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

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

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  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

Outlook Plug-ins

What do I do if my Shugo Outlook Plug-in has disappeared?

Outlook 2013

 

  1. Go to File tab in Outlook Outlook 2013-1

2.  Click on Options

Outlook 2013-2

3.  Click on Add-ins 

4.   Check to see if Shugo FileGuardian Outlook Plugin appears in either the “Inactive Application Add-ins” or the “Disabled Application Add-ins”.

   a.  If Shugo FileGuardian Outlook Plugin is showing in the “Inactive Application Add-ins”, then at the   bottom of the screen choose Manage: “COM Add-ins” and click Go.

Outlook 2013-4

          –  Check Shugo FileGuardian Outlook Plugin box and click OK

Outlook 2013-5.1

  • Close out of Outlook and re-open.

If Shugo Outlook is still not showing up please contact support@myshugo.com for further assistance.

   b.   If Shugo FileGuardian Outlook Plugin is showing in “Disabled Application Add-ins”, then at the bottom of the screen choose Manage: “Disabled Items” and click Go.

Outlook 2013-6

             – Shugo File Guardian should appear in the list of applications that are disabled.  Highlight  Shugo Plugin application and click “Enable”.

 Outlook 2013-7

  • Close out of Outlook and re-open.

If Shugo Outlook is still not showing up please contact support@myshugo.com for further assistance.

Outlook 2010

  1. Go to File tab in Outlook Outlook 2010-1
  2. Click on Options

Outlook 2010-2

 3.  Click on Add-ins

  Outlook 2010-3

 4.  Check to see if Shugo FileGuardian Outlook Plugin appears in either the “Inactive Application Add-ins” or the “Disabled Application Add-ins”

   a. If Shugo FileGuardian Outlook Plugin is showing in the “Inactive Application Add-ins”, then at the bottom of the screen choose Manage: “COM Add-ins” and click Go.

Outlook 2010-4

  • Check Shugo FileGuardian Outlook Plugin box and click OK

Close out of Outlook and re-open.

If Shugo Outlook is still not showing up please contact support@myshugo.com for further assistance.

   b.  If Shugo FileGuardian Outlook Plugin is showing in “Disabled Application Add-ins”, then at the bottom of the screen choose Manage: “Disabled Items” and click Go.

Outlook 2010-6

  • Shugo File Guardian should appear in the list of applications that are disabled.  Highlight Shugo Plugin application and click “Enable”.

Outlook 2010-7

  • Close out of Outlook and re-open.

If Shugo Outlook is still not showing up please contact support@myshugo.com for further assistance.

HUB – PTO Request Management

With HUB, requesting and reviewing PTO is simple!  This guide will walk you through:

  • Creating and maintaining PTO types and settings
  • Employee experience creating a PTO request
  • Manager/administrator experience using the one-touch PTO review process vs. the standard PTO review process

PTO Management within HUB is simple and straightforward at every level:

1. Creating and Maintaining PTO Types and Settings

2. Employee Experience Creating a PTO request

3. Manager/Administrator Experience Using the One-Touch PTO Review Process vs. the Standard PTO Review Process

We hope these video tutorials have been helpful introducing PTO Management within HUB.

Posted in HUB

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.

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.