

First thing first, let’s explain how the import will work.

  1. Create a CSV or TXT file matching the below specifications
  2. Name the import file following our naming convention of shugo-import-employee-[whateveryouwant].csv (or .txt)
    • Example: shugo-import-employee-20131103.csv
  3. Save the import file into the folder on your network where the FileGuardian Express software is monitoring
    • For PayChoice users this will be your paychoic\viewFGX folder.
    • For MPAY users this will be your FileGuardian folder in your MPAY folder share.
    • For all other users if you’re unsure where this is let us know and we’ll help you find it based on our installation notes.
  4. Our FGX software will automatically import the file.  Upon completion, your FGX administrator will receive an import report via email (typically 20 minutes or so after you save the file).

Sound pretty simple eh?

Now, let’s start digging into the fields you’ll need to include in the import file. Before we do though, the import file will need to contain a header row. The exact name/values of the header row are not important to the import process, but if a header row is not present, the employee on line 1 would be skipped since FileGuardian is expecting it to be the header.

Field Layout

** DISCLAIMER/WARNING/OR WHATEVER TEXT WILL MAKE SURE YOU READ THIS **
The order of the fields MUST be followed; there are no ifs, ands or buts about it.

If you want to take a shortcut or view the “cliff notes” you can download a template Excel file here to use when creating your import file. If you do start with the Excel file, just remember to save the file as CSV format.

Onto the field layout – don’t worry, it’s not as imposing as it looks and will only take 5 minutes to read through which will save a boatload of time and headaches.

Field Name Data Type Required? Notes
Company Code/Client ID String (20) Yes
Employee Number String (20) Yes
First Name String (75) Yes
Last Name String (100) Yes
Email Address String (100) Yes
First Time Access Code String (30) No For employees being added, if a value is entered it will be used by the employee as their first time password.  If the value is left blank for new employees, the employee’s first time access code will be set to employee number + last name.  For example: 0001Smith.

Note that this field is ignored for existing employees already within FileGuardian – and setting it will NOT override their current access code value when re-imported.

Cell Phone Number String (12) No Formats accepted include:

  • ###-###-####
  • ##########
Pay Stub Delivery Feature True/False No If not provided for new employees, true will be used as the default.
PUSH Cash Requirement Email Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.
PUSH Cash Requirement SMS (Text) Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.
PUSH Payroll Input Reminder Email Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.By default, the following payroll input schedule will be applied to new subscriptions:

  • 10:00 AM initial follow-up time in your default time zone.
  • Reminder follow-ups will be not be configured.
PUSH Payroll Input Reminder SMS (Text) Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.By default, the following payroll input schedule will be applied to new subscriptions:

  • 10:00 AM initial follow-up time in your default time zone.
  • Reminder follow-ups will be not be configured.
PUSH Net Pay Email Subscription True/False No
PUSH Net Pay SMS (Text) Subscription True/False No If a true value is provided, the employee cell phone number is required for new employees or for any existing employee where a cell phone number does not exist within FileGuardian.
PUSH PTO Email Subscription True/False No PUSH PTO is not currently available so this field is a placeholder for future functionality.
PUSH SMS (Text) Subscription True/False No PUSH PTO is not currently available so this field is a placeholder for future functionality.

Additional Notes

  • For any True/False field, the following values will be accepted:
    • Y = True
    • 1 = True
    • True = True
    • N = False
    • 0 = False
    • False = False
  • Any PUSH field will only be applicable if you have enabled the PUSH feature for your account.  If PUSH is not enabled on your account, these fields will be ignored.