INTERNAL – Authorized for SAP Customers and Partners

SAP Fieldglass

Administration Fundamentals
© 2024 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Working with Admin Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

1.1 Associating Admin Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.2 Uploading Information from the Admin Object List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

2 User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.1 Password Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.2 Supervisor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.3 User Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Hierarchy Visibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Simplified Work Order Views and Approvals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2.4 User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Configuration Manager Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

3 Company Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
3.1 Business Unit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Business Unit Associations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
3.2 Company Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Company Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
3.3 Corporate Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
3.4 Cost Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115
Cost Center Associations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Project Cost Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122
3.5 Labor Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
3.6 Legal Entity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124
Legal Entity Associations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126
Removing Legal Entity with Associations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127
3.7 Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
3.8 Purchase Unit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
3.9 Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Site Associations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Site Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
3.10 Supported Languages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

4 Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
4.1 Email Message Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
4.2 Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Customizing Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Actionable Emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148

Administration Fundamentals
2 INTERNAL – Authorized for SAP Customers and Partners Content
 Email Digest. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
4.3 System Variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

5 Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
5.1 Activity Item Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Activity Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Activity Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
5.2 Approval Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Approval Group Field Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Ad-Hoc Approver. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Modifying an Approval Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
5.3 Decision Form Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Decision Form Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Decision Form Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
5.4 Thresholds - Alert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Alert Thresholds Field Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
5.5 Thresholds - Escalation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Escalation Thresholds Field Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
5.6 Thresholds - PMO Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
5.7 Thresholds - Visualizer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .273
5.8 Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Wizard Associations and Field Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Wizard Usage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282

6 Financial Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286

6.1 Currency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
6.2 Currency Conversions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Signature Authority Currency Conversions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .289
6.3 Deductions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
6.4 Expense Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
6.5 Expense Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
6.6 Invoice Adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Invoice Adjustment Field Definitions and Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
6.7 Invoice Adjustment Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
6.8 Invoice Billing Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
6.9 General Ledger. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .306
6.10 General Ledger Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
6.11 Task Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .307
Understanding Used and Unused Task and Expense Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . 309
6.12 Time Sheet Allotments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
6.13 Spend Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
6.14 Unit Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312

Administration Fundamentals
Content INTERNAL – Authorized for SAP Customers and Partners 3
7 Time Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
7.1 Time Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

8 Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
8.1 Advisor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Advisor Permissions and Visibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Creating an Advisor Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Viewing Reports in Advisor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
8.2 Advisor Placement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
8.3 Allowed URLs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
8.4 Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
8.5 Classifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
8.6 Contextual Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
8.7 Custom Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Create Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
View, Edit, and Remove Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Dependent Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Create Dependent Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
View, Edit, and Remove Dependent Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
8.8 Custom Lookup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Creating Custom Lookups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Custom Lookup Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
8.9 Custom Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Custom Text Field Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
8.10 Data Set. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Grouped Data Sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
8.11 DocuSign Esignature Provider Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405
Creating DocuSign eSignature Provider Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405
8.12 Invoice Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
8.13 Invoice Tax Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
8.14 Interview Event. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .406
8.15 Job Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
8.16 Label Set. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
8.17 List Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
8.18 Pick List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
8.19 Qualtrics Survey Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
8.20 Question. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .417
Questions on Decision Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Questions on Supplier Qualification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Questions on Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
8.21 Reasons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .425
8.22 Rule Engine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425

Administration Fundamentals
4 INTERNAL – Authorized for SAP Customers and Partners Content
 Approval Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Time Sheet Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Conditional Activity Item Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
8.23 Security ID Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
8.24 Segmented Object Detail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .430
Complex Accounting Strings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .436
8.25 XSL Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Work Order Contracts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .441
Custom PDF Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .442
Consolidated Transaction Invoices - SOW Line Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
Worker Management Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .443

9 Past Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445

9.1 Past & Archive Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
9.2 Personally Identifiable Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445

10 System Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447

10.1 Fieldglass Administrator Login Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
10.2 Home Page Announcement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
10.3 Push Time Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .449
10.4 System Audit Trail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .449
10.5 System Broadcast. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
10.6 View all Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .450
10.7 View all Work Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451

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Content INTERNAL – Authorized for SAP Customers and Partners 5
1 Working with Admin Configuration

Admin objects are the foundational information for your company's SAP Fieldglass environment. Many of these
objects must be created before the application can be used to manage contingent labor, services procurement,
or assignment management.

Users with the specific administrative permissions can create the objects specific to their company, which

are used in the SAP Fieldglass application. When logged into SAP Fieldglass, click the gear icon on the
top right to open Admin Configuration. The menu is divided into sections with a series of admin objects
within each section. Each object is used to define and work with a specific type of information that supports a
company's configuration and workflow.

This guide provides information about the following sections in Admin Configuration:

• User (Password Policy, User Role, User)

• Company Structure (Business Unit, Cost Center, Legal Entity, Location, Site)
• Messaging (Email Message Template, Messaging, System Variables)
• Workflow (Activity Item, Thresholds, Wizard)
• Financial Data (Expense Code, Task Code, Invoice Adjustment, Invoice Billing Schedule)
• Configuration (Custom Field, Job Code, Pick List, Reason)
• System Tools (Home Page Announcement, System Audit Trail)

Depending on the specific admin object selected and your user role permissions, you may be able to:

• Create objects.
• View and/or edit existing objects.
• Remove, close, or inactivate objects.
• Create associations between objects.

Managing Admin Objects

In most cases, a standard procedure is used for creating and editing admin objects. Refer to the specific admin
object topic for detailed information about creating it.

Admin objects that are no longer needed can be removed or closed. SAP Fieldglass enforces specific rules that
must be followed before many objects can be removed or closed. For example, if a cost center is currently
associated with open items such as job postings or statements of work, each open item must be reassigned to
another cost center before the current cost center can be closed.

Related Information

Associating Admin Objects [page 7]

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6 INTERNAL – Authorized for SAP Customers and Partners Working with Admin Configuration
Uploading Information from the Admin Object List [page 7]

1.1 Associating Admin Objects

Associations may be made between many of the objects in Admin Configuration to create relationships
between those items. These associations allow you to control access and visibility.

Typically an association between two objects is made from the Details page of an object using the left side of
the page. The objects that display on the left are the objects that can have an association to this admin object.
For example, business units can be associated to users. You can only view and access information, such as job
postings and workers, when the document is associated to the same business unit as you. Each admin object
has specific association rules. Refer to the individual admin object topic for information about associating it.

 Note

Some associations aren't made using the left side of the page but are made on the admin object form page.
An example of this is Classification, classifications can be associated to SOW Type but the association is
done on the Classification form page.

Related Information

Working with Admin Configuration [page 6]

Uploading Information from the Admin Object List [page 7]

1.2 Uploading Information from the Admin Object List

Most admin objects can be created using an upload file instead of entering the information in the UI. When you
have many objects, this is an efficient way to populate the list. Several admin objects can be uploaded directly
from their list page.

If you are in a role with the Integration Connector Manage permission enabled, you can upload
information into SAP Fieldglass.

The following upload options are available at the top of some admin object list views when the connector is
enabled for your company:

• View Guide. Click to open documentation for the connector.

• Download Template. Click to download the blank upload connector template (CSV) for the module. For
example, on the Business Units page, the Business Unit Upload connector template is downloaded.
• Upload File. Click to upload data to SAP Fieldglass using the completed CSV file.

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Working with Admin Configuration INTERNAL – Authorized for SAP Customers and Partners 7
When uploading a completed CSV connector file within the admin list view, SAP Fieldglass only permits the
user to upload the corresponding connector for the admin object currently in view. For example, only the
Business Unit Upload connector file can be uploaded on the Business Unit admin object.

In addition, the following rules apply when uploading data from within the admin list view:

• The application looks at which version type the connector is configured (API, BULK FULL, or BULK DELTA)
and processes the file accordingly.
• If the buyer has multiple versions (variants) of the same connector enabled, the application processes the
CSV file in accordance to the first connector in the buyer’s Active Connector list in alphabetical order in
the Custom Connector Name column. This also includes any custom connectors developed for the buyer.
If this is not the desired behavior, the buyer admin can manually upload data for specific variants using the
Upload Data page in Admin ConfigurationIntegration.

Admin Objects
Upload options are available within the following admin object list views when the related connector is enabled
for your company:

• Business Unit
• Site
• Location
• Expense Code
• Cost Center
• User
• Supplier Invitation
• Job Posting Template
• Rate Code
• Rate Grid
• Rate Group
• Rate Component Group
• Task Code
• Legal Entity
• Rate Component

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8 INTERNAL – Authorized for SAP Customers and Partners Working with Admin Configuration
2 User

The User area in the Admin menu allows you to create and maintain user information for your company.

Users are the employees and partners who have access to perform actions and complete tasks in the
application. In this area of the Admin menu, you can manage important data about your users such as contact
information, log in credentials, and access permissions. You can further define how you want your users to
experience the application by providing structure for their workflows and associations, ensuring that their work
management is seamless and efficient.

To define the user experience for your company, you need to first set up user roles. User roles are used to
determine the type of access your users should have in the application. For example, you can limit a user’s
visibility to data and determine the actions they are allowed to perform by assigning them to a role that is
designed specifically for their job.

SAP Fieldglass provides additional user management tools in this area that allow both buyers and suppliers
to define your company’s password policy for user sign-in. Additionally, buyers can define supervisor roles for
user actions that require specific approvals.

2.1 Password Policy

SAP Fieldglass provides a default password policy that buyer and supplier administrators can further define to
meet their company's requirements.

The SAP Fieldglass password policy is used to specify the rules surrounding user passwords, and is usually
determined by an organization’s IT department. Password policies apply to all users. The password policy can
only be updated; it cannot be removed.

If your organization uses Single Sign-On (SSO) and requires that you log in through a company portal, a
password policy does not need to be established in SAP Fieldglass.

If password policies are not defined for buyers or suppliers, the following defaults apply:

• A user's account is disabled after 10 unsuccessful log in attempts.

• All users must change their passwords after ten years.
• Users cannot use the same password when their current passwords expire.

Password Policy Field Definitions

Click Edit to update the password policy. A default set of values populates the fields. Accept or edit the default
values.

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User INTERNAL – Authorized for SAP Customers and Partners 9
Details

Field Definition

Minimum Length Enter the minimum number of characters for passwords. You cannot have a password length
with fewer than two digits.

Maximum Log In Attempts Enter the maximum number of login failures that are allowed before a user ID is disabled.

User Lockout: Require au- If Yes is selected, disabled user accounts must be reset by an authorized user. If No is
thorized users to reset disa- selected, disabled user accounts will be automatically reset after 10 minutes.
bled user accounts

Password must not begin or If Yes is selected, the first and last character of the password cannot be numbers.
end with a number

Number of days to expira- Enter the number of days in which a password will expire after it is changed. This value
tion affects users who have not registered. If a user is created and has not registered within the
time defined by this value, the user's pass code expires.

Number of retained pass- Enter the number of new passwords that must be created before an old password can be
words reused.

Maximum consecutive iden- Enter the maximum number of consecutive identical characters that passwords can contain.
tical characters

Maximum characters in Se- Enter the maximum number of sequential characters (for example, abcd or 1234) that
quential order passwords can contain.

Minimum password age (in Enter the minimum number of minutes that a password must be used before the user can
minutes) change it.

Passwords not allowed Enter any passwords that are not allowed. Separate passwords with a comma. Entries in this
field cannot exceed 16 characters each. Up to 200 characters are allowed for the entire set of
entries in this field.

Password must contain Select the check box next to each element (Capital letter, Lower-case letter, Numerical
value, Special character) that passwords must contain.

Password cannot contain Select the check box next to each item (Username, Last Name, First Name, Email) that
passwords cannot contain.

Additional regex patterns 1, If your company uses regular expressions, enter any regular expression patterns that pass-
2, 3, and 4 words must satisfy.

Mobile Applications

Field Definition

Numeric PIN length Enter the length of the PIN (number of digits).

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10 INTERNAL – Authorized for SAP Customers and Partners User
 Field Definition

Maximum numbers in se- Enter the maximum number of sequential numbers (for example, 1234, 5678) that PINs can
quential order contain.

Maximum consecutive iden- Enter the maximum number of consecutive identical numbers that PINs can contain.
tical numbers

PINs not allowed Enter any PINs that are not allowed. Separate PINs with a comma. Entries in this field cannot
exceed 16 characters each. Up to 200 characters are allowed for the entire set of entries in
this field.

2.2 Supervisor

Allows buyers to create additional, buyer-specific system roles which can be used when approvals must be
routed to a specific person based on the user.

The SAP Fieldglass application automatically includes system roles. These roles are part of the application's
architecture and one of their purposes is that they can be selected as approvers in approval groups. The
Supervisor admin object allows buyer users with the administrative permission Supervisor > Manage to create
buyer-specific system roles that can be included in an approval group.

Buyer-specific system roles are available on user profiles in a section named Supervisors (optional), where
you can select a system role and assign it to a user. When that system role is included in an approval group, the
approval routes to the person selected in the role.

Supervisor system roles are different than a user's primary supervisor. All users must be assigned a primary
supervisor and the primary supervisor can also be selected on an approval group.

Here's an example: Suppose that Joe Smith is a hiring manager. Joe’s primary supervisor is Chris Walker. Ann
Hayes, in the Compliance office, has asked to be included in the approval process for job postings owned by
Joe. A supervisor role of Compliance Approver can be created and Ann can be assigned as Joe’s Compliance
Approver on his user profile. The Compliance Approver supervisor role can be assigned to a job posting
approval group so that job postings created by Joe Smith are routed to Ann Hayes for approval.

To create a supervisor system role, click New, enter the Title and Description (if necessary), and click Add.
Assign people to the role on user profiles and include the supervisor system role in appropriate approval
groups.

 Note

If you add a supervisor system role to an approval group but the document owner does not have someone
assigned to the role on their user profile, the application is unable to route the approval.

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2.3 User Role

Buyers and suppliers define user access to information and the actions that can be performed in SAP
Fieldglass through user role permissions.

To create a new user role, click New, enter a Name for the role, and select the visibility settings for View
Procurement Data and View Payment Data (buyers only). Then continue to select the permissions.

If you have previously created a role that is similar to a role that you need, you can copy the existing role, enter
a new Name for the copied role, and then make the desired changes.

Visibility Settings

For each user role, you can specify separate procurement and payment data visibility. When viewing
documents such as job postings or work orders, the visibility settings selected for the user role determines
the access of the user to these items. View Procurement Data and View Payment Data options are:

• All - users are able to see all documents within their permitted business unit, cost center, and site
associations.
• My Own - users are able to see only those items that qualify for My Own access.
• My Group - users are able to view items that qualify for My Own access as well as items to which they
are associated. Users are associated to documents using the Associate User option on the Action menu
of a document. If a user is not associated to any documents, the My Group list view displays the same
documents as the My Own list.

User role view settings impact a user's ability to see documents in list views and report data. If a user's view
setting is set to All for their user role, list views include all three view filters: All, My Group, and My Own. If the
view setting is My Group, list views include My Group and My Own. Users whose view setting is set to My Own
will not have any filter options on list views or report data.

The table below describes what establishes a user's My Own visibility to a document.

To view procurement data for... A user must be one of the following...

Job Posting Job Posting Owner, Creator, Coordinator, Distributor

Work Order Job Posting Owner, Creator, Coordinator, Distributor, Work Order Owner, Creator

Worker Job Posting Owner, Creator, Coordinator, Distributor, Work Order Owner, SOW Owner, SO

SOW SOW Owner, Creator

Job Seeker Job Posting Owner, Creator, Coordinator, Distributor

Project Project Owner, Creator

To view payment data for... A user must be one of the following...

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 Invoice, Credit/Debit Memo, Misc. Invoice, Expense For these modules, the application uses the worker record and related job posting or SOW
Sheet, Time Sheet, SOW Invoice the following system roles: Owner, Creator, Coordinator, Distributor, or Supervisor.

Setting Permissions

User role permissions are grouped as User Permissions and Administrative Permissions. The User Permissions
are related to functions performed by end users, such as viewing job postings or creating statements of
work. Administrative Permissions are related to functions performed by system administrators in Admin
Configurations.

You can provide user roles with all permissions, all permissions for specific modules, or you can select
the individual permissions a user role should have. When you select individual permissions, the available
permissions for a given module may be dependent on each other. When you save the role, SAP Fieldglass
automatically applies the appropriate related user role permissions.

User Role Associations

User roles are associated to users and other various elements. The table below describes the available user
role associations.

Data Element Association Description

Report Folders Report folders can be associated to a user role, giving users in that role access to the related
reports.

Document Categories Documents that are available in the Reference Library are assigned a category. Document catego-
ries can be associated to the user role, giving users in that role access to the related documents in
the Reference Library.

Reports and Charts When report folders are assigned to user roles, the reports and charts that are in those folders can
be shown on users' home pages. When reports are associated to a user role, all users in that role
will see the report or chart on their home page.

Proxy Roles Select the roles that could serve as proxies for the current role. When a user selects a proxy, the
proxy must be a user with the Administrator user role, in the same role as the user, or in a role that
is designated as a proxy role for the role of the user. If the user you want to choose as a proxy has
multiple user roles, their primary user role must be one of the associated proxy user roles.

The selected user role will be associated to the Administrator role by default, and this association
cannot be removed. Proxy roles should have permissions that are similar to the original role, as the
users who act as proxies do not inherit permissions from the users for which they act as proxy. For
example, you should not assign a role that does not have permission to approve time sheets as a
proxy for a role that does approve time sheets.

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User INTERNAL – Authorized for SAP Customers and Partners 13
Data Element Association Description

Custom Field On a custom field, if Entered by Roles is set to Selected Roles, it will automatically be associated
to the user role. Custom field associations can only be made from the Custom Fields admin object.

2.3.1 Hierarchy Visibility

Allows buyers to leverage their organizational structure to control a user's visibility into their direct reports.

Setup

To set up this feature, there is a company configuration and a user role flag. When enabled, users in user roles
that have the flag enabled are able to view items that belong to their subordinates as well as the items of
users that report to their subordinates on list views and reports. The hierarchical structure is based on a user's
primary supervisor. The number of levels included depends on the number set in the company configuration.

Company Configuration
Enable the company configuration, Hierarchical visibility, to use this feature. When enabling this
configuration, the number of levels down the buyer wants users to be able to see must be entered. There
is no limit to the number that can be used. There is a subconfiguration, Hierarchy role selection, that currently
defaults to Document Owner and cannot be changed.

User Role Flag

Once the company configuration is enabled, user roles will include a checkbox, Hierarchy Visibility. The
checkbox displays at the top of the form page under View Payment Data. Users in roles with this flag enabled
have visibility to documents on list views and reports that are owned by their subordinates as well as visibility
down to the number of levels established in the company configuration.

Usage

List View and Report Enhancements

When a buyer user is in a role that has the Hierarchy Visibility flag enabled, list views and reports have two
additional View options available. The options, All, My Group, and My Own are still available. The additional
options are:

• My Hierarchy - When this option is selected, all documents for the user and the user's subordinates
display. The number of levels displayed depends on the number of levels established in the company
configuration. For Example: The buyer company has the configuration set to 4 levels. Jane is the primary
supervisor of Mark; Mark is the primary supervisor of Sam, Beth, and Zach; Sam is the primary supervisor
of Larry, Maggie, and Jason. Larry is the primary supervisor of Owen. Beth, Zach, Maggie, and Jason are
not the primary supervisor for anyone. Mark's role has the flag enabled. Mark opens the Job Postings

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14 INTERNAL – Authorized for SAP Customers and Partners User
 list view and selects My Hierarchy. The list displays job postings that have Mark, Sam, Beth, Zach, Larry,
Maggie, Jason, and Owen as the owner.
• Owner - When this option is selected, another dropdown displays with a list of the users that report to the
logged in user. The field defaults to the logged in user but can be changed. This allows the user to view
the transactions for a specific user. For Example: Continuing with the above example, Mark opens the Job
Postings list view and selects Owner. Then Mark selects Jason. The list displays job postings that have
Jason as the owner.

Visibility Logic
The list view or report displays all the documents based on the View option selected. The logged in user does
not have to meet the legal entity, site, cost center, or business unit requirements. However, the user's ability to
act on an item is dependent on the logged in user's role permissions and profile flags.

• The logged in user is able to open a document that is owned by one of the user's subordinates. All tabs are
available based on the subordinate's visibility. The only exceptions are for user specific settings such as the
History tab.
• If the logged in user does not have permission to view it unmasked, information that uses encryption or
masking such as security ID and consolidated worker unique ID displays masked . This visibility is not
inherited from the user's subordinates.
• For companies using multiple MSP functionality, if the logged in user is an MSP user and one of their
subordinates is an MSP user associated to a different MSP or is a general user, the logged in user does
not have visibility to documents for an MSP to which the user is not associated. These documents do not
display in the list view or report.
• Visibility is not lateral; users are not able to see documents of other direct reports of their primary
supervisor. The only exception to that is for multi-tenant companies. A user that is linked to other
tenants has visibility into their hierarchy across tenants through the linked accounts. However, if the
subordinate has multi-tenant visibility but the logged in user does not, the user does not have visibility to
the subordinate's tenant company documents.
• The list does not show duplicates. If the logged in user would already have visibility to a document and their
subordinate is the document owner, the document only displays once on the list view or report.

2.3.2 Simplified Work Order Views and Approvals

Buyers can configure a work order view for user roles that limits the user's view of a contingent work order or
work order revision.

Functionality is available that allows buyers to configure a work order view to only display specific information
that is relevant to a user role. When the user role is added to a work order or work order revision approval
group, these users are able to view the restricted work order and then approve or reject it. This feature is useful
when customers have a need for contingent work orders and work order revisions to be reviewed and approved
by workforce representatives for the purpose of ensuring that key workplace decisions are made by both the
employer and workforce.

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User INTERNAL – Authorized for SAP Customers and Partners 15
Setup

To use this functionality, the following setup is required:

• Ask your SAP Fieldglass representative to enable the company configuration, Restricted work order view.
This configuration applies to contingent work orders and work order revisions.
• If needed, ask your SAP Fieldglass representative to enable the subconfiguration, Worker tenure visibility.
When this subconfiguration is enabled, a restricted view of the Tenure tab displays for users in a role
with the Restricted View and Approval permission enabled. This option can only be enabled when the
Restricted work order view and Tenure Policy Management configurations are also enabled.
• Enable the user role permission Work Order Restricted View and Approval for a user role. Users
with this permission enabled have a restricted view of work order and work order revision that is configured
by the buyer. When this permission is enabled on a user role, only Work Order View and Approve
permissions can be enabled for the role; all other permissions are disabled.
• Add the user role to a work order and/or work order revision approval group. When a role with the
Restricted View and Approval permission is included in an approval group, the only action that should be
selected is Approval. The application allows you to select other actions but the user is only able to approve
or reject work orders or work order revisions.
• If you want restricted view users to view attachments so they are able to quickly make decisions regarding
approvals, you can use the Attachment system variable for Work Order and Work Order Revision modules.
This system variable allows buyer administrators to display the Attachments section on Summary tabs of
work orders and work order revisions for users with the Restricted View and Approval user role permission.
When the Restricted work order view company configuration is enabled, the Display to Restricted View
Users field displays in the Attachments section on the Work Order and Work Order Revision form pages.
This allows buyers to control the attachment visibility to users with the Restricted View and Approval
user role permission. When this field is set to Yes, buyer users with restricted view access see a new
Attachments section on the Work Order Summary tab that only includes attachments indicated as
displayed to restricted view users. Buyer users without the restricted view see a Display to Restricted
View Users column in the Attachments section on the Work Order Details page. This indicates whether or
not an attachment is displayed to restricted view users.
• Establish the system variables for the Restricted View Work Order. Refer to the next section.

Establish the System Variables for the Restricted View Work Order

You must edit the Admin Configuration System Variables Work Order and Work Order Revision
modules to establish the variables that should display for these users. If you don't do this, when the users
view a work order or work order revision, no information displays on the page. To do this:

• Navigate to the System Variables admin object and select the Work Order or Work Order Revision
module.
• Select Edit. There is an additional column, Restricted View Work Order.
• Select the checkboxes next to the variables in this column that should display for these users when they
view the work order or work order revision. Only the variables selected display for these users. This column
only applies to these users.

When a user, in a role with the Restricted View and Approval permission enabled, views a work order or
work order revision, the only system variables that display on the Summary tab are the ones selected in the

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Restricted View Work Order column. For all other users, the Summary Tabs/Pages column determines which
variables display on the Summary tab.

2.4 User

The User admin object is used to create and manage users for your company.

Users are the people in your company who use the SAP Fieldglass application. Before you create users, you
must set up the appropriate user roles because each user is associated to a role. The user role establishes the
base for what users in the role can view and the actions they can perform. At the user level, there are additional
access options and preferences that are determined for a specific user.

Creating and Editing Users

To create a new user, from the User List, select New. To edit an existing user, choose the user from the User List
and select Edit. Use the information in the field definitions table to complete the fields.

User Field Definitions

The table below describes the fields that impact user workflow and visibility in your company.

Field Name Definition

Status Indicates the current status of the user. Possible statuses include Open, Closed,
Inactive, Disabled, and Pending Erasure. These statuses only display after the user
has been created and saved.

You can set users to Inactive status to prevent them from accessing Fieldglass while
retaining their work items. This can be useful in situations when the user is on leave for
an extended period of time, but may need to access their account again at a later date.

Closed users can be set to Pending Erasure status by choosing the Erase button on
their user Details page, which erases their record from Fieldglass after 14 days.

If a user enters their password incorrectly five or more times, their profile is set to
Disabled status. This prevents the user from signing in until they have reset their pass-
word.

Create Date The date the user profile was created in Fieldglass. This field only displays after the user
has been created and saved.

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User INTERNAL – Authorized for SAP Customers and Partners 17
Field Name Definition

Deactivation Date When editing a user, you can set the date on which the user's account will be deacti-
vated. This field only displays after the user has been created and saved.

Deactivating a user prevents the user from accessing the system. When a user is deac-
tivated, the user's work items and tasks are not reassigned. If the user's work items
should be reassigned, the user should be closed. This will also prevent the user from
accessing the system, but their work items will not be retained and need to be assigned
to another user.

If a user's deactivation date has been reached, a Re-activate button is displayed above
the User Details. If the Re-activate button is clicked, the Deactivation Date is cleared
and the user can access the application.

Prefix, First Name, Last Name, The user's prefix, first and last names are entered. The Username is used when logging
and Username into the SAP Fieldglass application. It must be unique.

Display Name The user’s name as it should display within the SAP Fieldglass application. For example,
you may wish all users display names to appear as Last Name, First Name.

Email The SAP Fieldglass registration email message, as well as all SAP Fieldglass notifica-
tions, will be sent to this email address.

Cc Email Addresses Additional email addresses that should be included on the Cc: line of emails sent from
the SAP Fieldglass application to this user. Separate the email addresses with a semi-
colon or comma.

Certain notifications (for example, password notifications) will not go to the Cc email
addresses.

[Calendar Integration] Email Ad- When the Enable Calendar Integration company configuration is enabled, this field
dress displays and is labeled based on the option selected in the configuration: Google Work-
space Email Address, Office 365 Email Address, or Google Email Address.

Profile Picture A picture of the user can be uploaded. Maximum upload size is 5 Mb and supported file
types are: GIF, TIFF, BMP, JPEG, JPG, and PNG.

Employee ID The user’s employee ID or other information, if desired. The same Employee ID can be
used for more than one user.

Title The user’s title within the company.

Job Code You can choose to associate a buyer user to a job code that relates to a job function
within your company. If none have been created, there will not be any job codes to
select.

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18 INTERNAL – Authorized for SAP Customers and Partners User
 Field Name Definition

MSP User This field only applies to buyer users.

• For multiple MSP companies, select No if the user is a general user. General users
have access to all MSP suppliers and all admin objects for each MSP. For single
MSP companies, select No if the user should be able to manage personally identifi-
able information on all users. Make sure to enable the user profile flag.
• For multiple MSP companies, select Yes if the user is an MSP user who should be
associated to one MSP. If Yes is selected for both multiple MSP and single MSP
companies, the user is not able to manage personally identifiable information. If
you try to enable the user profile flag, an error displays.
• MSP users within a single MSP buyer tenant can edit the Manage Personally
Identifiable Information user profile flag on general buyer users; however, they
cannot control the flag on themselves or on other MSP users.

The MSP Company is displayed if the company has more than one MSP supplier and
the user is an MSP User. Select the MSP Company to which the user should be associ-
ated.

User Roles Select a user role for the user.

MSP users cannot be associated to the Administrator user role. If an MSP user needs to
have administrative permissions, the user should be assigned to a role that includes the
necessary permissions.

You can add additional user roles by choosing the +Add User Role field. You can also
assign multiple user roles to the same user to give them multiple layers of user role
permissions, which can be useful in situations where they would otherwise need to
switch between multiple accounts to perform their role in SAP Fieldglass.

Note: Non-Administrator users who are allowed to create new users cannot create users
in the Administrator role.

PMO User This check box is displayed for all users if the Allow users to submit support cases
company configuration is enabled.

The PMO User check box on a user's profile controls the version of the support request
form that displays when the user is submitting a support case. The PMO User's form
contains the Location field, which indicates the SAP Fieldglass office that should receive
the request.

If Only PMO Users is selected for the Allow users to submit support cases company
configuration, only users with the PMO User check box selected on their user profile will
be able to submit support cases to SAP Fieldglass. This setup is typically implemented
when end users should contact their company's help desk or program office, not the
SAP Fieldglass Customer Support Team, for support.

Administration Fundamentals
User INTERNAL – Authorized for SAP Customers and Partners 19
Field Name Definition

Default Legal Entity A user's primary business unit, default cost center, and default site must be associated
to the user's default legal entity in keeping with the company's legal entity validation.

When a user creates a new job posting, statement of work, or decision form, the value in
the Legal Entity field will be inherited from the document owner's default legal entity.

When Company Configuration Enhanced Legal Entity Validation is enabled, this field
is required. The selections available in the Primary Business Unit, Default Cost Center,
Primary Supervisor, Default Site, and User Access fields are associated to the chosen
Default Legal Entity.

Primary Business Unit When creating new documents, the document owner's primary business unit will prepo-
pulate.

The dropdown list contains only active business units.

Default Cost Center When creating new documents, the document owner's default cost center will prepopu-
late.

If Used is selected above the Default Cost Center field, only those cost centers that
have been associated to transactions in the application will be available in the dropdown
list. If Unused is selected, cost centers that have not previously been used, such as new
cost centers, will be available in the dropdown list.

Default Site When creating new documents, the document owner's default site will prepopulate.

The dropdown list contains only active sites.

Primary Supervisor This list contains all existing users that have been created for your company. The pri-
mary supervisor will be sent escalation messages when the user has actions that are not
complete and are past their threshold date.

Primary Supervisor is also used in the approval chaining process. Items are routed for
approval based on the user’s primary supervisor and signature authority.

A user can be assigned as their own primary supervisor.

If the company has more than one MSP Supplier, the list in this field includes general
buyer users and users from the same MSP.

Supervisors If your company has defined Supervisor admin objects, select the users who will be
assigned to as the supervisor for each title. This field is not displayed if one or more
supervisor roles have not been created.

If the company has more than one MSP Supplier, the list in this field includes general
buyer users and users from the same MSP.

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20 INTERNAL – Authorized for SAP Customers and Partners User
 Field Name Definition

Signature Authority Enter the maximum amount that the user may approve with a signature. This infor-
mation, along with the user’s primary supervisor, is used for approval chaining. SAP
Fieldglass looks at the user’s signature authority amount to determine if the user can
perform the final approval for the item being approved. If the user’s signature authority
is too low, the approval is chained to the user’s primary supervisor. This process contin-
ues until a primary supervisor with sufficient signature authority approves.

If a user's signature authority is set to zero, this does not mean that the user has
unlimited approval rights. This should not be confused with approval groups, where
a Maximum Approval Amount of zero means that the value that can be approved is
unlimited.

User Access The way in which the user will be associated with cost centers, business units, and sites.
This access determines a user's document visibility throughout the application. When
creating new documents, users can select only the business units, cost centers and
sites to which they are associated.

Select All if the user should be automatically associated to all cost centers, business
units, or sites.

Select Build to allow the system to dynamically create the related associations based
of the user’s actions. When creating documents, all cost centers, business units, and
sites will be available for selection. However, visibility of documents and reportable
information are limited to the cost centers, business units, and sites that the user has
already selected.

Select Add if the user should be manually associated to the cost centers, business units,
or sites that are appropriate for the user.

For new implementations where user associations to business units, cost centers, and
sites are unknown, the Build user access option allows you to obtain this information
via system usage. If needed, user access can be changed to Add and the associations
defined using the Build user access option will be retained.

Access to Multi-Tenant Data This gives the user access to data from multiple tenants.

Administration Fundamentals
User INTERNAL – Authorized for SAP Customers and Partners 21
Field Name Definition

Feature Access You can use this section to further customize a user's access to features in the applica-
tion that are not already granted through user role permissions. Some features will not
display if they have not been enabled in your company's configurations:

Program Office

• Access Archived Data

• This User can act as a Coordinator/Distributor for Contingent Workflow
• Access to all Legal Entities
• Program Office will assist with Job Posting creation
• Program Office will assist with RFX creation
• User will receive Ask an Expert (Contingent) questions
• User will receive Ask an Expert (Services) questions
• Can Electronically Sign Document
• Scheduler will assist with Interview and Meeting creation

Visibility and Management Responsibilities

• Manage Site Configurations

• User can remove Activity Items (allows users to remove pending activity items in
some circumstances)
• View and Report on Sensitive Data
• View Restricted Attachments
• Manage Personally Identifiable Information (cannot be enabled for MSP Users)
• View History Tab
• Set Run as User
• View Administrative Product Documentation (allows access product documenta-
tion on the SAP Fieldglass Help Portal product page geared to buyer administrators,
including the Feature Administration guide)
• Manage Allowed URLs (allows the user to view and manage the Allowed URLs
admin object)

Special Tools

• Use Flexible Sourcing Dashboard

• Enable PMO Dashboard
• Enable Time Dashboard
• Use Visualizer Dashboard
• Enable Quarterly Trends Dashboard
• SAP Fieldglass Live Insights

Consolidated Worker Access

• Consolidated Worker View

• Consolidated Worker Manage

Preferences

Administration Fundamentals
22 INTERNAL – Authorized for SAP Customers and Partners User
 Field Name Definition

Messaging For each message type, select the Email check box if the user should receive email
messages of that type. Available message types include:

• Notification
• Work Item
• Alert
• Broadcast
• Chat (Contingent)
• Chat (Services)
• Question (Contingent)
• Question (Services)
• Starred

Receive Notifications via Email If No is selected, the user will receive the first email notification that SAP Fieldglass
Before Registration generates for the user. Subsequent regular notifications will only be sent when the user
has registered. In addition to the first email notification generated by the system, the
user will also be sent regular registration notifications.

If Yes is selected, the user will receive email notifications even if the user has not
registered in SAP Fieldglass.

Currency, Time Zone, Date For- Values for these fields are selected by the user on the My Preferences page. You can
mat, Time Format, Number For- also set them when creating the user and they will be the default settings when a user
mat, and Language registers.

Calendar Start Day The day of the week on which the user’s SAP Fieldglass calendar should begin.

Email Format Plain Text or HTML Based email format. The user will receive emails from the SAP
Fieldglass application in the selected format.

Show Home Page Announce- If Yes is selected (default setting), Home Page announcements will display for this user.
ment Selecting Yes will cause any active Home Page announcements to display for this user.
Users can disable Home Page announcements by clicking the tool icon on the home
page.

Note: Selecting Yes or No on a user's profile does not impact the user's ability to add/
remove announcements from their home page using the My Preferences page.

View Worker Personal Details If Personal Information section on the is selected, this user should be allowed to view
a worker's personal information. This information is contained and is displayed in the
Details tab of a worker's record.

This option is only available when the site level company configuration Suppress
Worker Personal Details (does not include Profile Worker) is enabled.

Administration Fundamentals
User INTERNAL – Authorized for SAP Customers and Partners 23
Field Name Definition

Color Theme The default color theme is Fiori 3 is selected, this user should be. The High Contrast
Black color theme, which features a black background and primarily white text, can be
selected for users with visual limitations. If your company created a company-branded
color theme, a third option, Company-Branded, is available. To create a branded color
theme, contact your SAP Fieldglass representative.

Contact Information

Address 1, Address 2, City, The user's contact information.

County, State/Province, Country,
ZIP/Postal Code, Phone Num-
ber, Fax Number, Mobile Number
Country Code, Mobile Number

Resetting Passwords

When you reset a user's password, the user is sent a link to create a new one. When the user signs into SAP
Fieldglass with the temporary password, the user is prompted to change the password.

Closing Users

When a user is closed and they are an owner of an item, such as a job posting or work order, the Close
User: Reassign Tasks modal window displays. A new owner can be selected as a replacement for work items
such as Job Postings, Profile Workers, Reports, and Statements of Work. Any outstanding work items must be
reassigned before the user is closed.

The Report Schedule Creator task is also available when closing users. When a Scheduled Reports Owner is
closed, their assigned report schedules are tasked to the user designated in the Report Schedule Creator field.
The new Scheduled Reports Owner must have the visibility permissions to manage the reassigned scheduled
reports.

User Associations

Users are automatically associated to their primary business unit, cost center, and site which is set on the
user form page. When a user's access to business units, cost centers, and sites is set to Add or Build, you can
associate the user to additional items by selecting the option on the left of the page after the user is created.

If the user is associated to all business units, sites, or cost centers and you want to remove access to one or
more of them, you can change the User Access to Business Units, User Access to Cost Centers, or User
Access to Sites settings on their user profile to Add and then deselect the item using the options on the left.

A user's proxies can also be managed on the left side of the user's details page.

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24 INTERNAL – Authorized for SAP Customers and Partners User
Copying Users

You may need to create several users with similar user settings and preferences. To save time when creating
users, you can create one user and then copy that user to create the additional users. To copy an existing user,
choose the user from the User List and select Copy, then add in the new user's details on the Add New User
Form page. When you copy a user, the new user has the same settings and preferences as the original user. You
can edit these settings and preferences as needed.

2.4.1 Configuration Manager Users

Configuration Managers are super users who can access integration, system, and maintenance tools via a
self-service dashboard.

Administrators can create configuration manager user accounts directly from a user's account. Any open
general user who is not already linked to one can have a configuration manager user account created.

Create Configuration Manager

The Create Configuration Manager option is available on user accounts at the top of the page with the other
action buttons. This option is only available to your company administrators.

 Note

This option is not available on MSP user accounts in multi-MSP companies.

When you create a configuration manager user, a separate user account is created and is assigned an
additional SAP Fieldglass Sign In ID. This ID only allows access to the Self-Service Dashboard in Configuration
Manager. To perform other administrative or general actions in SAP Fieldglass, the ID associated with the
user's original role must be used to sign in.

The configuration manager account is a copy of the SAP Fieldglass user account. All profile settings,
preferences, and user details are copied to the new configuration manager account. However, these options are
locked and can only be edited using the user account. When the configuration manager account is created, a
linked account is automatically created between the user's account and the configuration manager's account,
and it displays in the Linked Accounts list for both accounts.

Closing Configuration Manager User Accounts

Conguration manager user accounts can be closed with no impact to the main user account. However, if
the main user account is closed, the configuration manager user is automatically closed as well. Closed user
accounts can be reopened as long as the main user account remains open.

Messaging
Messages can be configured to notify users when configurations manager users are created, closed, and
reopened.

Learn More
SAP Fieldglass Configuration Manager

Administration Fundamentals
User INTERNAL – Authorized for SAP Customers and Partners 25
3 Company Structure

Allows you to define the foundational elements that form the structure of your company.

The admin objects that display in the Company Structure section of the admin menu can depend on how your
company is configured. Each admin object is described in its specific topic.

Business units, cost centers, and sites are the foundational data elements of your company. The combination
of these data elements controls user visibility and access to system and reporting data, and determines
workflows for various processes in SAP Fieldglass.

• Business units are used to organize a company into logical groups (for example, Information Technology or
Human Resources). Business units can reflect a company's financial or organizational hierarchy and can be
used as a way to define user access to data. Business units can be organized in parent-child relationships
and often reflect a company's financial or organizational hierarchy.
• Cost centers are used to allocate spending for temporary workers and to track company budgets. Cost
centers are account-based and specify the data needed for invoice processing.
• Sites define the regions or geographical areas where a company operates. Each site can be configured
to reflect local conditions, including the calendar, local taxes, supplier companies, rate and markup
information for specific jobs, and invoice billing schedules. Sites can be used to track workers, set invoice
adjustments (such as taxes), group activity items, and structure rates. Sites are used with one or more
locations allowing you to further define specific location information about the physical location of workers,
such as a street address or floor number.

3.1 Business Unit

Business units can reflect a company's financial or organizational hierarchy and can be used as a way to define
user access to data.

Business units are a key component in determining a company's workflow and processes. Their associations
allow your company to establish varying approval processes, custom fields, and coordinator/distributor
routings within a single SAP Fieldglass instance. Business units can be organized in parent-child relationships
to reflect a company's financial or organizational hierarchy. Up to 5 hierarchical levels are supported for
reporting.

If a business unit is no longer required, it can be inactivated. Open items such as job postings or statements of
work that are associated to the business unit must first be reassigned to another business unit before it can be
inactivated.

All documents in SAP Fieldglass must have a related business unit. Documents can have only one business
unit.

To create a business unit, from the Business Unit List, select New. Enter a unique Code and a Name. Use this
table to continue creating a business unit.

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26 INTERNAL – Authorized for SAP Customers and Partners Company Structure
Business Unit Field Definitions

Field Definition

Parent Business Unit This is the business unit that is next above the one you are creating. The parent busi-
ness unit can be changed when a business unit is edited.

General Ledger The general ledger for the business unit.

Legal Entity The legal entity for association with this business unit. This option only displays if legal
entity is enabled for your company.

Business units can be associated to one or more legal entities. The options are single,
multiple, or all. Selecting none prohibits the association of any legal entity.

Escalation Preference The escalation threshold preference that should apply to this business unit. Before a
business unit is created, at least one escalation preference must be created.

Coordinator Required If Yes is selected, a coordinator must be selected from the list. This user will be the co-
ordinator on all job postings for the business unit. The user selected as the coordinator
will be automatically associated to the business unit.

If No is selected, a coordinator is optional on all job postings for the business unit.

This list contains users who are in a user role with the Job Seeker: Manage permission
enabled. If the Does Buyer have MSP? company configuration is enabled, a user must
also have the This User can act as Coordinator/Distributor option selected on their
user profile to appear in this list.

When Company Configuration Enhanced Legal Entity Validation is enabled, this field is
mandatory.

• If the Legal Entity Association of None or Multiple is selected, buyer administrator

users and users that have access to all legal entities are available in the Coordina-
tor Required field.
• If the Legal Entity Association chosen is Single or All, users with the legal entity
selected on the business unit are available for the Coordinator Required field.

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 27
Field Definition

Distributor Required This list contains users who are in a user role with the Job Posting: Distribute permis-
sion enabled. If the Does Buyer have MSP? company configuration is enabled, a user
must also have the This User can act as Coordinator/Distributor option selected on
their user profile to appear in this list.

When Company Configuration Enhanced Legal Entity Validation is enabled, this field is
mandatory.

• If the Legal Entity Association of None or Multiple is selected, buyer administrator

users and users that have access to all legal entities are available in the Distributor
Required field.
• If the Legal Entity Association chosen is Single or All, users with the legal entity
selected on the business unit are available for the Distributor Required field.

If Yes is selected, a distributor must be selected from the list. This user will be the
distributor on all job postings for the business unit. The user selected as the distributor
will be automatically associated to the business unit.

If No is selected, a distributor is optional on all job postings for the business unit.

Remit-to Address Required If Yes is selected, suppliers must select a remit-to address when creating invoices and
miscellaneous invoices.

Buyer Selects AP Code Flagging this field to Yes displays the AP Code field on SOWs and work orders (selecting
No defaults the SOW and work order to the RTA for the supplier). The AP Code field on
SOWs and work orders allows users to choose from multiple AP codes.

System ID Used to store the System ID of the ERP instance to which the business unit is tied. This
field is not displayed if a System ID pick list has not been created.

Use Parent Business Unit Appro- If Yes is selected, during the approval process for a document, the application first
val Group looks for an approval group for the business unit. If it does not find one, it automatically
uses the parent company approval group if one exists.

Original Code Used to store the code the ERP instance uses for the business unit. This field may be
left blank if it is not needed to support multiple ERP instances.

3.1.1 Business Unit Associations

Various objects can be associated to a business unit. Use the area on the left of the Business Unit Details page
to manage associations.

Once a business unit is created, you can manage the other admin objects that are associated to it. Select the
card for the object to see the list. Some associations can be set from the list; some are set from other admin
objects.

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28 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Data Element Association Description

Users You can associate business units to users who have their user access for business units
set to Add or Build on their user profile.

Business unit associations cannot be removed if a user's access is set to All or if the
selected business unit is set as the user's primary business unit.

Users selected as a business unit coordinator or distributor are automatically associ-

ated to that business unit.

Activity Checklist and Offboarding If Business Units or Business Units and Sites is selected in the Associate to field on
Activity Checklist an activity checklist or an offboarding activity checklist, the checklist can be associated
to one or more business units.

Workers The business unit that a worker is associated with is determined by the business unit
selected on their work order. You cannot associated a worker with a business unit from
the business unit object.

Job Posting Distribution Lists, If Associate all Business Units is set to Yes on a job posting distribution list, job
Job Posting Templates, SOW Tem- posting template, SOW template, or decision form template, the distribution list is
plates, and Decision Form Tem- automatically associated to all business units.
plates
If the check box next to a distribution list is dimmed, it indicates that Associate all
Business Units is set to Yes on the distribution list.

Approval Groups If Include all New Business Units? is set to Yes on an approval group, the approval
group is automatically associated to all new business units. Existing business units
must be manually associated to the approval group.

Approval group associations to a business unit may be removed even if Include all New
Business Units? is set to Yes on an approval group.

Invoice Billing Schedules Only invoice billing schedules defined with a Scope of Business Unit are available for
association.

Custom Fields If Affects all Active Business Units is set to Yes on a custom field, the custom field is
automatically associated to all active business units.

If the check box next to a custom field is dimmed, Affects all Active Business Units is
set to Yes on the custom field.

3.2 Company Details

Provides details about your company and its SAP Fieldglass configuration. These are set during
implementation.

There are two sections: Details and Company Configuration. The Details section displays basic contact
information about the company, such as the company name, address, and phone number. Select Edit to
update details.

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 29
The Company Configuration section includes system settings, preferences, and defaults. Company
configuration settings are selected during implementation and changes must be made by SAP Fieldglass.

Company Details Field Definitions

Field Name Definition

Company Code The SAP Fieldglass code for your company.

The company code is a unique identifier and is used at the beginning of all document innovation
delivery service, such as job posting numbers. The company code cannot be changed.

Company Name The company name. Up to 100 characters are allowed.

Email Domains The company email domains. If values are specified in this field, the domains of any scheduled
report recipients must match these domains.

Company Website The URL for the company website. Up to 100 characters are allowed.

Company Logo Buyer and supplier users with full administrator permissions can click Upload to upload a
company logo. Supported file formats are GIF, JPG, JPEG, and PNG. Maximum image size is 1
MB. Logos cannot be larger than 60 pixels high by 450 pixels wide.

You can use the Replace and Remove buttons on the Company Logo field to change your
company logo without contacting SAP Fieldglass support.

Phone and Address The company phone number and address.

fields

City The city in the company address. When the user begins to type, a list of valid values displays.
The user can choose from the list, type a free form value that is not in the list, or leave it blank if
it is optional. Choose from the list to ensure a valid value is entered. Start typing the name of the
state to see a list of cities within it.

State/Province The state or province in the company address. If a valid city was selected, the State/Province is
auto-filled. If the City field is blank or not a valid value, begin to type the State/Province and a
list of valid values displays. Choose from the list to ensure a valid value is entered. Start typing
United States to see a list of states within it.

Country The country in which the company address is located. If a valid State/Province was selected, the
Country is auto-filled. Begin to type the country to display a list of valid values.

ZIP/Postal Code The ZIP or postal code in the company address.

Marketing Info and Con- Marketing information about the company, and the name of the company's contact person
tact responsible for marketing.

Number of Employees The number of employees at the company.

Administration Fundamentals
30 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Field Name Definition

Annual Revenue The company’s annual revenue.

Industries Industries in which the company does business.

Company Contact Per- This list contains users who are in the Administrator user role and have an Open status.
son
When users are uploaded, if the primary supervisor username specified for a user is invalid,
the upload will process and the Company Contact Person will be listed as the user’s primary
supervisor.

Company Duns # and The company DUNS number and ticker symbol.
Company Ticker

System Administrator The company’s primary system administrator for SAP Fieldglass.

Data Archiving Threshold Allows you to set the threshold for when the archiving process starts for data in your company.
The archive data threshold is set to 3 years by default, and can be extended up to 5 years
or Don't Archive. If the archiving process has already started for your company, you can only
choose a threshold that's lower than the current value. For example, if the default value is set to
3 years and the archiving process has already started, you can't change the threshold to 4 years
or Don't Archive.

3.2.1 Company Configuration

Configuration Option Columns

Company configuration options may or may not be preceded by a check box. When the option is preceded
by a checkbox, selecting the checkbox enables the configuration; if the configuration is not enabled, it is not
available in the application. Options that are not preceded by a check box are automatically available to use
in the application unless the option is locked and/or hidden. The additional columns with the configuration
provide the ability to default, lock, and hide the configuration in the UI. Here is how these work:

• Default Value: When the checkbox in this column is enabled, the rule defaults to enabled on the job posting
template. If the checkbox is not enabled, the rule defaults to disabled on the job posting template.
• Lock Default Values: When the checkbox in this column is enabled, the option selected in the Default Value
column is locked and cannot be changed on the job posting template. If the checkbox is not enabled, the
option selected in the Default Value column can be changed on the job posting template.
• Hide from UI: When the checkbox in this column is enabled, the rule is hidden and does not display on the
job posting template. If the checkbox is not enabled, the rule displays on the job posting template and is
editable unless the value is locked.

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 31
Company Configuration: Company Information

Review the company configurations available for the company information.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configura-
tion Definition

Default Currency The default currency used by the company. Additional currencies can be configured by the buyer
administrator under AdminFinancial DataCurrency. Currency can be defined differently at the
user profile level.

Default Time Zone The default time zone used by the buyer. If the value is not locked, time zone can be defaulted
differently at the user profile level.

Default Date Format The default format in which dates will display, such as MM/DD/YYYY or DD/MM/YYYY. If the
value is not locked, date format can be defaulted differently at the user profile level.

United States users are typically defaulted to MM/DD/YYYY. However, some Latin American
users, European users, Australian users, and Asian users may opt for the DD/MM/YYYY format.
Some Asian countries, such as China and Japan, may choose to use the YYYY-MM-DD format.

Default Time Format The default format in which time will display (12-hour clock or 24-hour clock). If the value is not
locked, time format can be defaulted differently at the user profile level.

Users in North America typically use a 12-hour clock, but users from other countries/regions may
opt for the 24-hour clock format.

Default Number For- The default format in which numbers will display (such as #,##9.99 or #.##9.99). If the value is
mat not locked, number format can be defaulted differently at the user profile level.

Users in North America are typically defaulted to #,##9.99, but some European countries, such as
Ireland, may opt for the #.##9.99 format.

Default Language The default language in which SAP Fieldglass pages will display. If the value is not locked, language
can be defaulted differently at the user profile level.

Supported Languages The languages supported by the company’s SAP Fieldglass implementation.

Administration Fundamentals
32 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Company Configura-
tion Definition

Default Email Format The default email format for messages generated in SAP Fieldglass. This is the format for the
automated email notifications that are sent to buyer users. If the value is not locked, email format
can be defaulted differently at the user profile level.

Company users with the required user role permissions to create email messages can include
HTML code to add special formatting such as bold text, varying fonts and colors, and special
alignment effects. Hyperlinks can also be added to allow recipients a way to link directly to
additional information related to the message.

Users who have their email messaging preference set to HTML Based will be able to receive HTML
formatting in the message body. Users who have their preference set to Plain Text will only see the
message text; any links included will not be active.

If a company is using actionable emails, HTML Based must be enabled on the user profile in order
for the user to be able to take action from a message.

Recommendation: HTML emails should be defaulted for the buyer.

• Allows for the use of actionable emails.

• Allows for an enhanced message look and feel.
• Provides a better user experience.
• Allows for branding.
• Enabling after go-live may require involvement of buyer resources no longer associated with
the project (IT, Security, etc.)

Considerations: Buyers should confirm with their IT departments that HTML emails are allowed.

Mobile Phone Number A Google API validation verifies that mobile phones numbers are entered correctly based on the
Validation selected country code. This option enforces the correct phone number pattern and verifies that
values are numeric in all Mobile Phone Number fields across the application.

Lock Username during During user registration, users cannot change their assigned username. Users can still change
User Registration First and Last Name, Email, and Password.

Size and Scale

Default hours per day The default number of hours per day used by the buyer. A default value is required for all buyers.
[CM] Hours per Day is used in the calculation for committed spend. The value entered at the company
level is defaulted on job postings, and work orders. If the value is not locked, it can be modified as
required. If the value is locked, it is not editable when creating job postings.

Buyer administrators can also configure the Default hours per day at the site level. When the
default hours are set at the site level, the default from the site will display on job postings and work
orders associated to the site.

 Note
Hours per day can also be defined in contingent types. The value defined in a contingent type
is considered as the default value and outweighs any value defined in a site. If there’s no value
defined in the contingent type, then the value is fetched from site.

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Default hours per week The default number of hours per week used by the buyer. A default value is required for all buyers.
[CM] Hours per week is used in the calculation for committed spend. The value entered at the company
level is defaulted on job postings and work orders. If the value is not locked, it can be modified as
required. If the value is locked, it is not editable when creating job postings.

Buyer administrators can also configure the Default hours per week at the site level. When the
default hours are set at the site level, the default from the site will display on job postings and work
orders associated to the site.

 Note
Hours per week can also be defined in contingent types. The value defined in a contingent
type is considered as the default value and outweighs any value defined in a site. If there’s no
value defined in the contingent type, then the value is fetched from site.

Max session timeout All SAP Fieldglass users are automatically logged out of the application after 20 minutes of
(minutes) [CM] inactivity. If a customer requires a different session timeout, the value is entered here. If this field
is left blank, the standard timeout rule (20 minutes) is used.

The Max session timeout (minutes) value should not be changed unless approved by security.
The maximum session timeout value is 60 minutes.

This rule is hidden from the UI and set to the default value upon company creation.

Log In

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Login Authorization The Login Authorization Type is required to create buyer users. Username/Password indicates
Type that users are required access the SAP Fieldglass application over the internet and enter a
username and password to access the application. Buyer administrators can configure password

requirements under Admin User Password Policy .

Single Signon (SSO) indicates that the company is integrated with SAP Fieldglass, and users can
log in to SAP Fieldglass using their company login.

There are several advantages to implementing SSO, include simplifying user's sign-on operations
and reducing time spent by users to re-enter passwords for one identity; reducing IT codes by
lowering the number of help desk calls related to user names and passwords; and improving
security on all levels of access to systems without the need to re-prompt users for authentication.
However, when SSO is used, full system functionality is primarily available through desktops with
limited mobile options. SSO users can access the SAP Fieldglass website on mobile devices using
Safari and Chrome. But the mobile SAP Fieldglass website (www.fieldglass.net/mobile) is not
available for SSO users, and buyers should be encouraged to use actionable emails instead.

Both indicates that SAP Fieldglass users can log in with an SAP Fieldglass username and pass-
word or with their company login. This option allows flexibility for users to securely access their
SAP Fieldglass information at any time via their corporate network or over the internet.

Recommendation: SSO with deep linking should be enabled for the buyer.

• Enhanced user experience. Users are taken directly into a work item from an email without
the need to log in.
• When a user is routed directly to a work item (bypassing the Home page), the number of
pages that need to loaded is reduced, thereby improving system performance.

If this rule is later modified, a script is required by Second Level to change all affected users.

SAML2 IDP URL If Single Signon or Both is selected in the Login Authorization Type field, this is the URL where
the company’s users can use their company login to log in to the SAP Fieldglass application.

The customer will provide the IDP URL required. SSO setup is typically implemented with assis-
tance from an integration specialist.

SAML2 Logout URL If Single Signon or Both is selected in the Login Authorization Type field, this is the URL that will
be displayed when users who use their company login log out of the SAP Fieldglass application.

The customer will provide the IDP URL required. SSO setup is typically implemented with assis-
tance from an integration specialist.

SAML2 Timeout URL If Single Signon or Both is selected in the Login Authorization Type field, this is the URL that will
be displayed when users who use their company login time out of the SAP Fieldglass application.

The customer will provide the IDP URL required. SSO setup is typically implemented with assis-
tance from an integration specialist.

Enable 2 Factor Au- Requires all users to be authenticated using 2 factor authentication methodology.
thentication for All
Users

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Enable 2 Factor Au- Requires only users with login type SSO or SSO and username/password to be authenticated
thentication for login using 2 factor authentication methodology.
type SSO or SSO and
userid/password

Enable 2 Factor Au- Requires only users with login type username/password to be authenticated using 2 factor au-
thentication for login thentication methodology.
type username/pass-
word only

Enable 2 Factor Au- Only applies to companies using candidate portal functionality. When enabled, candidates logging
thentication for Can- into the candidate portal enter their email address and password then they are emailed a tempo-
didate Portal users rary code which they must enter in the field. When 2 Factor authentication is enabled, candidates
and Suppress LinkedIn can not log in using LinkedIn. This configuration applies to all the candidate portals a buyer may
Registration/Login have.

Manage users via inte- Prevents buyer users from creating, deleting, and modifying users via the user interface. These
gration only [CM] actions are only possible through a user upload connector. With this configuration enabled, fields
such as First Name, Last Name, Primary Supervisor, Cost Center Access, and Business Unit
display as read only and may not be edited. Additionally, you can not associate users to business
units, sites, cost centers, or legal entities through the Admin page. In order for this company
configuration to be enabled, the buyer company configuration, Integration, must be enabled.

Allow users to submit When this company configuration option is enabled and either All users or Only PMO Users is
support cases selected, an additional field, PMO User, is displayed in the user buyer will enter the AP code for
the supplier remit-to profile and can be selected to indicate that the user is a PMO user. address.

If All users is selected, all users are able to use the Support Request form to submit support
cases. The PMO User check box on a user's profile controls the version of the support request
form that displays when the user is submitting a support case. The PMO User's form contains the
Location field, which indicates the SAP Fieldglass office that should receive the request. Support
cases for other users are routed to the main SAP Fieldglass Customer Support Team queue.

If the Only PMO Users configuration option is selected, only users with the PMO User

check box sThis feature is available to buyers, suppliers, and workers and must be enabled for
buyer users. All suppliers users have this feature without any configuration required.

AP Code Required
If this option is enabled, the supplier will create an RTA and associate the buyer to it. The buyer will
receive a work item request to add an AP code to the RTA. The supplier can only create invoices
after the buyer has added the AP code.

ConsiderationsIf this option is enabled, an AP code must be entered in order: If the rule is later
changed, the buyer will need to update the AP code for existing RTA entries, and a script may be
required to affect all RTA templates.

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Enable Approval If this option is enabled, approvals based on signature authority are enabled.
Chaining
Signature authority is a maximum amount that a user is authorized to approve. For example, if a
user's signature authority is $10,000 and a work order has an estimated spend of $12,000, the
work order will be sent to the worker's supervisor for approval after the user approves it, since the
spend is over the user's signature authority.

When this rule is enabled, the Approval Chaining option is available as an Approval Type when the
approval workflows are configured. In addition, the Primary Supervisor on a user profile is used
to determine the next level approver and the user's Signature Authority is specified, per available
currencies, on the user profile to determine the amount they are authorized to approve.

Additional approval chaining rules can be configured, such as Use Estimated Spend for
individual positions to determine the Signature Authority.

If this rule is later disabled, Second Level must run a script to remove the approval chaining
groups.

Enable real time con- If this option is enabled, and a user has no Signature Authority value in a document's currency, the
version for Signature Signature Authority of the user's base currency will be converted to the document's currency in
Authority real time. When a document is created and submitted for approval, the currency of the document
is compared with the user's base currency. If the currencies do not match, an initial check is made
to see if the user has a Signature Authority value for the document's currency.

If the user has a Signature Authority value for the document's currency, the document is routed
for approval accordingly. If the user does not have a Signature Authority value for the document's
currency, the Signature Authority value for the user's base currency is converted to the docu-
ment's currency and approvals are routed accordingly.

 Note
If an appropriate conversion factor for a particular currency is not found for the buyer com-
pany, the document is put into Approval Paused status.

Enable Data Set Data sets can be used with most custom lookups. When the segments of a custom lookup are
being populated, there are times when a segment of the lookup isn't dependent on another
segment. In situations where a custom lookup has segment keys that aren't dependent on each
other, data sets can be used to configure the data combination in the custom lookup. This is a
more efficient way to populate the segments because it requires fewer rows of data.

When the configuration is enabled, there's a new admin object available, Configuration Data

Set . You must first create pick lists using Pick List Type, Custom Field Segmented Pick List.
The pick lists are associated to the data set. Refer to Data Set [page 402] for more information.

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Use SAP Fieldglass de- If this option is enabled, rates are pulled from the OANDA website to populate currency conversion
fined conversion rates tables when the local currency is different then company settings. The conversion rate is used
to calculate amounts on reports, thus allowing summation of multiple currencies within a single
report. Rates can also be updated for signature authority approvals.

OANDA is a market maker and a trusted source for currency data. It has access to one of the
world's largest historical, high frequency, filtered currency databases.

If a customer requires currency conversions, three options are available:

• Rates can be manually updated by buyer administrators under Admin Financial Data
Currency Conversion .
• The buyer can be configured to allow rates to be uploaded using the Currency Conversion
Upload file.
• Buyers can be integrated with OANDA to automatically convert the currency conversion table.

Does Buyer Have If this option is enabled, the Managed Service Provider (MSP) service fee will be captured in SAP
MSP? Fieldglass. Enabling this option will differentiate the buyer rate, the supplier rate, and the MSP fee
on invoices. Enabling this option also enables the use of the coordinator/distributor user roles and
workflows for the buyer company.

When buyers use an MSP, a custom lookup can be used if there are multiple MSP fees for
contingent and services suppliers. When the custom lookup has been created, the Pick List Value
upload file is used to upload the suppliers and percentages.

Supplier Setup: When setting up suppliers for a buyer company, the MSP supplier must be the
first supplier configured. The MSP supplier will have an addition configuration option to set the
MSP %. For each additional supplier associated to the buyer, buyer administrators specify if the
MSP Service Fee is supplier-funded or buyer-funded.

Coordinator Setup: To create a coordinator/distributor user for a buyer company, buyer adminis-
trators will select the This user can act as Coordinator/Distributor check box on the user profile.
Coordinators and distributors can be associated to business units, coordinators can be included in
approval workflows, and distributors can be assigned to distribute job postings.

This rule should only be enabled for new buyer companies. If the rule should be needed later, it is
recommended to create a new buyer instead, since there are many ramifications that may not be
expected when this setting is changed.

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MSP Calculation for If this option is enabled, and if Markup is selected, the MSP fee for Contingent will be calculated by
Contingent adding the fee to the Supplier Bill Rate.

If this option is enabled, and if Discount is selected, the MSP fee for Contingent will be calculated
by subtracting the fee from the Buyer Bill Rate.

Examples:

Markup:

• Supplier Bill Rate = $97.09

• MSP Fee = 3%
• MSP Fee Amount = 97.09 x .03 = 2.91
• Buyer Bill Rate = $97.09 + $2.91 = $100.00
• Supplier Bill Rate + MSP Fee = Buyer Bill Rate

Discount:

• Buyer Bill Rate = $100.00

• MSP Fee = 3%
• MSP Fee Amount = $100 x .03 + $3.00
• Supplier Bill Rate = $100 - $3.00 = $97.00
• Supplier Bill Rate = Buyer Bill Rate - MSP Fee

In both examples, the buyer bill rate is $100.00. The difference between the markup and discount
is the amount that goes to the supplier and MSP. The MSP receives more money when the
discount method is used.

MSP Calculation for If this option is enabled, and if Markup is selected, the MSP fee for Services will be calculated by
Services adding the fee to the Supplier Bill Rate.

If this option is enabled, and if Discount is selected, the MSP fee for Services will be calculated by
subtracting the fee from the Buyer Bill Rate.

MSP fees for Services are calculated as described for MSP Calculation for Contingent.

Disallow MSP fee on If this option is enabled, the MSP Percentage field is not displayed on the Expense Sheet Approval
Expense Sheets page, and the fee is not included on the invoice.

Warning message for Some workflows have the default MSP fee set to zero, requiring a Coordinator/Distributor user
zero value MSP fee on to enter the correct value during work order creation. To ensure that the value is updated from
work orders [CM] the default zero value, a warning message can be displayed when a work order is submitted. The
warning only displays to users with the Coordinator/Distributor flag enabled on their user profile.

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Manage MSP Fee on If enabled, buyers can flag Miscellaneous Invoice reason codes and SOW line items with a Yes or
Miscellaneous Invoice No value to assist in determining if the MSP Fee should be applied. The following changes occur
and SOW Line items when this option is enabled:

For Miscellaneous Invoices:

• The Apply MSP Fee field displays on Miscellaneous Invoice reason codes and can be set to
Yes or No.
• If a Miscellaneous Invoice is submitted with reason codes that have the Apply MSP Fee
flag enabled, the MPS Percentage field will not display when the coordinator is reviewing or
approving the invoice.

For SOW Line Items:

• The MSP flag on Items custom lookup is available.

• If the lookup is populated, the Item Group field displays on SOW Characteristics (Schedules,
Events, and Fees). Each item group has an associated Yes or No value to distinguish if the
MSP Fee should be applied.

This configuration applies to both Miscellaneous Invoices and SOW Line items. However, if the
custom lookup is not created and populated with values, there is no impact to SOW Line Items
even if the configuration is enabled.

Prevent approval of If this option is enabled and an approver navigates to a time sheet, expense sheet, or miscellane-
time sheet, expense ous invoice Details page, the SAP Fieldglass application verifies that all cost centers on the item
sheet, and miscellane- are open. If any of the cost centers are closed, the Approve button is not available and a warning
ous invoice with a message is displayed.
closed cost center
When a bulk approval is used and Approve is clicked on the Comments page, an error message is
[CM]
displayed for any items that have closed cost centers.

For actionable email approvals, the Approve button is displayed in the email message, even if the
cost center has been closed since the item was submitted. When the message recipient clicks
Approve and the cost center has been closed, the approval is stopped and an error email replay is
sent back to the approver.

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Workers have access If this option is enabled, workers can have access to all cost centers and task codes when submit-
to all cost centers and ting time sheets through the user interface.
task codes from ap-
For example, if the worker must charge time to a different cost center each week, it can be very
plicable associations
time consuming for the buyer or MSP to change the cost center on the work order. Enabling this
[CM]
rule allows workers to manage their cost centers. There are two default options, Default to Yes and
Default to No. If Default to Yes is selected, this rule is automatically enabled on the worker record.
If Default to No is selected, the rule is not enabled, but buyers can enable the rule manually on the
worker record. The buyer must edit the worker via the Actions menu and select Allow Workers to
manage their Cost Centers if the worker should have access to select their cost centers from all
available company cost centers. When the setting is enabled for the worker, the worker will go to
the View menu and select My Cost Centers to associate additional cost centers to their profile.

 Note
This configuration only controls non-Project Cost Centers. For Project Cost Centers, the ability
of a worker to associate Project Cost Centers is tied to the Open to Associate? flag on the
Project Cost Center.

Considerations: This rule cannot be enabled if the buyer is using General Ledger Account alloca-
tion.

Workers have access If this option is enabled, workers have access to all the expense codes that are associated with
to all expense codes their cost centers when submitting expense sheets. If this option is enabled but not locked, it can
for their cost centers be set on the job posting template or SOW template. If this option is not enabled, expense codes
[CM] can be manually associated to workers individually.

Give Workers Access If this option is enabled, workers have access to all the task codes that are associated with their
to all Task Codes for cost centers. The buyer will not be required to manually associate task codes to workers.
the Cost Centers
If this option is enabled, time can be entered by workers through the user interface or via an
upload. The Worker Can Submit Time Sheets Through UI company configuration option (below)
must be enabled to allow workers to enter time in the system. If this rule is enabled but not locked,
it can be set on the job posting template and SOW template.

If this rule changes later, Second Level must run a script to correct existing terms.

Disable cost center Suppresses the budget association for cost centers and the View Budget option on documents.
budget [CM]

Workers Can Submit If this option is enabled, workers can submit time sheets through the user interface. Time sheets
Time Sheets Through can also be uploaded for workers if this rule is enabled.
UI
If this rule is enabled but not locked, it can be set on the job posting template and SOW template.

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Deductions [CM] If this option is enabled, workers can deduct amounts from their time sheets. The following
restrictions apply:

• If the Deductions configuration option is enabled and the Enable Rate Schedule configura-
tion option is not enabled, deduction corrections cannot be made directly on time sheets
when the time sheets are edited. Deductions can be applied to all time sheets, but deduction
corrections will only be permitted via time sheet revisions.
• The Deductions configuration option cannot be enabled if the Capture effective dates for
cost center on contingent workers configuration option is enabled.

Private Label If this option is enabled, buyer users should be redirected to a private branded login page instead
of the standard Fieldglass.net login page. The URL should be embedded within system messages
to route users to the branded page.

To enable Private Label, Second Level is required to create the branded login page.

Suppress Fieldglass This is a sub-option for the Private Label company configuration.
Logo
Buyer and supplier users with full administrator permissions can upload a company logo using the
Company Details page.

Preservation indicator If this option is enabled, the company can use the preservation indicator to stop records from
to prevent archiving or being archived or personally identifiable information erased. This option should be enabled if
data erasure [CM] records may need to be preserved and not archived until litigation is complete. When it is enabled,
job seekers, workers, resources, and statements of work have the Turn Preservation On or Turn
Preservation Off option available on the Actions menu. These options only display when the user
is in a role with the permission Edit Preservation Indicator for the particular item.

When it is on, even if the document fits other criteria for archiving or data erasure, all data pertain-
ing to the worker, resource, or statement of work is preserved until the litigation is complete and
the option is turned off.

Prevent non-coordina- If this option is enabled, job seekers with the selected statuses will not be displayed to non-coordi-
tor users from viewing nator users when an MSP or coordinator user will be reviewing job seekers prior to other company
job seekers [CM] users receiving the job seeker profile for review. The Does Buyer have an MSP? company configu-
ration option must be enabled to support this rule.

When a value is selected for this option and the company configuration, Does Buyer have MSP?
is enabled, a job posting template rule is available to unrestrict the view of job seekers at the job
posting level. The rule, Do not restrict view of Job Seekers, can be enabled on the job posting
template to allow the job seeker to be viewable on the job posting. Some customers need to
restrict the ability to view job seekers on some job postings but not others. For example, when
IT positions are filled, those positions may not use a PMO coordinator, and IT job seekers do not
need to be restricted to only coordinators.

Options include: Interviewed, Shortlisted, Rejected, Withdrawn, and Submitted.

Example: If Submitted is selected, then only the coordinator listed on the job posting will be able
to view Submitted job seekers. Other users, such as the job posting owner, will not be able to see
Submitted job seekers until the status of the job seeker changes to Shortlisted, unless the Do not
restrict view of Job Seekers rule is selected on the job posting template.

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Calendar Start Date The date the corporate calendar will start for the buyer. This is the day on which business transac-
(MM/DD/YYYY) tions will begin in the buyer tenant. If this date must be modified later, check for any impact to
integrations.

Calendar start day The starting day of the week for the calendar widgets that appear throughout the system. If this
[CM] option is not locked, this can be defaulted differently at the user profile level.

Example: It is typical for users in the United States to set calendars starting on Sunday. However,
other countries that follow the international standard ISO 8601 set Monday as the Calendar Start
Date.

Enable User Account If this option is enabled, users who have multiple SAP Fieldglass user profiles will be able to switch
Linking between accounts without having to enter a username and password each time. This setting is
available for buyers, suppliers, and workers.

When this option is enabled, users will see the option to add linked accounts on their My Profile
page. When adding a linked user account, the username and password must be entered for the
additional user accounts. Once added, accounts can be switched via a dropdown in the upper
right-hand corner of the SAP Fieldglass desktop.

When using SSO only as the log in type, a script may be required to set up linked accounts. Users
will not be able to do this through the user interface.

Enable Access to If this option is enabled, users are able to view the data for all of the company’s instances from
Multi-Tenant Data any instance without switching from one instance to another. The Enable User Account Linking
company configuration option must be enabled for all related buyer tenants with user accounts
across companies that are linked to support this setting.

When more than one buyer tenant is added to SAP Fieldglass for a single organization, users may
require access to accounts from either instance. With linked accounts, users can switch between
instances. With this option enabled, users can view data from other tenants without switching
accounts.

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Allow Creation of If this option is enabled, users may create documents (job postings, decision forms, SOWs,
Documents Across projects, and consolidated invoices) for any of the company’s instances in which the user has
Tenants a linked account without having to use the Linked Accounts feature to switch to that company
instance.

The Enable User Account Linking company configuration option must be enabled for all related
buyer tenants with user account across companies that are linked to support this setting.

When more than one buyer tenant is added to SAP Fieldglass for a single organization, users may
require access to accounts from either instance. With linked accounts, users can switch between
instances. With this option, a user can create documents for any of the company's tenants in
which the user has a linked account without having to switch accounts.

When a user who has linked accounts in more than one of the company's instances create
documents, a Tenant Selection page is displayed where the user selects the tenant where the
document will be created. After selecting a tenant, the user is automatically switched to their
user account in that company instance. The user sees the templates and existing documents
for the selected tenant and creates the document in that tenant. Customers have the option of
customizing the text on the Tenant Selection page to help users make the correct selection.

Lock user settings If this option is enabled, users will be unable to make changes to the selected sections on their My
[CM] Profile and My Preferences pages. When this option has been enabled and one or more sections
within My Profile or My Preferences have been selected, a "lock" icon will be displayed next to the
selected sections when users view their My Profile and My Preferences pages. Users will be unable
to edit the information displayed in these sections.

 Note
The Account Information section on the My Profile page is always locked, regardless of
whether this option is enabled. Users are never able to edit their Username, Role, or Feature
Access. However, users may always use the Change Password options.

Enable Delegate If this option is enabled, users can appoint delegates who can act for the user. Delegates have
the same visibility and permissions as the original user and can support the entire workflow, such
as approving work items, reviewing and hiring job seekers, and running reports on behalf of the
original user. If this option is enabled, all company users are permitted to assign a delegate under
their My Profile page. If needed, administrators can assign delegates for other users.

Delegates can act on behalf of an original user via a linked account, and the delegate can perform
all activities of the original user. The assigned delegate will see the delgator's display name in a
dropdown list in the upper-right corner of their SAP Fieldglass desktop.

Delegate functionality is different from Proxy functionality. Proxies are only permitted to act on
work items and must have the same user role permissions and associations as the original user.

Delegate and Proxy work independently of each other. A customer can enable neither, one or the
other, or both.

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User data audit log If this option is enabled, buyers can audit changes to a user profile that might have provided the
[CM] user with incorrect access, or other concerning changes. Changes are recorded on the user data
audit log when user interface updates are triggered by the Update button on the user profile. User
changes via an upload or integration are not logged.

Use Worker Type Enable this option if worker rates are dependent on the type of worker selected for a position. If
this option is enabled, the supplier will select the Worker Pay Type when submitting a job seeker
to a job posting, and rates will be based on the worker type selected.

When this rule is enabled, buyer administrators have the option of configuring Worker Pay Types in
the Worker module. Examples of worker pay types may include: Recruited, Payrolled, Independent
Contractor (1099), PAYE, Limited, etc. These worker types can be associated to rate grids and
then associated to job posting templates. Multiple worker types can be associated to job posting
templates, with or without rate grids associated to them. Rate grids can be created to support
various worker types with different rates. If rate grids are included, one can be marked as the
primary.

Buyers can specify the rate schedule to be used for the worker pay type when creating a job
posting if the Specify Rate Schedules per Worker Pay Type job posting template rule is enabled.

 Note
If a customer wants to track the worker type but rates do not vary based on the worker type,
the buyer may want to consider the user of a custom field to capture this information instead.
Using this feature makes rate configuration more complex, requires additional steps for the
supplier when submitting a job seeker, and requires SAP Fieldglass assistance if you later
decide to disable the configuration..

User access to Cost Select Build, Add, or All to control the default user level settings for cost center access.
Centers
When this rule is not locked, buyer administrators can modify user access levels on the user
profile.

Users with Build access have permission to select from all cost centers when creating documents,
but the user is only associated to a cost center after it has been used. The user only has visibility
to used or associated cost centers. If the user is not creating documents, it is recommended that
Build not be selected, since cost center associations are not inherited from used cost centers.

Users with Add access must be specifically associated to a cost center in order for it to be
available for selection or reporting. Associations to cost centers can be handled via an upload
file, User Cost Center Association Upload, or manually by buyer administrators who can update a
user's associations to cost centers on the user profile. When Add access is used, the buyer must
consider the maintenance involved to update user associations.

Users with All access have permission to select from all cost centers when creating documents,
and the user is associated to all cost centers, regardless of whether they have been used. The user
has reporting visibility to all cost centers. Therefore, it is recommended to use the My Own user
role visibility setting when users have access to all cost centers, in order to limit their visibility in
the system.

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User access to Busi- Select Build, Add, or All to control the default user level settings for business unit access.
ness Units
When this rule is not locked, buyer administrators can modify user access levels on the user
profile.

Users with Build access have permission to select from all business units when creating docu-
ments, but the user is only associated to a business unit after it has been used. The user only
has visibility to used or associated business units. If the user is not creating documents, it is
recommended that Build not be selected, since business unit associations are inherited from used
business units.

Users with Add access must be specifically associated to a business unit in order for it to be
available for selection or reporting. Associations to business units can be handled via an upload
file, User Business Unit Association Upload, or manually by buyer administrators who can update
a user's associations to business units on the user profile. When Add access is used, the buyer
must consider the maintenance involved to update user associations.

Users with All access have permission to select from all business units when creating documents,
and the user is associated to all business units, regardless of whether they have been used. The
user has reporting visibility to all business units. Therefore, it is recommended to use the My
Own user role visibility setting when users have access to all business units, in order to limit their
visibility in the system.

Use access to Sites Select Build, Add, or All to control the default user level settings for site access.

When this rule is not locked, buyer administrators can modify user access levels on the user
profile.

Users with Build access have permission to select from all sites when creating documents, but
the user is only associated to a site after it has been used. The user only has visibility to used
or associated sites. If the user is not creating documents, it is recommended that Build not be
selected, since site associations are not inherited from used cost centers.

Users with Add access must be specifically associated to a site in order for it to be available
for selection or reporting. Associations to sites can be handled via an upload file, User Site
Association Upload, or manually by buyer administrators who can update a user's associations
to sites on the user profile. When Add access is used, the buyer must consider the maintenance
involved to update user associations.

Users with All access have permission to select from all sites when creating documents, and the
user is associated to all sites, regardless of whether they have been used. The user has reporting
visibility to all sites. Therefore, it is recommended to use the My Own user role visibility setting
when users have access to all sites, in order to limit their visibility in the system.

If this rule is modified, Second Level may need to update existing users via a script. If the rule is
modified and locked, existing users will be forced to change to the locked setting at the next Edit
My Preferences update.

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 Company Configura-
tion Definition

Enable Security Infor- This option should be enabled if the buyer requires a Security ID (SID) to uniquely identify workers
mation across assignments and to track worker tenure.

Type a security pattern in the text box to the right of the company configuration. Only capital
and lower case letters and numbers are allowed. Special characters cannot be used. The security
pattern tells the system what type and number of characters is acceptable when the Security ID
field is populated. Each character in the range of characters is entered in brackets ([ ]). For exam-
ple, if there are six characters in the field, there should be six bracket groups, each representing
acceptable values for an individual position in the field.

Example: If the security ID is the worker's first name initial, last name initial, and the last four digits
of the worker's Social Security number, the correct pattern would be [A-Za-z][A-Za-z][0-9][0-9]
[0-9][0-9].

• [A-Za-z]. The first and second bracket groups indicate that the first and second characters
can each be any upper-case or lower-case letter.
• [0-9]. The third through sixth bracket groups indicate that each of the last four characters
can be any single digit.

It is critical that the SID pattern a buyer uses is thoroughly considered before it is configured in the
application. When the pattern has been configured, it cannot be changed.

Display Security Infor- If this option is enabled, security information is not displayed as clear text for users. The informa-
mation Masked (value tion in the security fields will display as ****, masking the actual values.
is always stored en-
If this option is enabled, buyer administrators can allow certain users to view the information
crypted)
unmasked.

For Contingent, Secur- If the Enable Security Information? company configuration option (above) is enabled, select
ity Information is re- Submit Job Seeker if security information should be required to submit a job seeker, or select
quired to Create Work Order if security information should be required to create a work order.

 Note
The Create Work Order option cannot be used when the job posting is using Auto Engage. If
Auto Engage is enabled, the application requires the SID information to be entered at the time
the job seeker is submitted.

Allow Security ID for- This option displays the Security ID Format admin object for buyers to define patterns for each
mat by Worker Coun- country or region. If this option is enabled, the Worker Country of Origin must be entered by all
try of Origin suppliers when submitting job seekers or SOW workers in order to determine the correct security
ID format. This is a sub-configuration for the Enable Security Information company configuration.

Supplier must verify When this option is enabled, suppliers must enter the security ID for a job seeker or work order
Security ID when ac-
on the work order during its acceptance. With this action, the application verifies that the newly
cepting Work Order
entered security ID matches the originally entered security ID.

This is a sub-configuration of the Enable Security Information company configuration, which

must also be enabled to use this functionality.

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Suppress Site Tax Field If this option is enabled, the site tax will be suppressed in all the modules. The Site Tax field will no
(standard uploads will longer appear in the Admin menu, or on job postings, work orders, invoices, etc.
not enforce this rule)
It is not advisable to disable this setting for existing buyers. If enabling the rule for established
buyers, Second Level must run a script to remove the site tax from workers and invoice adjust-
ment groups.

Ad hoc approvers [CM] If this option is enabled, ad hoc approvers can be added as approvers to the Lifecycle tab of a
document requiring approval.

Ad hoc approvers can be added to any workflow as a required approval level. Or, ad hoc approvers
can be added as needed without enforcing the additional level of approval for all documents in an
approval group.

Allow manage Cost If this option is enabled, an approval is required when a cost center is changed. If this option is not
Center on creation of enabled, the worker's cost centers pick up the worker's new end date when a work order revision is
Work Order and Work accepted.
Order Revision only for
Contingent Worker

Allow manage of Cost When this option is enabled (along with Allow manage Cost Center on creation of Work Order
Centers on Cost Allo- and Work Order Revision for Contingent Workers only), cost centers can be managed on both
cation tab and on crea- the Cost Allocation tab and during work order or work order revision creation. An Add Cost Center
tion of Work Order and button is available on the Cost Allocation Tab and the hyperlink Add or remove Cost Centers is on
Work Order Revision the Work Order / Work Order Revision forms.
for Contingent Workers
If this option is not enabled, cost centers can only be managed during work order / work order
only
revision creation or just on the Cost Allocation tab.

Require GLA Allocation If this option is enabled, general ledger account (GLA) tracking is required on job postings and
on Job Postings and Statements of Work, and costs can be allocated across multiple GLAs.
Statements of Work
If this option is enabled, GLAs can be associated to either Tasks or Task and Expense Codes. GLA
associations can be made on the job posting and SOW.

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Cost Allocation Perent- Allows you to set the cost allocation percentage decimal precision by indicating the number of
age decimal precision
decimal places allowed for cost allocation percentages. The value entered applies to all fields
where cost allocation percentages are entered. The default value for this cofiguration is set to 3
but can be adjustd to any value from zero to three decimal places.

To improve system integrations used to process documents that include cost allocations, it is
recommended that this value be set to match the decimal precision of the receiving systems
to eliminate situations where rouding is required to complete processing. Rounded values can
sometimes cause cost allocations to not equal 100%, causing the integration to fail.

When this value is adjusted, fields where cost allocation percentages are entered must adhere
to the number of decimal places specifiied in the company configuration or an error will occur.
When this value is adjusted, existing cost allocation values on documents will not need require
updating except during edit, revision, and resubmitting that are withdrawn or rejected. However,
issues with integrations will persist until the cost allocation percentage values are updated based
on the correct configuration value.

Enable Segmented Ob- If a user has the Segmented Object Detail/Manage user role permission enabled, the user can
ject Detail create Segmented Object Detail (SOD) admin objects for complex account strings and associate
them with cost centers for the contingent and/or services module(s).

If neither the Contingent or Services option is enabled, but a user has the Segmented Object
Detail/Manage user role permission enabled, the user is only able to use the Segmented Object
Detail admin object to create grids for use with multi-select custom fields.

Allow GLA Allocation If this option is enabled, GLA allocation can be done on work orders and work order revisions. If
on Work Order and this setting is not selected, users can still update GLA allocations on workers and when creating
Work Order Revision job postings and statements of work.
Only

Require Segmented When this configuration is enabled:

Object Detail based al-
• The existing segmented object detail admin object is enhanced so that purchase order seg-
location on Job Post- ments can be captured.
ings and Statements of
• Segmented object detail can be added on cost centers.
Work
• When added to a document, cost centers must be assigned at least one set of segmented
object detail values. Cost allocation is then driven by the segmented object detail string.

If this company configuration is enabled, the Require GLA Allocation on Job Postings and State-
ments of Work configuration cannot be enabled. In addition, if this company configuration is
enabled, at least on option under the Enable Segmented Object Detail configuration must be
enabled.

The application allows this configuration to be enabled along with the configuration, Allow
workers Access to all cost Centers and Task Codes, and submit Time Sheets through the
UI (can be updated on worker only). When both configurations are enabled and workers submit
time sheets via the UI, a worker is not able to submit a time sheet if the cost center used on
the time sheet is not on the work order. Most customers who enable both configurations use an
integration to upload time sheets. There is no error when the time sheets are created with an
upload.

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Perform Segmented When the previous configuration, Require Segmented Object Detail based allocation on Job Post-
Object Details date val- ings and Statements of Work, is enabled, buyers have the option to enabled this sub-configura-
idation on Line Item tion. If it is enabled, the segment dates are validated based on the segment dates at each point in
submission and be- the workflow. This means that the segment dates must be valid on the actual date of the workflow.
yond until Invoice ap-
For example: If a segment is valid from July 1 to July 31 and the submitted date is July 31, the date
proval
is valid on the date of submission. However, if it is being approved on August 2, since the date is no
longer valid, it is not validated at the time of the approval.

If it is disabled, when segments with dates are used on an SOD, the segment dates are validated
based only on the document submission date.

Enable cost allocation There are two sub-configurations for this configuration, Work Order and Assignment
based on Spend Matrix Management.
selection
Work Order - When multiple line item purchase orders are used, Spend Matrix changes how spend
is calculated. Budget allocation is done per line item and committed spend is calculated using the
sum of spend defined per line item on a work order. When enabled, the rule, Use Spend Matrix
to determine cost allocation structure and budget validation, displays on Contingent Types and
Job Posting Templates.

This configuration can't be enabled if any of the following configurations are enabled:

• Work order change requests

• Disallow Approval of Credit/Debit Memo (all options)
• Consolidated Transaction Invoice (

Assignment Management - When Assignment Management is enabled, this is automatically

enabled. Spend matrix is always used with Assignment Management. This configuration can be
enabled with Consolidated Transaction Invoice.

Use Adjustment If this option is enabled, invoice adjustment groups are to be used, where invoice adjustments are
Groups grouped and then associated to job posting templates.

For example: Taxes can be configured as invoice adjustments and grouped by site. This feature
allows for global tax flexibility.

Adjustment groups allow a buyer to:

• Place one or more invoice or credit/debit memo adjustments into a group.

• Stack taxes (for example, Tax1 is applied to the base amount, and Tax2 is applied to the base
amount + the Tax1 amount).
• Control taxes to ensure the correct amount is paid.
• Use self billing with auto invoicing.

Adjustment groups are associated to job posting templates or SOW templates by the buyer
and cannot be edited by the supplier.Each worker hired from the template will be assigned the
associated adjustment group. If Creator can change Adjustment Group is enabled on the job
posting or SOW template, it can be changed by the buyer.

Do not use adjustment groups if the supplier needs to control the taxes to ensure the correct
amount is charged or there are no taxes or other adjustments that need to be added to an invoice.

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Apply adjustments to If this option is enabled, adjustments are included in the actual spend calculation. This option
Actual Spend should be enabled if invoice adjustments are included in the estimated spend. It provides a more
accurate view into the actual cost of a contingent worker.

This rule does not apply to existing records when enabled after data is already established.

Display spend alloca- If this option is enabled, total spend can be allocated and displayed based on spend and adjust-
tion details [CM] ment amounts. The Display Spend Allocation Details flag will display on Job Posting templates
and SOW templates.

 Note
This flag does not display on master SOW templates and the feature cannot be used on
master statements of work or their child statements of work.

This configuration cannot be enabled when the Does Buyer have MSP? company configuration is
enabled.

PMO Dashboard If this option is enabled, the PMO dashboard is available to the Project Management Office or MSP.
The buyer can set PMO Dashboard thrsholds on pending items, which determine which items are
in either a warning or critical state.

Access to the PMO dashboard is controlled by the PMO Dashboard flag on the user profile. User
role permissions are required to set and manage PMO dashboard threshold settings.

Rate Guidance If this option is enabled, rate guidance is used. Rate guidance shows the average ST rate used by
the buyer company for the same job posting template in similar markets over the last four months.

Sites must be given tiers or market types to create the Cost of Living Indexes (COLI). Before
compiling rate guidance information, the system first looks to see if a market type has been
assigned to the site. If so, it compiles the rate guidance information based on the market type
assigned to the site. If not, it compiles the rate guidance information based on the COLI table
using the zip code specified on the site, if any.

Users must have the Rate Guidance user role permission enabled.

Rule Engine [CM] If this option is enabled, custom conditions for approvals may be used without the use of custom
scripts. Rules can be created for the various workflow modules: Credit/Debit Memo, Decision
Form, Event, Expense Sheet, Fee, Invoice, Job Posting, Miscellaneous Invoice, Profile Worker, SOW
Invoice, SOW Revision, SOW Revision Response, SOW Worker, Statement of Work, Time Sheet,
Work Order, and Work Order Revision.

Approval Group. Rules are prefixed with [Rule], followed by the assigned rule name.

Enable Supplier Quali- If this option is enabled, the buyer will be able to use supplier qualification.
fication
SAP Fieldglass supplier qualification enables a buyer to setup a framework to ensure that each
supplier has all the necessary qualifications—required skills, relevant permits, previous perform-
ance, customer reviews, incident history, etc.—before a contract is signed and onboarding of the
supplier begins. Supplier qualification provides a buyer with one seamless solution that allows the
supplier to monitor its entire supplier community.

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Automatically link the selection in the appropriate approval group under Admin final link step during Supplier Qualifica-
Supplier Company af- tion. The supplier will> Workflow the Onboard> action. When a rule has been added, it appears as
ter the Onboarding a configuration selection in the appropriate approval group under Admin
Step

Enable Ariba Supplier If this option is enabled, suppliers are required to enter their Ariba Supplier Network ID.
Network Integration

Default color theme The default color theme assigned to all users. This value can be changed by administrators on
[CM] user records and by users in their My Preferences settings. Options include:

• Evening Horizon
• Morning Horizon
• Quartz Dark
• Quartz Light

Bulk approval [CM] If this option is enabled, approvers can approve in bulk.

If this option is enabled, select the module(s) that the buyer supports for bulk approval:

• Activity
• Time sheet - This option automatically enables the Detailed Approval View for buyers on the
Time Sheet Approval list view page.
• SOW invoice
• SOW credit/debit memo
• Expense sheet
• Credit/debit memo
• Miscellaneous invoice
• Job posting
• Consolidated invoice - To bulk approve consolidated invoices, users must have the Consoli-
dated Invoice >Others > Bulk Approval user role permission in the Buyer module.
• SOW worker - When this option is enabled, the Bulk Approval user role permission is available
for the SOW Worker module.
• Work order
• Invoice
• Profile worker
• Service receipt
• SOW line item - When this option is enabled, spend validations on statements of work will
be honored during bulk approval of line items. Buyers will not be able to change the task
code and cost center when bulk approving line items, regardless of the Allow Approver to
Manage Cost Centers on SOW Characteristics company configuration. If this configuration
is enabled, it only applies to single line item approval.

When documents are pending approval, a check box is available that allows the approver to select
all the documents pending approval, or the approver can select multiple items for approval at
once. If this option is not enabled, the approver must individually approve each item.

Approvers must have the user role permission to bulk approve for each enabled module.

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Actionable emails If this option is enabled, users can approve or reject items as well as accept, decline and confirm
[CM] interviews and meetings via an email message; the user is not required to log in to SAP Fieldglass
to take action. Emails sent to users allow them to reply to actionable messages, and the response
is recorded in SAP Fieldglass.

Actionable emails for approvals is supported in all modules except Supplier Qualification.

Proxies will receive actionable email messages and can approve via email.

Exclude proxy users When this option is disabled and the Actionable emails company configuration is enabled, proxy
[CM] users will receive actionable email messages that include action buttons. Thus, proxies will be able
to take action from the email messages.

When this option is enabled and the Actionable emails company configuration is enabled, proxy
users will receive email messages when items need action, but action buttons will not be displayed
in the message. Proxy users will need to go to the SAP Fieldglass application in order to take action
on the item.

Note: The Exclude proxy users configuration prevents proxies from using actionable emails to
take action on items for users for whom they are acting as proxy. Regardless of whether or not this
configuration is enabled, delegate users do not receive emails of any type, including actionable
emails, on behalf of the users for whom they are a delegate.

Email digest [CM] Email digest allows users to receive a single HTML message for all Work Items and/or Notifica-
tions from SAP Fieldglass.

• Select Notifications to allow a message to be delivered once a day for notification messages.
• Select Work items to allow a message to be delivered up to twice a day for work items at
specified times.

Enable Rate Schedule This option should be enabled if the buyer has rate requirements that cannot be supported by
the standard SAP Fieldglass rate functionality. Rate schedules can support pay rate-based and bill
rate-based rates, can be used with unit-based rates, and can be used to pay workers for incentives
such as accruals.

Allow Buyer to create If this option is enabled, the buyer company may create and submit miscellaneous invoices to
Miscellaneous Invoice redeem accrued balances for workers when the worker's rate schedule includes an accruable or
accruable-calculated rate.

When a worker has leftover amounts in an accruable rate at the end of an assignment or when
the worker is not allowed to draw down against the accrued time, the supplier must submit a
miscellaneous invoice in order to bill for the amount that remains. If this configuration is enabled,
the buyer can also create the miscellaneous invoice.

If this option is enabled, the Enable Rate Schedule company configuration option (above) must
be enabled, and the user must have the user role permission Miscellaneous Invoice - Submit
enabled. Buyers create a miscellaneous invoice from the worker record from the Actions menu,
and the option only displays if the worker has an approved accrued balance.

Social Enterprise

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Enable Reminder If this option is enabled, buyer users have the ability to generate work items for themselves or
other users.

Reminders can be created from the social enterprise bar and appear in the recipient's Work Item
menu. Work items must be marked as completed. Reminders can be created for Job Posting,
Job Posting Next Steps (buyer only), Job Seeker, Worker Order/Revision, Work Order Next Steps
(buyer only), Worker, Statement of Work/Revisions, and Fees/Events/Schedules.

If this option is enabled, the user role permissions under the Reminder module (View, Submit,
and Create for Other Users) must be selected.

Enable Annotation If this option is enabled, buyer users have the ability to associate a public or private note for a
(Contingent) specific item and make it visible to only themselves, their Program Office, or their company.

Annotations can be created from the social enterprise bar for Job Posting, Job Posting Next Steps
(buyer only), Job Seeker, Work Order/Revision, Work Order Next Steps (buyer only), and Worker.

If this option is enabled, the user role permissions under the Annotation (Contingent) module
(View, Submit, and Manage Other's Annotations) must be selected.

Annotations are available to buyer and supplier users. Buyer-created annotations are not visible to
suppliers. Supplier-created annotations are not visible to buyers.

Considerations: Discuss the Social Enterprise terminology with the buyer. For example, "Chat"
may be misinterpreted as instant messaging, which is not allowed by some companies.

Enable Annotation If this option is enabled, buyer users have the ability to associate a public or private note for a
(Services) specific item and make it visible to only themselves, their Program Office, or their company.

Annotations can be created from the social enterprise bar for Statement of Work/Revisions, Fees/
Events/Schedules, Work Order/Revision, Work Order Next Steps (buyer only), and Worker.

If this option is enabled, the user role permissions under the Annotation (Contingent) module
(View, Submit, and Manage Other's Annotations) must be selected.

Annotations are available to buyer and supplier users. Buyer-created annotations are not visible to
suppliers. Supplier-created annotations are not visible to buyers.

Enable Ask an Expert If this option is enabled, buyer users have the ability to ask other buyer users questions related to
(Contingent) job postings.

If this option is enabled, an Ask Question button is displayed during the job posting creation
process. Users who are flagged as experts will receive the questions as a message in their SAP
Fieldglass message center or via email. From there they can respond or forward the question to
another user.

To configure expert users, the rule User will receive Ask an Expert (Contingent) questions must
be enabled on the user profile.

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Enable Ask an Expert If this option is enabled, buyer users have the ability to ask other buyer users questions related to
(Services) statements of work.

If this option is enabled, an Ask Question button is displayed during the statement of work
creation process. Users who are flagged as experts will receive the questions as a message in their
SAP Fieldglass message center or via email. From there they can respond or forward the question
to another user.

To configure expert users, the rule User will receive Ask an Expert (Services) questions must be
enabled on the user profile.

Apply to Cost Center If this option is enabled, the SODs are associated to cost centers for the contingent module for use
for Contingent with job postings and related documents.

Apply to Cost Center If this option is enabled, the SODs are associated to cost centers for the Services module for use
for Services with SOW Line Items.

Organizational chart If this option is enabled, buyers with the necessary role permission are able to access an organiza-
[CM] tional chart from the Personal Settings menu. If the buyer uses the Job Code field to map users
and job posting templates, users also have access to the Find Similar People feature.

Hierarchical visibility If this option is enabled, users in user roles that have the Hierarchy Visibility flag enabled are
[CM] able to view items that belong to their subordinates as well as the items of users that report
to their subordinates on list views and reports. The hierarchical structure is based on a user's
primary supervisor. The number of levels included depends on the number set in the company
configuration. There is no limit to the number that can be used. There is a sub-configuration,
Hierarchy role selection, that currently defaults to Document Owner and cannot be changed.

Limit creator visibility If this option is enabled, a user with the My Own user role view setting who creates a profile worker
to worker records [CM] will not be able to edit the profile worker after the profile worker has been submitted, unless the
user has an additional relationship (Owner or Supervisor) to the profile worker.

This option has a Profile Worker sub-configuration, which must be selected if the configuration
option is enabled.

Enable Additional If this option is enabled, any supplier invitation emails will be sent to the SAP Fieldglass Supplier
Fieldglass Form Collec- contract access agreement team rather than directly to the supplier.
tion

Tenure Policy Manage- If this option is enabled, buyers can define tenure policies, view a tenure counter (on applicable
ment records including contingent, SOW worker, profile worker, and consolidated workers), and receive
notifications when a worker is approaching or violating tenure limits.

When enabling Tenure Policy Management, confirm that the Consolidated Worker is also enabled.

 Note
Tenure management tools provide notifications and warnings when the tenure policies and
thresholds are exceeded. No workflows are prohibited or functions restricted.

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Use Assignment Days When this setting is enabled, the buyer is able to create tenure policies based on assignment days.
to track Tenure
 Note
Once enabled, this configuration cannot be disabled. If necessary, to stop applying tenure
based on assignment days or time worked, the buyer can remove the appropriate rows from
the Tenure Policy custom lookup.

Use Time Worked to When this setting is enabled, the buyer is able to create tenure policies based on time worked. A
track Tenure rule is available on Task Codes to determine whether to include the task code in tenure.

When enabled, under Time Sheet, Revise Time Sheet for Non Rate Schedule Templates must be
enabled.

 Note
Once enabled, this configuration cannot be disabled. If necessary, to stop applying tenure
based on assignment days or time worked, the buyer can remove the appropriate rows from
the Tenure Policy custom lookup.

Allow Buyer Users Enables buyers to suppress tenure warnings and notifications for selected contingent, statement
to Suppress Tenure of work, and profile workers. The Display Tenure Notifications (or custom label) section shows on
Warnings and Notifica- the form pages for work orders, work order revisions, profile workers, SOW work orders, and SOW
tions work order revisions.

Within the Display Tenure Notifications (or custom label) section, each tenure policy is listed and
notifications for each can be set to Yes or No. When a tenure policy notification status is changed,
a reason is required for the change. While tenure policy notifications are set to No, warnings and
notifications are not sent, but the system is still tracking the tenure.

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Enable Legal Entity If this option is enabled, the buyer can create a relationship between business units, cost centers,
and sites.

If this option is enabled, each of these foundational data objects is linked to a legal entity, creating
valid combinations for user on job postings, decision forms, work orders and work order change
requests. Users are associated to legal entities, and will only be allowed to select the foundational
data objects linked to their legal entities.

For example, a single business unit can be linked to one cost center and one site, making it the
only valid combination for users associated to that legal entity. A legal entity can also be used to
link a single business unit to multiple cost centers and sites, or a single site to multiple business
units. In this instance, multiple combinations may exist.

Legal Entity Validation

When this option has been enabled and validations have been set (see Contingent, Services,
Contingent and Services: Work Orders and Workers, below), a mandatory Legal Entity field is
displayed for job postings, work orders, work order revisions, SOWs, child SOWs, master SOWs,
and decision forms. When one of these documents is created or edited, the legal entity must
be selected. If the document owner is associated to only one legal entity, that legal entity is
automatically selected, or if the buyer company has defined only one legal entity, that legal entity
is automatically selected.

When a legal entity has been selected, the values that are available in the Site, Location, and
Business Unit fields will be dependent on the validation rule defined in the company configuration.

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Contingent If Enable Legal Entity is enabled, the following Contingent validation rules are available:

• No Legal Entity Validation on Business Unit, Site, or Cost Center. No validation is per-
formed to determine if the business unit, cost center, and site are part of the same legal
entity.
• Legal Entity Validation on Business Unit, Site, & Cost Center. The system validates that
the business unit, cost center, and site have the same legal entity. If this option has been
selected, the selections available in the Site, Business Unit, and Cost Center fields will be
associated to the selected legal entity and also to the document owner.
• Legal Entity Validation on Business Unit & Site. The system validates that the business unit
and site are both part of the same legal entity but does not consider cost center. If this option
has been selected, the selections available in the Site and Business Unit fields in contingent
documents will be associated to the selected legal entity and also to the document owner.
The selections available in the Cost Center list will be associated to the document owner.
• Legal Entity Validation on Business Unit & Cost Center. The system validates that the
business unit and cost center are both part of the same legal entity but does not consider site.
If this option has been selected, all of the available selections displayed in the Business Unit
and Cost Center fields will be associated to the selected legal entity and also to the document
owner. The selections available in the Site field will be associated to the document owner.
• Legal Entity Validation on Site & Cost Center. The system validates that the cost center and
site are both part of the same legal entity but does not consider business unit. If this option
has been selected, all of the available selections displayed in the Site and Cost Center fields
will be associated to the selected legal entity and to the document owner. The selections
available in the Business Unit field will be associated to the document owner.
• Legal Entity Validation on Cost Center. The system validates that all the cost centers on the
document are part of the same legal entity but does not consider business unit or site. If this
option has been selected, all of available selections available in the Cost Center field will be
associated to the selected Legal Entity. The selections available in the Business Unit and Site
fields will be associated to the document owner.
• Enhanced Legal Entity Validation. The system uses the legal entities connected to the user
to validate the association of business unit, site, cost center, and primary supervisor. When
creating any document in SAP Fieldglass, the logged-in user is restricted to the legal entity
associations.
The system validates that all the cost centers on the document are part of the same legal
entity but does not consider business unit or site. If this option has been selected, all of
available selections available in the Cost Center field will be associated to the selected Legal
Entity. The selections available in the Business Unit and Site fields will be associated to the
document owner.

Note: If Enable Legal Entity is enabled and any validation option is selected except No Legal Entity
Validation on Business Unit, Site, or Cost Center, work order revision start dates must coincide
with time sheet start dates or with the worker's start date. If a work order revision is created with
a start date that does not match one of these dates, an error will occur. This ensures that a time
sheet has a single legal entity.

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Services When Enable Legal Entity is enabled, the following [Services] validation rules are available:

• Apply the same Legal Entity validation used for Contingent. If this option is selected,
the same validation method used for Contingent is used to apply legal entity validation to
Services. It is automatically selected when Enhanced Legal Entity Validation is set under
Contingent and Assignment Management.
• Do not use Legal Entity for Services. If this option is selected, no legal validation method
is applied for services. If Legal Entity was turned on prior to Services being included in Legal
Entity functionality, this option is automatically selected and it is locked.

Opening legal entity to services could cause a disruption of the workflow; therefore, planning must
occur before it is turned on for existing customers who use legal entity.

Allow edit to Legal En- When this option is enabled, buyers with permission to revise statements of work can edit the Le-
tity during SOW Revi- gal Entity field while revising an SOW. Depending on the company's selected legal entity validation
sion option for SOW, the existing business unit, site, and/or cost centers will be validated against the
new legal entity.

To enable the Allow edit to Legal Entity during SOW Revision configuration, the following re-
quirements must be met:

• The Enable Legal Entity configuration must also be enabled.

• One of the five legal entity validation options, excluding No Legal Entity Validation on
Business Unit, Site or Cost Center, must be enabled for Contingent.
• Apply the same Legal Entity validation used for Contingent must be enabled for Services.
• The Separate Invoices for Reversed and Revised SOW Worker Time Sheets configuration
must be enabled.
• The Allow Buyer to edit Line Item Cost Allocation when Buyer adds Line Item to
Statement of Work configuration must be enabled.

Profile Worker When Enable Legal Entity is enabled, the following [Profile Worker] validation rules are available:

• Apply the same Legal Entity validation used for Contingent. If this option is selected, the
same validation method used for Contingent is used to apply legal entity validation to Profile
Workers. It is automatically selected when Enhanced Legal Entity Validation is set under
Contingent and Assignment Management.
• Do not use Legal Entity for Profile Worker. If this option is selected, no legal validation
method is applied for profile workers. If Legal Entity was turned on prior to Profile Worker
being included in Legal Entity functionality, this option is automatically selected and it is
locked.

Opening legal entity to profile workers could cause a disruption of the workflow; therefore, plan-
ning must occur before it is turned on for existing customers who use Legal Entity.

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Company Configura-
tion Definition

Contingent and Serv- If the Enable Legal Entity company configuration option is enabled, these optional validation rules
ices: Work Orders and can be set:
Workers
• When Legal Entity Validation on Task Code and Cost Center is enabled, a cost center is
selected on a job posting, and Single is selected in the Legal Entities Association field on
the cost center, the legal entity associated with the task code selected on the work order will
be validated against the legal entity associated to the cost center. If Multiple is selected in
the Legal Entities Association field on the cost center, the legal entity associated to the task
code will also be validated against the legal entity on the document. When this option is NOT
enabled, task codes cannot be limited to a particular legal entity. All task codes belonging to
all the legal entities belonging to the cost center will be available.
• When Legal Entity Validation on Expense Code and Cost Center is enabled, a cost center
is selected on a job posting, and Single is selected in the Legal Entities Association field
on the cost center, the legal entity associated with the expense code selected on the work
order will be validated against the legal entity associated to the cost center. If Multiple is
selected in the Legal Entities Association field on the cost center, the legal entity associated
to the expense code will also be validated against the legal entity on the document. When
this option is NOT enabled, expense codes cannot be limited to a particular legal entity. All
expense codes belonging to all the legal entities belonging to the cost center will be available.

These optional validations do not apply to SOW line items.

Enable Purchase Unit If this option is enabled, the purchase unit name and code value are automatically displayed on
documents where a purchase unit is associated to the legal entity used in the creation of the
document.

Consolidated Transac- If this option is enabled, a supplier be configured to submit a single invoice that contains multiple
tion Invoice transactions for:

• Contingent worker or SOW worker time and expense sheets

• SOW line items
• Assignment Management service receipts

Buyers enable consolidated transaction invoices at the individual supplier level by enabling
the Created By Supplier option under Consolidated Invoice for Assignment Management,
Consolidated Invoice for Contingent and Consolidated Invoice for Services flags.

• This option may only be enabled when Legal Entity is enabled.

• If the configuration, Does Buyer Use MSP? option is also enabled, the consolidated transac-
tion invoice can only be enabled for assignment management; it can't be used for contingent
or statement of work.

Auto Create Reverse This is a sub-configuration to Consolidated Transaction Invoice. When enabled, a consolidated
Consolidated Transac- transaction invoice is automatically reversed when an invoiced time sheet, expense sheet, or SOW
tion Invoice for Revised line item has been revised and the supplier creates a new consolidated transaction invoice. If you
Items are using Consolidated Transaction Invoice functionality, we recommend that this sub-configura-
tion also be enabled. Once enabled, this sub-configuration can’t be disabled.

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Source of Buyer Bill To There are two options available:

and Supplier Remit-to
• Invoice Tax Information. This is the default option. The buyer's Bill To Address and tax
Address and Tax Infor-
information and the supplier's Remit-to Address will be used.
mation
When the user enables the flag Remit-to Address Required on a business unit, the Buyer
selects AP Code flag is dynamically displayed and, when selected, allows for a new AP Code
native field on documents (SOWs and work orders) where the RTA can be selected.

• Legal Entity. The buyer's Bill To Address and tax information are captured on the Legal Entity,
and a document's Legal Entity, not its Site, is used to determine the billing information.
If Consolidated Transaction Invoice is enabled, Legal Entity must be selected. When this
option is selected, the following items apply:
• This information displays on Contingent and Statement of Work documents: job posting,
statement of work, job seeker, work order, worker, time sheet, expense sheet, event, fee,
schedule, invoice, credit/debit memo, and miscellaneous invoice.
• Buyer users do not view the Invoice Tax Information module or the fields Invoice Tax
Information Required and Invoice Tax Information Code when creating or editing sites.
• Supplier users do not view the buyer’s sites when they associate sites to Invoice Tax
Information.
• When the buyer company validates Legal Entity on Business Unit, Site, Cost Center, or a
combination of these, the Remit-to Address Required rule displays on the Legal Entity.
When the rule is enabled, remit-to address is first required when the Supplier submits a
Job Seeker to a Job Posting containing that Legal Entity, and remit-to address is required
throughout the application and in uploads for documents containing that Legal Entity.
• When the user enables the flag Remit-to Address Required on a legal entity, the Buyer
selects AP Code flag is dynamically displayed and, , when selected, allows for a new AP
Code native field on documents (SOWs and work orders) where the RTA can be selected.
The RTA selection is also removed from the job seeker flow.

Allow Multiple Loca- When enabled, buyer administrators can configure locations to be associated to multiple sites and
tions allows users to assign multiple locations to services and contingent documents. Workers can also
allocate time on a time sheet to multiple locations. Once enabled, this configuration cannot be
disabled.

Only display linked When enabled, custom fields that originate on a template (decision form, job posting, and SOW)
custom fields on child will be inherited on the linked child modules.
modules when they
This configuration only applies to custom fields created for the following modules:
originate on a template
[CM] • Decision Form
• Job Posting
• Statement of Work

Custom fields created for other modules (such as Work Order or Job Seeker) will still be inherited
by their linked child modules, even when this configuration is not enabled.

Enable Calendar Inte- Enable this option to use the Calendar Integrations for Google Workspace, Office 365, and Google.
gration The option selected determines which external calendar users can use for scheduling meetings
and interviews. When enabled, a corresponding email address must be entered on the user profile.
In addition to the company configuration, the integrations must be enabled for your company.

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Use Corporate Calen- When enabled, estimated spend and committed spend are calculated based on the corporate
dar for Spend Calcula-
calendar associated to the site.
tion
This applies to the following modules:

• Job Posting
• Work Order
• SOW Worker

On job posting templates, the Hours/Days for Estimated and Committed Spend rule must be
set to System Calculates in order for this configuration to take effect.

Enable Calendar Inte- When one of the options is enabled, buyers and suppliers who use the interview module to
gration schedule job seeker interviews can sync their schedules with their calendars. Schedulers can
create interviews and meetings in SAP Fieldglass and have their calendars automatically updated
with the information. The available options are:

• G Suite (G Suite is currently in pilot testing only and is not available to the general audience.)
• Office 365
• Google

Enable Data Retention When this configuration is enabled, buyers are able to use the Managing Data Retention Policies
Policies functionality. The option to create a custom lookup with lookup type Personally Identifiable
Information Thresholds is available.

Company Configuration: Profile Worker

Review the company configurations available for profile workers.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Enable Profile Worker Profile Worker can be selected as a Service Provided option for existing and new suppliers.

Require Buyer Review of Allows you to place submitted profile workers into Pending Review status for buyer review.
Profile Workers

Auto register profile Allows you to enable, disable, lock, or suppress the Worker is automatically registered field on
worker [CM] the profile worker Form and Details pages. This configuration is disabled by default.

Allow End Date to be Op- Allows you to create a profile worker with a blank end date.
tional during Creation

Supplier can view pro- Suppliers can view a buyer's rejection reason comments for supplier-created profile workers.
file worker rejection com- This provides the supplier with additional context or instructions from the buyer in order to
ments [CM] make corrections.

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Auto close profile worker Profile workers are closed automatically. The # of days value determines the number of days
when end date exceeds that a profile worker will remain open after the end date is reached.
(# of days) [CM]

Cost center required on Cost center information is captured for profile workers for reporting and workflow purposes.
profile workers [CM]

Profile worker default Allows you to select the default end date for profile workers. You can choose to leave the date
close date [CM] blank, have it default to the current date, or default to the current end date on the profile worker
record.

Job code required on pro- Causes the Job Code field on the Create Profile Worker page to be mandatory.
file workers [CM]

Prevent supplier from Allows buyer administrators to prevent suppliers from closing profile workers. This is disabled
closing profile workers by default. When enabled, supplier users no longer have the option of closing profile workers.
[CM]

Limit creator visibility to When enabled, a user with the My Own user role view setting who creates a profile worker will
worker records [CM]
not be able to view or edit the profile worker after the profile worker has been submitted, unless
the user has an additional relationship (Primary Contact or Supervisor) to the profile worker.

This option has a Worker sub-configuration, which must be selected if the configuration option
is enabled.

 Note
This configuration does not affect users with the My Group or All user role visibility set-
tings.

Company Configuration: Services

Services company configuration sets system options, information, default settings, and system behavior that
govern a statement of work (SOW).

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Fee pricing [CM] This option is used with the Rate Support on Fees feature. Rate Support on Fees accommo-
dates price variances for statement of work fees based on different attributes. A custom
lookup is used to determine the fee based on the attributes entered when adding the fee on a
statement of work. When this option is used, an Explore Pricing Options link displays on the
fee that allows users to view all valid fee attribute combinations and select from a list.

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Company Configuration Definition

Statement of Work The company is using Statement of Work functionality. A statement of work provides buyers
and/or suppliers alternate methods of defining payment schedules for invoicing. A statement
of work (SOW) provides buyers and/or suppliers alternate methods of defining payment
schedules for invoicing.

Supplier must enter Usage Suppliers are required to provide the percentage of worker time billed to each rate category.
% on rates for SOW work- When the supplier is adding an SOW worker, they must enter the Usage % for each rate
ers [CM] category. The Usage % is the percent of total hours worked in a given week billed to each rate.
The Usage % column must total 100%. The estimated amount is included in the estimated
and committed spend.

For example, if the buyer has ST and OT rate categories on the statement of work and the
supplier configures the worker to use 90% ST and 10% OT, the application calculates 90% of
the number of hours at the ST rate and 10% of the number of hours at the OT rate.

To use this feature, the Allow Invoicing from Approved Time Sheets rule must be enabled on
the statement of work, and at least one rate must be selected to calculate committed spend.

Auto close statement of The statement of work is closed when an end date is reached, and the specified number of
work when end date ex- days has passed. The statement of work is automatically closed at midnight for their time
ceeds (# of days) zone. The number of days can be between 0 and 365. If the value is 0 or blank, the statement
of work is automatically closed at midnight on the end date.

You can work on any existing line item in Created, Pending, or Invoice Pending Approval status
as existing line items are not impacted by the end date.

 Note
If Allocate Funds Back to Project configuration is enabled and the Allow Further
Invoicing flag is set to No, then unused funds committed to a statement of work are
transferred back into the available funds remaining for the project.

Allow further invoicing af- Allows buyers to send invoices for services provided even after the statement of work has
ter the statement of work been automatically closed. This closure happens when the end date has passed a certain
is auto-closed number of days.

This sub-configuration does not restrict buyers from working on existing line items in the
statement of work that are in the Created, Pending, or Invoice Pending Approval status. These
line items are not affected by the statement of work end date.

Suppress supplier's view Comments entered by buyer users are suppressed for suppliers when viewing rejected SOW
workers. Note that if Comments are enabled to display in final rejection notifications, suppliers
of SOW worker comments
will be able to see them.
[CM]

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Edit statement of work An Edit Statement of Work option is available in the Actions menu that allows users to
without a revision [CM] make limited changes on a statement of work without requiring approval. The ability to edit
a statement of work without a revision is tied to the user role permission Statement of
WorkOthersEdit Statement of Work. Users must have this user role permission enabled
in order to see the action. An SOW revision is automatically generated but it is not routed
through the approval process.

The following fields can be changed: Buyer Reference, Owner, Business Unit, Site/Location,
Cost Center, Primary Cost Center, Cost Center Allocation, Task Code, General Ledger Account
Code, Management Events, Schedules, and Events.

Enable the Prevent change to SOW end date sub-configuration if the SOW End Date should
not be changed while editing a statement of work. An SOW revision will be required to change
the end date.

Buyer and supplier can Buyers and suppliers can either manually change the worker end dates, or allow them to
change SOW worker dates automatically sync with the SOW end date during SOW revisions. When this option is enabled,
without a revision [CM] SOW types and templates include the Can edit Worker start date rule, and either buyers or
suppliers can be selected to change worker start dates.

For worker end dates, when this option is enabled, the SOW template Rules section includes
two rules, Can shorten worker end date and Can extend worker end date. The SOW tem-
plate creator can specify whether buyers/and or suppliers are able to shorten or extend
worker end dates.

Multiple SOW worker end dates can be changed simultaneously on the statement of work
SOW Workers tab. When the buyer or supplier changes the end date of a worker using this
functionality, no revision is created and the change does not go through the approval process.

Enable the Recalculate committed spend when SOW worker dates are edited sub-configu-
ration if the committed spend on an SOW worker should be recalculated when there is a
change to the end date of an SOW worker.

Approver can change the Schedules, events, and fees can be charged to a different cost center and task code than the
cost centers and task co- cost center on the statement of work during approval. One of the following sub-configurations
des on schedules, fees, must be selected:
and events [CM]
• Approver can specify a single cost center and task code
• Approver can add and edit allocation for multiple cost centers
• Approver can add and edit allocation for multiple cost centers and task codes

Auto activate SOW workers Auto activation of SOW workers is available to be configured on the SOW Type, SOW template,
[CM] and statement of work. When auto-activate is on and a supplier adds an SOW worker, the
worker is automatically activated after any approvals are complete.

Child SOW can be created The master statement of work does not require approval or final acceptance by the supplier
from a master SOW before before a child statement of work can be created.
approval [CM]

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Use Rate Grid for SOW The rate grid structure is available for SOW workers. If this option is enabled, the state-
Workers on Statement of ment of work creator selects a role and site when defining the SOW workers and the rate
Work category/UOM is pulled from the rate grid. Additionally, the SOW Type/Template rule, Can
Supplier change the Rate from Rate Grids, displays with the options, No, Can Reduce, Can
Reduce/Increase.

Statement of work maxi- When an SOW revision is created that changes the budget amount, the SOW revision routes
mum budget determines for approval based on the entire SOW budget, not just the portion that was added in the
signature authority [CM] revision. An Approval Chaining approval group for SOW Revision is required to use this option.

This configuration cannot be enabled if the SOW top up amount determines the approval
group for revisions company configuration option is enabled.

Changes to statement of Select the option(s) that will inherit changes to the statement of work cost center(s).
work cost centers are in-
• SOW workers - Cost center changes are updated on both the work order and the worker
herited by [CM]
record. If the SOW Owner is changed and then a new cost center is added to the SOW, the
new SOW Owner defaults as the cost center supervisor for the worker.
• SOW line items in Created status - Cost center changes are updated on line items in
Created status only.
• SOW line items in Pending Approval, Approved, Rejected, and Approval Paused statuses
- Cost center changes are updated on line items with these statuses for all previous
revisions of the SOW. Invoiced line items are not updated. This option overrides the
following configurations:
• Buyer can change line item cost allocation
• Allow Approver to manage Cost Centers and Task Codes on SOW Characteristic

Cap on maximum units for A validation ensures that the number of units on a scheduled recurring fee does not exceed
scheduled recurring fees the value entered in the Cap on Maximum Units field. The total number of units is calculated
[CM] using the total number of line items that are generated based on the Frequency and Period of
the recurring fee.

The Cap on Maximum Units is visible to the supplier when responding to the recurring fee.
If the Can Supplier change the amount prior to invoicing the Schedule rule is enabled for
the statement of work, the supplier may edit the number of units. If the new value causes
the cumulative number of units to exceed the cap, the line item cannot be submitted. Line
items in Pending Approval, Approved, and Invoiced statuses are considered in the calculation
to determine if the cap has been exceeded.

During an SOW revision, the Cap on Maximum Units for each recurring fee can be increased
or decreased. The Total Utilized Units shows the total number of utilized units across all line
items in Pending Approval, Approved, and Invoiced status. If editing the cap, the value must be
greater than or equal to the total of utilized units plus the total number of units for created and
rejected line items.

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SOW top up amount deter- Approvals for SOW revisions are based on the changed amount for the max budget, not on
mines the approval group the entire statement of work max budget. This configuration applies to SOW revision approval
for revisions [CM] groups when the approval type is Amount Based or Approval Chaining. When an SOW revision
changes the budget amount, it routes for approval based on the difference between the
previous approved max budget amount and the revised max budget amount.

This option cannot be enabled if the Use Statement of Work Maximum Budget Amount to
determine the Signature Authority company configuration option is enabled.

Supplier can view state- Suppliers are allowed to view statements of work and SOW revisions in Pending Approval
ments of work and revi- status before buyer approval. The Allow supplier to view Statement of Work and Statement
sions in Pending Approval of Work Revisions in Pending Approval flag is available on the supplier's record and must
status [CM] also be enabled for the applicable supplier companies.

Enable the Allow supplier to see Lifecycle tab to allow supplier to view the Approvals / Audit
Trail tab on a statement of work. The Approvals / Audit Trail tab gives insight as to where the
item is in the approval process and who approves next.

Suppliers manage cost al- Suppliers and resources are allowed to manage cost center allocation while marking line
location when marking line items as complete. Suppliers can manage cost centers while completing events, responding
items complete [CM] to schedules, or submitting a fee response. Resources who are assigned to line items can
manage cost centers while marking line items as complete.

To use this option, the Single Line Item per Statement of Work Invoice configuration must
also be enabled.

Suppliers can submit revi- Suppliers can submit revisions on invoiced events, fees, and schedules. In addition, if the
sions on invoiced SOW line Allow SOW Worker to Submit Line Items flag is enabled on an SOW worker, the SOW worker
items [CM] is permitted to revise SOW line items. When an event, fee response/payment, or schedule has
a status of Invoiced, a Revise option is available in the Actions menu for suppliers and for SOW
Workers who are able to submit line items. A reason is required to submit an SOW line item
revision.

When an event, fee response/payment, or schedule has been revised, a reversed line item
and a revised line item will be created. If the statement of work is copied or renewed, only the
original line items are copied. reversed and revised line items are not copied.

Once enabled, this configuration cannot be changed.

Single Line Item per State- Requires suppliers to submit separate invoices for each SOW line item.
ment of Work Invoice
When this configuration is enabled, the Allow Supplier to edit Site on Line Items template
rule is available to allow the supplier to specify the site on the invoice line item.

Buyers can edit uncon- The Edit Work Order option displays on the Actions menu and can be used to edit most fields
firmed SOW work orders on an SOW work order at any time prior to the work order being confirmed. Non-editable fields
[CM] include: First Name, Last Name, Email, Role/Site, Rates, Security ID, Security Information, and
Custom Fields.

When enabling this option, also consider enabling the Prevent Propagation of Owner/Site
and Location From SOW to Existing Work Order company configuration.

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Changes to statement of If the owner, site, or location of a statement of work are changed during an edit or revision, the
work owner, site, and loca- updated values are not changed on existing work orders or worker records. The update only
tion are not inherited by affects new workers added after the edit or revision.
SOW workers [CM]

Recall statements of work When a statement of work is in Pending Supplier Review status and there are no clauses on
in Pending Supplier Review the statement of work, buyers with permission can use the Recall SOW option on the Actions
status [CM] menu. Recalling a statement of work allows the buyer to process edits before the statement of
work is submitted for supplier acceptance.

All mandatory custom fields, both buyer and supplier, must be completed or an error message
displays and the recall is not processed.

Copy statement of work Allows buyers to create a new statement of work by copying an existing statement of work
[CM] using the Copy Statement of Work option on the Actions menu. Copied statements of work
contain all the information from the existing statement of work including all active workers and
line items. The duplicate statement of work only requires its own start date and can also be
edited, as needed.

Enable the Copied/renewed SOW workers do not require approval sub-configuration to

allow approval to be skipped for copied SOW workers. New SOW workers added are still routed
for approval.

To use this feature, the Auto-register workers who are moved to a new statement of work
without triggering activity items company configuration must also be enabled.

Enable the Auto activate moved/copied workers sub-configuration to automatically activate

copied workers. The work order is automatically activated and set to a Confirmed status once
the statement of work is approved and workers are automatically registered.

This configuration also enables the ability to copy an SOW Bid. With this configuration and the
Submit SOW Bid user role permission enabled, the Copy SOW Bid option displays under the
Actions menu of the SOW Bid.

Renew statement of work Buyers can renew a statement of work in one step, which copies and submits all the informa-
[CM] tion from a previous statement of work using the Renew Statement of Work option on the
Actions menu. Only approved statements of work with no pending SOW revisions can be
renewed. Statements of work defined by the supplier only and those created from master
SOWs and projects cannot be renewed.

Enable the Copied/renewed SOW workers do not require approval sub-configuration to

allow approval to be skipped for copied SOW workers. New SOW workers added are still routed
for approval.

To use this feature, the Auto-register workers who are moved to a new statement of work
without triggering activity items configuration must also be enabled.

Enable the Auto activate moved/copied workers sub-configuration to automatically activate

copied workers. The work order is automatically activated and set to a Confirmed status once
the statement of work is approved and workers are automatically registered.

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SOW XML version [CM] Customers who use the SOW PDF Print feature have provided an XSL template to support
using the XML. The SOW XML Version 1 is in place to support existing companies who have
not updated their XSL template to support using the newer Version 2. Version 2 should be
used for companies who wish to start using the print feature.

Auto-register workers who Buyers may wish to move a worker from one statement of work to another without trigger-
are moved to a new state- ing activity items or requiring the worker to register. When this configuration is enabled,
ment of work without trig- the worker is automatically registered and the new account is linked to the existing worker
gering activity items [CM] account.

Enable the Auto activate moved/copied workers sub-configuration to automatically activate

copied workers. The work order is automatically activated and set to a Confirmed status once
the statement of work is approved and workers are automatically registered.

Create Statement of Work Only available for companies using Legal Entity.
Invoice Using Invoice Loca-
Statement of work invoices use invoice location, instead of site, to determine buyer and MSP
tion
supplier invoice tax information. When enabled, Invoice Location is an available admin object.
The cost centers associated with time sheet, expense sheets, and line items determine the
legal entities to be used for these items. The legal entities determine the invoice locations,
which in turn determines which invoice tax information that are assigned to the SOW invoice.

This feature requires suppliers to associate an invoice location to invoice tax information.
When this configuration is enabled, system validations do not allow cost centers that have
more than one associated legal entity to be used to determine invoice location.

Buyer can change line item Allows edits to the cost allocation for individual line items while creating or editing a statement
of work or SOW revision, or when an event or schedule is added after the statement of work is
cost allocation [CM]
created.

Cost centers can be added When Buyer can change line item cost allocation is enabled, you have the option to enable
or removed [CM]
this sub-configuration. When this sub-configuration is enabled and Allow Buyer to edit Line
Item Cost Allocation when Buyer adds Line Item to Statement of Work is enabled on
an SOW template, the rule Add and Remove Cost Centers while editing Line Item Cost
Allocation displays on the template. It allows the addition and removal of cost centers on the
SOW line items during creation of statement of work and on approved statements of work.

When the rule is enabled on a statement of work and the user edits the cost allocation on the
line item during creation, they are able to add a cost center that is not on the statement of
work. Once the cost allocation on the line item has been edited in this way, even if cost centers
are changed on the statement of work, those cost centers won't propagate to the line item.

Enable Cost Bearing A Cost Bearing flag displays for cost centers when editing the cost allocation on SOW line
items. This flag can be used to identify cost centers that have an allocated budget versus
those that are informational only.

The Allow Buyer to edit Line Item cost allocation when Buyer adds Line Items to
Statement of Work company configuration must be enabled to enable this configuration.

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Company Configuration Definition

Buyer-defined sequence An optional Sequence Number field displays for all line items in the characteristics grid. This
on line items [CM] customized sequence of line items allows list sorting based on specific needs. This also allows
buyers who wish to match sequence numbers with other purchasing systems.

The Sequence Number fields are flexible to meet the specific needs of the buyer company:

• Duplicates are allowed.

• The value is editable by the buyer in the user interface or in bulk using a connector
upload.
• The sequence number is copied to recurring line items and itemized events from the
parent line item.

This configuration is required to use the Service Hierarchy feature. When enabled, the Event
Hierarchy admin object is available and allows buyers to use functionality which supports a
hierarchical task structure on a statement of work.

Prevent line item approval Select an option for when approval is not allowed for SOW line items.
when [CM]
• Maximum budget is exceeded
• Maximum budget is exceeded for cost center
• Maximum budget is exceeded for cost center and segmented object detail

Both pending spend and spend to date are considered.

Suppliers can complete Suppliers can select multiple events on the Characteristics tab of a statement of work and
events in bulk [CM] mark them complete.

Suppliers can withdraw Suppliers can withdraw SOW workers added during an SOW response while they are in Draft,
Pending Approval, or Approval Paused statuses.
SOW workers [CM]

SOW workers can act on Suppliers can use the Select Actor action on SOW line items to select SOW workers as line
line items [CM]
item actors.

Prevent suppliers from Hides the All Suppliers chat tab for all suppliers and buyers on SOW bids to prevent Supplier
viewing the All Suppliers to Supplier chats. If disabled, any previously hidden chats in the All Suppliers tab are visible to
tab in SOW bid chat [CM] both suppliers and buyers.

Company Configuration: Time Sheet

Review the company configurations available for time sheets.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

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Suppress Validation Validation of the total time worked against the total time entered when a TITO (Time In/Time Out)
on TITO time sheet is submitted will be suppressed. This option should be enabled when workers track
time against multiple rate categories during the same time period, and total hours worked will not
map exactly to the hours reported for the various rate categories. This option is often needed for
healthcare organizations that use rates to track uplifts and differentials.

For example, a nurse works an 8-hour shift and inputs a start time and end time using the TITO
time sheet that equates to eight hours. The nurse reports 8 hours against a Standard Time (ST) rate
category. During the 8-hour shift, the nurse is on call and reports 2 hours against a separate rate
category. In this example, the total hours reported equals 10 hours, which exceeds the 8 hours the
nurse actually worked. The worker can submit a time sheet when the hours do not match between
the total hours worked and the total hours entered in the rate categories.

A corresponding upload is available to suppress validation when this user interface option is not
enabled.

Allow submission of Workers will be able to submit revised time sheets using the Revise option on the Actions menu.
Revised Time Sheets Time sheets can be revised if they are not based on rate schedules.

Consider the impact to integrations when an external AP system is involved.

Allow Revocation Enables buyers to revoke time sheets that are in an approved status but not yet invoiced. An
of Approved Time approved, but not invoiced, time sheet displays a Revoke button instead of Reject.
Sheets
For companies with the Allow submission of Revised Time Sheets disabled, the existing time sheet
reference is maintained when revoked, and a new time sheet is created in draft status with a new
reference for the same time period.

For companies with the Allow submission of Revised Time Sheets enabled, the latest approved,
but not invoiced, time sheet revision may be revoked. Once the latest approved, but not invoiced,
time sheet is revoked, the previously approved and invoiced time sheet revision may be manually
revised. If there is no previously revised time sheet, a new time sheet is created in draft status with a
new reference for the same time period.

Once revoked, no further changes on the time sheet can be performed. The revoked time sheets are
not displayed in the Time Sheets list view page.

Allow Time Sheet to Workers can enter more than 24 hours for one day in their time sheets. This rule can be used
capture more than 24 to support workers that enter hours against multiple rate categories, such as time entered by
hours per day healthcare professionals. For example, if a nurse works a 12-hour shift and allocates hours against
more than two rate categories during the same time period, the total hours submitted for the day
could surpass 24 hours.

Suppliers can submit Suppliers can submit revised time sheets on behalf of workers.
revised time sheets
[CM]

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Company Configura-
tion Definition

Workers can enter If this option is enabled, workers can enter time in hundredths of an hour in their time sheets.
hours in hundredths
For example, if this option is enabled, the worker could enter 8.15 hours if the worker worked 8
[CM]
hours and 9 minutes.

If this option is enabled but not locked, it can be changed on the job posting template, job posting,
work order, work order revision, or SOW template.

Time entry com- Comments can be entered on time sheets by workers, suppliers, and buyers who can edit time
ments [CM]
sheets. Comments are available to be entered for the overall time sheet, the task code/cost center
level, and the date level when daily time sheet verification is used. When comments are entered, a
conversation bubble displays and a pop up displays the comment on hover.

Start day of time re- The start date for time reporting defaults to the work order start date. The date can be modified
porting defaults to when creating the work order if the time reporting start date is later than the work order start date
the work order start but before the work order end date.
date [CM]

First Biweekly Enter the first date for bi-weekly time sheets. Time sheets will be automatically generated after that
Time Sheet Start date for workers with active work orders. When this date is set, it cannot be changed.
Date (MM/DD/YYYY
GMT)

Time sheet fre- Select the frequencies your company will use on time sheets: Weekly, Biweekly, Semimonthly,
quency [CM] Monthly, or 8 day time sheet. At least one option must be enabled. If only one is enabled, it will be
the default value on job posting templates and work orders. If multiple are selected, the frequency
can be selected on the job posting template, job posting, and work order.

The time sheet frequency can never be disabled for a buyer company; at least one option must exist
once the option has been enabled.

Time Sheet Start Day Select the day of the week on which time sheets should start. This selection will affect all time
of Week sheets. The time sheet start day of week defaults from the company configuration, but can be
changed on job postings and work orders when time is reported on a weekly basis.

The time sheet start day of week can never be disabled for a buyer company; an option must be
selected once the option has been enabled.

8 Day Time Sheet Select the day of the week on which 8 day time sheets should start. This selction supports time
periods such as 9/80 work weeks. This option can be used in scenarios where the work week runs
Start Day of Week
from a mid-shift day to the same mid-shift day the following week, resulting in an 8 day work week.

Task code customer Task code custom fields display in line with the corresponding task codes on time sheets.
fields are available on
time sheets [CM]

Task code custom Task code custom field values are copied from a worker’s previously submitted time sheet (looking
fields are copied back chronologically) to a new time sheet. The copy ability begins on a worker’s 2nd time sheet
from previous time after the configuration is enabled.
sheet [CM]

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Buyer can edit time If an editor level approver is configured in time sheet approval groups, that approver can reallocate
sheet during appro- hours on a time sheet. The editor is able to make any change on the time sheet, including charging
val [CM] hours to a different task code and/or cost center and adding or removing hours.

Allow Supplier Re- Time sheets are directed to the supplier as soon as workers submit them. The supplier can edit or
view on Time Sheet reject time sheets. Time sheets are in Pending Review status during this step. After time sheets are
submitted by the supplier, they will go through the regular approval process on the buyer side. This
option can be changed on the job posting template.

Note that any time sheet edits made by the supplier are not tracked in the audit trail.

Once the configuration is enabled, additional steps are required by SAP Fieldglass to ensure the
proper routing of the time sheet. The Supplier Review of Time Sheet script needs to be enabled for
your company. There are no conditions required. All time sheets should route to Supplier for review
per the flag on the worker.

Allow Buyer to Sub- If your company uses rate schedules, the buyer may submit simplified time sheets on behalf of
mit Simplified Time workers. Simplified time sheets work with Hourly or TITO time sheet types and support the revised
Sheet time sheet functionality.

• When using simplified time sheets with weekly rates, workers will enter their time for the week
on Fridays.
• When using TITO simplified time sheets, if there is only one task code, when a worker inputs
the TITO section, the hours are automatically populated to the task code.

Users with the Manage user role permission for the Time Sheet module are able to edit and submit
time sheets on behalf of their workers.

Separate Invoices Separate invoices will be created for reversed and revised contingent worker time sheets. Two
for Reversed and invoices are generated:
Revised Contingent
• One (reverse invoice) invoices the reverse time sheet and backs out the amounts and all
Worker Time Sheets subsequent adjustments from the cost centers on the reverse time sheet.
• The second invoice is the revised invoice, which charges time to the correct cost centers and
applies the adjustments to the total amount of the revised time sheet.

Separate Invoices Separate invoices will be created for reversed and revised SOW worker time sheets. Two invoices are
for Reversed and Re- generated.
vised SOW Worker
• One (reverse invoice) invoices the reverse time sheet and backs out the amounts and all
Time Sheets subsequent adjustments from the cost centers on the reverse time sheet.
• The second invoice is the revised invoice, which charges time to the correct cost centers and
applies the adjustments to the total amount of the revised time sheet.

The Auto Invoicing for Services flag that displays on a buyer record for suppliers and the Auto
Invoice all Characteristics, Time Sheets, and Expense Sheets SOW template flag will not impact this
configuration option.

Do not show Time Enable this if you don't want your users to see the Time Entry Mobile App announcement on the
Entry mobile app an- home page.
nouncement to work-
ers [CM]

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Max number of Enter the maximum number of weeks that the search should look at when using the Download
weeks for Download Draft/Rejected Time Sheets admin object.
Draft/Rejected Time
Sheets search [CM]

Company Configuration: Expense Sheet

Review the company configurations available for expense sheets.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configura-
tion Definition

Buyer can edit ex- Editor level approvers can edit a worker's expense sheet. The editor level must be the first level of
pense sheets [CM] the approval group.

Supplier review on Expense sheets are directed to the supplier as soon as workers submit them. The supplier may edit
expense sheets [CM] or reject expense sheets. The expense sheet status is Pending Review during this process. After
the expense sheet is reviewed and submitted by the supplier, it routes through the regular approval
process on the buyer side.

Allow Submission When enabled, this configuration gives workers the ability to revise expense sheets that have been
of Revised Expense invoiced. This configuration replaces the credit/debit memo functionality with revised expense
Sheets sheets, and cannot be disabled after it has been enabled.

Allow Supplier to Allows suppliers to revise expense sheets that have been invoiced. The Allow Submission of
Submit Revised Ex- Revised Expense Sheets configuration must be enabled before enabling this configuration.
pense Sheets

Company Configuration: Invoice

Review the company configurations available for invoicing.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

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Auto invoice type Invoices will be generated automatically for approved time sheets and/ or expense sheets. Select
[CM] None, Both, Expense Sheet, or Time Sheet. When suppliers are responsible for creating invoices,
this option should not be enabled.

Online invoice crea- The MSP supplier and all other suppliers can create invoices following the SAP Fieldglass invoice
tion for MSP Suppli- process.
ers?

Invoice code max The maximum number of characters the supplier can enter for an invoice code.
number of charac-
ters [CM]

Miscellaneous In- If this option is enabled, miscellaneous invoices may be created.

voice

Disallow Approval Select an option for when approval of a miscellaneous invoice should not be allowed.
of Miscellaneous In-
• Spend is Exceeded for Cost Center (Contingent) and for Cost Center and Segmented Object
voice Detail (Service)
• Spend is Exceeded for Cost Center
• Spend is Exceeded

If the spend is exceeded or will be exceeded if the miscellaneous invoice is approved, the Approve
button does not display on the invoice. A work order revision to increase the committed spend
must be created by the buyer and confirmed by the supplier. Approval workflows for miscellaneous
invoices must be configured to support this option.

Company Configuration: Integrations

Company configurations are settings that enable and disable functionality within the SAP Fieldglass system.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

The following table shows the company configurations available for standard connectors and integrating with
external systems.

Company Configura-
tion Field Definition

Ariba Ariba provides customers with spend management solutions. Integrations

between Ariba and SAP Fieldglass typically support a punch-out process
where job postings are created in SAP Fieldglass and interfaced with the
customer's Ariba application to generate purchase orders.

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Company Configura-
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Enable eSignature Select the eSignature Provider(s). Options are:

Provider • DocuSign - You must have a DocuSign account and provide SAP
Fieldgass with your account credentials.
• TrustSeed - You must have a TrustSeed account and provide SAP Field-
glass with your account credentials.

One or both an be selected.

Integration Connec- Standard integration connectors will be used.

tors

Time Sheets can be Time sheets that are in Pending Approval or Approved status can be resub-
resubmitted via a mitted through a time sheet upload.
time sheet revision
upload [CM]

Show Fees and Dis- Fees and discounts can be uploaded.

count

No validation on time The validation of the total time worked against the total time entered when
in/time out in Time uploading a Time In/Time Out time sheet will be disabled. This option may
Sheet Upload [CM] be needed when workers track time against multiple rate categories during
the same work period, and total hours worked will not map exactly to the
hours reported for the different rate categories. This option is often needed
for healthcare organizations.

For example, suppose that a nurse worked an 8-hour shift and input a
start time and end time that equated to eight hours using the Time In/
Time Out time sheet. The nurse reported 8 hours against a Standard Time
(ST) rate category. During the shift, the nurse was on-call and reported 2
hours against a separate rate category. In this example, the total hours re-
ported equates to 10 hours, which surpasses the 8 hours the nurse actually
worked. With this option enabled, time sheets can be uploaded when hours
do not match between the total hours worked and the total hours entered in
the rate categories.

The Suppress Validation on TITO company configuration option under the

Time Sheet module disables the validation when time is entered through
the user interface.

Force approval on Supplier-side uploads will go through the approval process regardless of the
supplier side uploads upload file header setting, Approval Required=False. The following uploads
[CM] will always go through the approval process defined for the buyer:

• Miscellaneous Invoice bulk upload

• Full Credit/Debit Memo upload
• Standard Credit/Debit Memo upload
• Adjustment only Credit/Debit Memo upload

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Generate GEID This rule is not supported. Do not select this company configuration option.

Supplier must ac- This option is typically used in conjunction with an integration to an external
cept/decline work or- system, such as Ariba. It allows the supplier to accept/decline the work
ders before external order prior to the punch out to the external system.
approvals [CM]

REST pull and push Enter the date format to use during REST Pull and Push.
date format [CM]

Suppress warning Suppresses the warnings shown in integration uploads.

messages in uploads
[CM]

Company Configuration: Manage Pay Parity

Review the company configurations available for managing pay parity.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Manage Pay Parity Pay parity includes regulations requiring temporary workers to have pay and access to ben-
efits equal to that of a permanent counterpart. Most of these regulations have a qualifying
period, such as twelve calendar weeks, that must be met before equal pay is required.
Adding to the complexity of this situation, workers may have gaps in an assignment that
affect the qualifying period.

The gap meets one of these situations:

• Counts towards the qualifying period

• Causes a pause in the qualifying period, or
• The counter may need to be completely reset

If enabled, a Pay Parity Counter generates an email reminder that is sent when a worker,
not yet at pay parity, is nearing completion of the qualifying period. This helps to ensure
that a revision to the rate is processed in a timely manner.

 Note
This feature only applies to the contingent module; not statement of work. Rate Sched-
ule rates are not included at this time.

Parity Calendar Start Day The start day of the week for the Parity Calendar.

Worker attains Parity After _ The number of weeks the worker must work to achieve parity. A number must be entered.
Weeks

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Company Configuration Definition

Parity counter gets reset after The number of weeks in which, if the counter is paused or there is a gap in assignments, the
gap or pause of _ Weeks counter is reset to zero. A number must be entered.

Manage Parity via Automated Use automated milestone item to notify the buyer when the worker is approaching parity so
Milestones a WOR can be created to change the worker’s rate.

Manage Parity via Automated Use Rate Change Matrix to automate the rate change at pay parity date.
Status Change

Allow edits to Pay Rate and Allow edits to Pay and Bill rate values.
Bill Rate values

Allow Supplier to Edit Parity If this option is enabled, the supplier will be able to change the parity counter when a job
Counter during Job Seeker seeker is submitted.
Submission

Company Configuration: People View

Review the company configurations available for the People View feature.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

People View [CM] The People View allows you to search for people in one list, view their contact details, and ac-
cess the organizational chart. You can perform a search by a name or keyword. Additionally,
the filters allow you to further customize your search results.

Throughout the SAP Fieldglass workflow, individuals acquire roles representing their status in
the work life cycle. For example, workers begin their life cycle as job seekers, move to work
orders, and finally become workers. The People View is a consolidated list of all contingent
workers, SOW workers, profile workers, and buyer users. Search results display individuals in
one list, regardless of their status in the workflow, and always present the most current role.

Exclude users from People SAP Fieldglass buyer users are excluded from the People View.
View [CM]

Company Configuration: Analytics

Review the company configurations available for reporting, the Visualizer tool, and the PMO dashboard.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

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 Company Configuration Definition

Reports Your company can use the SAP Fieldglass reporting tool. Reports can be viewed, created,
and edited using options on the Analytics menu.

Publish reports to suppliers You can publish reports externally to associated suppliers. Users with permission can use
[CM] the Publish Report Externally to Associated Suppliers flag when creating reports. When
this rule is enabled on a report, all suppliers associated to that buyer will see the report in
the Report/Graph list. Suppliers are not able to edit these reports. Suppliers can run the
report as is, or they can view the setup.

Exclude weekends and holi- When the Cycle Times field is used in a report, weekends and holidays are not included
in the count. Holidays are defined as specific dates entered on the Corporate Calendar.
days from cycle times [CM]
Weekends are defined as day flagged as Recurring Non-working Days on the Corporate
Calendar.

Enable SAC SAP Analytics Cloud (SAC) is available as Stories in SAP Fieldglass Analytics. Stories are
used to explore data with charts, tables, texts, images, and other media. The user role of
SAP Analytics must be assigned to the role to access stories from the Analytics menu.

PMO Dashboard Your company can use the PMO dashboard to set thresholds on pending items, which
determine which items are in either a warning or critical state. For example, thresholds can
be set to warn you when you have time sheets that are awaiting approval. The dashboard
will display a Time Sheets card that shows the number of time sheets that have reached the
warning threshold and the critical threshold.

Access to the PMO dashboard is controlled by the PMO Dashboard flag on the user profile.
User role permissions are required to set and manage PMO dashboard threshold settings.

Visualizer SAP Fieldglass Visualizer is a collection of dashboards and graphs that can be used as
business reporting tools to assist in corporate decision-making.

SAP Fieldglass Live Insights SAP Fieldglass Live Insights is an analytics tool that uses information from the SAP Field-
glass application along with various third party data sources to allow you to benchmark,
plan, simulate, and predict external talent scenarios. If your company wants to use this
feature, additional authorizations are required. Contact your SAP Fieldglass representative
to learn more.

Company Configuration: Job Seeker

Review the company configurations available for managing job seekers.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Resume/CV required for job Suppliers must submit a resume/CV when they submit job seekers when this rule is
seekers [CM] enabled on job posting templates.

Job Seeker Rate can exceed Re- Suppliers can submit a job seeker with a higher rate than the requested bill rate when
quested Bill Rate? this rule is enabled on job posting templates.

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Company Configuration Definition

Supplier name visibility [CM] The supplier name is hidden from the buyer when job seekers are submitted. When
job seekers are submitted "Name Withheld" displays instead of the supplier name. The
supplier will be visible when the work order is activated. You can allow users in a partic-
ular tole to view the supplier name by enabling the View Supplier Name permission in
the Job Seeker and Work Order modules.

Prevent supplier from increasing Prevents suppliers from increasing the rate factor when factor rates are in use.
the rate factor [CM]

Supplier can specify payment The supplier can select a payment currency that differs from the currency on the job
currency [CM] posting when submitting job seekers. This setting is useful when a job seeker's local
currency differs from the currency on a job posting.

The buyer must define replacement rates in different currencies in order for the rates
on the job posting to be replaced when the supplier specifies a different currency when
submitting a job seeker. Replacement rates can only be defined for the rate types, Rate,
Factor, and Rate - Calculated. For example: A job posting has ST and OT rates. The job
posting is created in USD. The supplier changes the currency for a job seeker to GBP. A
replacement rate is defined for ST/Hourly in GBP, but no replacement rate is defined for
OT/Hourly in GBP. The supplier would get the error because a replacement rate does
not exist for one of the rates on the job posting.

Weighted Qualification Scoring Job seeker scores, which are calculated using a complicated algorithm, can be hard to
interpret. This configuration uses a simplified method for rating job seekers which is
based only on qualifications. When this configuration is enabled:

• The weighted qualification scoring method is based solely on qualifications. Rate

and availability are not included in the score.
• Only qualifications with an assessment scale of Yes/No, True/False, Duration,
Points, and Points & Duration are included in the scoring calculation. The weighted
qualification scoring algorithm treats a qualification with an assessment scale of
Certification as a 0 for purposes of determining an average; therefore, it is recom-
mended that weighted qualification scoring should not be used if certifications are
included in the qualifications.
• Qualifications with an assessment scale of Yes/No or True/False are scored as
100% or 0%.
• Qualifications with an assessment scale of Duration are scored as a fraction of the
requirement. For example, 4 years of experience presented for a qualification with
a requirement of 5 years of experience would score 4/5 or 80%.
• A qualification can be worth a maximum of 100%.
• Qualifications are equally weighted. If there are four qualifications, each is worth
1/4 of the total score.

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Company Configuration: AI and Machine Learning Features

Review the company configurations available for the system to analyze the existing data.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Find best matching candi- Enables buyers to search existing workers, workforce, and job seekers that are similar to
dates [CM] a referenced record. Similarities are determined by comparing the reference candidates
resume to the referenced record. The search is conducted for matching candidate profiles
among buyer-visible and buyer-created workforce, linked job seeker, and worker records. The
candidate work history, skill set, and location are characteristics used for the search.

Find matching job opportu- Candidates who registered in a company's candidate portal who have resumes on their
nities in candidate portal
profile see the Job Match tile on the Home page. Candidates can select this tile to see a list of
[CM]
job postings that match their resume with the job posting description.

Rank resumes for job seek- Machine learning describes algorithms that can learn from data without having to be explic-
ers [CM]
itly programmed. When a job seeker is submitted with a resume, they are ranked based on
how closely their resume matches the job posting title and description. Some of the benefits
of this feature include:

• The screening and matching process is faster; saving time and effort.
• The job seeker rating process is more objective.
• The chances of missing a job seeker is reduced as all resumes are processed and ranked.
• The best candidates are identified based on job description keywords.

The rank displays on the Job Posting > Job Seeker tab. The Score and Experience Assesse-
ment values display on the Job Seeker Quick Preview modal.

 Note
When this configuration is enabled for existing customers, the application ranks the
resumes of job seekers submitted in the past six months in addition to job seekers
submitted in the future. This configuration is automatically enabled for new customers.

Recommend ONET codes Provides job classification recommendations in the ONET Code field on the job posting
for job classifications [CM] template and SOW worker role. The job classification recommendation in SAP Fieldglass
supports the O*NET occupational code standardization used widely in the talent industry.

Skills extraction for job This feature allows you to see skills highlighted on a job seeker's resume. When enabled,
seekers [CM] machine learning is leveraged to extract and visually highlight skills on resumes to make
them easier to see, improving your review and hiring process. The Resume Analysis toggle
on the job seeker Quick Review can be turned on to see hard skills highlighted in blue and soft
skills highlighted in yellow throughout a resume.

 Note
When this configuration is enabled for existing customers, the application applies it to
job seekers submitted in the past six months in addition to job seekers submitted in the
future. This configuration is automatically enabled for new customers.

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Company Configuration Definition

Generate job description Allows buyer users to use Generative Artificial Intelligence to enhance the job posting de-
using AI scription to streamline the process and improve cycle times. This feature requires a purchase
agreement for use.

Translate job description Allows buyer users to use Generative Artificial Intelligence to translate the job posting
using AI description to another language that's enabled for your company. This feature requires a
purchase agreement for use.

Generate statement of work Allows buyer users to use Generative Artificial Intelligence to enhance the statement of
description using AI work description to streamline the process and improve cycle times. This feature requires a
purchase agreement for use.

Company Configuration: Decision Form

Review the company configurations available for managing decision forms.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Decision Form Enabling this configuration allows users to create and use decision forms. However,
it does not require decision forms be used prior to creating related procurement docu-
ments. To require users to use decision forms before creating documents, the Lock
Default Value setting must be enabled for the desired procurement types. Note that if
SOW bid is locked, Statement of Work must also be locked.

The procurement options selected determine the documents that can be created from
the decision form. Procurement options include the following:

• Statement of work
• SOW bid
• Job posting
• Named job posting
• Profile worker
• Project

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 Company Configuration Definition

Named resource external verifica- This option is used to have the decision form for a named resource verified using an
tion [CM] integration with iCon's iConnect for independent contractor evaluations. The iCon inte-
grated solution allows the buyer to verify if a current named resource is an independent
contractor or a W-2 worker.

When a hiring manager requests a named resource using a decision form, the resource
information is automatically punched out to iContract, where fields from the decision
form are pre-populated. The hiring manager completes an online evaluation, which will
be validated by ICVerify. The decision form remains in a Pending Approval status until
the results are provided by iCon.

If the worker is an independent contractor, a statement of work can be created. If the

worker is a W2 worker, a job posting can be created.

Other This option can be used to support steps that should occur outside of the decision
form workflow. Text can be entered to instruct the user on how to proceed. For exam-
ple, users may be instructed to verify with the legal, human resources, or purchasing
departments that a contingent labor resource is the correct business decision.

Auto close decision form [CM] Use this option if the decision form should be closed once the proposed procurement
type is in a submitted status.

Company Configuration: Job Posting

Review the company configurations available for job postings.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Enable Temp? Must be enabled to use SAP Fieldglass to hire temporary workers. This configuration
enables the SAP Fieldglass Contingent module.

Supplier must enter pay rate for The supplier is required to enter a pay rate for rate types Markup, Rate, and Unit Bill
Markup, Rate, and Unit Bill Rate Rate when submitting a Job Seeker. Supplier is always required to enter Pay Rate for all
[CM] other rate types.

Show pay rate to buyer [CM] The pay rate entered by the supplier on job seekers and work orders is visible to the
buyer.

When a buyer user requires visibility to the pay rate, the user's role must include the

user role permission Job Posting View Pay Rate .

Suppress markup percentages on Mark-up values on job postings are suppressed.

job postings [CM]

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Auto engage [CM] The buyer company can automatically engage workers upon job seeker submission.
The supplier acceptance step is bypassed, and a work order is automatically created
when a job seeker is submitted to a job posting. The worker still follows the traditional
registration process unless Enable Auto Register is enabled.

When auto engage is enabled on a job posting, the maximum rate is shown regardless
of the Display Rates to Supplier option.

Enable Auto Register The buyer company can automatically register workers in SAP Fieldglass when the
work order has been activated.

Enable Recruiter Toolbox for Con- Enable this option to use the Candidate Portal feature. This feature allows candidates
tingent Labor to respond to a job posting in SAP Fieldglass through a career site or job board. A
company can have one or many customizable career sites.

 Note
Contact your SAP Fieldglass representative to setup the candidate portal function-
ality.

Use Flexible Skills and Certifica- Enable this configuration to interact with the Flexible Assessment Scale admin page
tions and create Flexible type assessment scales, which can be used on qualifications.

Flexible Skills and Certifications The Flexible Skills and Certifications Populated via Integration Only sub-configura-
populated via Integration only tion is for future integration with other applications. Enabling it prevents you from
manually creating flexible assessment scales, and only allows them to be populated
through master data integration (MDI) with other applications. It shouldn't be enabled
at this time.

Enable Direct Hire (With Recruiter Enable this option to use the Direct Hire module. This module was created to support
Toolbox) permanent employee hires. When enabled, a new option of Hire is available under
Service Type on the supplier profile and job posting templates.

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Maximum job duration (days) The maximum duration (in days) for job postings, work orders, and work order revi-
[CM] sions. The duration is in straight calendar days and is not affected by non-working days.

Customers that enforce a tenure limit policy may consider enabling this rule to restrict
the duration of temp worker assignments.

If this option is enabled but is not locked, it displays on the job posting template and
can be edited. Maximum durations set on the job posting template allow days, weeks,
months, or years to be configured.

If a user attempts to create a job posting, work order, or work order revision beyond the
maximum duration, the user receives an error message and is unable to continue. Work
orders and work order revisions created from a job posting with a maximum duration
defined cannot exceed the number of days from the original job posting.

 Note
If the duration must later be modified, contact your SAP Fieldglass representative
to have a script run to update the configuration.

Prevent removal of template qual- Qualifications cannot be removed or modified during the creation of the job posting.
ifications from job postings [CM]
If this option is enabled but is not locked, the rule displays on the job posting template
and can be edited.

Maximum number of submittals The maximum number of job seekers a supplier can submit per position to a job
per supplier for a position [CM] posting.

For example, if it is set to 3, the supplier is only permitted to submit 3 job seekers for
each position on a job posting. If there is 1 position, 3 can be submitted, if there are 5
positions, 15 can be submitted.

If the default value for the company configuration is set to 0, newly created Job Posting
templates will not have any value for the field (the field will remain blank). A value must
be entered into the company configuration when this option is enabled.

On the job posting, the maximum number can be modified after the job posting is

submitted to the supplier via Actions Edit Job Posting .

Maximum number of submittals The Maximum Submissions Per Recruiter Supplier field appears on job posting tem-
per recruiter supplier [CM] plates. When a value is entered in this field, it limits the number of candidate portal
applicants that can be selected as finalists by recruiter suppliers. This only applies
when the job posting is posted to the candidate portal.

Prevent job seeker submission if The job seeker cannot be submitted if the job seeker does not meet the qualifications in
qualifications do not match [CM] the job posting.

If this option is enabled but is not locked, the rule displays on the job posting template
and can be edited.

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Auto halt job posting when posi- Job postings are automatically halted when all the available positions have been filled.
tions are filled [CM]

Attachment on job posting re- The job posting creator is required to upload at least one attachment.
quired [CM]
If this option is enabled but is not locked, the rule displays on the job posting template
and can be edited.

Enable Fee Schedules for Direct This option is no longer in use.

Hire

Approval required for worker re- Work orders created for replacement workers must be approved.
placement [CM]
The system generally does not require approvals for replacement positions, since the
amount associated with the document is already approved.

Distribution selected automati- Job postings are automatically distributed to the suppliers in the supplier distribution
cally [CM] list associated on the job posting template. Distribution occurs after the job posting has
been approved.

The supplier distribution list selected on the job posting template must have at least
one supplier set as Preferred or Mandatory.

If this option is enabled but not locked, this setting can be edited on the job posting
template under the Distribution section.

Distribution selected by reques- Job posting creators can choose the suppliers to receive the job posting.
tor [CM]
On the Distribution tab of the job posting, the creator selects a distribution list and
selects suppliers from the list. Depending on the supplier usage configuration, some
suppliers may be marked as Mandatory and are dimmed. Other suppliers may be
marked as Preferred or Optional and can be selected or deselected by the job posting
creator.

The job posting owner selects the suppliers before the job posting has been approved
unless the buyer is using Program Office assisted workflow. When using assisted work-
flow, an editor selects the suppliers on the job posting.

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Distribution selected by distribu- Job posting distributors can select the suppliers on a job posting prior to any approvals.
tor before approval [CM]
When a job posting with this rule enabled has been created, it goes to the assigned
distributor to select the suppliers. The distributor selects a distribution list and selects
suppliers from the list. Depending on the supplier usage configuration, some suppliers
may be marked as Mandatory and are dimmed. Other suppliers may be marked as
Preferred or Optional and can be selected or deselected by the job posting creator.

The status of the job posting changes to Pending Distribution. When the job posting
has the suppliers selected by the distributor, the job posting is routed for approval
if the buyer is using an approval workflow for job postings. The suppliers do not re-
ceive the job posting until is has been approved, unless the Submit Job Posting to
Suppliers before any approvals (Editor selects Suppliers in Program Office Assisted
Workflow) job posting template rule is enabled.

The distributor is determined by the business unit selected on the job posting and can
be changed by the job posting creator if the Creator can change Distributor rule is
enabled on the job posting template.

Job posting is distributed to sup- Job postings with this option enabled are sent to the selected suppliers before they are
pliers before it's approved [CM] approved on the buyer side.

This option can be enabled on job postings with one of the following template rules:

• Distributor selects Suppliers before any approvals (Editor selects Suppliers in Pro-
gram Office Assisted Workflow)
• Job Posting creator selects Suppliers when creating Job Posting before any appro-
vals (Editor selects Suppliers in Program Office Assisted Workflow)

The job posting is distributed to the suppliers after the distributor or creator has
selected the suppliers. The job posting is in Pending Approval status if the buyer is con-
figured for job posting approvals. The job posting is first distributed to level 1 suppliers
and then distributed to suppliers on all subsequent distribution levels (based on the
buyer's defined distribution rules) of the job posting.

The supplier can view the job posting in the list view, but the supplier does not see a
work item. The supplier cannot submit a job seeker until the job posting is approved
unless the Supplier can submit job seekers before approval company configuration is
enabled.

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Supplier can submit job seekers Suppliers are allowed to submit job seekers to a job posting before any approvals have
before approval [CM] been made on the buyer side.

If this option is enabled, the Job posting is distributed to suppliers before it's
approved company configuration (above) is enabled by default.

This option can be enabled on job postings with one of the following template rules:

• Distributor selects Suppliers before any approvals (Editor selects Suppliers in Pro-
gram Office Assisted Workflow)
• Job Posting creator selects Suppliers when creating Job Posting before any appro-
vals (Editor selects Suppliers in Program Office Assisted Workflow)

The supplier can view and submit job seekers when the job posting is in Pending Appro-
val status. If the job posting is rejected, all submitted job seekers are automatically
rejected.

The job posting is first distributed to level 1 suppliers and then distributed to suppliers
on all subsequent distribution levels (based on the buyer's defined distribution rules) of
the job posting.

Distribution selected by distribu- The distributor defined on a job posting is allowed to choose the suppliers after the job
tor after approval [CM] posting has been completely approved.

When the job posting has been approved, it goes to the assigned distributor to select
the suppliers. The distributor selects a distribution list and selects suppliers from the
list. Depending on the supplier usage configuration, some suppliers may be marked as
Mandatory, and are dimmed. Other suppliers may be marked as Preferred or Optional
and can be selected or deselected by the distributor.

The status of the job posting changes to Pending Distribution. When the distributor
has selected suppliers for the job posting, the job posting is submitted to the selected
suppliers.

The distributor is determined by the business unit selected on the job posting and can
be changed by the job posting creator if the Creator can change Distributor rule is
enabled on the job posting template.

Job posting create

Creator can change the job post- The user who creates a job posting can change the job posting title. If this option is
ing title [CM] not enabled, the job posting title defaults from the job posting template and cannot be
edited.

It is common for customers to enforce the rule to not allow the title to be changed,
which ensures that job titles are consistent and reportable. If all titles are known, this
rule would not be enabled and the company configuration may be locked. In certain
cases, some job titles may not be known. By enabling this rule and not locking this
configuration at the company level, a job posting template can be created for the
purpose of allowing the creator to change the title, and the rule to allow the creator to
change the title would be enabled. All other job posting templates would not have this
rule enabled.

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Creator can increase the bill rate The user who creates a job posting can increase the bill rate or salary on the job
on job postings [CM] posting.

 Note
Rate grids set up for a supplier or site override any rates set on the job posting.

Creator can change the distribu- The user who creates a job posting can change the distributor on the job posting. The
tor [CM] distributor is determined by the business unit selected on the job posting.

If the buyer company is using an MSP or PMO to assist with distributing job postings,
the Enable Distributor Select distribution rule may be enabled, and a distributor will
select the suppliers to receive the job posting.

 Note
The Does Buyer have MSP? company configuration option must be enabled to
support this rule.

Creator can change the coordina- The user who creates a job posting can change the coordinator on the job posting. The
tor [CM] coordinator is determined by the business unit selected on the job posting.

If the buyer company is using an MSP or PMO to assist in reviewing job seekers and
work orders, the coordinator user assigned will perform these activities for job postings.

When this option is enabled, only users who are flagged as coordinators are available
for selection on the job posting.

 Note
The Does Buyer have MSP? company configuration option must be enabled to
support this rule.

Creator can add and remove rate The user who creates a job posting can add or remove rate codes or rate schedules.
codes or rate schedules [CM]
Example: If a job posting template only has a Standard Time (ST) rate, the creator can
add an Overtime (OT) rate to the job posting. This option also applies to work orders
where only the user creating the work order or work order revision can add or remove
rate codes.

Creator can change the job post- The user who creates a job posting can change the job posting external description,
ing external description [CM] which is displayed externally to suppliers.

Withdraw job postings [CM] Job postings can be withdrawn or closed by the buyer. The buyer can withdraw a job
posting when it is in Pending Approval status and can close a job posting when it is in
Submitted status.

The user role must also be configured to allow job postings to be closed. When with-
drawing or closing a job posting, one or more reasons must be configured.

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Company Configuration Definition

Auto close job posting when posi- A job posting is automatically closed when a worker is hired on the posting.
tions are filled [CM]
The job posting will be closed when the work order is in Confirmed status after the
worker registers. The job posting will automatically close when the maximum number
of positions is filled so that suppliers do not continue to submit job seekers to the
request.

Prevent approval of time sheet, When one of these options has been enabled and the condition has been met where an
expense sheet, and invoice when: item requires approval but the spend has been exceeded, a work order revision can be
[CM] created to increase the committed spend.

The Committed spend is exceeded and Committed spend is exceeded for cost
centers configurations are mutually exclusive and cannot both be defaulted and/or
locked at the same time

Committed spend is exceeded

If this option is locked, time sheets, expense sheets, and invoices cannot be approved
when the committed spend for a worker has been reached or will be exceeded by
approving the item. The Approve button is removed from the item.

Committed spend is exceeded for cost centers

If this option is locked, time sheets, expense sheets, and invoices cannot be approved
when the committed spend for a worker on a cost center has been reached or will be
exceeded by approving the item. The Approve button is removed from the item.

Send replacement job posting to Replacement job postings or requisitions go out to all suppliers on the appropriate
all suppliers on distributions [CM] distribution list.

If this option is not enabled, replacement requisitions only go to the supplier of the
worker being replaced.

Display Rates to Suppliers These four options can be set as the default, locked and/or hidden at the company
configuration level. When defining the job posting template, only one of these rules can
be selected because the options are mutually exclusive.

• Do not show Rates to Suppliers Rates on job postings are hidden from suppliers.
• Show Minimum Rate to Suppliers Suppliers are able to see the minimum rate on
job postings.
• Show Maximum Rate to Suppliers Suppliers are able to see the maximum rate on
job postings.
• Show Both Rates to Suppliers Suppliers are able to see both the minimum and
the maximum rate on job postings.

Suppress buyer user names [CM] The names of the job posting owner, creator, and interview requester/scheduler are
hidden from suppliers. Suppliers are still able to see the name of the coordinator and
distributor on the job posting.

Buyer users are still able to see the job posting owner and creator on the job posting.

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Suppress comments when job Suppliers are not able to see comments created by the buyer when a job seeker is
seeker is rejected [CM] rejected.

 Note

If Comments is a system variable in messaging for Job Seeker Reject

Supplier suppliers are not be able to see comments on the Job Seeker page,
but they will be able to see comments in any messages they receive regarding the
job seeker rejection.

Job posting owner can't be The job posting owner cannot be changed after the job posting is created.
changed (not enforced on stand-
If an upload is used, this rule is not enforced, and the job posting owner could be
ard uploads) [CM]
changed on a job posting that has been created.

Prequalified workforce [CM] Suppliers can enter qualifications on workforce profiles. This setting must be enabled
when prequalification of workers is required. The Prequalify Workforce check box is
displayed as an option on job posting templates.

The Prequalify Workforce feature assists buyers that have unique certification require-
ments for their workers, such as those in the healthcare industry. Instead of following
the typical job posting workflow, the buyer creates a prequalification job posting tem-
plate that allows suppliers to submit workforce candidates who meet the qualification
requirements directly to the template. The buyer can pre-approve the candidates so
that when a job posting is created from a prequalification template, only workers who
have been approved by the buyer are considered for the position.

To use this feature, buyer users must have Workforce user role permissions, and pre-
qualification job posting templates must be configured.

Only prequalified job seekers can Prequalification of workforce candidates by the buyer prior to the supplier being per-
be submitted [CM] mitted to submit the job seeker is required.

When using the Prequalify Workforce feature, workforce candidates are prequalified by
the buyer using prequalification job posting templates. When this sub-configuration is
enabled and the buyer submits a job posting, the supplier is only permitted to submit
prequalified candidates to the job posting.

If this option is enabled and not locked, and if the Prequalify Workforce rule is selected
on the Details page of the job posting template, the Job Seeker must be prequalified
prior to submitting? check box is displayed under the Rule section on the job posting
template and can be selected.

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Divide estimated spend by the Enable this option if job postings will have multiple positions, approval chaining is
number of positions to determine required, and the estimated spend drives the approval required.
signature authority [CM]
Signature authority is a maximum amount that a user is authorized to approve. For
example, if a user's signature authority is $10,000 and a job posting has an estimated
spend of $12,000, the job posting is sent to the user's supervisor for approval after the
user approves it, since the spend is over the user's signature authority.

If this rule is enabled, the estimated spend is divided by the total requested positions on
the job posting to determine the signature authority for approvals.

If this option is not enabled, approval chaining can still be used; approvals on job
postings with multiple positions will be approved for the full estimated spend across all
positions.

The approval chaining rule Enable Approval Chaining can be enabled under the Com-
pany module on the Company Configuration page.

Require External Validation of Time sheets and expense sheets go into a status of Pending Validation prior to being
Worker’s Time Sheet & Expense approved. Time sheets and expense sheets are validated outside of SAP Fieldglass.
Sheet When documents are in the Pending Validation status, they cannot be actioned through
the SAP Fieldglass user interface. The documents are downloaded by the buyer to
perform the validations on all Pending Validation time sheets and expense sheets. They
are then re-uploaded and go into a Pending Approval status if the validations pass. If the
validations fail, the time sheet or expense sheet is rejected.

Exclude pay rate from tax adjust- This option should be enabled if the buyer is using rate component rates and the tax is
ment [CM] calculated on the margin or other rate components and not on the pay rate.

For example, buyers with Pennsylvania sites may wish to enable this rule to support
Pennsylvania tax rules where the pay rate and burden margin are not taxable.

If this option is enabled and not locked, it can be set on the job posting template and
worker pay type (if enabled).

Enable Shift Manager Enable this option if buyers should have the ability to create schedule-based job post-
ings where the buyer specifies positions across shifts. This need is typically seen in light
industrial and healthcare settings. If enabled, the rule is set at the job posting template
level. This configuration can only be enabled if Enable Rate Schedule is enabled.

Distribution Guidance Supplier distribution is based on rated supplier key metrics (cost, cycle time, quality).

This option is only available when one of the distribution rules Enable Requestor-select
Distribution Rule?, Enable Distributor-select (before approval) Distribution Rule?,
or Enable Distributor-select (after approval) Distribution Rule? is used. This option
does not work with automated distribution on the job posting.

Rate uplift is allowed during ap- The editor in a job posting approval group is allowed to uplift rates during edit to allow
proval [CM] higher quality candidates to be submitted.

Buyers and suppliers can view uplifted rates.

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Lowest submitted bill rate dis- Buyer and supplier users can see the lowest submitted rates.
plays for buyer and suppliers
Only job seekers in Submitted, Shortlisted, and Interviewed status are included in the
[CM]
calculation.

Rate negotiation [CM] In order to enable this sub-configuration, Lowest submitted bill rate displays for
buyer and suppliers must also be enabled. If this sub-configuration is enabled, cus-
tomers are able to use the competitive rate negotiation feature.

Buyer users with the appropriate role permission see the Start Negotiation action on
job postings. Supplier users see the Edit Rates action on job seekers that are part of
the negotiation.

Supplier can edit pay rate without The supplier can edit the pay rate without needing a work order revision. The Edit Pay
a work order revision [CM] Rate option in the Actions menu is available on the work order.

Supplier can define adjustments Suppliers can define invoice adjustments when submitting job seekers to a job posting.
during job seeker submit [CM] The Include in Estimated and Committed Spend flag is visible on the admin invoice
adjustment even if invoice adjustment groups aren't enabled for the buyer company.

Enable Rebillable Resource Fields Select this option if the buyer acquires temporary labor and rebills them either inter-
nally or for their customers.

If this option is enabled, options are available that can be used in making a hiring
decision among candidates, determining the ROI, or routing the candidate for approval.
The Rebillable Resource flag drives the conditional display of two additional rebillable
fields in the accounting section of the job posting, work order, and work order revision.

Flexible Sourcing [CM] The Flexible Sourcing feature allows buyers to view and compare rates by site and
supplier combinations prior to completing a job posting. When this feature is enabled,
users can view rates, supplier ratings, active job seekers and worker's nearing their end
date for the selected site/supplier combination.

Quick Hire [CM] Provides buyers with a fast and efficient way to hire a job seeker. This feature gives the
buyer the option to create a work order by entering a minimal amount of information.
The rest of the values default on the work order from the job posting and job seeker
record and are hidden.

Company Configuration: Projects

Review the company configurations available for managing projects.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

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Company Configuration Description

Project If this option is enabled, the company is using Project functionality. A project is an
activity involving multiple workers that is provided by several suppliers. Without Project
functionality, only a single supplier could be used. A major benefit of combining related
documents into a project is that the cumulative committed spend can be more easily
monitored than would be the case if each document were monitored individually.

Allocate Funds back to Project When closing a contingent worker or a statement of work with the Allow Further Invoic-
ing flag set to No, unused funds committed to the corresponding work orders, work-
ers, or statements of work are immediately transferred back into the available funds
remaining for the project. Unused funds includes spend that has not been invoiced.
Also, when project spends are modified, all Accounting fields are recalculated and the
allocated funds remaining in the budget are instantly adjusted.

The unused statement of work funds that are allocated back to the project are: Total
Other Pending Spend, Total Remaining Budget, and Total Spend to Date.

Company Configuration: Consolidated Worker

Review the company configurations available for Consolidated Worker.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Consolidated Worker The Consolidated Worker feature allows you to view all of a worker's assignments from
one record. This feature allows historical workers, profile workers, contingent workers,
and SOW workers to be linked in one master record upon creation of a worker. The
Consolidated Worker company configuration can be activated for companies who are
also using the Enable Security Information company configuration.

Unique ID is masked (value is al- When the unique ID is listed or shown, it is masked so that it cannot be read by users
ways stored encrypted) [CM] without authorization. For additional security, the value is stored encoded.

Combine attributes to create a Enable this configuration to create a strong match using a combination of attributes. If
strong match [CM] the only attribute that matches between a document and the Consolidated Worker is
the Security ID or the Unique ID, the match is not considered Strong. Strong matches
require one of the following combinations: identical Name + Security ID + Unique ID,
identical Security ID + Unique ID, identical Name + Security ID when document has no
Unique ID, or identical Name + Unique ID when document has no Security ID.

Company Configuration: Work Order

Review the company configurations available for work orders.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

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Hire This option is enabled by default on company creation.

Creator can change Fee/Refund This rule previously allowed a job posting creator to change the amount of the direct
Schedule hire fee and refund schedules and was for direct hire job posting templates. It is no
longer used.

Supplier presented rate defaults The final rate on a worker is defaulted to the rate the supplier has presented on job
as final rate [CM] seeker submission. When the buyer selects the job seeker for hire, the work order
defaults the presented rate as the final rate. The buyer can modify the defaulted rate
when creating the work order. This rate is applicable to contingent work orders.

If this option is enabled, and a Factor rate is used on a work order, and the
Automatically recalculate the factor rate when base rate is changed on WO and
WOR flag is enabled on the Factor rate, the default values (submitted by the supplier)
are used to recalculate the Factor rate.

For example: The buyer presented the supplier with a ST rate of $10, an OT factor of
1.5, and a DT factor of 2.0. When the supplier submitted the job seeker, the supplier
requested an OT factor of 1.7 and a DT factor of 2.2. If the buyer changes the base rate
to $20 when the WO is created, the OT factor of 1.7 and the DT factor of 2.2 are used to
recalculate the rates.

If this option is NOT enabled, (and Pay Rate based rates are being used on a job
posting), the pay rate and bill rate on work orders default to the lower of either: the
minimum rate established on the job posting or the minimum supplier presented rate.

Estimated additional spend [CM] The specified percentage is used to default an additional spend amount to be included
on job postings and work orders. The estimate is included in the Committed Spend
calculation.

If a percentage is specified on the company configuration page, but this option is not
locked, the percentage defaults on the job posting template, but it can be modified
as applicable. When creating the job posting, the percentage defaults and shows an
estimated additional spend amount under the Spend Calculation. When creating the
work order, the amount defaults from the job posting and can be changed under the
accounting section.

If a percentage is not specified on the company configuration page, the Estimated

Additional Spend field is still available on the job posting template, job posting, work
order, and work order revision.

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Work Order Creation Rule Select the options you want available when work orders are created. If more than one is
selected, the rule is specified on the job posting template.

• Use Approval Group if found - A work order is routed for approval to the approval
group, if found.
• Use approval group only if Work Order exceeds Job Posting Estimated Spend -
An approval group is used only if the estimated spend on the work order exceeds
the estimated spend on the job posting. If there is a bulk job posting (multiple
work orders), an average spend per job posting is calculated by dividing the spend
equally between the work orders. A warning message is displayed if a work order
is created that exceeds the average estimated spend, and once a work order is
created that exceeds the total job posting spend, it requires approval if an approval
group is found. If this option is later changed, assistance is needed from SAP
Fieldglass to update existing items.
• No approval group used. Stop Work Order if spend exceeds Job Posting Estimated
Spend - No approval groups are used. A work order is stopped if estimated spend
on the work order exceeds the estimated spend on the job posting.

Edit setup fields on unconfirmed The setup information on a work order may be changed during the creation process or
work orders [CM] at any time prior to the worker registering.

If this option is enabled, and the Job posting owner can't be changed (not enforced
on standard uploads) company configuration option is enabled, the owner cannot be
edited on the work order.

Users must have the user role permission Allow Edits to Setup (Owner, Business Unit,
Site/Location) and Custom Fields under the Work Order module to edit the setup.

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Work order change requests [CM] Buyer users are able to make a change to a work order by specifying a start date and an
end date to the change and entering values for one or more native and/or custom fields
on the work order.

If this option is enabled, the following items apply to work orders:

• Changes can be made to a work order that has multiple revisions.

• Start and end dates do not need to directly coincide with the work order or its
revisions.
• Both native and custom fields can be changed.
• Functionality may or may not require an approval or the supplier’s acceptance.

When the request is submitted, and in some cases approved or accepted by the sup-
plier, the SAP Fieldglass application creates work order revisions as needed to apply the
specified values to the fields.

This company configuration option cannot be enabled if the Do not recompute Spend
on Work Order Revision company configuration option is enabled. These company
configuration options cannot be used together because a work order change request
generates work order revisions, and the spend is always recomputed on a work order
revision created from a work order change request.

When this company configuration option is enabled, the Allow manage Cost Center
on creation of Work Order and Work Order Revision only for Contingent Workers
is ignored. Cost centers can always be changed when a work order change request is
created, regardless of the status of this configuration.

The Allow Edits to Setup (Owner, Business Unit, Site/Location) and Custom Fields
company configuration option is independent of this option. The two configurations can
both be enabled; however, their functionality overlaps.

To use the work order change request functionality, buyer users must have the user role
permission, Work Order Change Request, which includes View, Submit, Manage, and
Close. Supplier users must have the user role permission, Work Order Change Request,
which includes View and Respond, to view and accept WOCRs.

The WOCR module includes its own user role permissions, list view, approval group,
custom text, reason codes, messaging, and reporting. The two-character module code
is CR.

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 97
Company Configuration Definition

Work Order Revision Creation Select the options you want available when work order revisions are created. If more
Rules than one is selected, the rule is specified on the job posting template.

• Use Approval Group if found - A work order revision is routed for approval to the
approval group, if found.
• Use approval group only if Work Order Revision exceeds Job Posting Estimated
Spend - An approval group is used only if the estimated spend on the work order
revision exceeds the estimated spend on the job posting.
• No approval group used. Stop Work Order Revision if spend exceeds Job Posting
Estimated Spend - No approval groups are used. A work order revision is stopped
if estimated spend on the work order revision exceeds the estimated spend on the
job posting.

Auto activate (contingent) [CM] The Auto Activate Work Order (For Temp Only) rule displays on contingent types and
job posting templates. If enabled on a job posting template, after a supplier accepts a
work order, the work order is automatically activated and the invitation is sent to the
worker to register.

If enabled on a template, it applies to all work orders created from job postings that use
this template. It cannot be modified on the job posting.

Upon work order confirmation, the worker registration email can be triggered.

Buyers that have an onboarding process may wish to manually activate workers, as the
work order becomes compliant.

Upon work order confirmation, the worker registration email can be triggered.

Cumulative committed spend The cumulative committed spend from all work orders is shown on the job posting.
visible on job posting [CM]

Use Workers Cumulative Spend Select this option to control work order revision approval when using signature author-
to determine the Signature Au- ity approvals and use the worker's cumulative spend to determine the signature author-
thority ity for approvals.

For example, if this rule is enabled, a worker may have had multiple work order revisions
on their current assignment. The total spend from the original work order and any
revisions (their cumulative spend), is used to determine the approval required. The
work order revision is sent to the user's supervisor for approval after the user approves
it, if the spend is over the user's signature authority.

If this rule is not enabled, approval chaining can still be used. Approvals on work
order revisions use the current work order revision committed spend to determine the
signature authority.

The Enable Approval Chaining company configuration option can be enabled.

Administration Fundamentals
98 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Company Configuration Definition

Do not recompute Spend on Work The previous work order spend should not be recomputed on work order revisions.
Order Revision
For example, buyers that use a PO system or similar back office process may need to
generate a new PO amount while leaving the originally issued PO active. In this case, the
prior work order spend amount should not be recalculated.

Restricted work order view [CM] Buyers can configure a work order view for user roles that limits the user's view when
the user is viewing, approving, or rejecting a work order or work order revision. The
customer specifies the fields that are visible using the System Variables admin object.

The Worker tenure visibility subconfiguration can be enabled. A restricted view of the
Tenure tab displays for users in a role with the Restricted View and Approval permission
enabled. This option can only be enabled when the Restricted work order view and
Tenure Policy Management configurations are also enabled.

Company Configuration: Worker

Review the company configurations available for workers.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Definition

Worker can be edited without a Edits to the worker are allowed without a work order revision. The worker record Action
work order revision [CM] menu includes the Edit Work Order Details action. Owner, Site, and Business Unit are
editable on the worker. Approvals are not required for changes made to the worker.

Auto close worker when end date The worker profile is closed when a work order end date is reached and the specified
exceeds (# of days) [CM] number of days has passed. The worker is automatically closed at midnight for their
time zone. The number of days can be between 0 and 365. If the value is 0 or blank, the
worker is automatically closed at midnight on the worker's end date.

After the worker account is closed, the worker can still log in to complete time sheets,
but no new time sheets are generated after the work order end date. A closed worker
account cannot be revised or extended, so a new job posting and work order needs to
be created if a worker needs new time sheets.

The Allow further invoicing after the Contingent Worker is auto-closed subconfigu-
ration allows buyers to invoice contingent workers after they are auto-closed by the
Auto close worker when end date exceeds (# of days) functionality.

Worker close comments visibility Suppliers are not be able to see comments (in the UI) created by the buyer when a
[CM] worker is closed. If Comments is enabled as a system variable in the Worker module
and suppliers receive a message when a worker is closed, the comments are not
suppressed on the message.

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 99
Company Configuration Definition

Extend dates without a revision The worker end date can be extended on the worker profile without requiring a work
[CM] order revision. The worker's cost centers pick up the worker's new end date.

When this option is enabled and either the job posting template rule Disallow Approval
of Time/Expense Sheet/Invoice when Committed Spend is Exceeded or the com-
pany configuration Prevent approval of time sheet, expense sheet, and invoice
when committed spend is exceeded is also enabled, buyers with the role permission

Worker Edit Worker Dates are able to change the confirmed worker's start date
to a prior date. If the new start date is for a prior time sheet period, draft time sheets
are created. A worker's Start Date cannot be changed to a prior date that exceeds
the Maximum duration for a Job Posting, Worker Order, and Work Order Revision
(days). Dates can't be edited once a worker has submitted a timesheet or if a work
order revision has been completed (regardless if a timesheet was submitted).

Supplier can submit time/ex- Suppliers can submit time sheets and expense sheets on behalf of their workers. This
pense sheets for workers [CM] includes the right to submit on behalf of closed workers.

When the supplier opens a worker's record, the Create Expense Sheet option is dis-
played in the Action menu. On the worker's time sheet, the supplier selects Edit to
submit the time sheet on the worker's behalf. A record of who submitted the time sheet
or expense sheet displays on the Lifecycle tab in the Aduit Trail.

Enabling or disabling this option does not impact workers with Auto Register enabled.
Supplier users with the appropriate user role permissions can submit time/expense
sheets for Auto Registered workers even if the Supplier Submit Time Sheet option is
not enabled.

Capture effective dates for cost Each cost center on a worker displays start and end dates, which determines whether
center on contingent workers the cost center can be used for a particular date on a time sheet or expense sheet.
[CM] Note: This configuration option cannot be enabled when the Work order change
requests configuration option is enabled, or when the Allow Workers access to all
Cost Centers and Task Codes, and submit Time Sheets through the UI (can be
updated on worker only) configuration option is enabled.

When first enabled, each contingent worker’s current cost centers are assigned start
and end dates that are equal to the worker’s start and end dates.

Enable Worker 2 Factor Authenti- When logging in, workers are required to enter a one-time passcode that is emailed to
cation the email address on the user's SAP Fieldglass user profile. This is entered in addition
to the username and password.

Company Configuration: Mobile Apps

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Administration Fundamentals
100 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Company Configuration Description

Enable push notifications Allows users to receive push notifications via SAP Fieldglass mobile apps. Push notifica-
tions are available for approval actions. If you have multiple devices registered, only the
most recent registered device will receive notifications in the mobile app.

This functionality requires a Data Processing Agreement.

Do not show Time Entry mobile Suppresses the Time Entry mobile app announcement on the worker home page.
app announcement to workers
[CM]

Service Orders Mobile App: Data Users of the Service Orders mobile app will be allowed to save data from this buyer
can be stored on mobile device company to their mobile devices, and will be able to work on SOW line items and save
drafts while they're online or offline. If the configuration is disabled, users will only be
able to view and submit SOW line items while they're online and will not be able to
save any drafts to their devices. Before enabling this configuration, ensure that the
buyer has signed any applicable agreements regarding data storage. If a Buyer has this
configuration enabled then later requests for it to be turned off, the buyer should give
app users advanced notice that all data saved to mobile devices will be deleted, and app
users will need to re-authorize their mobile devices when they next log in. (App data will
have to be manually deleted by SAP Fieldglass via deauthorizing those users' mobile
devices.)

SAP Fieldglass Manager Hub mo- The SAP Fieldglass Manager Hub mobile app allows buyer users to remotely complete
bile app [CM] frequently performed actions to manage job postings, job seekers, work orders, and
workers. Users can download the mobile app from the Apple App Store or the Google
Play Store. This configuration is enabled by default. Disable this option if your users
should not be allowed to use the mobile app to access their work items remotely.

SAP Fieldglass Manager Hub app Enable to let users know that the SAP Fieldglass Manager Hub app is available to them
announcement on Android and iOS.

Company Configuration: Other Features and Functionality

Review the company configurations available for other features and functionality.

[CM] This indicates this is a self service configuration for buyers who are using Configuration Manager.

Company Configuration Description

Qualtrics Experience Manage- Allows existing Qualtrics customers to link their Qualtrics surveys to active SAP Field-
ment [CM]
glass workflows (like submitting a job posting). Within SAP Fieldglass, permissions for
managing and viewing the Qualtrics templates are controlled through the Qualtrics
Survey Template user roles. The Qualtrics Survey Form contains the fields required to
link the survey to the customer’s Qualtrics account, the locations in SAP Fieldglass
where the survey is triggered, and the associations (legal entities, business units, and
sites) that must be matched for the triggering to occur.

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 101
Company Configuration Description

SAP Fieldglass driven surveys Buyer users can provide feedback about their experience with features in the applica-
[CM] tion through surveys they may be prompted to complete after submitting a job posting
and a statement of work.

The following information applies:

• Users may be prompted to complete a survey after submitting a job posting or

statement of work, however the survey triggers may change in the future.
• Users will not be prompted to complete a survey more than once in 45 days.

Enable SAP Companion In-app user assistance is provided in several places in SAP Fieldglass using SAP Com-
panion. When you select View In-App Help on the shell bar, the Help Contents list
opens at the right of the screen. Available topics display in the list; select one to display
help text. In many cases, the help text provides a link to additional documentation on
the subject in an SAP Fieldglass guide on SAP Help Portal. Additional topics may also
be available in the Help Contents list. Close the list by selecting View In-App Help again.

If no SAP Companion help is available for a screen in SAP Fieldglass, View In-App Help
is hidden.

Subconfigurations:

• SAP Companion Configuration URL: Enter the URL generated from the Enable Now
Manager to enable custom SAP Companion content. Only available for licensed
SAP Enable Now customers.
• SAP Companion parameters: Provide parameters to customize the SAP Compan-
ion appearance.

Enable WalkMe When enabled, suppliers who have WalkMe content on supported pages will see con-
tent. Supported pages include:

• SOW Details
• SOW Bid Details
• SOW Line Item Details
• SOW Activity Item Details
• Invoice Details
• Credit/Debit Details
• Miscellaneous Invoice Details

Subconfigurations:

• CDN URL: The URL for the WalkMe endpoint.

• System GUID: A unique identifier to load the script.
• Environment: This is blank in production.

3rd Party Cookie Test URL

Administration Fundamentals
102 INTERNAL – Authorized for SAP Customers and Partners Company Structure
Renamed Company Configurations

Beginning with the May 2024 SAP Fieldglass release, many company configurations have been renamed for
clarity as part of providing access to them for configuration managers. Occurrences throughout the overall
SAP Fieldglass documentation set have subsequently been updated to reflect the new names. However, the
following table maps previous company configuration names to current names.

New Company Configuration Names

Former Company Configuration
Category Name Former Sub-configuration Name New Name

Company Default Hours per Day Default hours per day

Company Default Hours per Week Default hours per week

Company Max Session Timeout (Minutes) Max session timeout (minutes)

Buyer User Management via Inte- Manage users via integration only
gration Only

Company Display Warning message when Warning message for zero value
MSP fee value is zero at Work Or- MSP fee on work orders
der Submit

Company Disallow Approval of Time Sheets, Prevent approval of time sheet,

Expense Sheets and Miscellane- expense sheet, and miscellane-
ous Invoices when the Cost Cen- ous invoice with a closed cost
ter has been Closed. center

Company Allow Workers access to all Cost Workers have access to all cost
Centers and Task Codes, and sub- centers and task codes from ap-
mit Time Sheets through the UI plicable associations
(can be updated on Worker only)

Company Give Workers access to all Ex- Workers have access to all ex-
pense Codes for the Cost Centers pense codes for their cost centers

Disable Cost Centre Budget Disable cost center budget

Enable Deductions Deductions

Company Enable Preservation Indicator for Preservation indicator to prevent

Archival or PII Retention archiving or data erasure

Company Restrict View of Job Seekers Prevent non-coordinator users

from viewing job seekers

Company Interviewed

Company Shortlisted

Company Rejected

Company Withdrawn

Company Submitted

Company Calendar Start Day Calendar start day

Company Lock User Settings Lock user settings

Company My Profile

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 103
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Company

Company

Company

Company My Preferences

Company

Company

Company

Company Enable User Data Audit Log User data audit log

Company Company Ad hoc approvers

Display Spend Allocation Details Display spend allocation details

Company PMO Dashboard PMO Dashboard

Company Rate Guidance Rate Guidance

Company Use Approval Rules Rule Engine

Default color Default color theme

theme

Evening Horizon

Morning Horizon

Quartz Dark

Quartz Light

Company Enable Bulk Approval ('Y' to all Bulk approval

that apply)

Service Request Service request

Activity Activity

Company Time Sheets Time sheet

Company SOW Invoices SOW invoice

Company SOW Credit/Debit Memos SOW credit/debit memo

Company Expense Sheets Expense sheet

Company Credit/Debit Memos Credit/debit memo

Company Miscellaneous Invoices Miscellaneous invoice

Company Job Postings Job posting

Consolidated Invoice Consolidated invoice

SOW Workers SOW worker

Company Work Orders Work order

Profile Worker Profile worker

Company Invoices Invoice

Administration Fundamentals
104 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

SOW Line Item SOW line item

Company Enable Actionable Emails Actionable emails

Exclude Proxy and Delegate Users Exclude proxy users

Company Enable Email Digest Email digest

Company Notifications Notifications

Company Work Items Work items

Enable Organizational chart Organizational chart

Enable Hierarchical Visibility Hierarchical visibility

Hierarchy Role Selection Hierarchy role selection

Exclude Creator from system role Limit creator visibility to worker

definitions for My Own records

Linked Custom Fields to display Only display linked custom fields

on Child Modules only when on a on child modules when they origi-
Template nate on a template

Decision Form Statement of Work Statement of work

Required

Decision Form SOW Bid SOW bid

Required

Decision Form Job Posting Job posting

Required

Decision Form Named Resource External Verifi- Named resource external verifica-
Required cation tion

Decision Form Named Job Posting Named job posting

Required

Profile Worker Profile worker

Decision Form Project Project

Required

Decision Form Other Other

Required

Decision Form Auto Close Decision Form Auto close decision form
Required

Job Posting Supplier must enter Pay Rate Supplier must enter pay rate for
Markup, Rate, and Unit Bill Rate

Job Posting Show Pay Rate to the Buyer Show pay rate to buyer

Job Posting Suppress Markup in Job Posting Suppress markup percentages on

(for non-rate component rates) job postings

Job Posting Enable Auto Engage Auto engage

Job Posting Enable Auto Register Auto register

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 105
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Job Posting Enable Recruiter Toolbox for Con- Recruiter Toolbox for contingent
tingent Labor labor

Job Posting Maximum duration for a Job Post- Maximum job duration (days)
ing, Work Order and Work Order
Revision (Days)

Job Posting Do not allow qualifications to be Prevent removal of template qual-

removed when creating the Job ifications from job postings.
Posting

Job Posting Maximum number of submittals Maximum number of submittals

per Supplier per supplier for a position

Maximum Submissions per Re- Maximum number of submittals

cruiter Supplier per recruiter supplier

Job Posting Disallow submittals of a Job Prevent job seeker submission if

Seeker if the Qualifications do not qualifications do not match
match the ones on the Job Post-
ing

Job Posting Auto-halt Job Posting when posi- Auto halt job posting when posi-
tions are filled tions are filled

Job Posting Require attachment on Job Post- Attachment on job posting re-
ing quired

Job Posting Require Work Order Approval Approval required for worker re-
for Worker/Work Order Replace- placement
ments

Job Posting Enable Auto Select Distribution Distribution selected automati-

cally

Job Posting Enable Requestor-select Distribu- Distribution selected by reques-

tion Rule? tor

Job Posting Enable Distributor-select (before Distribution selected by distribu-

approval) Distribution Rule? tor before approval

Job Posting Submit Job Posting to Supplier Job posting is distributed to sup-
before any approvals (Editor se- pliers before it's approved
lects Suppliers in Program Office
Assisted Workflow)

Job Posting Allow Supplier to submit Job Supplier can submit job seekers
Seeker before any approvals before approval

Job Posting Enable Distributor-select (after Distribution selected by distribu-

approval) Distribution Rule? tor after approval

Job Posting Job Posting Create Job posting create

Job Posting Creator can change Job Posting Creator can change the job post-
Title ing title

Job Posting Creator can increase Bill Rate/ Creator can increase the bill rate
Salary on Job Posting on job postings

Administration Fundamentals
106 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Job Posting Creator can change Distributor Creator can change the distribu-
tor

Job Posting Creator can change Coordinator Creator can change the coordina-
tor

Job Posting Creator can add and remove Rate Creator can add and remove rate
Codes or Rate Schedules codes or rate schedules

Job Posting Creator can change Job Posting Creator can change the job post-
External Description ing external description

Job Posting Allow Withdrawing and Closing Withdraw job postings

Job Posting Auto close Job Posting when fil- Auto close job posting when posi-
led? tions are filled

Job Posting Disallow Approval of Time/Ex- Committed Spend is Exceeded Prevent approval of time sheet,
pense Sheet/ Invoice when: expense sheet, and invoice when:
Committed spend is exceeded

Committed Spend is Exceeded Committed spend is exceeded for

for Cost Center cost centers

Job Posting Send Replacement Requisitions Send replacement job posting to

to all Suppliers all suppliers on distributions

Job Posting Suppress all Buyer User Names Suppress buyer user names

Suppress Job Seeker Rejection Suppress comments when job

Comments seeker is rejected

Job Posting Job Posting Owner cannot be Job posting owner can't be
changed (standard uploads will changed (not enforced on stand-
not enforce this rule) ard uploads)

Job Posting Enable Prequalification of Work- Prequalified workforce

force

Job Posting Job Seeker must be prequalified Only prequalified job seekers can
prior to submitting? be submitted

Job Posting Use Estimated Spend for individ- Divide estimated spend by the
ual positions to determine the number of positions to determine
Signature Authority signature authority

Job Posting Exclude Pay Rate from Tax Ad- Exclude pay rate from tax adjust-
justment ment

Job Posting Distribution Guidance Distribution Guidance

Job Posting Allow Rate Uplift during Approval Rate uplift is allowed during ap-
proval

Job Posting Show Current Lowest Submitted Lowest submitted bill rate dis-
Bill Rate to Buyer and Suppliers plays for buyer and suppliers

Enable Rate Negotiation Rate negotiation

Job Posting Allow Supplier to Edit Pay Rate Supplier can edit pay rate without
without Revision a work order revision

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 107
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Allow Supplier to Define Adjust- Supplier can define adjustments

ments during Job Seeker Sub- during job seeker submit
mission

Job Posting Enable Flexible Sourcing Dash- Flexible Sourcing

board

Enable Quick Hire Quick Hire

Services

Enable Fee Pricing Fee pricing

Statement of Supplier must enter % on the Supplier must enter Usage % on

Work rates for SOW Workers rates for SOW workers

Suppress SOW Worker Rejection Suppress supplier's view of SOW

Comments worker comments

Statement of Allow change to Statement of Edit statement of work without a

Work Work without a Revision revision

Disallow change to SOW End Date Prevent change to SOW end date

Statement of Allow change to Worker dates Buyer and supplier can change
Work without a Revision SOW worker dates without a revi-
sion

Allow recomputation of Commit- Recalculate committed spend

ted Spend on SOW Worker date when SOW worker dates are
edits edited

Allow approver to manage Cost Approver can change the cost

Centers and Task Codes on SOW centers and task codes on sched-
Characteristics ules, fees, and events

Approver can specify a single Approver can specify a single cost

Cost Center and Task Code on center and task code
SOW Characteristics

Approver can add and edit alloca- Approver can add and edit alloca-
tion for multiple Cost Centers on tion for multiple cost centers
SOW Characteristics

Approver can add and edit alloca- Approver can add and edit alloca-
tion for multiple Cost Centers and tion for multiple cost centers and
Task Codes on SOW Characteris- task codes
tics

Statement of Enable Auto Activate for SOW Auto activate SOW workers
Work Workers

Statement of Statement of Work can be cre- Child SOW can be created from a
Work ated for Master SOW before final master SOW before approval
approval

Statement of Use Statement of Work Maximum Statement of work maximum

Work Budget to determine the Signa- budget determines signature au-
ture Authority thority

Administration Fundamentals
108 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Statement of Propagate Statement of Work Changes to statement of work

Work Cost Centers to cost centers are inherited by:

Statement of SOW Workers SOW workers

Work

Statement of SOW Line Items in Created Status SOW line items in Created status
Work

SOW Line items in pending ap- SOW line items in Pending Appro-
proval, approved, rejected, and val, Approved, Rejected, and Ap-
approval paused status proval Paused statuses

Enable Cap on Maximum Units Cap on maximum units for sched-

for Scheduled Recurring Fees uled recurring fees

Statement of Use SOW Top Up Amount to de- SOW top up amount determines
Work termine the Approval Group the approval group for revisions

Statement of Allow supplier to view SOW and Supplier can view statements of
Work SOW Revision in Pending Appro- work and revisions in Pending Ap-
val proval status

Allow Supplier to Manage Line Suppliers manage cost allocation

Item Cost Allocation when mark- when marking line items com-
ing Line Items as Complete plete

Allow Supplier to submit revised Suppliers can submit revisions on

SOW Events, Fees, and Schedules invoiced SOW line items

Statement of Allow Buyer Edit to all fields on Buyers can edit unconfirmed
Work unconfirmed SOW Work Order SOW work orders

Statement of When the owner, Site, and Loca- Changes to statement of work
Work tion are changed on a SOW, do owner, site, and location are not
not update the Worker Primary inherited by SOW workers
Contact, Site, and Location on ex-
isting Work Orders and Worker re-
cords.

Statement of Allow Buyer to Recall SOW in Recall statements of work in

Work Pending Supplier Review status Pending Supplier Review status

Statement of Copy Statement of Work Copy statement of work

Work

Renew Statement of Work Renew statement of work

Bypass Approval Groups for SOW Copied/renewed SOW workers

Workers who originate from a do not require approval
Copied/Renewed SOW

SOW XML Version SOW XML version

Statement of Suppress SAP Fieldglass activi- Auto-register workers who are

Work ties and offboarding activities and moved to a new statement of
auto-register when transferring work without triggering activity
worker to another SOW items

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 109
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Auto activate copied workers Auto activate moved/copied

workers

Allow Buyer to edit Line Item Cost Buyer can change line item cost
Allocation when Buyer adds Line allocation
Item to Statement of Work

Add and Remove Cost Centres Cost centers can be added or re-
while editing Line Item Cost Allo- moved
cation

Statement of Allow Buyer Defined Sequence on Buyer-defined sequence on line

Work SOW Line Items items

Disallow Approval of Items When Prevent line item approval when

Maximum Budget is Exceeded Maximum budget is exceeded

Maximum Budget is Exceeded for Maximum budget is exceeded for

Cost Center cost center

Maximum Budget is Exceeded for Maximum budget is exceeded for

Cost Centre and Segmented Ob- cost center and segmented ob-
ject Detail ject detail

Allow Suppliers to Complete Suppliers can complete events in

Events in Bulk bulk

Allow Suppliers to withdraw SOW Suppliers can withdraw SOW

Workers workers

Allow Suppliers to select SOW SOW workers can act on line

Workers as Line Item Actors items

Suppress All Suppliers Chat for Prevent suppliers from viewing

SOW Bids the All Suppliers tab in SOW bid
chat

Job Seeker Supplier must submit Re- Resume/CV required for job
sume/CV seekers

Job Seeker Allow Supplier Name suppres- Supplier name visibility

sion?

Job Seeker Disallow Supplier to increase Rate Prevent supplier from increasing
Factor? the rate factor

Job Seeker Allow supplier to specify payment Supplier can specify payment
currency currency

Job Seeker Weighted Qualification Scoring Weighted Qualification Scoring

Find Best Matching Candidates Find best matching candidates

Match Jobs in Candidate Portal Find matching job opportunities

in candidate portal

Rank Resumes for Job Seekers Rank resumes for job seekers

Recommend Onet Codes for Job Recommend ONET codes for job
Classifications classifications

Administration Fundamentals
110 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Enable Skills Extraction for Job Skills extraction for job seekers
Seekers

Work Order

Work Order Default Final Rate on Work Order Supplier presented rate defaults
to Supplier Presented Rate as final rate

Work Order Estimated Additional Spend Estimated additional spend

Work Order Allow edits to Setup (Owner, Busi- Edit setup fields on unconfirmed
ness Unit, Site and Location) and work orders
Custom Fields on Unconfirmed
Work Orders

Work Order Enable Work Order Change Re- Work order change requests
quests

Work Order Enable Auto Activate Auto activate (contingent)

Work Order Show Cumulative Committed Cumulative committed spend

Spend for all Work Order on Job visible on job posting
Posting

Enable Restricted Work Order Restricted work order view

View

View Worker Tenure Worker tenure visibility

Worker Allow changes to Worker without Worker can be edited without a

Work Order Revision? work order revision

Worker Auto close Workers when Work Auto close worker when end date
Order end Date exceeds (# of exceeds (# of days)
days) ?

Suppress Worker Close Com- Worker close comments visibility

ments

Worker Allow extension to Worker dates Extend dates without a revision

without Work Order Revision

Worker Supplier can submit Time Sheet Supplier can submit time/ex-
and Expense Sheet for the Worker pense sheets for workers

Capture Effective Dates for Cost Capture effective dates for cost
Centers on Contingent Workers center on contingent workers

Master Worker Display Unique ID Information Unique ID is masked (value is al-

Record Masked (value is always stored ways stored encrypted)
encrypted)

Matches on Security ID Only and Combine attributes to create a

Unique ID Only Are Not Consid- strong match
ered Strong

Time Sheet Allow Time in Hundredths of Workers can enter hours in hun-
Hours on Time Sheet dredths

Time Sheet Allow Supplier to submit revised Suppliers can submit revised time
Time Sheet sheets

Administration Fundamentals
Company Structure INTERNAL – Authorized for SAP Customers and Partners 111
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Allow Time Entry Comments Time entry comments

Time Sheet Default SAP Fieldglass Time Re- Start day of time reporting de-
porting to Start Date faults to the work order start date

Time Sheet Time Sheet Frequency Time sheet frequency

Time Sheet Time Sheet No change

Time Sheet Time Sheet No change

No change

Time Sheet Time Sheet No change

8 day time sheet

Time Sheet Task Code custom fields in-line Task code customer fields are
with Task Codes on Time Sheets available on time sheets

Copy Task Code custom field val- Task code custom fields are cop-
ues from previous Time Sheet ied from previous time sheet

Allow Buyer To Edit the Time Buyer can edit time sheet during
Sheet during Approval approval

Suppress Time Entry Mobile App Do not show Time Entry mobile
announcement on Worker home app announcement to workers
page

Download Draft/Rejected Time Max number of weeks for Down-

Sheets Maximum load Draft/Rejected Time Sheets
search

Expense Sheet Allow Supplier Review on Expense Supplier review on expense

Sheet sheets

Allow Buyer to Edit the Expense Buyer can edit expense sheets
Sheet

Invoice Auto Invoice Type Auto invoice type

Invoice Max chars allowed in Invoice Invoice code max number of

Code characters

Auto Register Profile Worker Auto register profile worker

Allow Supplier to view Profile Supplier can view profile worker

Worker rejection comments rejection comments

Auto close Profile Worker when Auto close profile worker when
end date exceeds (# of days) end date exceeds (# of days)

Require Cost Center Cost center required on profile

workers

Profile Worker Default Close Date Profile worker default close date

Require Job Code Job code required on profile

workers

Disallow Supplier From Closing Prevent supplier from closing pro-

Profile Worker file workers

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112 INTERNAL – Authorized for SAP Customers and Partners Company Structure
 Former Company Configuration
Category Name Former Sub-configuration Name New Name

Integration Resubmit Time Sheet in Pend- Time Sheets can be resubmitted

ing Approval/Approved status via a time sheet revision upload
through Time Sheet upload with
revision

Integration Suppress Validation on TITO Time No validation on time in/time out

Sheet Upload in Time Sheet Upload

Integration Enforce Approval on Supplier Force approval on supplier side

Side Uploads uploads

Integration External Approvals Required for Supplier must accept/decline

Work Orders after Supplier Ac- work orders before external ap-
ceptance provals

Rest Pull and Push Date Format YYYY-MM-DD REST pull and push date format

Suppress Warning messages in Suppress warning messages in

Upload uploads

Reports Exclude Weekends and Holidays Exclude weekends and holidays

from cycle times

Reports Allow Buyer To Publish Report To Publish reports to suppliers

Supplier

Enable SAP SAP Fieldglass driven surveys

Fieldglass
driven Surveys

Visualizer Visualizer

Use People People View

View

Site Configura- Exclude Users from People View Exclude users from People View
tion

SAP Fieldglass SAP Fieldglass Manager Hub mo-

Manager Hub bile app Sub-config is missing.
Mobile App

Enable Qual- Qualtrics Experience Manage-

trics Experience ment
Management

3.3 Corporate Calendar

Corporate calendars indicate a company's recurring non-working days, such as weekends, and specific non-
working days, such as holidays.

SAP Fieldglass takes into the account the recurring non-working days and holidays on the appropriate
corporate calendar when it determines when activity items and milestones are due and when they should
be escalated. Non-working days that are specifically flagged are not counted in job posting distribution rule

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calculations. Holidays, weekends and other non-working days are not included when work item due dates and
escalation dates are calculated.

If the Exclude weekends and holidays from cycle times company configuration is enabled, recurring non-
working days and specific calendar dates are not counted when the Cycle Time field is included on a report.

If a company has multiple sites with different non-working days, multiple corporate calendars may be created
to accommodate those differences. Calendars may then be associated with individual sites.

When company calendars have been created and associated with their respective sites, non-working days will
be shaded on workers' time sheets. Workers may still enter time on these days, but they will receive a warning
asking them whether they want to proceed with entering time on a non-working day.

Through calculating the total number of working hours, the corporate calendar can be used to determine the
spend calculation for Contingent and Services on job postings, work orders, and SOW workers by the site
associated to the corporate calendar. This functionality is enabled by turning on the Use Corporate Calendar
for Spend Calculation company configuration. Note that for Job Posting templates, the Hours/Days for
Estimated and Committed Spend rule must be set to System Calculates in order for the Use Corporate
Calendar for Spend Calculation company configuration to take effect.

The corporate calendar affects the following items:

• Activity item due dates.

• Auto distribution of job postings.
• Non-working days on time sheets.
• Milestones

The corporate calendar does not affect the following items:

• Work item due dates and work item escalation dates.

• The calculation of estimated spend on job postings and work orders (except when the Use Corporate
Calendar for Spend Calculation company configuration is enabled).
• Monthly calculated rates. The system uses Monday - Friday as a standard work week, not the Corporate
Calendar (unless the Use Corporate Calendar for Spend Calculation company configuration is enabled).
• Alert and PMO Dashboard thresholds.

Corporate Calendar Field Definitions

Field Definition

Name The name of the calendar.

Description A brief explanation of the calendar's purpose.

Recurring Non-working Days The days of the week that are regular non-working day. For example, if Saturday and
Sunday are selected, weekends are non-working days.

Date Additional non-working holidays. For each holiday, enter the date, or click the calendar
icon in the Date column to select the day and year for the holiday being defined.

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 Field Definition

Description A description of the non-working holiday. Up to 50 characters are allowed.

Affects Distribution If Affects Distribution is selected, the non-working holiday should be excluded when
calculating whether defined thresholds for automatic distribution of a job posting have
been met.

3.4 Cost Center

Cost centers are used to allocate spend for temporary workers and track company budgets.

Cost centers are account-based and typically specify the data needed for invoice processing. They contain
specific budgets, task codes, expense codes, users, and workers. Cost center information propagates to work
orders, worker records, time sheets, expense sheets, and invoices. Every job posting and statement of work
must have at least one cost center, however spend can be allocated to multiple cost centers. If a job posting
is shared between cost centers, a percentage must be allocated to each cost center when the job posting is
created.

Business units, cost centers and sites are the foundational data elements in SAP Fieldglass. The combination
of these data elements controls user visibility and access to system and reporting data. Cost centers are
entities that contain specific budgets, task codes, expense codes, users, and workers. Unlike business units,
cost centers are not organized in a hierarchy (parent/child relationship structure).

Cost Center Considerations

The following information should be considered when working with cost centers.

Cost Center Implementation

If cost center owners are not needed for approvals or reporting, a default cost center owner can be created.

Cost Center Usage

When creating, viewing, or selecting cost centers, users must select a View setting to specify whether they
want to display Used or Unused cost centers. Unused cost centers have not been selected for use on any
documents. This View setting allows users to filter a potentially long list of cost centers. When creating a new
cost center, be sure to select the Unused view setting to locate the new cost center in the list view.

If the Account Category pick list is enabled for the buyer company, buyers can use the Account Category filter
in the Add or Remove Cost Centers modal. This filter displays cost centers based on their Account Category
value on the Cost Center Details page, which is populated from the Account Category pick list.

All SAP Fieldglass documents must have a related cost center. Documents can have multiple cost centers.

Cost Center Closure

Cost centers may be closed when they are no longer required. If the cost center is currently associated with
open items such as job postings or statements of work, each open item must be reassigned to another cost

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center before the current cost center can be closed. A reason code must be selected when a cost center is
closed.

Cost Center Field Definitions

Field Name Definition

Code A unique code for the cost center. The same code cannot be
used for more than one cost center. If a cost center is closed,
the cost center's code may be reused. Up to 200 characters
are allowed.

Users in a user role with the Administrative Permission,

Cost Center Manage , can edit the code. Changing a

code can negatively impact existing integrations. Up to 200
characters are allowed.

Name The name of the cost center. If desired, the cost center code
and name may be the same. The same name can be used for
more than one cost center.

Segmented Object Detail Displays when the company configuration, Enable

Segmented Object Detail Apply to Cost Center for
Contingent, Services, or Assignments is enabled. You
have the option to associate a predefined segmented object
detail to this cost center.

Description A brief explanation of the cost center's purpose. Up to 1000

characters are allowed.

Environment A secondary description of the cost center. Up to 500 char-

acters are allowed. This field is used by certain buyers to
assimilate the Branch Code from SAP.

Is it a Rebillable Cost Object? If Yes is selected, the Cost Allocation section is instantly
hidden from the supplier on job postings and SOW bids. If
Yes is selected for one cost center on a job posting or SOW
bid, all other cost centers are also then suppressed.

If No is selected, the Cost Allocation section is displayed.

Is it a Project Cost Center? If Yes is selected, the cost center has a start and end date.
A project cost center can only be assigned to a worker when
the start and end dates of the worker overlap at least one
day with the start and end date for the cost center.

If No is selected, the cost center does not have a start and

end date.

Project Cost Centers [page 122]

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 Field Name Definition

Project Cost Center Start Date For project cost centers, this is the date that the cost center
can begin to be used.

Project Cost Center End Date For project cost centers, this is the last date that the cost
center can be used. It cannot be the same as the start date.

Estimated Hours Usage For project cost centers, the number of hours that are ex-
pected to be billed to this cost center can be included. This
field does not affect any calculations; however, a report can
include this field.

Open to Associate? For project cost centers, this flag designates whether work-
ers are able to associate this cost center from the My Cost
Center List or if the worker needs to request that the cost
center owner do the association.

When Yes is selected, the cost center displays on the Asso-

ciate Cost Center to Worker modal when the worker selects
the Open to Associate view.

When No is selected, the cost center still displays on the As-

sociate Cost Center to Worker modal, but the worker must
select the Request to Associate view to use it.

Currency The currencies that are associated with this cost center.
Select Add to select currencies. The currencies that are
available are those that are associated to the company on
the Currency List page, which can be accessed by selecting
Currency under Financial Data in the Admin menu.

Multiple currencies can be added to a cost center. If more

than one currency is selected, multiple cost centers with the
same code and name are displayed in the Cost Center List
page. The Currency column displays the currency.

After a cost center has been created, additional currencies

can be added. However, existing currencies cannot be re-
moved from a cost center.

Owner The person who is responsible for maintaining this cost cen-
ter information. All active SAP Fieldglass users in the com-
pany are available for selection. The new cost center is auto-
matically associated to the cost center owner, and cannot be
unassociated while the user remains the cost center owner.

The cost center owner can be used to establish approval

routings and for reporting by the cost center owner.

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Field Name Definition

Legal Entities Association If Single is selected, only one legal entity can be assigned to
the cost center. This field only displays if the Enable Legal
Entity option is selected in the company configuration.

If Multiple is selected, multiple legal entities can be assigned

to the cost center. This option allows buyers to create docu-
ments such as job postings that use cost centers that are
associated to multiple legal entities. When this option is se-
lected, use the +Add or remove Legal Entities link to assign
legal entities to the cost center.

Legal Entity The legal entity for association with this cost center.

This field is displayed only if the Enable Legal Entity option

is selected in the company configuration.

Include All Task Codes If Yes is selected, all task codes are associated with this cost
center, and the task code entry under Cost Center on the
left side of the page displays (ALL) with no links or associa-
tions listed. If Yes is selected, you can select up to five task
codes that are used as default codes and are automatically
associated to work orders and workers who are assigned to
the cost center, but it is not necessary to do so.

If No is selected, task codes must be manually associated to

the cost center.

Include All Expense Codes If Yes is selected, all available expense codes are associated
with this cost center, and the expense code entry under Cost
Center on the left side of the page displays (ALL) with no
link or associations listed. If this check box is selected, you
can select up to five expense codes that are used as default
codes and are automatically associated to work orders and
workers who are assigned to the cost center, but it is not
necessary to do so.

If No is selected, expense codes must be manually associ-

ated to the cost center.

System ID Used to store the System ID of the ERP instance to which the
cost center is tied. This field is not displayed if a System ID
pick list has not been created.

Original Code Used to store the code the ERP instance uses for the cost
center. This field may be left blank if it is not needed to
support multiple ERP instances.

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 Field Name Definition

Account Category Used to store the account category on the cost center. This
field is not displayed unless an Account Category pick list
has been created. When this is used, the application assigns
a line item number to each cost center on a contingent
work order. Cost centers with the same account category are
given the same line item number. The cost centers are then
grouped on the work order based on the line item numbers.
One or more line item numbers display in the Accounting
section on the Work Order Details page with the list of cost
centers within each. This allows multiple cost centers to
be included on one invoice. Once an Account Category is
assigned to a Cost Center, it can't be changed.

Related Information

Cost Center Associations [page 119]

Project Cost Centers [page 122]

3.4.1 Cost Center Associations

Cost centers can be associated to different elements within the application.

Cost centers can be associated to:

• Budgets
• Expense codes
• Task codes
• Users
• Workers
• Legal Entity

Cost Center Associations

Unless otherwise noted in the table below, cost center associations are managed using the menu on the left
side of the page.

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 Additional information for removing
Additional information for associating an item from association with a se-
Data Element an item to a selected cost center lected cost center

Budgets Select the cost center to which you

want to associate a budget. In the Cost
Center section on the left side of the
page, select Budgets and then select
New. Enter the required information
about the new budget and select Add.

Each budget associated with the cost

center must apply a unique date range.

Expense Codes Newly associated expense codes may If an expense code is removed from as-
not be set automatically as an assigned sociation with a cost center, it may also
expense code on worker records, and be removed from the list of assigned
may need to be manually associated, if expense codes for that cost center. If
applicable. the expense code is reassociated to the
cost center, it may still need to be reas-
You may also assign expense codes to
signed on worker records, if applicable.
a worker, using the Cost Allocation tab
on the worker record.

Task Codes Newly associated task codes may not If a task code is removed from associa-
be set automatically as an assigned tions with a cost center, it may also be
task code on worker records, and may removed from the list of assigned task
need to be manually associated, if ap- codes for that cost center for workers.
plicable. If the task code is reassociated to the
cost center, it may still need to be reas-
You may also assign task codes to a
signed on the worker record, if applica-
worker, using the Cost Allocation tab
ble.
on the worker record.

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 Additional information for removing
Additional information for associating an item from association with a se-
Data Element an item to a selected cost center lected cost center

Users You can associate cost centers to users Cost center associations cannot be re-
who have their user access for cost moved if a user's access is set to All.
centers set to Add or Build on their
To change the user’s associations to
user profile.
cost centers, edit the user and specify
Users who have their user access for Build or Add for the user’s access to
cost centers set to All on their user pro- cost centers, change the user's default
file are automatically associated to all cost center, or remove the user as the
cost centers. cost center owner.

When you create a cost center, an Users with the Administrator user role
owner is required. The cost center always have access to all cost centers,
owner is automatically associated with and therefore their access cannot be
the cost center. changed to Build or Add.

When you create a user, a default cost The following users cannot be removed
center may be selected. Users are auto- from association with a cost center:
matically associated with their default
• Users who have the selected cost
cost center.
center as their default cost center
• The cost center owner
• Users who are listed as a worker's
supervisor for the cost center
• Current or previous job posting
owners
• Payment terms owners

Workers You can also associate a worker to You can also select Unassign Cost
Center on the Cost Allocation tab on
cost centers by selecting Actions on
the worker record.
the Worker page and selecting Cost
Center Management from the drop-
down menu.

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 Additional information for removing
Additional information for associating an item from association with a se-
Data Element an item to a selected cost center lected cost center

Legal Entity Cost centers can be associated to one Legal entities can be removed by editing
or more legal entities. The options are the cost center.
Single, Multiple, or All. Selecting None
prohibits the association of any legal
• Selecting None removes the asso-

entity. ciation of all legal entities.

• If the Single option is selected, a
• If the Single option is selected
legal entity can be removed from a
when creating or editing the site,
cost center by changing the selec-
the association is made by choos-
tion in the Legal Entity field.
ing the desired legal entity in the
Legal Entity dropdown field.
• If the Multiple option is selected,
use the sidebar to select Legal
• If Multiple is selected when creat-
Entity. Deselect the legal entities
ing or editing the site, complete
and choose Update.
the details of the site, then use the

sidebar to select Legal Entity

Associate . In the displayed win-

dow, choose the desired legal enti-
ties and select Associate.
• Selection of the All option when
creating or editing the site asso-
ciates all the available legal enti-
ties.

3.4.2 Project Cost Centers

In addition to standard cost center functionality, validations occur using Project Cost Centers based on Project
Cost Center dates and associations between Project Cost Centers and workers.

Some buyers use cost centers in SAP Fieldglass to track and monitor spend for specific projects with defined
dates. Users have the option to define a Project Cost Center with a start and end date. Associated workers are
able to use the cost center on their time sheets during its defined date range.

 Note

Project cost centers can be used for contingent, profile worker, statements of work, and decision forms.

This functionality is also available when the company configuration Require GLA Allocation on Job Posting
and Statements of Work is enabled.

Using Project Cost Centers

Once a Project Cost Center is created, it can be used similar to other cost centers. One difference is that
validations occur based on the Project Cost Center dates. The validation occurs when buyers (with appropriate
permission) associate a Project Cost Center to a worker.

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Worker Assigns Cost Center via My Cost Center
Project Cost Centers have a flag that designates whether workers are able to associate this cost center from
the My Cost Center List or if the worker needs to request that the cost center owner do the association.
Workers can view both cost centers that can be associated and those that require the worker to request
association from the My Cost Center List by changing the View from Open to Associate to Request to
Associate.

When the job posting or SOW/RFX template flag, Disallow approval of Time Sheet/ Expense Sheet/ Invoice
when Committed Spend is Exceeded for Cost Center, is enabled, workers created from such a document
cannot associate or request to associate Project Cost Centers. However, a buyer is able to add Project Cost
Centers to this type of document.

Additional Considerations:
• A Project Cost Center can be closed the same way a non-project cost center is closed. If it is expired, it
cannot be used.
• When a Project Cost Center expires, it remains on the record unless a buyer manually removes it. It cannot
be used but is still listed.
• If the Deductions field is used on time sheets, all Project Cost Centers associated to the worker are
available in the list even if the date is no longer valid and the worker is able to select an expired cost center
for a deduction. This only affects reporting not accounting.
• If the existing company configuration, Allow manage Cost Center on creation of Work Order and Work
Order Revision for Contingent Workers only, is disabled, a buyer is not able to add cost centers during a
work order or work order revision. Since the application does not allow a work order to be created if there is
not a valid cost center on it, there could be a situation where the user would be blocked from creating the
work order. They would be forced to either abandon the work order or move the work order start date so it
overlaps with the Project Cost Center.
• When the Replace Worker action is taken, the application copies the cost centers from the original job
posting. If the Project Cost Center is expired, the user cannot replace the worker. This behavior is similar to
when a cost center is closed.
• The existing company configuration, Allow Workers Access to all Cost Centers and Task Codes, and submit
Time Sheets through the UI (can be updated on Worker only), only controls non-Project Cost Centers. It
does not have any effect on Project Cost Centers. The ability of a worker to associate Project Cost Centers
is tied to the flag, Open to Associate?, on Project Cost Centers.
• It is recommended that the company configuration Changes to statement of work cost centers are
inherited by SOW line items in Pending Approval, Approved, Rejected, and Approval Paused statuses is
enabled. If this rule is not enabled, a line item with an invalid cost center may never get approved. Any
changes to the cost center made through an SOW revision does not reflect on this pending line item.
• When renewing or copying an SOW, the cost centers from the original SOW are included on the new SOW.
There must be at least one valid cost center on the new document or an error displays.

3.5 Labor Type

Labor types are clusters of the most common job types that have been determined using industry-wide
standards.

Labor types are defaulted in the SAP Fieldglass application and cannot be changed. A labor type is selected for
each job posting or template. Labor types can be associated to specific users in a supplier company to ensure

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that job postings are routed to the correct person at the company. Job postings are routed to supplier users
based on the labor type selected.

You may only select invoice billing schedules that have a Scope of Labor Type. You can see the Scope of the
invoice billing schedule in the Scope field on the invoice billing schedule record.

If the check box next to a custom field is dimmed, it has been associated to all active labor types and cannot
be removed. To change the custom field associations, edit the custom field and clear the Affects all Active
Business Units check box. You can then manually associate the custom field to the desired business units.

Activity checklists and offboarding activity checklists can be associated with labor types when activity
checklists and offboarding activity checklists are created.

Labor types can be associated to:

• Invoice billing schedules

• Custom fields
• Activity checklists and offboarding activity checklists

The following labor types are available for selection in SAP Fieldglass:

• Admin/Clerical
• Accounting/Finance
• Scientific
• Industrial
• Healthcare
• Technical
• Creative
• Business Professional
• Food Service

3.6 Legal Entity

Legal entities are used to establish relationships between various data elements (including business units,
sites, cost centers, users, task codes, and expense codes) in order to create valid combinations during data
entry.

Legal entity relationships can be used to support multiple requirements such as limiting the values that can be
used on documents or for SOW invoice processing. Relationships between elements are created by associating
each related item to the same legal entity. The legal entity functionality can be used to:

• Validate business unit, cost center, and site combinations.

• Limit task and expense codes available for workers on time sheets and expense sheets.
• Allow suppliers to create SOW invoices using a single invoice tax information code, regardless of site.
• Capture a buyer's bill to address and tax information.
• Include purchase unit to drive approvals for transactions.

To use legal entities, the Enable Legal Entity company configuration must be enabled and a validation method
must be selected for business unit, cost center, and site. The option selected for Contingent will also be used

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for statements of work and profile workers. Additional configuration options allow you to opt out of using Legal
Entity for services and profile workers.

 Note

There is an option for no validation to take place, however legal entities must be still created and assigned
to business units, cost centers, sites, and users. If not, there will be no business units, cost centers, or sites
available when a user creates a document.

To validate the association of business unit, site, cost center, and primary supervisor by limiting them
to the legal entities associated to the user, enable the Company Configuration Enhanced Legal Entity
Validation. When creating any document in SAP Fieldglass, the logged-in user is restricted to their legal entity
associations.

1. Under Services, Apply the same Legal Entity validation used for Contingent is automatically set, and
under Profile Worker, Apply the same Legal Entity validation used for Contingent is automatically set.
2. Set User Access to Cost Centers to Add or All.
3. Set User Access to Business Units to Add or All.
4. Set User Access to Sites to Add or All.

Users with appropriate user role permissions can edit legal entity definitions, however only the name and
description can be changed. Legal entities can be permanently deleted if they are not associated to any
objects. All associations must be removed prior to deleting a legal entity.

• When the legal entity association with business units, cost centers, and sites, are added or deleted, users
with the same combination also gain or lose the association.
• The legal entity association can also be changed in the User, Business Unit, Site, and Cost Center
administration object screens.

In addition to editing and deleting legal entities, users with permission can edit or remove legal entities from
foundational data objects. A legal entity can be changed on the linked foundational data objects by editing
those objects and selecting a new legal entity from the drop down. It can also be removed from a linked object
by selecting the blank value in the drop down. If the legal entity is removed from a linked object, the object will
no longer be available for selection on job postings, decision forms, and work orders as long as the Enable Legal
Entity company configuration option is enabled. This includes task and expense codes if this functionality is
being used.

To create a legal entity, select New and enter a unique Code, a Name, and an optional Description.

If your company is integrating with external systems, the fields listed in the table below may also display.

Field Description

System ID This field is used when your company is configured to integrate with ERP platforms where
master data from a source system is sent to SAP Fieldglass. It identifies the master data
elements that are tied to your company's legal entities, business units, cost centers, sites,
task codes, and expense codes. It displays when a System ID custom field pick list has
been created.

Ariba Realm ID This field is used when your company is configured to integrate with SAP Ariba. It identifies
a legal entity's associated realm within SAP Ariba. It displays when an Ariba Realm ID
custom field pick list has been created and is required for the integration.

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Field Description

Buyer ANID This field is used with when your company is configured to integrate with SAP Ariba. It
identifies the Ariba network ID. It displays when a Buyer ANID custom field pick list has
been created and is required for the integration.

Original Code This field is used when your company is configured to integrate with ERP platforms where
master data is passed to and from SAP Fieldglass. It identifies the code used by the ERP
system for your company's legal entities, business units, cost centers, sites, task codes,
and expense codes.

Purchase Unit This field is used by some external systems to capture a controlling financial entity for
transactions that use an associated legal entity. It is available when the Enable Purchase
Unit company configuration is activated. Purchase Unit admin objects must be created to
allow the association to legal entities.

3.6.1 Legal Entity Associations

Legal entities must be associated to all business units, cost centers, sites, and users for those elements to be
available when creating documents.

To create the associations, open the object and select the type of Legal Entity Association. Options are None,
Single, Multiple, or All. For a single legal entity association, select the Legal Entity during creation of the object.
Legal entities must be associated using the left-hand associations after the object is added. The association
type and the legal entities can be edited as needed.

Users must also be associated to legal entities. This association limits the business unit, cost center, and site
combinations that can be selected on job postings, decision forms, and work orders. The user that creates the
legal entity is automatically associated to it. If a user is associated to a business unit, cost center, and site on
their user profile, but is not associated to the legal entity being used to link the objects, the objects will not be
available to the user. Users can be associated to one or multiple legal entities. Use the left-hand associations
to associate users to legal entities after the user is created. To associate a user to all legal entities, enable the
Access to all Legal Entities option on the user's profile.

Legal entities only affect document creation, revisions, and edits. Visibility to those documents is not impacted
by the legal entity. Visibility settings are determined by the user’s business unit, cost center, and site
associations as well as user role view settings. When a user is creating documents on behalf of another user,
the application is based on the document owner’s legal entity association and visibility settings. However, if
the owner's visibility is set to Add for business units, cost centers, and / or sites, those objects must also be
associated to the owner on their user profile.

The following additional legal entity associations can be made to support other features and functionality:

• Task and Expense Codes - supports functionality that limits the task and expense codes available for
workers to select on time sheets.
• Invoice Locations - supports functionality that allows suppliers to create SOW invoices by tax location
instead of site.
• Activity Checklists - supports functionality that routes activity items to the appropriate records based on
legal entity.
• Custom Fields - supports driving SAP Fieldglass workflows with legal entities. If Affects all Active Legal
Entities is set to Yes on a custom field, the custom field is automatically associated to all active legal
entities.

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When the Company Configuration Enhanced Legal Entity Validation is enabled:

• Selection of the Default Legal Entity is required when adding a new user. The selections available in the
Primary Business Unit, Default Cost Center, Primary Supervisor, Default Site, and User Access fields are
associated to the chosen Default Legal Entity.
• Once the new user is added, they are associated to the chosen Primary Business Unit, Default Cost Center,
Primary Supervisor, Default Site, and User Access of the selected Default Legal Entity.

3.6.2 Removing Legal Entity with Associations

Buyers can remove legal entities that are associated to business units, cost centers, and sites, even when the
Legal Entity Association flag is set to All.

When you have all of one type of admin object associated with all your legal entities (example: all cost centers
associated with all legal entities), a simple way of removing specific admin object associations from the legal
entities is available.

You can use removal functionality for admin objects that are associated to legal entities with None, Single, or
Multiple associations (for business units, cost centers, and sites) or Default Legal Entity (for users). The legal
entity cannot be removed until the association to business units, cost centers, sites, users, templates, task
codes, expense codes, or approval groups are removed, as the system validates.

To remove legal entities set to All (for business units, cost centers, and sites), there is not a validation check.

Removing a Legal Entity

To remove associations by deleting the legal entity:

1. From the Admin Configuration menu, select Legal Entity.

2. From the Legal Entity List, select the legal entity that you want to remove.
3. Choose Remove.
A confirmation dialog displays.
4. Choose OK.

 Note

To prevent errors, active documents referencing a removed legal entity must be reassigned to a different
legal entity, or closed and re-created. When working with existing documents, and the legal entity
association has been removed, an error message displays: The selected legal entity is unavailable.
Choose another legal entity.

Removing Legal Entity Associations to Individual Admin Objects

To remove the legal entity association by removing the admin object:

1. From the Admin Configuration menu, select Legal Entity.

2. From the Legal Entity List, select the legal entity that you want to remove the association.
3. Choose the Legal Entity tile for Business Units, Cost Centers, Sites, or User.
4. Select the individual admin object that you want to remove the association.
The Details page for the admin object is displayed.
5. Choose Edit.

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6. Change the Legal Entity Association from All to None, Single, or Multiple (for business units, cost centers,
and sites).
7. Choose OK.

 Note

If Multiple is selected, you may receive error messages reminding you to set legal entity associations
from the changed admin object (business unit, cost center, or site). After saving the admin object,
select the Legal Entity tile and add the desired legal entity.

3.7 Location

A location defines more specific information about a site (for example, street address, or floor number).
Locations allow you to capture this information without having to configure rates and supplier associations for
numerous similar sites.

The use of locations in SAP Fieldglass is optional. When a site is created, SAP Fieldglass automatically creates
a default location with the same code and name as the site. If no additional locations are added, SAP Fieldglass
defaults this location with the site and no action is required by users. However, if additional locations are added
to a site, users will be required to select a location after selecting a site on a document, such as a job posting. A
site may have as many locations as needed, but locations can only be associated to one site.

Additional Information

• Locations can be uploaded to SAP Fieldglass from within the Location admin object list view.
• Users are not directly associated to locations. Instead, they have access to all the locations for the sites too
which they are associated.
• Locations can be closed even if they are linked to active job postings, statements of work, or workers, and
no warning displays. If a location is the only location associated to an active site, that location cannot be
closed.
• Only one activity checklist and offboarding activity checklist with a scope of Location can be associated to
a location. Multiple activity checklists with a scope of Locations and Labor Types or Locations and SOW
Worker Roles can be associated to a location.

Location Field Definitions

Field Name Definition

Code A unique code for the location. The same code cannot be used for more than one location. A
code can be reused if a location is closed.

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 Field Name Definition

Name The name of the location. If desired, the location Code and Name may be the same. The
same name can be used for more than one location.

The name of a location can be changed after the location is created. This is true even for the
default location that is created when a site is created.

Description A brief description of the location.

Site The site with which this location is associated. This field is required. Only active sites are
displayed as options.

Every site must have at least one location. When editing the default location that was created
when a site was created, the site cannot be changed if no additional locations are associated
to the site. The site for the default location can be changed if additional locations are created
and associated to the site.

Site Association This field is available when the Allow Multiple Locations company configuration is enabled.

Buyer administrators can configure locations to be associated to multiple sites by selecting

the appropriate site association option:

• Single: Only the selected site from the site dropdown field is associated to the new
location.
• Multiple: The selected site from the site dropdown field is associated to the new loca-
tion, and all other existing sites can also be associated to the new location.
• All: The selected site from the site dropdown field is associated to the new location, and
all remaining sites are associated once the location is created. Additionally, when new
sites are created, they're automatically associated to the new location.
For more information on using multiple locations on documents, see

Address 1 and Address 2, The details of where the location is located.

City, State/Province, Coun-
try, and ZIP/Postal Code

3.8 Purchase Unit

A purchase unit can be used as a data point for back-end integrations to pass information that may drive
approvals and other decisions.

In some scenarios, a purchase unit may be the controlling financial entity that determines what cost centers
and bill-to parties can be used on a document.

To use purchase units, the Legal Entity and Purchase Unit company configurations must be enabled. To create
a purchase unit, click New and enter a unique Code, a Name, and an optional Description. Once created,
purchase units can be associated to legal entities on the legal entity definition.

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3.9 Site

Sites are used to track workers, set invoice adjustments (such as taxes), group activity items, and structure
rates.

Each site can be configured to reflect local conditions, including the calendar, local taxes, supplier companies,
rate and markup information for specific jobs, and invoice billing schedules. Sites can be used in conjunction
with locations to track more detailed information about the physical location of workers, such as a street
address or floor number. When a site is created, the address is used to create a work location that is
automatically associated to the site.

Sites should be configured at the highest level possible to manage user visibility, supplier distribution, and rate
card entries. Locations can be created and associated to sites if more detailed information, such as physical
address or cubicle number is needed. This approach helps maintain rate information and reduce the number of
rate cards needed. Activity checklists can be associated to locations.

The Site list view allows you to view sites in the List format or in the Tree format. Use the tree format to view
sites within their hierarchical structure.

To create a site, enter a unique Code and a Name for the site. The table below describes additional fields
needed to continue to create the site.

Site Field Definitions

Field Definition

Currency Select the currencies that should be associated with the site. Currencies available to be
selected are those that are enabled in the Currency admin object. One or multiple cur-
rencies can be selected. If multiple currencies are used each site/currency combination
is listed in the Site list view.

Once the site is saved, the original currencies cannot be removed, however additional
currencies can be added and removed as needed.

Selectable Site If Yes is selected, the site is selectable in the application.

If No is selected, the site is not displayed in a site list for transactional purposes. The
site is only used as an association to support hierarchy logic. This option can be used if
the company wants to group sites under a specific label, but does not want that label to
be a site that can be used in the application as a transactional site. For example, sites
could be grouped by region. West could be tagged as not selectable, but be used as the
Parent Site for the California, Utah, and Colorado sites.

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 Field Definition

Parent Site Each site must have a parent site, which is used to create the site hierarchical structure
and apply site configurations. Any site can be a parent site. A site can be a child of one
site and a parent to another site. There is no limit to the number of levels in the site
hierarchy - it depends on the company's needs.

The Parent Site list contains the company code as a site code. This is not a transac-
tional site but is the highest level in the hierarchical structure. If it is selected, the new
site is placed at that level.

If a site meets the following criteria, it is not displayed in the dropdown list. All other
sites are displayed.

• It is a closed site; only open sites are displayed.

• It is the current site being created or edited.
• It is a child site of the current site being created or edited.

Corporate Calendar The corporate calendar for the site.

Legal Entity Association If the company uses legal entity, this field displays. Select an option:

• None - No legal entity is associated to this site.

• Single - One legal entity is associated to this site.
• Multiple - Several legal entities are associated to this site.
• All - All legal entities are associated to this site.

Legal Entity If Single was selected in the previous field, the legal entity is selected. If Multiple was
selected, the legal enties are associated after the site is created.

Hours per Day The number of work hours per day for a normal day at the site. The hours entered
here will default on job postings created for this site. If this field is left blank, the
default hours per day defined on the company configuration will default on job postings
created for this site.

Hours must be between 1 and 24. A number with up to two decimal places may be used.

Hours per Week The number of work hours per week for a normal week at the site. The hours entered
here will default on job postings created for this site. If this field is left blank, the default
hours per week defined on the company configuration will default on job postings
created for this site.

Hours must be between 1 and 168 (24 multiplied by 7). A number with up to two
decimal places may be used.

Description A brief description of the site. Up to 100 characters may be used.

Address fields Enter the address information for the site. State/Province, ZIP/Postal Code, and Coun-
try are required.

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Field Definition

Market Type The market type to which this site should be associated. This field only displays if the
Rate Guidance company configuration is enabled.

The market type options are A, B, C, D. Refer to the Info text for this field in the
application for more information.

Invoice Tax Information Required If Yes is selected, invoice tax information is required for this site.

Invoice Tax Information Code If the Invoice Tax Information Required check box is selected, select the invoice tax
information code for the site.

Allow Candidate Anonymity for If Yes is selected, the job seeker's name is withheld when a job posting is associated to
Contingent this site. When this flag is enabled for a site, Name Withheld is displayed instead of the
job seeker's name.

System ID Used to store the System ID of the ERP instance to which the site is tied. This field is not
displayed if a System ID pick list has not been created.

Original Code Used to store the code the ERP instance uses for the site. This field may be left blank if
it is not needed to support multiple ERP instances.

3.9.1 Site Associations

Various objects can be associated to a site. Use the area on the left of the Site Details page to manage
associations.

Users Users who have their user access for sites set Site associations cannot be removed if a us-
to All on their user profile will be automatically er's access is set to All or if the selected site
associated to all sites. is set as the user's default site.

When you create a user, a default site may be To change the user’s associations to sites,
selected. Users will automatically be associated edit the user and specify Build or Add for the
with their default site. user’s access to sites or change the user's
default site.

Users with the Administrator user role always

have access to all sites, and therefore their
access cannot be changed to Build or Add.

Activity Checklist Only one activity checklist with a scope of Site

can be associated to a site. Multiple activity
checklists with a scope of Sites and Labor Types
or Sites and SOW Worker Roles can be associ-
ated to a site.

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 Offboarding Activity Only one offboarding activity checklist with a
Checklist scope of Site can be associated to a site. Multi-
ple offboarding activity checklists with a scope
of Sites and Labor Types or Sites and SOW
Worker Roles can be associated to a site .

Suppliers

Invoice Billing Schedules Only invoice billing schedules defined with a

Scope of Site are available for association.

Location You may view the locations that are associated To remove a location's association with a site,
with a selected site by using the menu on the edit the location and update the Site field.
left side of the page. However, you cannot update
Locations that were automatically created
this list.
when the site was created cannot be edited
To associate a location with the selected site, edit to remove that site association.
the location and update the Site field.

Custom Fields If Affect all Active Sites is set to Yes on a cus- If the check box next to a custom field is
tom field, the custom field is automatically asso- dimmed, Affects all Active Sites is set to Yes
ciated to all active sites. on the custom field. To change this, edit the
custom field and clear the Affects all Active
Sites check box. Manually associate the cus-
tom field with the desired business units.

Invoice Adjustments The SAP Fieldglass default invoice adjustment The default Invoice adjustment cannot be un-
Site Tax is automatically associated to every site. associated from a site.
Any new invoice adjustments must be associated
To update an invoice adjustment value for the
using the Site Override List on the adjustment.
site, edit the Site Override List on the invoice
You can view the invoice adjustments that are as- adjustment using Invoice Adjustment under
sociated with a selected site by using the menu Financial Data in the Admin menu.
on the left side of the page. However, you cannot
update this list.

If a site should have an invoice adjustment value

that differs from the invoice adjustment default
value, edit the invoice adjustment and add the
site to the invoice adjustment Site Override List.

Corporate Calendar Sites can be associated to only one corporate A corporate calendar can be removed from
calendar. This association is made by selecting a site by editing the site and removing the
the desired calendar in the Corporate Calendar selection from the Corporate Calendar field.
field when creating or editing a site.

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Legal Entity Sites can be associated to one or more legal en- Legal entities can be removed by editing the
tities. The options are single, multiple, or all. site.
Selecting none prohibits the association of any
• Selecting none removes the association
legal entity. of all legal entities.
• If the Single option is selected when cre- • If the Single option is selected, a legal
ating or editing the site, the association is entity can be removed from a business
made by choosing the desired legal entity in unit by changing the selection in the
the Legal Entity dropdown field. Legal Entity field.
• If Multiple is selected when creating or ed- • If the Multiple option is selected, use
iting the site, complete the details of the the sidebar to select Legal Entity. Dese-
site, then use the sidebar to select Legal lect the legal entities and click Update.
Entity > Associate. In the displayed window,
choose the desired legal entities and click
Associate.
• Selection of the All option when creating or
editing the site associates all the available
legal entities.

Invoice Tax Information Sites can only be associated to only one invoice An invoice tax information code can be re-
Code tax information code. This association is made moved from a site by editing the site and
by selecting the desired invoice tax information removing the selection from the Invoice Tax
code in the Invoice Tax Information Code field Information Code field.
when creating or editing a site.

3.9.2 Site Configuration

There are certain company configurations that are set at the site level rather than the company level. During
company setup, the site configurations are set but they may be able to be edited by the buyer on the site admin
object.

When viewing the details page for a site, depending on your permissions, the button, Edit Configuration,
displays. You can configure certain configurations specifically for a site. The columns on the site configuration
table are set up in the following way:

• Enable? - If the checkbox is selected, the configuration is enabled for this site. A configuration may be
disabled if it is not locked at the parent level. A configuration that is disabled at the parent level may not be
enabled at the child level. If a change is made to a parent site, the change is not applied to the associated
child sites unless the change locks the configuration. In this way, if a child site has been edited to have a
different setting than the parent site, the change is not lost.
• Lock Values - If the checkbox is selected, the configuration value applies to any child sites. The
configuration can be unlocked at the site level if the configuration is enabled and unlocked at the parent
site. If the configuration is locked at the parent site or at the company level, the configuration cannot be
unlocked at the site level. If a child site has been edited to lock a value but the parent site only has the value
enabled and a user tries to disable the value on the parent site, an error displays and the user must first go
to the child site and remove the locked flag.
• Main Configuration/Sub Configuration - The name of the configuration.
• Default Value - If you want the selected value to default on documents, select this checkbox.

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 • Labor Types - A site configuration may be enabled for All or only for specified labor types.

Configuring Your Sites

Reason Changes made in the Site Configuration section require a reason. These reasons are
saved separately from the reasons for the overall Company Configuration.

Enable Worker Contract If this option is selected, suppliers will be required to attach a worker contract when
accepting a contingent work order.

The supplier must use the action on the milestone to punch out to TrustSeed and sign
the document as the first step in the workflow.

If this option is enabled, the Can Electronically Sign Contract flag on the user profile
must be enabled. Coordinators must also be configured to support the validation proc-
ess, which occurs prior to the buyer signing the contract. The company configuration
option Does Buyer have MSP? or Prevent non-coordinator users from viewing job
seekers must be enabled to allow Enable Contract Workflow to be selected.

Enable Buyer Defined Contract If this option is selected, provides the ability to auto-generate a customizable and
region-specific PDF contract. This contract is based on SAP Fieldglass data, can be
easily printed, and supports a controlled signature workflow. The contract is stored in
SAP Fieldglass on the related work order.

A contract template (XSL) must also be selected to use this feature. SAP Fieldglass
has a generic template; however, buyers can use their own customized templates.
A different contract template can be used per site. Each contract template must be
loaded by SAP Fieldglass.

Buyer Defined Contract Language The language of the contract can be defined at the site level. If no language is defined,
the contract is generated in the language of the work order or work order revision
creator at the time it is submitted.

Enable Supplier Defined Contract If this option is selected, the contract is defined by the supplier.

Enable Bulk Esignature If this option is selected, contracts can be electronically signed in bulk through SAP
Fieldglass. When this option is enabled, the Pending Work Order Contracts list view is
displayed. Users can use this list to navigate to and bulk sign contracts.

Time Sheet - Contingent

The option(s) selected in this section determine the type of time sheet(s) that is used
by the buyer company for contingent workers. Select all that apply.

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Time In/Time Out If this option is enabled, contingent workers will enter the time they started and ended
each day. Meal break times are also captured on the TITO time sheet. The total hours
worked each day is automatically calculated based on the start and end times. The
hours must be allocated to a cost center, task code, and rate category.

The total hours worked must match the hours allocated against the cost centers,
task codes, and rate categories for each day unless the Suppress Validation on TITO
company configuration option is enabled.

To ensure compliance with various state regulations for worker meal periods, the TITO
time sheet supports the option to track 1 Meal Break or 3 Meal Breaks. A meal break
option must be selected if TITO time sheets are enabled.

If this option is enabled but not locked, this rule can be modified on the job posting
template, job posting, and work order.

Standard If this option is enabled, contingent workers will enter the total number of hours worked
or units completed in a day on their time sheets. The hours/units must be allocated to a
cost center, task code, and rate category. Workers will not enter the time they started or
the time they ended their day. Standard time sheets support hourly, daily, and monthly
rates.

For example, if the workers started at 8:00 am and ended at 5:00 pm and took a
one-hour lunch break, the worker will enter 8 hours for that day. If the worker worked
eight and a half hours, the worker would enter 8.5 hours for that day.

If Rate Schedule Time Sheet Entry is set to Hours and Minutes instead of Number and
Decimal, the worker would enter the Hours and Minutes on the time sheet.

If this option is enabled but not locked, this rule can be modified on the job posting
template, job posting, and work order.

No Time Sheets If this option is enabled, time sheets will not be created, but contingent workers may
still be able to create expense sheets. If this option is enabled but not locked, this rule
can be modified on the job posting template, job posting, and work order.

 Note
If the buyer requires that time be uploaded via an integration or manually, the
worker record requires a Time Sheet Type of either Standard or Time In/Time Out.
If a worker should not access SAP Fieldglass to enter time, the buyer may choose
to auto register the worker or specify on the job posting template that the worker
should not be allowed to enter time through the user interface.

Time Sheet - Services

The option(s) selected in this section determine the type of time sheet(s) that will be
used by the buyer company for SOW workers. Select all that apply.

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Time In/Time Out If this option is enabled, SOW workers will enter the time they started and ended each
day. Meal break times are also captured on the TITO time sheet. The total hours worked
each day is automatically calculated based on the start and end times. The hours must
be allocated to a cost center, task code, and rate category.

The total hours worked must match the hours allocated against the cost centers,
task codes, and rate categories for each day unless the Suppress Validation on TITO
company configuration option is enabled.

To ensure compliance with various state regulations for worker meal periods, the TITO
time sheet supports the option to track 1 Meal Break or 3 Meal Breaks. A meal break
option must be selected if TITO time sheets are enabled.

If this option is enabled but not locked, this rule can be modified on the SOW template,
SOW, and work order.

Standard If this option is enabled, SOW workers will enter the total number of hours worked or
units completed in a day on their time sheets. The hours/units must be allocated to a
cost center, task code, and rate category. Workers will not enter the time they started or
the time they ended their day. Standard time sheets support hourly, daily, and monthly
rates.

For example, if the workers started at 8:00 am and ended at 5:00 pm and took a
one-hour lunch break, the worker will enter 8 hours for that day. If the worker worked
eight and a half hours, the worker would enter 8.5 hours for that day.

If Rate Schedule Time Sheet Entry is set to Hours and Minutes instead of Number and
Decimal, the worker would enter the Hours and Minutes on the time sheet.

If this option is enabled but not locked, this rule can be modified on the SOW template,
SOW, and work order.

No Time Sheets If this option is enabled, time sheets will not be created, but SOW workers may still be
able to create expense sheets. If this option is enabled but not locked, this rule can be
modified on the SOW template, SOW, and work order.

 Note
If the buyer requires that time be uploaded via an integration or manually, the
worker record requires a Time Sheet Type of either Standard or Time In/Time Out.
If a worker should not access SAP Fieldglass to enter time, the buyer may choose
to auto register the worker or specify on the job posting template that the worker
should not be allowed to enter time through the user interface.

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Suppress Worker Personal Details If this option is enabled, the worker's personal details section will be suppressed from
(does not include Profile Workers) buyer users. This rule is effective for contingent and SOW workers, but not for profile
workers.

If this option is enabled, the Personal Information section on the Details tab of the
worker record will be grayed out. The Personal Information section contains worker
details such as username, email, phone number, and address. In addition to not being
visible to buyer users through the user interface, the personal information is not report-
able.

If this rule is enabled after worker data is already in the system and not originally
suppressed, reports with worker information will not run because worker fields will
no longer be reportable and will error out. Also, check client-scheduled reports to
determine if there will be any issues due to worker data fields.

Allow Profile Picture If this option is selected, the supplier can include a picture of the job seeker when
submitting them to a job posting.

Tax Guidance Allows the buyer to determine the taxes for a transaction based on multiple factors
including, but not limited to, the location of the service and supplier, type of work being
performed, and the buyer's legal entity.

Tax Management This option determines whether the returned adjustments from the Tax Guidance fea-
ture can be edited by suppliers.

• If Edits allowed is selected, supplier users with Financial permissions may edit the
adjustment value, tax code, and withholding details. They can also remove lookup
invoice adjustments.
• If No edits allowed is selected, supplier users cannot edit invoice adjustments.
• If No edits allowed with Tax Change Request is selected, no edits are allowed
to invoice adjustments; however, supplier users can use the Request Tax Change
action, which allows them to initiate Tax Change Requests for work orders, work
order revisions, and workers. The Tax Change Request function is not available for
statement of work.

Enable Tax Effective On Invoice If this option is enabled, the Invoice Submit Date is used when determining which
Submit Date (Contingent) confirmed work order adjustments apply to the invoice record.

Enable Tax Effective On Invoice If this option is enabled, the Invoice Submit Date is used when determining which
Submit Date (Services) invoice adjustments apply to the invoice record.

Allow Background Check Waiver If this option is enabled, buyers can choose to select job seekers for hire even if they do
Result not pass the background check.

Enable Tax Effective On Invoice If this option is enabled, the Invoice Submit Date is referenced against the Tax Guidance
Submit Date (Services) table’s effective key date to determine which invoice adjustment(s) apply to the invoice.

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 Enable Worker Management Re- If this option is enabled, Worker Management Record documents can be generated
cord for workers who are associated with this site. After enabling this configuration, an xxx
for Worker Management Record documents must be uploaded in SAP Fieldglass. In
addition, Worker Management Record must be enabled at the site level for sites using
the feature. Leave the dropdown field blank (templates are set by the buyer at the site
level).

 Note
When configuring an individual site, choose the template to use for the site (one
XSL template can be used per site). A template selection is required.

Enable SOW Worker Management Enabling this option enables the 'Generate Management Record' option on SOW Worker
Record records. This site configuration must still be enabled at the site level for sites using the
feature. Additionally, a SOW Worker Management XSL template must be created and
associated to the site.

Worker Management Record Lan- This field specifies the language in which the Worker Management Record document is
guage generated at a company level. Languages can also be selected for specific sites at the
site level.

Enable Background Check If this option is enabled, background checks are enabled. Select the company that the
customer will be using to perform background checks.

The background check integration allows a company to incorporate a background

check into the SAP Fieldglass hiring process workflow. This multi-step process involves
sending and receiving information between the SAP Fieldglass application and a desig-
nated background check provider. This integration allows control over the hiring proc-
ess by preventing a supplier from accepting a work order until the background check is
completed with a passing result.

When background check integration is enabled, suppliers will see an Initiate

Background option displayed on work orders in place of the Accept option. Before
a supplier can accept the work order, a background check must be completed.

Single sign on is supported between SAP Fieldglass and the background check pro-
vider. This allows the supplier to initiate the background check in SAP Fieldglass and
access the provider website without having to sign in again.

 Note
The background check integration can only be associated with one background
check provider.

Enable Background Check on Job If enabled, request for the background check will be available on the job seeker page
Seeker prior to the work order going to supplier.

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3.10 Supported Languages

Provides a way for customers to enable languages they support in SAP Fieldglass.

SAP Fieldglass translates the application to multiple languages, allowing customers to provide their users with
access to the application in their preferred languages. The Supported Languages admin object displays a list of
all SAP Fieldglass languages available. Customers can manage the languages they want to support by enabling
and disabling the desired options in the list.

Use the checkboxes to enable or disable a language, then select Update to save the selections.

SAP Fieldglass is available in the following languages:

• Chinese (Traditional)
• Chinese (Simplified)
• Swedish (Sweden)
• Russian (Russia)
• Portuguese (European)
• Portuguese (Brazil)
• Polish (Poland)
• Dutch (Netherlands)
• Mongolian (Mongolia)
• Korean (Korea)
• Japanese (Japan)
• Italian (Italy)
• Hungarian (Hungary)
• Hebrew (Israel)
• French (France)
• French (Canada)
• Spanish (Mexico)
• English (United States)
• English (United Kingdom)
• German (Germany)
• Arabic (Standard Arabic)

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4 Messaging

Used to manage all aspects of notifications that are generated from the application.

SAP Fieldglass messages are made up of three components: the message template, variables, and the
message details. The Email Message Template, System Variables, and Messaging work together to create
messages that are sent to recipients. All three are managed from Admin Configuration Messaging and
are used to create the desired messages.

• Email Message Templates include the message header, the salutation, the closing, and the footer. Default
templates are included and they can be customized as needed.
• System Variables determine the data values that populate in the message. Variables are module specific
and they can be embedded in message subjects and bodies. A default set of variables is enabled on the
system variables table for each module. They can be disabled or additional variables can be enabled as
needed.
• The message subject, body of text, and recipients are defined for each message in the Messaging module.
Default messages are included and they can be enabled, disabled, and customized as needed.

4.1 Email Message Template

Templates are the foundation of messages. SAP Fieldglass provides default templates for each recipient type
such as Buyer Users (actionable emails), Supplier Users (general), Workers (Registration/Confirmation).

Templates are used with default and customized email messages. Message templates are defined based on the
language and the recipient type. Each template contains a Header, a Salutation, a Closing, and a Footer. Each
section can be customized using text, system variables, and HTML tags.

Default values are included in the Header section and the Footer sections of default templates. If no assigned
values are used, the default value is included on email messages using the template. Only one template exists
for each language/recipient type. Templates can be edited at any time to add or update customizations.

Click Preview Message to preview the changes made to the template.

Customize the Template

Email message templates can be customized to reflect an organization's branding for email messages based
on language, recipient and type of message. Click Edit to customize the template. Enter the desired text,
system variables, and/or HTML formatting in the Assigned Value field for each section. The assigned value
overrides any default values used in the template.

HTML tags can be used to include hyperlinks and to change the formatting of the text. In the footer, the
background color can also be modified.

Variables can be used in email message templates to assign values in Heading, Salutations, Closing and
Footer. The variables that are available are predefined by SAP Fieldglass. To see a list of variables that can be
used in a section, type the pound sign (#) in the Assigned Value field. Select a variable from the list.

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Email message templates cannot be removed, however customizations made to the templates can be
removed. A Remove button appears on all edited templates. When clicked, a confirmation message displays to
verify the removal of customizations. Click OK to confirm. All customizations will be removed and the default
template will be restored.

Email Message Template Field Definitions

Field Definition

Display Action Section This field only displays for Approval email templates.
Choose the radio button for where the Approve and Reject
buttons should display in the email.

MSP Company This field is displayed if the buyer has more than one MSP
supplier.

When adding a custom message, general users can select

from a list of all MSP companies.

MSP users can only select their own MSP company. MSP
users are only able to view the default email message tem-
plate and any custom messages for their MSP.

Default Value Default values are included in the default message template
in the Header section and the Footer section. These values
cannot be removed. Enter an Assigned Value to override the
default value.

Assigned Value Enter a value to appear on the template. Assigned values

override any default values included in the template. As-
signed values can be entered in the Header, Salutation,
Closing, and Footer. Text, system variables, and HTML tags
are allowed.

4.2 Messaging
All the different messages that are available to generate notifications for various actions that take place can be
found and enabled here. This is where the body of the messages can be managed.

A message is a notification regarding a specific action that has been taken or that needs to be taken within
SAP Fieldglass. For certain messages, a corresponding work item can be generated for the recipient(s). For
example, a job posting approval message can be set to generate work items for approvers. Messages are also
used to notify recipients when escalation thresholds have been met. For example, a recruiter could receive a
message when a job posting has not been responded to within the alert threshold.

Available messages can be enabled or disabled and they can be edited to indicate which recipients should
receive notifications and work items, if applicable, as well as which languages should be enabled. Messages

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contain a Subject and Body of Text for each corresponding language that is enabled for the company. The
Selected Recipients for Message section of a message displays the users that can receive it, while the Send
Notification? column indicates who will receive it.

SAP Fieldglass uses two message types: default messages and customized messages. Default messages are
a standard set of messages that are included in every SAP Fieldglass implementation. Customized messages
are messages that have been edited. Default and customized messages can be enabled or disabled from the
Messaging module in the Admin menu. New default messages cannot be added.

Customizing a message does not automatically enable it. To send the message it must be enabled from the
Message List view.

There is one message (default or customized) for each module, activity, sender type and recipient type. That
message is either the default message or if edited, the customized message. The Message Type appears in the
Message List view. The default message text shows the URL of the data center to which the user is signed in.

Viewing and Enabling Messages

Messages are organized by module and can be viewed and enabled from the Message List view. The message
appears in the Message List with the message type Default or Customized.

When a company has multiple languages enabled, each language is contained in a single message. Each
language has a subject and body within that single message and each can be edited and customized differently
if needed. Associated email message templates are included for enabled languages and can be customized as
well.

Messages are organized by module and can be viewed and enabled from the Message List view. The Details
section of a message cannot be changed, except for the Send this Message? option. Default and customized
messages can be enabled or disabled at any time from the message list. Select a module to view a list of
available default and customized messages. The list view can also be sorted and filtered based on various
options to make it easier to search and find messages.

Using the Message List View

The following table describes the message list filter options.

Messaging List View Item Definition

Module Select a module to select all messages for that module.

Send this Message? Select Enabled or Disabled to filter the Messaging View List.
Enabled messages have the Send this Message field set
to Yes and are being delivered to users. Disabled messages
have the Send this Message field set to No and are not
being delivered to users.

Done By Select the sender of the messages you want to view.

Activity Select the activity that generates the messages you want to
view.

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Messaging List View Item Definition

Recipient Select the recipient of the messages you want to view.

Message Type Select the message type (Default or Customized) of the

messages you want to view. To view, edit, or copy an indi-
vidual message, click Default or Customized to view the
message definition.

Work Item Select Yes, No, or All to specify whether or not you want to
view messages that generate a work item.

Escalation Select Yes, No, or All to specify whether or not you want to
view messages that have related escalation messages.

Enable Message To enable a message, select the check box next to the mes-
sage and click Enable Message. You may enable multiple
messages at the same time.

Disable Message To disable a message, select the check box next to the mes-
sage and click Disable Message. You may disable multiple
messages at the same time.

Editing Messages

An Edit button appears for each section of a message that can be edited. For customized messages, a Reset
button appears for each edited section of the message and a Reset All button appears at the top of the page.
To customize a message, click Edit in the desired section of the message.

Recipients that appear in the list cannot be removed and new recipients cannot be added to the list. Select or
deselect the appropriate options for each recipient. Options are Send Notification? and Send Work Items?. To
add additional recipients, enter the email addresses in the Email Addresses field.

Custom text, HTML formating, and system variables can be included in message subjects and bodies of text.

To edit the Subject and/or the Body of Text click Edit in the desired language section. If multiple languages are
enabled for a buyer, they will appear in the Message section. Each can be edited individually.

If the message is associated with an escalation threshold, the Escalation Subject is included and can be
edited.

Reset customized messages

Customized messages can be reset to the default message at any time using the Reset All button that appears
at the top of the Custom Message, Details page. Customized message sections can be individually reset to
their default by clicking the Reset button that appears with each section. Clicking the Reset All or Reset
buttons cannot be undone, and there is no confirmation once the action is taken.

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Language Considerdations

The following information should be considered when working with multiple languages.

If a buyer has multiple languages, and a message is enabled, it will be enabled for all languages. To disable a
message for a specific language, edit the message and click Disable for the desired language. Users that have
this language selected on their user profile will not received this message. If the recipient’s language is not
supported by the sender’s company, the system uses the sender company’s default language for the message.
If the recipient’s language is unknown (new profile worker, external recipients that have been cc’d), the system
uses the sender’s preferred language (the user that triggered the message).

Deep Linking

SAP Fieldglass allows deep-linking in email notifications. Deep-linking allows the recipient of the email to use
links to navigate to a work item page in the application.

Example

The process starts when the user receives an email notification for a work item from the SAP Fieldglass
application. The following is an example of text that may be included in a notification when a new job posting is
created:

A new job posting has been created that requires your prompt attention.

To review and approve this job posting, please login and/or access the SAP Fieldglass application. http://
www.fieldglass.net. Use the link to access the pending approval item. You may also view additional pending
work items from your SAP Fieldglass desktop. Your immediate attention to this issue is imperative to ensuring
the timely submittal of this job posting for assignment.

Job Posting ID: AXPMJP00093924

Charge to Cost Center List: GLOBAL SHARED TECH SERVICES-MUMBAI

When the recipient clicks the link contained in the email, the system verifies the deep link setup in accordance
with the recipient's SSO profile. If the request is verified, the recipient is directed to the details page to take
action on the record.

Some IDPs have specific requirements for the AuthnRequest and if RelayState is needed to pass in the
dynamic resource URL. In these cases, the AssertionConsumerServiceURL and Destination attributes need to
be adjusted in order for the process to be successful.

When establishing deep linking, the following questions should be considered:

1. How should the resource URL be passed over to IDP? Will it be in the ACU inside AuthnRequest or HTTP
parameter RelayState?
2. Should the ProtocolBinding, be "urn:oasis:names:tc:SAML:2.0:bindings:HTTP-POST" or
"urn:oasis:names.tc:SAML:2.0:bindings:HTTP-Redirect"?
3. Should the AuthRequest be deflated?
4. What should be the "Destination"?
5. Is there any other HTTP parameter needed?

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4.2.1 Customizing Messages

Buyers and suppliers can personalize the look of messages and the information delivered in those messages.
Customizations may include adding or removing recipients, editing default text, and configuring related work
items.

Messages can be enabled, disabled, and edited from the message list. To achieve the desired look and feel of
customized messages, the following actions can be performed:

• Edit Templates - Default email message templates can be edited to include custom headers, salutations,
closings, and footers.
• Edit the System Variables Table - The system variables table can be edited to append variables to a
message's subject and/or body of text.
• Edit Messages - Messages contain the recipients list, the subject line, and the body of text. A default set of
messages is included in SAP Fieldglass for each module. Any edits made to a default message results in a
customized message that replaces the default message.
• Include custom formatting in messages and email messages templates by adding custom text, inserting
HTML tags, and embedding system variables

Creating Customized Messages

Customizing messages allows companies to personalize the look of messages and the information delivered
in those messages.Customizations may include adding or removing recipients, editing default text, and
configuring related work items. Customization options such as embedding system variables, customizing
email templates, and including HTML tags in the body are available and can be used to enhance messages.

Section Definition

Header The header is generated from the email message template.

It can be customized using text, HTML tags, and system
variables. For example, a company logo, a tag line, or the
company name can be included.

Salutation The salutation is generated from the email message tem-

plate. It can be customized using text and system variables.
For example, a custom greeting can be included to address
the name of the recipient.

Message Body The message body and subject line are generated from
the message definition. Both can be customized using text,
HTML tags, and system variables.

Details The details of the message are generated from the system
variables table. Variables are appended to message bodies
and/or subject lines.

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 Section Definition

Closing The closing is generated from the email message template.

It can be customized using text, HTML tags, and system
variables. For example, a sign off can be included along with
the name of the responsible party.

Footer The footer is generated from the email message template.

It can be customized using text, HTML tags, and system
variables. For example, special instructions can be included
regarding the handling of sensitive email messages.

Add Custom Formatting

HTML tags can be included in email message templates and in messages to add special formatting such as
bold text, varying fonts and colors, and special alignment effects. For example: to create bold text, use the <b>
tag or the <strong> tag. In the Body of Text section, <b>SAP Fieldglass</b> will appear to recipients of the
message as SAP Fieldglass. Hyperlinks can also be added to allow recipients a way to link directly to additional
information related to the message.

System variables can be embedded in email message templates and in messages. Variables allow buyers
to include dynamic values in messages where the values are updated automatically. The variables that are
available for each section of templates and messages are predefined by SAP Fieldglass and can be managed in
the System Variables table in the admin menu.

Adding HTML Formatting

Users who have their messaging preference set to HTML will be able to receive HTML formatting in the
message body. Users who have their preference set to Plain Text will only see the message text and any links
included will not be active.

HTML formatting can be included in the subject and the body of text. Click the HTML info link to view the
permitted HTML tags that can be used in the message body. If the company has permitted domains that
can be accessed using hyperlinks, they will be listed in the Adding hyperlinks to your message section. Only
approved domains can be linked to using the HTML <a> tag. For information on approved domains, contact the
SAP Fieldglass Customer Support Team.

The font of a message can be specified using HTML tags. For example, to change the default font in a message
body to Calibri, use the following HTML references:

<font face="Name of desired font">Email Body of Text</Font>

<font face="Calibri">Email Body of Text</Font>

Embedding System Variables in Message Text

System variables can be included in messages by modifying the system variables table, or by embedding them
in message text.

System variables that are included in a message subject or the details of the body are listed on the message
and they cannot be removed when customizing messages. To remove variables or include new variables from
the system variables table, edit the System Variables table in the admin menu.

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To embed system variables in a message's subject or body of text, type the pound sign (#) in the desired field.
The variables available are based the module and appear in a list. Select a variable from the list.

Click Preview Message to see how the message will appear. System variables will appear embedded in the text
with the hash tags. Values are not included until the message is triggered and sent.

 Note

System variables that are appended to messages from the System Variables table appear listed with a
placeholder for the value in brackets. Those variables can only be managed by editing the System Variables
table.

4.2.2 Actionable Emails

Allows users to approve or reject items as well as accept, decline, and confirm interviews and meetings via
email.

To receive actionable emails, the Actionable emails company configuration must be enabled.

When action is needed for an item, an HTML based email is sent to the user that includes options for the
action. When the user selects the desired action from the email message, a response is generated and the
action is automatically recorded in SAP Fieldglass without the user having to log in to complete the process.
This functionality can significantly decrease cycle times.

Enabling the Desired Messages

In order for users to receive actionable emails, the messages must be enabled. Actionable messages for each
module can be enabled from the Messaging section of the admin menu. Select the Messaging menu item and
then select the desired module.

 Note

If adhoc approvers are being used, be sure to enable the Notify Adhoc Approvers messages for the
appropriate modules.

Enable the user profile preferences for Messaging and Email Format. In order for a user to receive and act on
actionable emails, the user’s user profile Preferences must be set to receive email Work Items and the user’s
Email Format must be set to HTML Based. If a user's messaging preferences are set to Plain Text, the user
receives the standard message and must log into SAP Fieldglass to act on the item. The default email format
in the company configuration can be set as HTML. This ensures that all new users have the correct user profile
setting.

Actionable email messages and message templates can be customized by opening the default message
and/or message template and making the desired customization(s). Actionable email messages and message
templates can be customized from the messaging section of the admin menu.

Integrations
For companies that use the User upload to create users, the email format field can be set to HTML based on
the integration. If the field isn’t set on the integration, the email format settings for the users created using
the upload automatically default to the setting selected on the Default Email Format company configuration. If
Plain Text is the default setting, the email format can be updated for individual users on the user profiles.

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When enabling actionable emails for a customer that has a user integration, the following should be
considered:

Bulk Integrations API Integrations

If the email format field is Only users with the HTML email format option se- Update the default email type to
blank on the integration: lected on their user profile will receive actionable HTML on the configuration.
emails.
Make sure existing users are all
Users can edit their user profile and select the HTML HTML; if not, run the API upload.
email format. SAP Fieldglass may have a back-end
Leaving the field blank allows users
option to make a bulk change.
to change their preferences back to
Leaving the field blank allows users to change their plain text if they wish to get work
preferences back to plain text if they wish to get work item emails rather than actionable
item emails rather than actionable emails. emails.

If the email format field is Users' profile preferences will be overwritten each Users' profile preferences will be
populated with HTML on the time they are updated via the integration. overwritten each time they are up-
integration: dated via the integration.
Make sure that existing users have the HTML email
format type selected on their user profiles. Make sure that existing users have
the HTML email format type se-
lected on their user profiles.

If the email format field is Update the file to HTML. Update the file to HTML.
populated with plain text on
Update the default email type to
the integration:
HTML on the configuration.

Actionable Email Usage

When an item requiring approval or an interview or meeting is created, an email is sent to the user. This email
message contains links for taking action on the item, and a reply is generated based on the action selected.
Only the original email recipient can reply to act on an item. If the reply email is not from the original recipient’s
email address, an error is produced and no action is recorded. If a user's messaging preferences are set to the
Plain Text email format option, the user receives the standard message and must log into SAP Fieldglass to act
on the item.

The Enable Approve/Reject Buttons on Emails rule can be enabled from the Messaging section of the admin
menu for modules that support notify approver and notify adhoc approver message activity. This rule allows
you to determine if email approvals are applicable thus showing or hiding the Approve button in emails. This
rule is enabled by default and set to Yes if the Actionable emails company configuration and notify approver or
notify adhoc approver messages are already enabled for a company.

 Note

An actionable email is associated to a specific document, therefore bulk approvals are not supported.

Proxies and Multiple Recipients

Items may have multiple recipients; therefore, more than one recipient may receive an actionable email.
Proxies also receive actionable emails and can act on the emails on behalf of the user. When actionable emails
are sent to multiple recipients, the system is updated based on the first response. Once the system has

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received an action from one user, any other user who tries to take action on the document receives a message
stating that the action has not been accepted because action had already been taken on the document.

Interview actions (Accept, Confirm, Decline) that are performed through an actionable email display in the
audit trail for interviews. The audit trail can be found on the job seeker, Approvals/Audit Trail tab. The audit
trail only applies to interviews, it does not apply to meetings.

If the Email digest: Work items company configuration is enabled and a user's Send Work Item Digest flag is
set to Yes, the user receives both the actionable email and the work item digest emails. Users can change this
behavior by updating their messaging settings on the My Preferences page. When the Send Work Item Digest
flag is set to Yes, the Send Actionable Email option can be set to Yes or No.

4.2.3 Email Digest

Allows users to receive notifcation and/or work item emails from the SAP Fieldglass application in a summary
email at a specific time, rather than individually throughout the day.

This feature is available to both buyer and supplier companies. Once enabled, individual users can establish
their email digest settings from the My Preference page. To use this feature, the Email digest company
configuration must be enabled. Two options are available:

• Notifications: Allows a message to be delivered once a day for notifications message type.
• Work items: Allows a message to be delivered up to twice a day for work items at specified times.

Email Digest Usage

Email digests can be sent for notifications and/or work items. Users can establish which digest they prefer to
receive, and the time(s) they would like the digest delivered by editing the digest settings. The digest email
contains a summary section, details section, and links to specific items.

An email digest can be sent for the following message types:

• Notification
• Alerts
• Starred

At least one of these messages types must have Email selected as a preference, or the email digest will not be
sent. Email messages for all other message types are not included in the digest and are sent immediately.
If actionable emails is enabled, actionable notifications (emails) are not included in the digest and sent
individually to the user.

When Yes is selected for Send Notification Digest or Send Work Item Digest, the Scheduled Delivery Time
for Notification Digest or Scheduled Delivery Time for Work Items Digest(s) fields display. The digest will be
delivered at or around the time entered. If two times are entered for the work item digest, they must be at least
two hours apart and the first time must be earlier than the second.

The work item digest includes all open work items.

 Note

The email message preference does not have to be selected for the Work Item message type. Work item
digest will be sent even if this option is not selected.

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4.3 System Variables

These are fields or pieces or information on a document that can be included in messages or displayed on the
Summary Tab.

SAP Fieldglass provides a predefined list of system variables for each module that can be enabled or disabled.

There are no configuration options or settings required to use system variables. However, only users with the
Configuration: View and/or Manage administrative user role permissions will be able to view and manage
system variables. Custom fields that have been created for a module can also be added to the system variables
list for that module by selecting the Add Custom Fields button when editing the system variables for a module.
Custom fields with the Data Type Text Area cannot be added as a system variable.

System variables are set at the module level and can be enabled or disabled for:

• Messaging - the variables can be set for the Subject of a message and the Body of Text on a message. It is
important to note that when a system variable is enabled in a module for use in a message, that variable’s
value, when applicable, displays on every message in that module. For example, enabling the Number of
Job Seekers variable for the job posting module would include this variable on all messages for the job
posting module where job seekers are related. It would not display on the message for job posting creation,
as there are no job seekers submitted during creation.
• Summary Tabs/Pages - the variables set are included on the Summary Tab for certain documents such as
job postings, statements of work, and work orders.
• Restricted View Work Order - the variables set in this column for work orders and work order revisions
are included on the Summary Tab for users in roles with the Restricted View and Approval permission
enabled. Refer to Simplified Work Order Views and Approvals [page 15] for more information on this
feature.

A user's visibility and permissions are applied to system variables. If a user does not have permission to view
the value for a variable, for example a supplier’s name, a “-“ or “Name Withheld” displays in place of the value in
messages and on the summary tab.

Embed System Variable in Message Text

System variables can also be embedded in the text of message subject lines and bodies by editing the message
in the messaging module.

Editing the System Variables Table

The variables that are available appear on the System Variables: Details page. Variables are divided into
three sections: Details, Accounting, and Posting Information, when applicable to the module selected. The
Messaging heading includes columns for the message subject and body of text. The Summary Tabs/Pages
column also appears for modules that have summary pages.

The Messaging column allows you to select which system variables are assigned to the subject and/or the
body of text. Selected variables appear shaded in blue. The default set of variables to include in message
subjects and bodies, and on summary tabs is preselected and can be modified at any time. The order in which
variables appear on messages and summary tabs is based on the order they appear in the list. To change the
order of variables on messages and summary tabs, the order must be modified on the Edit System Variables
page.

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Adding Custom Fields to the Variables List
Custom fields that are available to add to system variables list must be predefined for the module. To add
custom fields, click the Add Custom Fields button. The custom field definition determines the section in which
the field will appear (Details, Accounting, Posting Information). Once added to the list they will be available to
be appended to messages and summary tabs. They will also be available to be added to customized message
and email message templates. Custom fields can be removed from the list at any time.

If a customer wants to have access to more information when reviewing approval related messages without
having to login to the application, they can select the system variable Include PDF Attachment, which
automatically attaches a PDF of the document to certain messages.

 Note

System variables are available to be included in messages by modifying the system variables table, or by
embedding them in message text. Variables that are disabled on the System Variables: Details page are
still available to be embedded in customized messages and email message templates.

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5 Workflow

Used to define elements that drive the flow of work for your company.

Workflows in SAP Fieldglass are a combination of elements designed to ensure work is being processed
properly and efficiently. The processes of hiring and managing your contingent labor and fulfilling services
contracts include tasks that may require specific checks and balances throughout the process lifecycle.
For example: When you hire a worker for a temporary position, approvals may be required and onboarding
activities may need to be triggered and completed before the worker can begin work. Work items can be
triggered to ensure users are notified and can complete the necessary approvals and activities in a timely
manner. In this area, you can configure your approval groups, define workflow activities, and establish
thresholds to ensure workflow actions are completed on time.

In addition, SAP Fieldglass provides planning tools that allow you to further define your sourcing workflows.
Your company may require some additional planning work before deciding if a project should be sourced using
temporary workers, or if a services contract is required. Decision forms and wizards allow you to create a series
of questions where the answers provide guidance for staffing decisions.

5.1 Activity Item Workflows

Create tasks and build workflows for common activities that need to be completed.

When you've actions that must be completed for specific situations, buyers and suppliers can use the Activity
Item functionality to create the tasks and build the workflows. This eliminates the need to manually trigger and
track the completion of the tasks. It saves time and ensures that all the necessary tasks are completed.

There are two admin objects that support Activity Items:

• Activity Item - An Activity Item is one task or action that needs to be taken by a buyer, supplier, or worker.
You can create activity items for any tasks you want to track in the SAP Fieldglass application. When the
activity item is associated to an activity checklist, it's automatically included on a record that meets the
checklist's associated to criteria. An individual activity item can be manually added to both temp and
statement of work work orders up until the work order is confirmed. Once the work order is confirmed, an
individual activity item can be manually added to a worker up until the worker is closed.
• Activity Checklist - An Activity Checklist is a group of Activity Items. The checklist can be associated to the
entire company or to specific groups, such as business units, sites, profile worker, temp worker. When a
document meets the associated to criteria, the checklist is triggered and the activity items are included on
the record. You can't manually add an activity checklist to a document.

Here are some examples of how activity items and checklists can be used.

Example 1
The following onboarding tasks must be done for every temporary worker at a buyer company:

• Issue a security badge.

• Attend privacy training.

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• Collect emergency contact information.

5.1.1 Activity Checklist

Used to group activity items together so several activity items can be automatically assigned to a document.
The checklist is triggered based on what it is associated to.

Activity checklists allow you to create a workflow that groups together several activity items that are all
required for a specific situation. When the checklist is created, you use the Associate To field to specify when
the activity checklist should be assigned to a document. There are several types of data that can be used such
as the entire company, business units, sites, temp workers, or SOW workers to name a few. After it is created,
you use the association tree on the left of the admin object to select the specific items within the data group
that should involk this checklist.

Example
Let's say that temporary healthcare workers at all sites in the state of New York must attend the state of New
York Healthcare Worker Ethics training. Additionally, there are other onboarding tasks that must take place for
these workers. When a document meets the associated to criteria, the checklist is triggered and the activity
items are included on the record. You can't manually add an activity checklist to a document.

Activity Checklist Field Definitions

Field Name Definition

Code Enter a code for the checklist. The code is used as a system identifier for the checklist. The code
must be unique.

Name Enter a name for the checklist. The same name may be used for multiple activity checklists.

Description Enter a description of the checklist.

Associate To Select the data element that is used to determine when this checklist should be included on a
document.

Testing an Activity Checklist

Testing a checklist allows a user to view all the items included on the checklist along with the person
responsible for completing them based on data parameters selected. The specific actor for some items cannot
be identified at the time of testing, and for those items the message “Actors are identified once the due date of
the item is met” is displayed. For example, when the actor is defined as the worker or worker’s supervisor, the
actor cannot be determined at the time of test as the specific information about the worker is not defined at
the Admin menu level. To test an activity checklist or offboarding activity checklist:

1. Select the gear icon and select Workflow Activity Checklist .

2. Select the Code for the list you want to test.

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3. Select Test.

 Note

The Test button does not display on checklists associated to Company, SOW Worker, and Temp Worker.

4. Define the Test Parameters and select Refresh. The items in the checklist and the actors responsible for
completing them are displayed.

Activity Checklist Removal

If you remove an activity checklist, there is no effect on work orders that have already been assigned activity
items as a result of matching the associations in the checklist. Only work orders created after the checklist is
removed are affected.

Activity Checklist Associations

Depending on the value selected in the Associate To field, activity checklists can be associated to:

• Company
• Business Units
• Business Units and Sites
• Categories
• Categories and Business Units
• Categories and Sites
• Job Codes and Profile Worker
• Labor Types
• Locations
• Locations and Labor Types
• Locations and SOW Worker Roles
• Legal Entities
• Profile Worker
• Sites
• Sites and Labor Types
• Sites and SOW Worker Roles
• SOW Worker Roles
• SOW Worker
• Temp Worker
• Worker Pay Type

With activity checklists, the associations you can make are determined by the selection made in the Associate
To field and whether the selection calls for single- or two-variable associations.

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How Checklists are Assigned to Workers

If the “Associate To” field for an activ- These data associations must be …and the checklist is assigned to
ity checklist is set to… set… these workers

Company No data associations are required. The checklist is assigned to all workers
in the company.
Only one activity checklist can be asso-
ciated to your company at one time.

To remove your company from associa-

tion with an activity checklist, you must
remove the checklist.

Business Units Associate the checklist to business The checklist is assigned to workers
units. with a business unit that is assigned to
the checklist.

Business Units and Sites Associate the checklist to business The checklist is assigned to workers
units and sites. with a business unit that is assigned to
the checklist.

Categories Associate the checklist to categories. The checklist is assigned to workers

with a category that is assigned to the
checklist.

Categories and Business Units Associate the checklist to categories The checklist is assigned to workers
and business units. with a category AND a business unit
that are both associated to the check-
list.

Categories and Sites Associate the checklist to categories The checklist is assigned to workers
and sites. with a category AND a site that are both
associated to the checklist.

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 If the “Associate To” field for an activ- These data associations must be …and the checklist is assigned to
ity checklist is set to… set… these workers

Job Codes and Profile Worker Associate the checklist to job codes. Job Codes and Profile Worker check-
lists are associated to job codes. When
a profile worker is created with a job
code that is associated to the checklist,
the checklist is automatically triggered.

Important: Activity checklists can be

associated to profile workers in two dif-
ferent ways:

• When an activity checklist is asso-

ciated to Job Codes and Profile
Worker, then the activity items in
the checklist are automatically as-
signed when profile workers are
created that are associated to one
of the job codes that are associ-
ated to the checklist.
• When a profile worker is created,
an activity item checklist associ-
ated to Profile Worker can be se-
lected and the items in the check-
list are assigned to the profile
worker. See the Profile Worker en-
try in this table.

Labor Type Associate the checklist to labor types. The checklist is assigned to temporary
workers hired from job postings with
a labor type that is associated to the
checklist.

Locations Associate the checklist to locations. The checklist is assigned to workers

with a location that is associated to the
checklist.

Locations and Labor Types Associate the checklist to locations and The checklist is assigned to workers
labor types. hired from job postings with a labor
type AND a location that are both asso-
ciated to the checklist.

Locations and SOW Worker Roles Associate the checklist to locations and The checklist is assigned to SOW work-
SOW worker roles. ers with an SOW worker role AND a lo-
cation that are both associated to the
checklist.

Legal Entities Associate the checklist to legal entities. The checklist is assigned to workers
with a legal entity that is associated to
the checklist.

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If the “Associate To” field for an activ- These data associations must be …and the checklist is assigned to
ity checklist is set to… set… these workers

Profile Worker No data associations are required. Profile workers can be associated to a
Profile Worker activity checklist when a
profile worker is created.

Profile workers can only be associated

to Profile Worker checklists and to Job
Codes and Profile Worker checklists.
Other checklist types cannot be associ-
ated to a profile worker, even if the pro-
file worker meets the criteria for that
checklist.

Typically, activities are triggered based

on the dates on the work order. Since
there is no work order associated to a
profile worker, the application uses the
profile worker start and end dates to
trigger the tasks.

To remove profile workers from asso-

ciation with a Profile Worker activity
checklist, you must remove the check-
list.

See the Job Codes and Profile Worker

entry in this table.

Sites Associate selected sites to the check- The checklist is assigned to workers
list. with a site that is associated to the
checklist.

Sites and Labor Types Associate the checklist to sites and la- The checklist is assigned to workers
bor types. hired from a job posting with a site AND
a labor type that are both associated to
the checklist.

Sites and SOW Worker Roles Associate the checklist to sites and The checklist is assigned to SOW work-
SOW worker roles. ers with a site AND SOW worker role
that are both associated to the check-
list.

SOW Worker Roles Associate the checklist to the SOW The checklist is assigned to SOW work-
worker roles. ers with an SOW worker role that is as-
sociated to the checklist.

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 If the “Associate To” field for an activ- These data associations must be …and the checklist is assigned to
ity checklist is set to… set… these workers

SOW Worker No data associations are required. The checklist is assigned to all SOW
workers.

Only one activity checklist can be asso-

ciated to SOW workers at one time.

To remove SOW workers from associa-

tion to an activity checklist, you must
remove the checklist.

Temp Worker No data associations are required. The checklist is assigned to all tempo-
rary workers.

Only one activity checklist can be asso-

ciated to temp workers at one time.

To remove temporary workers from as-

sociation with an activity checklist, you
must remove the checklist.

Worker Pay Type Associate the checklist to a Worker Pay The checklist is assigned to all workers
Type.
with that worker pay type.

Activity Checklist Association Rules

If the value in the checklist "Associate to" field is... The following association rules apply.

Company The checklists are associated to all objects of the selected

type. For example, a checklist with an Associate to value of
SOW Worker
Temp Worker is automatically associated to all temporary
Temp Worker workers, while a checklist with an Associate to value of
Company is automatically associated to every temp worker
and SOW worker in your company.

Only one activity checklist can exist at one time. For exam-
ple, only one activity checklist can have an Associate to
value of Temp Worker.

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If the value in the checklist "Associate to" field is... The following association rules apply.

Profile Worker When a profile worker is created, an activity checklist can

be associated to the profile worker. The creator of the pro-
file worker can chose among existing checklists with an
Associate to value of Profile Worker.

Multiple checklists with an Associate to value of Profile

Worker can exist at one time.

Profile workers can only be associated to Profile Worker

checklists and to Job Codes and Profile Worker checklists.
Other checklist types are not associated to a profile worker,
even if the profile worker meets the criteria for that checklist.
For example, even if an activity checklist with an Associate
to value of Site is associated to the site Chicago and a profile
worker's site is Chicago, the activity checklist are unavailable
for association with the profile worker.

Job Codes and Profile Worker Job Codes and Profile Worker checklists can be associated
to job codes. When a profile worker is created with a job
code that is associated to a checklist, the checklist is auto-
matically triggered.

Classification Only one activity checklist with the Associate To value of

Classification can be associated to the same individual clas-
sification. For example, assume that activity checklist CK1
has an Associate to value of Classification and activity
checklist CK2 also has an Associate to value of Classifica-
tion. If activity checklist CK1 is associated to classification
Maintenance, activity checklist CK2 cannot also be associ-
ated to Maintenance.

Business Units Multiple activity checklists with the same value in the
Associated to field can be associated to the same object.
Categories
For example multiple activity checklists with an Associate to
Labor Types value of Site can be associated to an individual site.

Legal Entities A checklist can be associated to multiple objects. For exam-

ple, activity checklist CK1, which has an Associate to value
Locations
of Site can be associated to site Chicago and also to site
Sites Boston at the same time.

SOW Roles

Worker Pay Type

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 If the value in the checklist "Associate to" field is... The following association rules apply.

Business Units and Sites Before a checklist can be triggered for inclusion on a work
order, the checklist must be associated to matching objects
Categories and Business Units
of both types. For example, if an activity checklist has an
Categories and Sites Associate to value of Sites and Labor Types, the checklist
must be associated to both the site and the labor type on the
Locations and Labor Types
job posting in order for the checklist to trigger. If the check-
Locations and SOW Worker Roles list is associated to site Chicago and labor type Admin/Cler-
ical, the checklist does not trigger for a job posting with
Sites and Labor Types
site Chicago and labor type Accounting/Finance or with site
Sites and SOW Worker Roles Boston and labor type Admin/Clerical. The checklist only
triggers if the combination of site Chicago and labor type
Admin/Clerical is on the job posting.

Two-variable checklists can be associated to objects that are

also associated to single-variable checklists. For example, if
an activity checklist with an Associate to value of Sites has
been associated to site Chicago, an activity checklist with an
Associate to value of Sites and SOW Worker Roles can also
be associated to site Chicago.

Activity Checklist Sync Function

When a new activity item checklist is created in SAP Fieldglass, the activity items in the checklist are
automatically associated to new work orders, workers, and statements of work that meet the checklists’
association criteria. The activity items in the new checklist are not automatically associated to existing work
orders, workers, or statements of work. However, the activity items in the new checklist can be manually
assigned to existing documents.

To assign Specific Calendar Date activity items without requiring that the manual assignment process be
used, the Sync function can be used. The Sync function is available on the Activity Checklist details page for
both buyers and suppliers when at least one activity item in the checklist has the Due On type of Specific
Calendar Date.

When a user selects the Sync function on an activity checklist, the items in the checklist that have the Due On
type of Specific Calendar Date are assigned to the existing work orders, workers, and statements of work that
meet the association criteria of the checklist.

When an activity item with Specific Calendar Date as the Due Type is assigned to a document, work items
trigger according to the following rules.

Activity Item Frequency: Once If the document Start Date is before the Due Date, the work
item is triggered for the actor.

If the document Start Date is after the Due Date, the work
item is not created.

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Activity Item Frequency: Recurring If the document Start Date is before the original due date,
the work item is triggered for the worker.

If the document Start Date is after the original due date, the
work item is triggered for the subsequent occurrences.

Document Closure If the document is already closed on the due date, the work
item is not triggered.

If the document was closed before the activity item was

added, the work item is not triggered.

5.1.2 Activity Item

Activity Items are actions that are assigned to users who need to complete tasks that are part of your
company's workflows.

Activity items are assigned to buyers, workers, or suppliers to act upon. They are tracked for completion, and
escalation messages can be sent when items have not been completed. For example, suppose that a worker
needs to be evaluated two days after the worker’s close date. An activity item can be created that sends the
worker’s supervisor a reminder that appears as a work item to complete the worker evaluation. Along with
specifying when an item is due, you can also specify when the accompanying work item should be sent.

Activity items are associated to activity checklists; they can be used on multiple checklists. Through the use of
activity checklists, activity items can be associated to sites, labor types, locations, SOW worker roles, workers,
or the entire company. The following examples demonstrate how the ability to associate an activity checklist to
a site and labor type could be used:

• Because of the security required within the Labor and Delivery department, a large hospital requires
additional onboarding training to workers who are assigned to that department.
• At one site, workers are asked to watch a safety video due to the manufacturing equipment present at the
site. This safety video is not required at any other site.

Activity Item Associations

To associate an activity item to an activity checklist, view the checklist and select the Activity Items tile in the
left-hand side of the page. Select Add and pick the activity items to associate.

Activity items are associated to activity checklists using the menu on the left side of the page under Activity
Checklists.

To view a list of the activity checklists with which an activity item is associated, use the menu on the left side of
the page under Activity Items.

 Note

The use of Offboarding Activity Items and Checklists will be ended in the future. All activity items, whether
onboarding or offboarding, can be created using the Activity Items and Checklists admin objects. You can

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 continue to use Offboarding Activity Items but you can not create new ones. Existing Offboarding Activity
Items cannot be associated to Activity Checklists. Instead, create a new Activity Item that is equivalent to
the existing Offboarding Activity Item.

Action-Based and Agent-Based Activity Items

Work items are pushed to actors differently depending on whether they're action-based or agent-based.

To increase the efficiency with which activity items are processed, work items for activity items are pushed to
activity item actors in two different ways. Depending on their Due Type, activity items are designated as action
based or agent based. Work items for action-based activity items are pushed to the activity item actor as soon
as the activity item trigger point is reached, while work items for agent-based activity items are pushed to the
activity item actor by an agent that runs approximately every three minutes.

Activity items with the following due types are pushed to the activity item actor as soon as the trigger point is
reached.

• On Work Order Draft (In the case of profile worker, the work item is triggered when the profile worker is
created. If the profile worker must be approved, the work item will not trigger until the profile worker is fully
approved.)
• On Work Order Accept
• On Work Order Revision Accept
• On Worker Close
• On Profile Worker Close
• On Statement of Work Close
• On Statement of Work Create
• On Statement of Work Accept
• On Statement of Work Response Approval
• On Statement of Work Revision Response Approval
• On Statement of Work Revision Accept
• On Statement of Work/Statement of Work Revision Accept
• On Statement of Work/Statement of Work Revision Response Approval

These exceptions apply to the above list:

• Marking an activity item as complete or reopening it will also automatically populate the actors on the
activity item.
• If an activity item is set to the Recurring frequency, then the initial activity item occurrence will be action-
based if the due type is listed above, but all subsequent activity item occurrences will be agent-based.
• If an activity item has a prerequisite, the activity item will be agent-based.
• If an activity item with a due type listed above is added on an ad-hoc basis using the + Add Activity link on
the Manage tab, the activity item will be agent-based and will not be pushed to the activity item actor until
the agent runs.

The following activity item due types are agent-based:

• Prior to Worker Start

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• On Worker Start
• After Work Order Create
• After Worker Start
• Prior to Worker End Date
• On Worker End Date
• After Worker End Date
• After Profile Worker Create
• After Work Order Accept
• After Work Order Revision Accept

SOW Manage Tab and Activity Items

The following information should be considered when viewing the SOW Manage tab.

This discussion relates to the SOW Manage tab, not the SOW Worker Manage tab.

When viewing the SOW Manage tab, the +Add Activity link is displayed on the latest approved version of the
SOW. The link is not available on previous versions of the SOW.

For each revision of an SOW, the Manage tab displays activity items from that revision and any previous
revisions of the SOW. It does not display activity items from any future revisions of the SOW. For example, the
Manage tab for revision 3 of an SOW will display activity items from revisions 0, 1, 2, and 3. At the same time,
the Manage tab for revision 1 of the SOW will display activity items from revisions 0 and 1 only.

If an SOW revision is in Pending Approval status and the Supplier can view statements of work and revisions in
Pending Approval status configuration is not enabled, the supplier will not see the activity items created for the
SOW revision on the current revision's Manage tab.

Activity Item Removal

The following information should be considered when removing an activity item.

When you remove an activity item from the system, the item is removed from any checklists to which the
item is associated. Work orders to which the activity item has been assigned, including those that have been
completed and those pending completion, won't be affected and the item will remain associated with the work
order. Activity items pending completion can still be marked as complete after the activity has been removed
from the system. Work items that are created after the removal of an activity item does not contain the item.

Activity Items Library

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Manage Worker

The Manage Worker activity items help manage the lifecycle of a worker.

Workflows related to managing a worker, such as onboarding and offboarding tasks, monitoring worker dates,
and tasks related to closing a worker can be set up with the Manage Worker activity items.

Add Attachment to Worker

The Add Attachment to Worker activity item completion type allows an actor to complete a form and upload it
to the worker record.

When a buyer user wants to provide a form for an actor to fill out, have the actor complete the form, and
attach the form to the worker record once completed, that workflow can be set up using this activity item. For
example, if a hiring manager wants a new hire to sign a form stating they've read the employee handbook, they
attach the form with the Attachments field during the creation of the activity item. The actor receives an alert
in the form of a work item, which prompts them to fill out the form and upload it when they're finished. The
buyer uses the other fields listed in the steps and table below to further define the workflow.

Note that at least one attachment is required on the activity item.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Verification Required Options are Yes and No. This field allows you to set up a verification workflow. If this field is set to
Yes, the Reviewing Order and Reviewer Role fields display. The Reviewing Order field displays 1 to
indicate that the reviewer added to the Reviewer Role field is the first in the review order. Selecting
the +Add Reviewer link creates another row to add a second reviewer to the reviewing order. You
can add up to 10 reviewers.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Attachments Select the + Add Attachments link to add an attachment to the activity item.

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Complete Onboarding Task

The Complete Onboarding Task activity item completion type allows an actor to perform an action that doesn't
require an attachment or system action.

When a buyer user wants an action performed that doesn't require the system to do anything, but instead
expresses an action related to onboarding, that workflow can be set up using this activity item. For example,
if a hiring manager wants a worker to deliver a computer or security badge to a new hire, the hiring manager
defines that with the fields listed in the steps and table below. The worker then receives an alert in the form of a
work item, which prompts them to deliver the item to the new hire.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Complete Offboarding Task

The Complete Offboarding Task activity item completion type allows an actor to perform an action related to
the end of a worker's assignment that doesn't require an attachment or system action.

When a buyer user wants an action performed that doesn't require the system to do anything, but instead
expresses an action related to offboarding, that workflow can be set up using this activity item. For example, if
a buyer needs a supervisor to notify IT of a worker's departure, the buyer defines that using the fields listed in
the steps and table below. The supervisor receives an alert in the form of a work item, which prompts them to
notify IT.

It's important to understand how work items are triggered for activity items. Due dates for activity items are
based on a worker's Actual End Date, not the end date of the work order. The Actual End Date for a worker is
established using the Close Worker action. A future Actual End Date can be entered. If a future date is selected,

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the worker's status remains Open and the scheduled date appears in parentheses next to the worker's status.
Activity item due dates are calculated using this date, and activity work items are sent "x" number of days
prior to the due date. When a future Actual End Date is selected for a worker, the worker's status displays as
Open until that date, and certain actions, such as work order revisions, can't be completed for the worker. If
a worker doesn't have an Actual End Date, due dates for activity items can't be established, and work items
aren't generated, even if the end date from the work order has passed.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Edit Worker

The Edit Worker activity item completion type allows an actor to perform an edit to the worker record.

When a buyer user wants to have an actor edit a worker record using the Edit Worker action, that workflow can
be set up using this activity item. For example, if a worker's start date changes and a buyer needs an actor to
edit that date, the buyer can define that action in the fields listed in the steps and table below. The actor then
receives an alert in the form of a work item, which prompts them to edit the date.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.

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 The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Manage Contingent Worker End Date

The Manage Contingent Worker End Date activity item completion type allows an actor to update the
contingent worker end date or close the worker.

When a buyer user wants an actor to change a contingent worker's end date or close the worker completely,
that workflow can be set up using this activity item. For example, if a worker's assignment is extended and
the buyer needs a supervisor to change the worker's end date, the buyer defines that using the fields listed in
the steps and table below. The supervisor receives an alert in the form of a work item, which prompts them to
change the worker's end date in the system.

Steps
1. Enter a Code for the activity item.

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 The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Revise Worker
The Revise Worker activity item completion type allows an actor to revise a work order.

When a buyer user wants to revise a work order, that workflow can be set up using this activity item. For
example, if a worker needs a new location added to a work order, the buyer can have an actor make that change
to the work order using the fields listed in the steps and table below. The actor then receives an alert in the
form of a work item, which prompts them to add the location.

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Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Worker Closed

This activity item completion type allows an actor to perform an action related to the worker's assignment
ending date that doesn't require a system action.

When a buyer user wants an action performed that relates to a worker's ending date that doesn't require
uploading an attachment, and also doesn't require the system to perform an action, that workflow can be set
up using this activity item. For example, a worker may need more time to submit their time sheet if they are
working in a time zone that is different from the place where their work assignment was set up. If a buyer wants
an actor to extend the worker's end date for this reason, the buyer defines that with the fields listed in the steps
and table below. The actor receives an alert in the form of a work item, which prompts them to extend the
worker's end date in the system.

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Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Manage Consolidated Worker

The Manage Consolidated Worker activity items use Consolidated Worker to determine whether an activity
item applies to an associated worker record.

Add Form Attachment

This activity item completion type allows an actor to complete a form and attach it to the worker record or
statement of work once it's complete.

When a buyer user wants to set up a workflow for an actor to complete a form and attach it to the worker
record or statement of work, that workflow can be set up using this activity item. For example, if a buyer user

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wants a worker to sign a nondisclosure agreement, they can add that form to the Attachments field and define
the rest of the workflow using the fields listed in the steps and table below. The worker receives an alert in the
form of a work item, which prompts them complete the form and attach it. Note that at least one attachment is
required for the activity item.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Actor for Profile Work- Choose the role that includes the users who should take action on the activity item for profile
ers workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Verification Required Options are Yes and No. This field allows you to set up a verification workflow. If this field is set to
Yes, the Reviewing Order and Reviewer Role fields display. The Reviewing Order field displays 1 to
indicate that the reviewer added to the Reviewer Role field is the first in the review order. Selecting
the +Add Reviewer link creates another row to add a second reviewer to the reviewing order. You
can add up to 10 reviewers.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Attachments Select the + Add Attachments link to add an attachment to the activity item.

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Add Attachment with Expiration Date

This activity item completion type allows a buyer user to attach a document that requires a specific end date.

When a buyer wants a document attached before a specified date, that workflow can be set up using this
activity item. For example, when a buyer wants a worker to sign a Policy Acknowledgment form by a certain
date, they can specify that expiration date with the When will this Activity Item be due? field. When the
expiration date is within a configured threshold (defined with the Attachment End Date Threshold field), a
work item is sent to the actor and a new attachment will need to be provided with a new expiration date. This
cycle repeats until the worker is closed. The buyer further defines the workflow using the other fields listed in
the steps and table below.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Actor for Profile Work- Choose the role that includes the users who should take action on the activity item for profile
ers workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

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Field Description

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Verification Required Options are Yes and No. This field allows you to set up a verification workflow. If this field is set to
Yes, the Reviewing Order and Reviewer Role fields display. The Reviewing Order field displays 1 to
indicate that the reviewer added to the Reviewer Role field is the first in the review order. Selecting
the +Add Reviewer link creates another row to add a second reviewer to the reviewing order. You
can add up to 10 reviewers.

Attachment End Date Enter the number of days prior to the end date that a new instance of the activity item will be
Threshold generated for reattaching the document.

Attachment visible to Options are All and Restricted. Select All if the attachment should be visible to all buyer users.
buyer Select Restricted if the attachment should be visible to buyer users who have the View Restricted
Attachment permission enabled in their user profile.

Attachment visible to Options are Yes and No. If Yes is selected, the attachment will be visible to supplier users.
Supplier

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Custom Fields Re- Options are Yes and No. If Yes is selected, select the custom fields to be associated with the
quired activity item.

Complete Onboarding Task

The Complete Onboarding Task activity item completion type allows an actor to perform an action that doesn't
require an attachment or system action.

When a buyer user wants an action performed that doesn't require the system to do anything, but instead
expresses an action related to onboarding, that workflow can be set up using this activity item. For example,
if a hiring manager wants a worker to deliver a computer or security badge to a new hire, the hiring manager
defines that with the fields listed in the steps and table below. The worker then receives an alert in the form of a
work item, which prompts them to deliver the item to the new hire.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.

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3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Complete Custom Fields

This activity item completion type allows an actor to complete specified custom fields.

When a buyer wants an actor to complete certain custom fields, they define this workflow using the Custom
Fields field. They can further define the workflow using the other fields listed in the steps and table below.

Note that when editing this activity item completion type, the entry in the Actor field cannot be changed until
all the custom fields are removed from the activity item. When the custom fields have been removed, the Actor
field can be edited, and then custom fields can be re-added to the activity item. This procedure ensures that
the selected actor matches the type of user who can enter a value in the custom fields (buyer or supplier).

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Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Actor for Profile Work- Choose the role that includes the users who should take action on the activity item for profile
ers workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Custom Fields Select the + Add Custom Fields link to add custom fields to the activity item.

Initiate eSignature Process

This activity item completion type, used specifically for DocuSign, allows an actor to being the eSignature
process.

When a buyer user wants to set up a DocuSign workflow where the actor selected for the activity item verifies
the other person(s) who will need to sign the document (and any other signee information), that workflow can
be set up using this activity item. The action that determines when the workflow should be initiated triggers
a work item and notification. For example, for an employment contract that requires multiple signatures,
the manager may be identified as the person who should initiate the workflow (once a hiring decision has
been made). On the activity item, the manager would be selected as the actor to initiate the workflow.
The manager's approval of the contract triggers the work item and a notification is sent to the appropriate
person(s), alerting them that it's their turn to sign the contract.

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  Note

Once you've entered information for the fields in the steps and table listed below, you will need to select a
DocuSign eSignature provider template. Information for selecting your DocuSign eSignature template can
be found below the table.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

eSignature Provider Select either DocuSign or TrustSeed as the provider.

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

DocuSign eSignature Provider Template Details

1. Under the DocuSign eSignature Provider Template Details section, select the +Add Template link and
select a template from the dropdown menu. Note that DocuSign eSignature Templates are configured in
the DocuSign eSignature Template admin object.
2. Choose a selection for the Recipient Role field from the dropdown menu. The Recipient Roles available to
be selected are based on those entered on the eSignature Provider Template, which match the Recipients
on the corresponding DocuSign template.

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3. Choose a selection for the System Role field from the dropdown menu. A System Role can be selected if
there's a corresponding role available for the recipient role selected.

View Website

This activity item completion type allows an actor to access a website in order to perform an action.

When a buyer user wants an actor to visit a website and take an action on that website, that workflow can be
set up using this activity item. For example, if an actor needs to complete a registration form online, the buyer
enters the web address using the Web Address field and the actor receives an alert in the form of a work item,
which prompts them to visit the web address and complete the registration form. The buyer further defines the
workflow using the other fields listed in the steps and table below.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Web Address Enter the web address that the actor should be directed to. The following set of variables can be
used in the web address in order to pass parameters within the URL:

• #Worker_First_Name#
• #Worker_Last_Name#
• #Worker_ID#

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Actor for Profile Work- Choose the role that includes the users who should take action on the activity item for profile
ers workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Add Attachment

The Add Attachment activity items are used when attachments are required.

Workflows related to attaching items like contracts, certifications, or any supporting documents can be set up
using the Add Attachment activity items.

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Add Attachment to Contingent Work Order

This activity item completion type is used to add an attachment to a contingent work order.

When a buyer wants an actor to add an attachment to a contingent work order, that workflow can be set
up using this activity item. Attachments can be added manually by the actor or automatically by the system
if a Document XSL template is defined. For example, if a buyer wants an actor to upload an instructional
document to the work order, they can select the Manually by Actor option for the How should this document
be uploaded? field. If they'd instead like the document to be uploaded by the system, they can specify that
with the Use System Automation option. The buyer can further specify the workflow with the other fields
listed in the steps and table below.

This activity item type supports situations where more than one document should be attached to the work
order as long as they do not have the same due date. The system uses the values selected in the When will
this Activity Item be Due? value to determine whether to replace an attached document or add another
attachment. Due date options are:

• On Work Order/On Work Order Revision Accept

• On Worker Close
• On Worker End

To support more than one attachment with this activity item type, the due on options cannot be the same.

Steps

1. Enter a Code for the activity item.

The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

How should this docu- Options are Manually by Actor and Use System Automation. Select Manually by Actor to indi-
ment be uploaded? cate that the actor specified will be responsible for manually uploading the document. Select
the Use System Automation option to indicate that the system will automatically upload the
document.

When Use System Automation is selected, you must select a document for the Document XSL
Template field. These templates are defined in advance in the XSL Template admin object.

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

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Field Description

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Add Attachment to Statement of Work

This activity item completion type is used to add an attachment to a statement of work.

When a buyer user wants an actor to add an attachment to a statement of work, that workflow can be set
up using this activity item. Attachments can be added manually by the actor or automatically by the system
if a Document XSL template is defined. For example, if a buyer wants an actor to upload a document to the
statement of work, they can select the Manually by Actor option for the How should this document be
uploaded? field. If they'd instead like the document to be uploaded by the system, they can specify that with
the Use System Automation option. The buyer can further specify the workflow with the other fields listed in
the steps and table below.

For SOW Revisions, if the Add Attachment to Statement of Work field is set to Yes on an SOW Revision page,
when the revision is accepted or the revision response is approved, the application will create a new chain of
activity items. The previous chain of activity items, which will not be reopened, will be moved to the Manage tab
and any items in Pending status will be placed in Canceled status.

For example, suppose an activity item chain is 1) Add Attachment to Statement of Work, 2) Validate a
Document, and 3) Sign a Document Manually, and that the Add Attachment to Statement of Work due type is
‘On Statement of Work/Statement of Work Revision Accept’. When the supplier accepts the statement of work

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and the activity item chain is triggered, the actor adds the attachment to the Add Attachment to Statement of
Work activity item, which completes the item. The item is now in Completed status. The Validate a Document
activity item is in Pending status and the Validate button is visible on the SOW Version 0.

Suppose the SOW owner revises the statement of work but selects No for Add Attachment to Statement of
Work, and the supplier accepts the SOW revision. In this case, the Manage tab on version 1 of the SOW displays
the Add Attachment to Statement of Work activity item in Completed status, the Validate a Document activity
item in Pending status, and the Sign a Document Manually activity item in Pending status.

Version 0 of the SOW displays the Validate button, while Version 1 of the SOW will not display the Validate
button. This is because the Validate a Document activity item was triggered before the SOW was revised and is
associated to Version 0 of the SOW.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

How should this docu- Options are Manually by Actor and Use System Automation. Select Manually by Actor to indi-
ment be uploaded? cate that the actor specified will be responsible for manually uploading the document. Select
the Use System Automation option to indicate that the system will automatically upload the
document.

When Use System Automation is selected, you must select a document for the Document XSL
Template field. These templates are defined in advance in the XSL Template admin object.

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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Field Description

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Add Attachment to Worker

The Add Attachment to Worker activity item completion type allows an actor to complete a form and upload it
to the worker record.

When a buyer user wants to provide a form for an actor to fill out, have the actor complete the form, and
attach the form to the worker record once completed, that workflow can be set up using this activity item. For
example, if a hiring manager wants a new hire to sign a form stating they've read the employee handbook, they
attach the form with the Attachments field during the creation of the activity item. The actor receives an alert
in the form of a work item, which prompts them to fill out the form and upload it when they're finished. The
buyer uses the other fields listed in the steps and table below to further define the workflow.

Note that at least one attachment is required on the activity item.

Steps

1. Enter a Code for the activity item.

The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

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 Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Verification Required Options are Yes and No. This field allows you to set up a verification workflow. If this field is set to
Yes, the Reviewing Order and Reviewer Role fields display. The Reviewing Order field displays 1 to
indicate that the reviewer added to the Reviewer Role field is the first in the review order. Selecting
the +Add Reviewer link creates another row to add a second reviewer to the reviewing order. You
can add up to 10 reviewers.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Attachments Select the + Add Attachments link to add an attachment to the activity item.

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Add Form Attachment

This activity item completion type, which uses Consolidated Worker, allows an actor to complete a form and
attach it to the worker record or statement of work once it's complete.

This activity item type, Manage Consolidated Worker, uses Consolidated Worker to determine whether an
activity item applies to an associated worker record. This completion type, Add Form Attachment, allows a
buyer to set up a workflow for an actor to complete a form and attach it to the worker record or statement of
work. For example, if a buyer user wants a new hire to sign a nondisclosure agreement, they can define that
workflow using the fields listed in the steps and table below. Note that at least one attachment is required for
the activity item.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Actor for Profile Work- Choose the role that includes the users who should take action on the activity item for profile
ers workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Verification Required Options are Yes and No. This field allows you to set up a verification workflow. If this field is set to
Yes, the Reviewing Order and Reviewer Role fields display. The Reviewing Order field displays 1 to
indicate that the reviewer added to the Reviewer Role field is the first in the review order. Selecting
the +Add Reviewer link creates another row to add a second reviewer to the reviewing order. You
can add up to 10 reviewers.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Attachments Select the + Add Attachments link to add an attachment to the activity item.

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Manage Contract/eSignature

The Manage Contract/eSignature activity items are used to manage signature workflows.

Workflows related to managing either manual or electronic signatures can be set up using the Manage
Contract/eSignature activity items.

Add Attachment to Contingent Work Order

This activity item completion type is used to add an attachment to a contingent work order.

When a buyer wants an actor to add an attachment to a contingent work order, that workflow can be set
up using this activity item. Attachments can be added manually by the actor or automatically by the system
if a Document XSL template is defined. For example, if a buyer wants an actor to upload an instructional
document to the work order, they can select the Manually by Actor option for the How should this document
be uploaded? field. If they'd instead like the document to be uploaded by the system, they can specify that
with the Use System Automation option. The buyer can further specify the workflow with the other fields
listed in the steps and table below.

This activity item type supports situations where more than one document should be attached to the work
order as long as they do not have the same due date. The system uses the values selected in the When will
this Activity Item be Due? value to determine whether to replace an attached document or add another
attachment. Due date options are:

• On Work Order/On Work Order Revision Accept

• On Worker Close
• On Worker End

To support more than one attachment with this activity item type, the due on options cannot be the same.

Steps

1. Enter a Code for the activity item.

The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

How should this docu- Options are Manually by Actor and Use System Automation. Select Manually by Actor to indi-
ment be uploaded? cate that the actor specified will be responsible for manually uploading the document. Select
the Use System Automation option to indicate that the system will automatically upload the
document.

When Use System Automation is selected, you must select a document for the Document XSL
Template field. These templates are defined in advance in the XSL Template admin object.

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Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Add Attachment to Statement of Work

This activity item completion type is used to add an attachment to a statement of work.

When a buyer user wants an actor to add an attachment to a statement of work, that workflow can be set
up using this activity item. Attachments can be added manually by the actor or automatically by the system
if a Document XSL template is defined. For example, if a buyer wants an actor to upload a document to the
statement of work, they can select the Manually by Actor option for the How should this document be
uploaded? field. If they'd instead like the document to be uploaded by the system, they can specify that with
the Use System Automation option. The buyer can further specify the workflow with the other fields listed in
the steps and table below.

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For SOW Revisions, if the Add Attachment to Statement of Work field is set to Yes on an SOW Revision page,
when the revision is accepted or the revision response is approved, the application will create a new chain of
activity items. The previous chain of activity items, which will not be reopened, will be moved to the Manage tab
and any items in Pending status will be placed in Canceled status.

For example, suppose an activity item chain is 1) Add Attachment to Statement of Work, 2) Validate a
Document, and 3) Sign a Document Manually, and that the Add Attachment to Statement of Work due type is
‘On Statement of Work/Statement of Work Revision Accept’. When the supplier accepts the statement of work
and the activity item chain is triggered, the actor adds the attachment to the Add Attachment to Statement of
Work activity item, which completes the item. The item is now in Completed status. The Validate a Document
activity item is in Pending status and the Validate button is visible on the SOW Version 0.

Suppose the SOW owner revises the statement of work but selects No for Add Attachment to Statement of
Work, and the supplier accepts the SOW revision. In this case, the Manage tab on version 1 of the SOW displays
the Add Attachment to Statement of Work activity item in Completed status, the Validate a Document activity
item in Pending status, and the Sign a Document Manually activity item in Pending status.

Version 0 of the SOW displays the Validate button, while Version 1 of the SOW will not display the Validate
button. This is because the Validate a Document activity item was triggered before the SOW was revised and is
associated to Version 0 of the SOW.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

How should this docu- Options are Manually by Actor and Use System Automation. Select Manually by Actor to indi-
ment be uploaded? cate that the actor specified will be responsible for manually uploading the document. Select
the Use System Automation option to indicate that the system will automatically upload the
document.

When Use System Automation is selected, you must select a document for the Document XSL
Template field. These templates are defined in advance in the XSL Template admin object.

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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Field Description

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Attach Contingent Worker Contract

This activity item completion type is used when an actor attaches a contract to the worker record.

When a buyer user wants an actor to attach a contract to the worker record, that workflow can be set up
using this activity item. For example, if a buyer wants an actor to attach a worker's employment contract to the
worker record, they can define that workflow using the fields listed in the steps and table below. The actor then
receives an alert in the form of a work item, which prompts them to attach the contract to the worker record.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

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 Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Initiate eSignature Process

This activity item completion type, used specifically for DocuSign, allows an actor to being the eSignature
process.

When a buyer user wants to set up a DocuSign workflow where the actor selected for the activity item verifies
the other person(s) who will need to sign the document (and any other signee information), that workflow can
be set up using this activity item. The action that determines when the workflow should be initiated triggers
a work item and notification. For example, for an employment contract that requires multiple signatures,
the manager may be identified as the person who should initiate the workflow (once a hiring decision has
been made). On the activity item, the manager would be selected as the actor to initiate the workflow.

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The manager's approval of the contract triggers the work item and a notification is sent to the appropriate
person(s), alerting them that it's their turn to sign the contract.

 Note

Once you've entered information for the fields in the steps and table listed below, you will need to select a
DocuSign eSignature provider template. Information for selecting your DocuSign eSignature template can
be found below the table.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

eSignature Provider Select either DocuSign or TrustSeed as the provider.

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

DocuSign eSignature Provider Template Details

1. Under the DocuSign eSignature Provider Template Details section, select the +Add Template link and
select a template from the dropdown menu. Note that DocuSign eSignature Templates are configured in
the DocuSign eSignature Template admin object.
2. Choose a selection for the Recipient Role field from the dropdown menu. The Recipient Roles available to
be selected are based on those entered on the eSignature Provider Template, which match the Recipients
on the corresponding DocuSign template.

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3. Choose a selection for the System Role field from the dropdown menu. A System Role can be selected if
there's a corresponding role available for the recipient role selected.

Sign a Document Manually

This activity item completion type is used when an actor needs to manually sign and attach a document.

When a buyer user wants an actor to manually sign a document and then attach that document, that workflow
can be set up using this activity item. For example, if the buyer wants a worker to manually sign a noncompete
agreement and attach it to the worker record, they can define that using the fields listed in the steps and table
below. The actor receives an alert in the form of a work item, which prompts them to sign and attach the
document. Note that this completion type must be configured with a prerequisite item.

It's important to keep in mind that actors must have the Work Order – Manage Contracts/Worker
Management Record user role permission enabled in order to fully view the document details on the relevant
worker record or work order.

Steps

1. Enter a Code for the activity item.

The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

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Field Description

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Validate a Document

This activity item completion type is used when an actor validates a document.

When a buyer user wants an actor to review and validate a document, that workflow can be set up using this
activity item. For example, if a buyer wants a hiring manager to review and validate a worker's resume, they can
define that with the fields listed in the steps and table below. The hiring manager receives an alert in the form
of a work item, which prompts them to review the resume. Note that this completion type must be configured
with a prerequisite item.

It's important to keep in mind that actors must have the Work Order – Manage Contracts/Worker
Management Record user role permission enabled in order to fully view the document details on the relevant
worker record or work order.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

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Evaluate

The Evaluate activity items facilitate Supplier and Worker evaluations.

Evaluate Supplier

This activity item completion type is used when an actor evaluates a supplier.

When a buyer wants an actor to complete a company-defined supplier evaluation, that workflow can be set up
with this activity item using the fields listed in the steps and table below. The actor receives an alert in the form
of a work item, which prompts them to complete the evaluation. Note that a Supplier Evaluation Wizard must
be defined in this activity item.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Wizard Select the appropriate wizard.

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Evaluate Worker

This activity item completion type is used when an actor evaluates a worker.

When a buyer user wants an actor to complete a company-defined worker evaluation, that workflow can be set
up using this activity item using the fields listed in the steps and table below. The actor receives an alert in the
form of a work item, which prompts them to complete the evaluation. Note that a Worker Evaluation Wizard
must be defined in this activity item.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.

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 The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Wizard Select the appropriate wizard.

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Personally Identifiable Options are Yes and No. When Yes is selected and the Personally Identifiable Information feature
Information has been set up, the attachment(s) on this activity item are automatically erased when the worker
is selected to have personal information erased. If No is selected, attachment(s) on this activity
item display on the Attachments list view and can be erased there.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Other

The Other activity items are used when additional information is needed from an individual.

Workflows that require actors to provide more information, such as fill out information on a website or
complete a custom field, can be set up using the Other activity items.

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Complete Custom Fields

This activity item completion type allows an actor to complete specified custom fields.

When a buyer wants an actor to complete certain custom fields, they define this workflow using the Custom
Fields field. They can further define the workflow using the other fields listed in the steps and table below.

Note that when editing this activity item completion type, the entry in the Actor field cannot be changed until
all the custom fields are removed from the activity item. When the custom fields have been removed, the Actor
field can be edited, and then custom fields can be re-added to the activity item. This procedure ensures that
the selected actor matches the type of user who can enter a value in the custom fields (buyer or supplier).

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Actor for Profile Work- Choose the role that includes the users who should take action on the activity item for profile
ers workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Custom Fields Select the + Add Custom Fields link to add custom fields to the activity item.

View Website

This activity item completion type allows an actor to access a website in order to perform an action.

When a buyer user wants an actor to visit a website and take an action on that website, that workflow can be
set up using this activity item. For example, if an actor needs to complete a registration form online, the buyer
enters the web address using the Web Address field and the actor receives an alert in the form of a work item,
which prompts them to visit the web address and complete the registration form. The buyer further defines the
workflow using the other fields listed in the steps and table below.

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Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Web Address Enter the web address that the actor should be directed to. The following set of variables can be
used in the web address in order to pass parameters within the URL:

• #Worker_First_Name#
• #Worker_Last_Name#
• #Worker_ID#

Actor for Contingent Choose the role that includes the users who should take action on the activity item for contingent
Workers workers from the dropdown menu.

Actor for SOW Workers Choose the role that includes the users who should take action on the activity item for SOW
workers from the dropdown menu.

Actor for Profile Work- Choose the role that includes the users who should take action on the activity item for profile
ers workers from the dropdown menu.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

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 Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Resend Activity Item Options are Worker changes Supplier, Worker changes Legal Entity, Worker returns after a gap.
when (optional) This optional field determines when an activity item should be resent. When Worker returns after a
gap is selected, you must specify the number of Calendar Days for when the activity item is resent
after the gap.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Questionnaire

This activity item completion type is used when an actor completes a questionnaire.

When a buyer user wants an actor to complete a questionnaire, that workflow can be set up using this activity
item. For example, when a buyer needs more information from a worker, such as information from an employee
engagement survey, they could define that workflow using the fields listed in the steps and table below. The
work receives an alert in the form of a work item, which prompts them to complete the survey. Note that a
Questionnaire Wizard must be defined and selected for this activity item.

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Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.
The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Wizard Select the appropriate wizard.

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

Manage SOW Worker Options are Create and Create and Revise. This field displays on Manage Worker activity items
Activity Items On and determines when the activity item should be added to the SOW worker. Select Create to add
the activity item to the worker when the worker record is created. Select Create and Revise if this
activity item can be applied when the SOW worker is both created and revised.

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Field Description

Frequency Options are Once and Recurring. If Once is selected, this activity item will be completed one time
according to the schedule defined in the Due, Send Work Items, and Escalate fields. If Recurring is
selected, this activity item is applied on a regular basis.

Recurring Activity Items

When you select Recurring, additional fields become available that allow you to define the sched-
ule. Note that some fields from this table may only become available when the Recurring option is
combined with another option from a different field.

Field Description

Due Every Enter a number and select a recurrence to indicate how often
this activity item should recur. Options for recurrence include:

• Calendar Days
• Calendar Weeks
• Calendar Months

Initial Document Countdown Select a value that indicates when the schedule should begin.
Starts Additional information may be required based on the value se-
lected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date Due Date

(not related to an event)

Revised Document Countdown This field determines when the activity item is due if it's picked
Starts up during an SOW or work order revision.

If the countdown begins... Enter a value for...

On SOW Worker Revision NA

Start

After SOW Worker Revision How many days after?

Start

On SOW Revision Start NA

After SOW Revision Start How many days after?

The rules in the table below allow you to indicate if occurrence due dates should be recalculated
when certain actions are taken on the previous occurrence. Options for these rules are Yes and
No. Values default to No.

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 Field Description

Rule Description

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence when previous oc- occurrence to be calculated based on the date that the previ-
currence is completed ous occurrence was completed. This does not apply to activity
items with specific due dates.

Recalculate Due Date for next Select Yes for this rule if you want the due date for the next
occurrence upon final approval occurrence to be calculated based on the final approval date of
of work order revision or pro- a work order revision or, if applicable, a profile worker edit.
file worker edit

When will this be due Select a value that indicates when the document should be due. Additional information may be
at document creation? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

On a specific calendar date (not related to an Due Date

event)

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Cancel Activity Item Enter the Calendar Days after Worker Close to indicate the amount of time that the activity item
should remain actionable after the worker is closed. If zero is entered, the activity item will close
when the worker is closed.

Review SOW Bid

This activity item completion type is used when an actor reviews or completes a specific SOW Bid.

When a buyer user wants an actor to review or complete an SOW Bid, that workflow can be set up using
this activity item. For example, if a buyer wants an SOW Owner to evaluate an SOW Bid, they can define that
workflow using the fields listed in the steps and table below. The SOW Owner receives an alert in the form of a
work item, which prompts them to evaluate the SOW Bid.

Steps
1. Enter a Code for the activity item.
The Code displays in the list view and is the identifier for the activity item.
2. Enter the Action that needs to take place to complete this activity item.

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 The Action tells the user who is completing the activity item what they need to do to complete the item.
3. Optionally enter a Description for the activity item.
4. Select an Actor from the list.
Choose the role that includes the users who should take action on the activity item.

Field Description

Usage Options are Optional and Mandatory. If Optional is selected, the activity item can be removed
from the associated document or record prior to the work item being generated. If Mandatory is
selected, it can't be removed. Note that these options do not impact escalation messages. If an
Optional activity item is not complete, it will be escalated based on the escalation settings.

Completion Based on Options are Yes and No. No is selected by default. You can still select a prerequisite activity item,
Prerequisite however; this activity item won't be dependent on the completion of the prerequisite. If Yes is
selected, you must select a prerequisite and this activity item will be triggered directly after the
prerequisite activity item is completed.

Prerequisite If you selected Yes for Completion Based on Prerequisite, you're required to select a prerequisite.
Use the Select button to open the modal and choose an existing activity item from the list.

When will this Activity Select a value that indicates when the activity item will be due. Additional information may be
Item be due? required based on the value selected.

If the countdown begins... Enter a value for...

On the date of an event. NA

Prior to the date of an event. How many days prior?

After the date of an event. How many days after?

After Profile Worker Create How many days after?

Send Work Items Enter the Working Days Before Due Date to indicate when the Actor should receive a work item
for this activity. Entering a value of zero indicates that a work item is sent on the associated due
date.

Escalate Enter the Working Days After Due Date to indicate when a notification should be sent to the
Actor's supervisor if this activity is not completed. Entering a value of zero indicates that no
escalation message will be sent.

Work Order Contract Management

SAP Fieldglass provides buyers with a flexible and self-managed means to establish work order contract
workflows directly from the buyer's Admin menu.

Activity items and activity checklists can be used to define each step of the workflow, the user role responsible
for completing the step, and the order in which the steps should be completed. Multiple variations of the
workflow can be configured depending on the location, the worker type, or the supplier.

In addition, an auto-generated, customizable PDF contract can be produced, signed, and maintained per
worker assignment. This contract is based on SAP Fieldglass data, can be easily printed, and supports a
controlled signature workflow. The contract is stored in SAP Fieldglass on the related Work Order.

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Work Order Contract Setup

The following steps are required to setup a work order contract workflow:

• Define workflow(s). A workflow determines how the contract moves through the process and which actions
are required to complete the process. Workflows should be considered for newly created work orders as
well as work order revisions.
• Build workflows in the application. Once the workflow processes are mapped out, administrators can
build the workflows in the application. Activity Checklists and Activity Items are used to build work order
contract workflows in the application.

As part of the workflow definition, companies should consider how and when the contract should be attached.
Contracts can be auto-generated in SAP Fieldglass or a PDF document can be manually attached to work
orders. For more information, see Managing Work Order Contracts.

Related Information

Building Work Order Contract Workflows [page 237]

Building Work Order Contract Workflows

SAP Fieldglass provides multiple options for setting up contingent work order contract workflows, allowing
companies to easily define workflows that fit their specific needs.

Workflow Associations

Multiple workflows can be configured at various business process levels, such as site, business unit, labor type,
or type of worker. To build work order contract workflows, administrators should consider how the workflow is
triggered and the steps that need to be taken to complete the process.

Workflow Process Steps

Once the type of workflow is determined, administrators can continue to define the steps for each workflow.
Activity items are used to create workflow steps. Each step should include action items, actors, and due dates.
Prerequisites can also be established for each step. A single activity item corresponds to a single workflow
step.

• Action Items - Identify the action items that your company requires to process each type of work order
contract needed. Examples of action items include, attaching the contract to the work order, validating the
contract, and signing the contract.

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• Actors - Identify the user role that should be responsible for completing each action item in the workflow.
Examples include the worker's supervisor, the job posting distributor, and the HR manager.
• Due Dates - Due dates are established for each action item in the workflow to ensure the work order
contract process gets carried through to completion in a timely manner. Work items are sent to Actors who
are responsible for each item.
• Prerequisites - Prerequisites can be used to ensure that the steps are completed in the proper order.

Related Information

Contract Workflow Activity Item Field Definitions

Describes the fields used to define activity items specifically for setting up contract workflows. For a full list of
activity item fields, see Activity Item Field Definitions.

Field Name Definition

Completion Type

Add Attachment to Work Order Select this option if the actor should attach a contract to the work order.

If a work order has an associated activity checklist with an Add Attachment to

Work Order item, the Contract Required flag appears in the General Information
section of the work order revision.

Add Attachment to Statement of Work

Attach Contingent Worker Contract Select this option if the actor should attach a contract to the worker.

If a work order has an associated activity checklist with an Attach Contingent

Worker Contract item, the Contract Required flag appears in the General Informa-
tion section of the work order revision.

Initiate eSignature Process

Validate a Document Select this option if the actor should validate the contract.

Actors on Validate a Document activity items should have the Work Order – Man-
age Contract/Worker Management Record user role permission enabled. If users
do not have this user role permission enabled and they are actors on Validate a
Document items, they are asked to validate a contract whose details they cannot
view on the relevant Work Order or Worker record.

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 Field Name Definition

Sign a Document Manually Select this option if the actor should sign the contract.

Actors on Sign a Document Manually activity items should have the Work Order –
Manage Contracts/Worker Management Record user role permission enabled. If
users do not have this user role permission enabled and they are actors on Sign a
Document Manually activity items, they are asked to sign a contract whose details
they cannot view on the relevant Work Order or Worker record.

Actor Select the actor who is responsible for completing the item. This may be a user
role or system role on the buyer side or supplier side and can also include the
worker. The actors available for selection vary based on the task completion type.

Document XSL Template This field is used to select the XSL template that is used to create the document.

This field is displayed when Add Attachment to Contingent Work Order or Add
Attachment to Statement of Work is the Completion Type and the Actor is a
buyer user role.

Completion Based on Prerequisite When this option is selected, the activity item is based on a prerequisite activity.
The activity item is triggered as soon as the prerequisite activity is completed.

Prerequisite Choose Select if the activity item has a prerequisite activity item that must be
completed before this activity item can be completed.

It is recommended that prerequisites are used when building contract workflows

to ensure workflow steps are completed in order.

When will this Activity be due? For Add Attachment to Contingent Work Order activity items, the only option is
On Work Order/Work Order Revision Accept.

For Add Attachment to Statement of Work activity items, the only options are
On Statement of Work/Statement of Work Revision Accept and On Statement
of Work/Statement of Work Revision Response Approval.

For Add Contingent Worker Contract activity items, the only option is On Work
Order/Work Order Revision Accept.

For Sign a Document Manually activity items, this field is not displayed.

For Validate a Document activity items, this field is not displayed.

Related Information

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Attaching Contracts to Work Orders

Each work order contract workflow should include a step, or action item, for attaching a PDF contract. The
contract can be buyer-defined or supplier-defined and it can be manually attached to the work order or worker
record, or it can be auto-generated by SAP Fieldglass using an XSL template.

When an activity item is defined with the completion type of Attach Contingent Work Order Contract or
Attach Contingent Worker Contract, the Contract Data Source field is available. This field determines how the
contract is attached.

• If Work Order is selected, the system uses an XSL template to automatically generate and attach the PDF
contract. The Actor can be a buyer user or a supplier user.
• If Supplier is selected, the supplier needs to manually attach a PDF contract.

XSL templates can be uploaded and stored by buyers and suppliers using the XSL Template admin object. SAP
Fieldglass provides a generic template, which can be customized as needed. However, buyers and suppliers
can provide their own templates. When suppliers upload XSL templates, a buyer must be selected. Suppliers
can store one template per buyer.

If the Attach Contract activity item has a buyer user as the Actor, the Contract XSL Template field is required.
A stored template can be selected from the dropdown. If the Actor is a supplier user, the system uses the
supplier-provided XSL template that is stored for the buyer.

Work Order Revisions

When a buyer creates a work order revision, and the work order has an associated activity item checklist with
an Attach Contract activity item, the Contract Required flag appears in the General Information section of
the work order revision. If this flag is selected, SAP Fieldglass generates a new Attach Contract activity item.
If a new contract is required on a work order revision, it can be managed and stored independently from any
previous work order contracts.

Recurring and Dependent Activity Items

In some cases, there are activity tasks that repeat based on a schedule or that require previous tasks to be
completed before additional actions are due. For example, a worker’s supervisor may be required to complete
a worker evaluation every 90 days, or a background check may require confirmation before training can be
scheduled for a new worker.

Buyers can create dependent activity items that recur at a specified frequency. A dependent item has a
prerequisite that must be completed before the dependent item can be completed.

Recurring activity items can be set to recur at an interval of a given number of calendar days, weeks, or
months. When a recurring activity item is added to a Work Order, Worker, Statement of Work, or Profile Worker,
one occurrence of the activity item is created. Each subsequent occurrence of the activity item is generated
when the previous item is completed.

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Recurring and Dependent Activity Item Usage

Edit Recurring and Dependent Activity Items

Edits to recurring and dependent activity items in the Admin Object follow the same rules as edits to other
activity items. Edits to custom fields take place immediately on Optional and Pending activity items already
assigned to a Work Order, Worker, or Profile Worker. Edits to other fields only take effect when the activity item
is newly added to a Work Order, Worker, or Profile Worker.

Example:

• Activity Item B has a prerequisite of Item A and is set to recur every 90 days.
• Item B is assigned to Worker 1.
• The buyer edits Item B to have a prerequisite of Item C and to recur every 70 days.
• Item B is then assigned to Worker 2.
• For Worker 1, Item A must be completed before Item B is triggered. Then Item B recurs every 90 days.
• For Worker 2, Item C must be completed before Item B is triggered. Then Item B recurs every 70 days.

Remove Recurring and Dependent Items

When a recurring or dependent activity item is removed from the Admin Object, the same rules are followed as
when other activity items are removed.

• Removing a recurring or dependent activity item does not remove any items (pending, completed, or
canceled) from the Work Order, Worker, or Profile Worker.
• An error is displayed if a buyer tries to remove an activity item that is a prerequisite of another activity item.
• A recurring activity item can be removed, as long as it is not a prerequisite, because existing occurrences of
the activity item do not look back to the Admin object.

Recurring Statement of Work Activity Items

Activity items can recur at the statement of work level. On the activity item types Add Attachment with
Expiration Date and Add Form Attachment, the On Statement of Work Accept, On Statement of Work Create,
On Statement of Work Response Approval, and On Statement of Work Revision Accept values can be selected
when creating the activity item. Once created, the values are displayed on the SOW Manage tab. Note that
when setting up these activity item types, the Manage SOW Worker Activity Items On field must be set to the
Create option.

Calculate the First Occurrence of a Recurring Activity Item

When a recurring activity item is added to a work order, worker, or profile worker, SAP Fieldglass calculates the
date for the first occurrence of the activity item using:

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• Data from the activity item’s admin object:
• Countdown Starts value
• Due Every value
• Send Work Items value
• Escalate value
• The date the Work Order is created or drafted or the Start Date for the worker or profile worker (depending
on the value selected for Countdown Starts)
• Calendar Days (not working days) to calculate Due Date

Example: Calculate First Occurrence of Recurring Activity Item

• Countdown Starts: On Worker Start
• Due Every: 90 Calendar Days
• Work Order Start: January 1, 2016 (this becomes Day 1)
• Send Work Items: 3 Working Days before Due Date
• Escalate: 1 Working Day after Due Date
• Corporate Calendar: Weekends are non-working days

With the values listed above, the dates associated with the first occurrence of the activity item will be:

• Due On: Wednesday, March 30, 2016 (90 Calendar Days after Work Order Start)
• Send Work Items On: Friday, March 25, 2016 (3 Working Days before Due Date)
• Escalate On: Thursday, March 31 (1 Working Day after Due Date)

Recalculate Next Occurrence Due Date for a Recurring

Activity Item
SAP Fieldglass will look to the status of the Final Approval rule on a recurring activity item (not the activity item
Admin object) when determining how to proceed after a Revision, Change Request, or Edit has been approved.

• When the Final Approval rule is enabled and all buyers have approved the Revision, Change Request, or
Edit, the date for the next occurrence of the recurring activity item is recalculated using the date the
Revision, Change Request, or Edit was finally approved as the start date for the next countdown. If there is
no Approval Group, the Revision, Change Request, or Edit is automatically approved and the date for the
next occurrence is recalculated using the date the Revision, Change Request, or Edit was submitted to the
supplier.
• When the Final Approval Rule is disabled, the Revision, Change Request, or Edit does not affect the date of
the next occurrence.

5.2 Approval Groups

Approval groups are used to ensure that authorized approvers are notified when the work items are created
and submitted.

Separate approval groups are required for job postings, work orders, time sheets, and any other SAP Fieldglass
modules your company uses that have transactions that require approval. In addition, separate approval

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groups are required for each currency your company uses in SAP Fieldglass. When a proxy approves an item on
behalf of the actual user, the approval is treated as if the actual user completed the approval.

Creating Approval Groups

To create an approval group, select the module and complete the necessary fields. The Approval Type selected,
Amount Based or Approval Chaining, determines the fields required for the approval group.

With Associate To the approval group can be associated to Business Units or Legal Entities. Only one type
of association is supported per module. EXAMPLE: You cannot create an approval group with a Legal Entity
association for the Job Posting module if an approval group already exists with a Business Unit association for
the Job Posting module. You are also not able to create an approval group with a Business Unit association if
a Legal Entity association already exists for that Job Posting module. If an approval group has already been
created for a module, the Associate To option defaults to the previous selection for the module and is and
read-only.

Define at least one level and role approval group. Add additional roles for the level as needed.

When selecting the Scope, thePermitted Legal Entity is an option that allows a user to become an approver if
the user has an authorized legal entity that matches the approval object's legal entity.

Continue to add levels and roles until the approval group is configured for the necessary workflow.

Amount Based

Amount Based approval groups are based on a monetary level, as well as the association of the approval
group’s business units or legal entities and the business unit or legal entity of the object to be approved.

In amount based approval groups, the amount can be 0 and above. Before a “non-zero amount” approval
group can be associated to a business unit or legal entity, that business unit or legal entity must be associated
to a “zero amount” approval group of the same module and currency. Business units or legal entities that are
not associated to a “zero amount” approval group do not display in the modal.

Top of the Approval Chain

The Top of Approval chain option can be used in Amount Based approval groups. When an item in SAP
Fieldglass is routed for approval using the Top of the Approval Chain functionality, approval is required only
from the user with sufficient signature authority. If the selected approval initiator has sufficient signature
authority, then the initiator is required to approve the item. Otherwise, the next user in the chain who does have
sufficient signature authority will receive the work item to approve. This means that all users without sufficient
signature authority are skipped. If the end of the approval chain is reached and no approver has sufficient
signature authority, then the item is assigned a status of Approval Paused. When an Approval Chaining level is
included in an approval group, the Bypass Duplicate Approvals flag must be enabled to avoid having approvers
who are required to approve an item more than once.

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Approval Chaining

Approval Chaining allow for approvals based on signature authority. If a user can be an approver, the user’s
allowable signature authority level is defined in the user’s profile. When a work item is created, SAP Fieldglass
routes it to the first approver in a chain. If the signature authority level of the first approver is equal to or
greater than the value specified in the approval group, the approval process ends when they approve the work
item. If the primary supervisor’s signature authority is insufficient, the approval chain continues to the primary
supervisor’s primary supervisor, and so on, until the necessary signature authority level is achieved.

Note: If needed, approval chaining can be included as a level within an amount based approval group.

Approval Group Association

An approval group can only be used with work items in business units or legal entities with which the approval
group is associated. Approval groups that aren't associated with any business units or legal entities won't be
effective.

If Include All New Business Units? Yes then this approval group inherits all the newly created business
units. If Include All New Legal Entities Yes then this approval group inherits all the newly created
legal entities. Only one approval group per currency, module, and amount can have an Include All flag enabled.
Example: More than one job posting approval group can have this flag enabled as long as the currency and
amounts are different.

 Note

For invoice and SOW invoice approval groups, you can associate business units or legal entities when
creating an approval group using the Consolidated Invoice module with the Created by Supplier option
enabled.

Bypass Duplicate Approvals

In some situations, an approver may appear in multiple levels of an approval group. If the Bypass Duplicate
Approvals flag is selected in the approval group, a user who has already approved an item is skipped in
subsequent levels of the approval. If the Bypass Duplicate Approvals flag isn't selected in the approval group,
users may be required to approve an item multiple times.

Approval Groups and Mandatory Custom Fields

When mandatory custom fields are created that only selected user roles can populate, the approval workflow
must include the user role, or the custom fields are left blank and the workflow doesn't move forward. When the
option is available, the user role can be included as an Editor in the Approval Group.

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Active User System Role Approval Groups

In certain cases, an approval group may need to include an approver that is specific to a document, but that
user is not related to the document by default. For example, an approval may be needed on a job posting by a
specific individual, but that user isn't the owner, owner’s supervisor, creator, or the cost center owner. In this
situation, an Active User system role can be added to the approval group.

The Active User system roles allow the creator of a document, such as a job posting, to select a specific
individual on the document using a custom field. The custom field is based on a company pre-defined pick
list that uses active users as the source for the values. Once created, the custom field can be included in the
approval group as a system role, and can be included on documents such as job postings or SOWs.

To set up an active user system role approval group, the following actions must be completed:

• Create a custom field pick list with the Pick List Type: Custom Field Source and select the Source: Active
User(with Display Name only) or Active User(with User Name).
• Create a custom field for the desired module with the Data Type: Company Predefined Pick List and
select the custom field pick list with the Active User system role. Note that the custom field can be
Mandatory or Optional, however if Optional is selected and a value isn't selected during document creation,
it goes into Approval Paused status.
• Create or edit an approval group and include the custom field created using the Active User system role.
When a document is created, it is routed to the user selected in the custom field for approval.

Testing an Approval Group

After an approval group has been created, the buyer can use the Test function to identify the users who would
be required to approve at that point in time. If a user’s role changes after the approval group has been tested,
that user may not be part of the approval process for an actual future document. To test an approval group,
open the desired approval group and click Test. The Test Parameters section appears. Test parameters vary
based on the Approval Type. Select the parameters and click Refresh. The users who would be required to
approve are displayed.

• Amount Based - Users are not displayed for system roles in the approval group because a system role
approver can't be identified until a specific object has been created. For example, a job posting owner can't
be identifies until the job posting is created.
• Approval Chaining- If you are testing an approval group where the only level is the default approval
chaining level, the users required to approve always include the owner as the first approver. SAP Fieldglass
is unable to identify whether a job posting owner or SOW owner is also the creator of the document until an
actual document has been created.

5.2.1 Approval Group Field Definitions

Note: Depending on the module selected, some of the fields described below may not be displayed.

Note: Fields marked with an asterisk (*) are required.

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Field Name Definition

Module* The module for which this approval group will be used.

Created By This field applies to Consolidated Invoice approval groups

only.

When Buyer is selected, the approval group applies to buyer-

created Consolidated Invoices.

When Supplier is selected, the approval group applies to

supplier-created Consolidated Transaction Invoices.

Only one Created by Supplier approval group can be

created for a particular Currency and Maximum Approval
Amount.

If the following company configuration options are set for a

buyer company, then when a Consolidated Invoice approval
group is created, the Created By field is automatically set to
Buyer and the field can't be edited.

Previously, a radio button was displayed next to Buyer. To

eliminate possible confusion, the radio button has been re-
moved.

• Legal Entity is enabled.

• Source of Buyer Bill To and Supplier Remit-to Address
and Tax Information is set to Legal Entity.
• Consolidated Transaction Invoice is disabled.

Approval Type* The approval group type. Select Amount based or Approval
Chaining. Approval Chaining isn't an option for all modules.

Note: This field isn't required and doesn't display for Profile
Worker approval groups.

Name* Enter a name for the approval group. The same name can't
be used for more than one approval group. Up to 100 charac-
ters are allowed.

Bypass Duplicate Approvals* If this flag is selected and a user is included in multiple levels
of an approval group, the user is only required to approve the
item once. The user is skipped in subsequent levels of the
approval.

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 Field Name Definition

Currency* For an amount-based approval group, enter the currency for

the maximum approval amount. Approval chaining based
approval groups don't require a currency. Separate approval
groups must be created for each currency.

You can't edit the approval group and change the currency.
To change the currency, the approval group must be re-
moved and re-created.

Multiple amount-based approval groups with the same cur-

rency and business unit or legal entity can exist as long as
the amounts are different.

Note: This field isn't required and doesn’t display for Profile
Worker approval groups.

Maximum Approval Amount* The maximum amount represents the maximum value that
can be approved by this approval group. If you enter 0.00
(unlimited value) in this field, all items are assigned to this
approval group if no other qualified approval group exists.

If you create additional non-zero value approval groups, the

zero-amount approval group is assigned to items that don't
qualify for the other approval groups. For example, suppose
that two approval groups exist for the same module, busi-
ness unit or legal entity, and currency: AG1 has a Maximum
Approval Amount of 0.00 and AG2 has a Maximum Approval
Amount of 50,000. Items with an amount of up to 50,000
will be approved by AG2 and items with an amount over
50,000 will be approved by AG1.

If the item has a zero value, the item is assigned to the low-
est non-zero amount approval group. If a non-zero amount
approval group doesn't exist, then the item is assigned to the
zero amount approval group.

Before you can associate a business unit or legal entity to

non-zero amount approval groups, the business unit or le-
gal entity must be associated to a zero (unlimited value)
amount-based approval group.

The amount value must be a positive numeric value and

conform to the number format specified in My Preferences
for your user account. An error message is displayed if the
value is entered in a different number format.

Note: This field isn't required and doesn't display for Profile
Worker approval groups.

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Field Name Definition

Associate To* This option indicates whether the approval group will be as-
sociated to Business Units(default) or Legal Entities. All
existing approval group functionality applies to both.

Only one type of association is supported per module. Exam-

ple: You cannot create an approval group with a Legal Entity
association for the Job Posting module if an approval group
already exists with a Business Unit association for the Job
Posting module. You are also not able to create an approval
group with a Business Unit association if a Legal Entity asso-
ciation already exists for that Job Posting module.

Include All New Business Units? For an amount-based approval group, select the Yes radial
button if this approval group should be automatically asso-
OR
ciated with all new business units or legal entities that are
Include All New Legal Entities? created after the approval group is created.

This flag doesn't include currently existing business units or

legal entities, which must be manually assigned.

Only one approval group per currency, module, and amount

may have this flag. For example, this flag can be selected for
more than one job posting approval group, as long as the
currency and amounts are different.

This flag can be selected for a non-zero approval group only

if it is already selected for a zero amount approval group
for the same module. If this flag is selected for a non-zero
approval group, then the flag can't be cleared for the zero
amount approval group of the same module and currency.

This flag doesn't apply to approval chaining approval groups.

Rule or Script Name If a rule or script is selected in this field, documents will only
go through approval if the conditions of the rule or script are
met. If the conditions aren't met, the entire approval group is
skipped.

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 Field Name Definition

Apply at This option is displayed for Profile Worker approval groups.

If Profile Worker Create is selected, the approval group ap-
plies when a profile worker is created; if Profile Worker Edit
is selected, the approval group applies when a profile worker
is edited.

When a profile worker is edited and a Profile Worker Edit ap-

proval group applies, the profile worker's status is updated
to Pending Approval and a Revisions tab displays on the
profile worker record. Approvers must approve or reject the
revision.

Buyers and suppliers with permission to edit profile workers

can make changes that trigger the approval process.

Role Rule Select Any to specify that any user who meets this approver
criterion can approve an item, or select All to specify that
all users who meet this approval criterion must approve an
item.

Use caution when selecting All. If you select All and specify
a user role that applies to more than one person, everyone
with the user role and visibility to the item will have to ap-
prove the item. For example, if the “Hiring Manager” user
role is selected, all users with the role of Hiring Manager and
with visibility to the item will be required to approve an item.

If you select a system role (such as job posting owner) that

identifies a single person for the item, this field is always set
to Any when the approval group is saved.

Note: Remember that Administrator is the only SAP Field-

glass-defined user role. “Hiring Manager” is an example of
a user role that could be created in a buyer company. This
term is used generically here.

Regardless of whether Any or All is selected, any single

approver can reject the object for the status to change to
rejected. If All is selected, all users who received the work
item aren't required to reject the object for the status to
change to rejected.

Configuration

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Field Name Definition

Role There are two types of role: user roles and system roles.
Select the user role or system role with which qualified ap-
provers must be associated. If you select a user role, the role
must have the permissions required to perform approvals.

Items that are displayed in parentheses are system roles

and refer to a specific person in relation to the work item.
For example, “(Job Posting Owner)” refers to the owner of
the specific job posting that requires approval. The system
roles that are available will differ depending on the module
selected.

A user-defined Supervisor role is a type of system role, and

can be used in the job posting, work order, work order revi-
sion, time sheet, and expense sheet modules. A title of a
supervisor role that has been created, for example, "Com-
pliance Approver," will be displayed in parentheses and the
users defined for the role become an approver.

When (Ad Hoc Approver) is selected, an ad hoc approver

must be selected during the approval process. This selection
is available only if the Enable Ad Hoc Approvers company
configuration option is enabled.

When (Approval Chaining) is selected, the approval chaining

process is initiated at this level. This selection is available
only if the Enable Approval Chaining company configura-
tion option is enabled.

The (Event/Fee/Schedule Approver) and (Event/Fee/

Schedule Approver's Supervisor) roles are used to route
the line item to the proper approver. These roles are used
with the Allow Supplier to select Approver for Events, Fee
Responses, and Schedules rule on the SOW template.

When (SOW Coordinator) is selected, the approval process

goes directly to the user in the chain with the SOW Coordina-
tor authority, based on the initiator selected.

When (Top of Approval Chain) is selected, the approval proc-

ess goes directly to the user in the chain with sufficient sig-
nature authority, based on the initiator selected.

Items that aren't displayed in parentheses refer to any per-

son in the selected user role. For example, “Program Office
Coordinator” refers to anyone with the Program Office Co-
ordinator user role in SAP Fieldglass. If you select an item
without parentheses, any user to whom the selected user
role has been assigned may approve the work item. If you
select All in the Any/All field, every user with the selected
role will be required to approve the work item.

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 Field Name Definition

Note: Remember that Administrator is the only SAP Field-

glass-defined user role. “Hiring Manager” or “Program Office
Coordinator” are examples of user roles that could be cre-
ated in a buyer company. These terms are used generically
here.

A duplicate user role or system role can't be used within the

same level, but can be used in different levels.

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Field Name Definition

Scope Scope identifies which users in the specified user role are to
be included in the approval. Options for scope selection vary
by module. Scope must be defined for user roles only. For
system roles, the scope selection menu isn't displayed, since
there’s only one user per object who can approve for system
roles.

The available options for scope selection may include the

following:

• Company. Any user in the selected approval role will be

an approver.
• Object's business unit. Any user in the selected appro-
val role with a primary business unit that matches the
object's business unit will be an approver.
• Object's business unit and above. Any user in the se-
lected approval role with a primary business unit that
matches the object's business unit or any business unit
above will be an approver.
• Cost center owner's business unit. Any user in the
selected approval role with a primary business unit that
matches the business unit of any cost center owner
associated with the object will be an approver.
• Cost center owner's business unit and above. Any
user in the selected approval role with a primary busi-
ness unit that matches the business unit or any busi-
ness unit above of any cost center owner associated
with the object will be an approver.
• Single business unit. Any user in the selected approval
role with a primary business unit that matches the busi-
ness unit selected to be the scope's business unit will be
an approver.
• Permitted Legal Entity. Any user in the user role se-
lected with a permitted legal entity that matches the
approval object's legal entity becomes an approver.
• Permitted business unit. Any user in the selected ap-
proval role with a permitted business unit that matches
the approval object's business unit will be an approver.
• Permitted cost center. Any user in the selected appro-
val role with a cost center that matches any of the ap-
proval object's cost centers will be an approver.
• Permitted site. Any users in the selected approval role
with a site that matches any of the approval object's
sites will be an approver.
• Primary. When the role selected is a cost center custom
field, select Primary to route the approval to the pri-
mary cost center on the document using the approval
group. Otherwise, select All to route the approval to all
cost centers on the document using the approval group.

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 Field Name Definition

• All. When the role selected is a cost center custom field,

select All to route the approval to all cost centers on the
document using the approval group. Otherwise, select
Primary to route the approval to the primary cost cen-
ter on the document using the approval group.

 Note
If approval group scope option selected is one of the
business unit choices, there is no validation. The appli-
cation may display business units that are associated to
the approval group's associated legal entities.)

Rule / Script / Variable This field determines the rule, script, or variable that is used
for the approval group level.

• Cost Center Allocation Threshold: This rule allows a

spend threshold to be created for each cost center level.
Once an approval group has been set up, the system
validates the threshold amount against the amount allo-
cated for the document's cost center. If the cost center
amount allocated exceeds the threshold, the application
sends approval work items to the approvers according
to the values set up for the approval group level. Note
that the Role field defines the approver. Multiple appro-
val group levels can be set up with unique values.
For example, if an approval group level is set up with
the Role Rule set to All, Role set to Director, Scope set
to All, and Value set to 1000, this would indicate that
all the directors (for the associated cost centers that
exceed the threshold) would be required to approve the
document when the cost center allocation amount is
exceeded by 1000.
• The Type of SOW option specifies if the approval rules
are set for a Child SOW, Standalone SOW, or Master

SOW. Set the variable by selecting Type of SOW ,

the condition (Not Equal To or Equal To) and one of the
values (Child SOW, Standalone SOW, or Master SOW).
The following modules are available for approval group
rules: Work Order, Work Order Revision, Statement of
Work, SOW Revision, SOW Response, SOW Revision Re-
sponse, SOW Credit / Debit Memo, SOW Invoice, SOW
Worker, Time Sheet, Expense Sheet, Miscellaneous In-
voice, and the SOW line item modules.

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Field Name Definition

Message Type The Message Type indicates the action that is taken by
the selected role. Depending on the action selected, a corre-
sponding message is sent to users in the selected role.

• An Approval message is sent to approvers for approval.

• An Escalation message may be specified only with an
Approval message. If the approver hasn't acted upon
a work item within the stipulated time period, an esca-
lation notification is sent to the user or system role de-
fined at that approval level. Escalation time periods are
based on the escalation setting for the business unit or
legal entity of the object.
• A Notification message may be specified only with an
Approval or Editor message. A notification message can
be sent to other users, informing them that an object
has been routed for approval. A notification message
may be specified on the final level by itself.
• An Editor message is configured to allow users to edit a
work item. There can be multiple editors in a given level,
and multiple levels with editors. An editor message can
be placed anywhere in an approval workflow. When us-
ing an Editor message, the role rule “All” can't be used.
This protects against two users editing an object at the
same time and contradicting each other’s updates. Edi-
tor messages can only be used in the following modules:
Job Posting, Decision Form, Work Order, Work Order Re-
vision, Project, Statement of Work, and SOW Revision.
Upon receiving the work item, the editor can either edit
the object and then approve it, or simply approve the
object. If the editor makes a change to the object that
would route the object to another approval group, the
object is automatically rerouted to the new approval
group when the editor approves it.

Conditional Group Select the criteria for which approval is required.

Condition The available conditions for numeric values are Greater

Than and Less Than, while the available conditions for ob-
ject values are Equal to and Not Equal to. For example,
you can specify that a job posting owner has authority to ap-
prove a job posting with a planned duration of less than 180
days, but that approval of the job posting owner’s supervisor
is required for job postings with a planned duration greater
than 180 days.

Mandatory custom fields can be used as conditions.

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 Field Name Definition

Value Enter a Value that determines whether approval is needed.

This is often a currency value, but other types of values may
also be used (for example, the number of billable hours on a
time sheet).

For example, you can specify that a Job Posting Owner can
approve any Job Posting with an Estimated Spend of less
than 9,999 USD without any additional approvals. However,
if the Estimated Spend is projected to exceed 10,000 USD,
you can specify that the approval of the Job Posting Owner’s
Supervisor will be required as well. Finally, if the Estimated
Spend is expected to exceed 25,000 USD, you can specify
that the approval of the Cost Center Owner should be re-
quired in addition to the other two.

The value field will be a text field for any Greater than
or Less Than Condition selection. The Value field will be a
dropdown menu for any Equal To or Not Equal to Condition
selection. If a custom field is used as a condition, the value
field appears as a text box for custom fields of type text or
text area. For custom fields of type date, a date box appears.

Role Condition The And/Or selection is displayed if more than one role has
been selected for a given approval group level.

If you select And, all roles at a given level must approve a

work item before it can advance to the next approval level.

If you select Or, only one role at a given level needs to ap-
prove a work item for it to advance to the next approval level.

5.2.2 Ad-Hoc Approver

Approval groups are used to ensure that authorized approvers are notified when transactional items are
created and submitted, such as job postings, time sheets, or work orders. Buyer users can add Ad Hoc
Approvers to the Lifecycle tab of a document, or approval groups can be configured to require an Ad Hoc
Approver be selected during the approval process. This gives flexibility in specifying the users who must
approve the document allowing them to be defined at the time of approval, rather than within the approval
group.

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Setup

To use this feature, the Enable Ad Hoc Approvers company configuration option must be enabled. When this
configuration is enabled, Ad Hoc approvers can be added to:

• Approval groups
• A document by another approver during the approval workflow

Usage

Add an Ad Hoc Approver to a Document

If the Ad Hoc Approver system role is built into an approval group, it requires that a user select an ad hoc
approver for that level of the approval process. Additionally, any approver can add an ad hoc approver to a
document on an impromptu basis even if it is not required by the approval group definition.

• Ad Hoc Approvers can be added to the current, or active, approval level or any level above the current level.
They cannot be added to levels that have already been fully approved.
• The same Ad Hoc Approver can be added to multiple approval levels, but cannot be added to the same
level more than once.

When the approval group setup requires that an ad hoc approver be added to the document, the document will
be in Approval Paused status until an approver is added. After selecting the desired user, the Restart link must
be clicked to send the document to the selected user.

Ad hoc approvers are added to a document on the Lifecycle tab using the +Add Approvers link. Multiple ad hoc
approvers can be added, however they must be added individually (it is not possible to add a user role as an
Ad Hoc Approver). Users can also add themselves as an Ad Hoc Approver. The approvers that can be selected
must have:

• The Approve user role permission enabled for the module

• Visibility to the document's business unit, legal entity, cost center, and site

Remove an Ad Hoc Approver from a Document

Once added, an Ad Hoc Approver can be removed from the approval process prior to acting on the item. Only
users with visibility to the document and who are in a role with the Approve permission for the associated
document can remove an Ad Hoc Approver. Users are not able to remove the last Ad Hoc Approver from the
current approval level.

To remove an Ad Hoc Approver, select the x Remove link for that approver.

Using an Ad Hoc Approver with a Document

The Ad Hoc Approver can perform most of the tasks as a normally authorized approver. When using an Ad Hoc
Approver, the following rules apply:

• When an Ad Hoc Approver is added to an approval level with an intended recipient such as the Cost Center
Owner, Job Posting Owner, and so forth, and the Bypass Duplicate Approvals flag is enabled, if the ad hoc
approver has approved the item at a previous level, the entire (added) level is skipped.
• If a user who has been selected as an Ad Hoc Approver is closed prior to approving the document, the
individual assigned to take over the Work Items is able to act as the Ad Hoc Approver.

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 • When a document is rejected and resubmitted, any Ad Hoc Approvers that were previously added are not
retained and must be reassigned.
• If the Ad Hoc approver is not included in the approval group, they can still be added during the approval
process by another approver.

Audit Trail

The audit trail for the document records the actions of “Add Ad Hoc Approver” and “Remove Ad Hoc Approver.”
Once a document has been approved by an Ad Hoc Approver, the audit trail records the action of “Approved.”
The approval level details, also on the Lifecycle tab, differentiate between individuals who have approved as an
Ad Hoc Approver versus those who have not.

5.2.3 Modifying an Approval Group

Editing an Approval Group

The approval workflow may be impacted when changes are made to approval groups. The following scenarios
describe how editing an approval group impacts the workflow:

• If an approval group is modified during an approval process, the original approval structure persists. That
is, if the structure and/or users in an approval group are changed, the forward movement of objects in the
approval process is not changed.
• If an approval group is modified when an approval process is paused, and the approval process is then
restarted, the original approval structure persists.
• If an approval group is modified after an approval process has been rejected, and the approval process is
then resubmitted, the approval process will be treated as a new object and will pick up the new approval
group structure, or possibly a new approval group.

You can add or remove levels anywhere in an approval group and reorder existing levels by shifting them up or
down. Note that if your approval group type is set to Approval Chaining, you cannot move default levels.

Removing an Approval Group

When an approval group is removed, the following applies:

• All approval objects that are pending or paused will continue along the approval path.
• All rejected or declined approval object that are resubmitted will no longer require approval.
• All future objects will not require approval.

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5.3 Decision Form Template

Allows buyers to capture and review information related to the procurement of services, in order to authorize
the creation of job postings, statements of work, SOW bids, profile workers, and/or projects.

Procurement types can be determined based on the information provided and the related documents can
be created and populated directly from decision forms. Decision forms can also be used as a precursor to
processes outside of SAP Fieldglass. Decision forms can be configured with an optional procurement type
Other, that allows buyers to customize a process for requisitions and approvals that are not captured in SAP
Fieldglass.

Decision form templates contain the informational fields, questions, and requirements needed for decision
forms.

5.3.1 Decision Form Setup

Setup is required to use decision form functionality.

The Decision Form Required company configuration option must be enabled as well as related procurement
options. The procurement options selected determine the documents that can be created from the decision
form. Procurement options include the following:

• Statement of Work
• Statement of Work Bid (If Statement of Work Bid is locked, Statement of Work must also be locked)
• Job Posting
• Named Job Posting
• Profile Worker
• Project
• Other

Enabling the Decision Form Required company configuration options allows users to create and use decision
forms. However, it does not require decision forms be used prior to creating related procurement documents.
To require users to create decision forms before job postings, SOW bids, or SOWs can be created, the Lock
Default Values configuration setting must be enabled for the desired procurement types. If SOW bid is locked,
SOW must also be locked.

When decision form company configuration procurement options are set to Lock Default Values, those
options (Job Posting or Statement of Work) no longer display in the Create menu. A decision form must
be submitted and approved in order to create the related documents.

Decision form templates can be associated to Business Units.

Decision form reason codes are required to close decision forms and for approvers to reject decision forms.
Reason codes can be created by navigating to the Admin page and selecting Reason in the Configuration menu.
Select the Decision Form module to create decision form reason codes.

The following options can also be configured for decision forms:

• The procurement type Other is used when decision forms will be used to support processes in addition
to creating an SOW or job posting. When approving a decision form with the procurement type Other, the

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 approver will enter instructions to outline the next steps that should be taken. For example, a procurement
type of Other may be selected when a decision from is approved, and instructions could be entered to
verify with the legal, human resources, or purchasing departments that a contingent labor resource is the
correct business decision.
• If the Auto close decision form configuration option is enabled, decision forms will be automatically
closed once their related procurement documents are created. This option does not apply to the
Procurement Type Other. Decision forms using the Other type must be manually closed.
• The Named resource external verification option is used for buyers that use decision forms to integrate
with independent contractor verification providers.

Decision Form Field Definitions

Field Definition

Details

Name A unique name for the decision form template. This value is required and must be
unique. Up to 100 characters are allowed.

This field supports multiple languages. The translations can be done through the user
interface or the translation upload. A user with the appropriate permission, who has a
default language that is different than the company default language, is able to enter a
translated value when editing a decision form template. Any user who share the same
default language as the user who made the change will see the translated Name when
creating a decision form.

Description A description of the template. The value can be up to 1,000 characters.

This field supports multiple languages. The translations can be done through the user
interface or the translation upload. A user with the appropriate permission, who has a
default language that is different than the company default language, is able to enter a
translated value when editing a decision form template. Any user who shares the same
default language as the user who made the change will see the translated Description
when creating a decision form.

Associate all Business Units If this option is enabled, this template will be associated to all business units. If this
option is not enabled, business units can be associated using the left-hand menu.

Procurement Options

Types The procurement types for which decision forms created from the template can be
used. Depending on the company configuration, options may include Job Posting,
Statement of Work, SOW Bid, Profile Worker, Project and/or Other. Multiple options
can be selected.

Select Other if decision forms created from the template will be used to support
processes in addition to creating an SOW or job posting.

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Field Definition

Allow multiple of the procurement Enable this option to create multiple instances of the resulting procurement type.
type outcome to be created The Create (procurement type) button will remain available until the decision form is
closed. All documents created from the decision form will display on the Related tab of
the decision form.

Named Resource? The Named Resource? option is only for use with job postings. If this option is set
to Yes, the decision form created from the template must include a named resource.
When this option is used on decision forms, at least one approval group must be
configured with a first level editor. The editor must select the supplier of the name
resource for the job posting. This option should only be used when the buyer has
suppliers that allow the buyer to add entries to their workforce. If there are no suppliers
that allow workforce entries, the decision from cannot be approved.

Wizard If decision forms created from the template should include a wizard, select the wizard
that should be used. Questions from the wizard will be included on decision forms
created from the template.

This field is displayed on the template when a wizard exists that has the Use On:
Decision Form option selected.

Rules

Use Scoring This rule allows the user creating or editing the decision form template to determine
whether the questions should be scored. If this rule is not enabled, the questions are
not scored.

When scoring is enabled (No is selected), the score is calculated using the following
scale:

• Yes/No: Yes=1, No=0

• Descriptive: no scoring
• Yes/No & Descriptive: Yes=1, No=0
• 5 Point Rating: 0-5
• User Defined Pick List: user defines a score for each answer.

Note: As an alternative to system generated scoring, a User Defined Pick List can be
created and a preferred score value can be assigned to each answer.

Display Procurement Types to Re- When this rule is selected, procurement options are displayed on the decision form and
questor can be viewed and/or selected by the creator. If this rule is not enabled, and multiple
procurement types are available for selection, an approver with editor authority must
select the procurement type during the approval process.

Show in Create Menu When this rule is enabled, the decision form template is displayed as an option on the
user's Create menu.

Require Budget Amount When this rule is enabled, users are required to enter a budget amount on the decision
form before submitting.

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 Field Definition

Custom Fields Click Custom Fields to add custom fields to the template. Custom fields must be
predefined for the Decision Form module.

When the Data Type of a selected custom field is Text or Text Area, users can change
the default value of the custom field on a specific decision form template. Each deci-
sion form template can have a different default value for the custom field.

Questions Click Questions to add questions to the template. Questions must be predefined for
the Decision Form module.

5.3.2 Decision Form Workflow

Describes the various workflow options based on the decision form template setup.

Template Options Decision Form Creation Decision Form Approval

One Procurement Type If only one option is selected on the When submitted for approval, the pro-
template, that option is automatically se- curement type cannot be edited.
lected on the decision form and it cannot
be changed during creation.

One Procurement Type The template procurement type must be An editor must be defined as the first
Job Posting to create a named resource level approver. The editor must edit the
Named Resource?: Yes
job posting using the decision form. decision form and select the supplier in
order to approve the decision form.
The creator must enter the resource
name before submitting the decision If an editor is not defined, the supplier
form for approval. cannot be selected and the decision form
will be unusable.

Multiple Procurement Types The decision form creator can select the An editor can edit the decision form and
procurement type on the decision form change the procurement type if needed.
Display Procurement Types to Re-
and submit it for approval.
questor: Enabled If an editor is not defined in the approval
If no procurement type is selected, the group and the requestor did not select
decision form can still be submitted for a procurement type, the approver must
approval. reject the decision form and the creator
must select the procurement type and re-
submit it for approval.

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Template Options Decision Form Creation Decision Form Approval

Multiple Procurement Types The decision form creator cannot select An editor must be defined as the first
the procurement type during creation. level approver. The editor must edit the
Display Procurement Types to Re-
The decision form is submitted for appro- decision form and select the procurement
questor: Not enabled
val without a procurement type. type before the decision form can be ap-
proved.

If an editor is not defined, a procurement

type cannot be selected and the decision
form will be unusable.

Create Documents from Decision Forms

Once decision forms are approved, a button appears on the Decision Form page that is labeled according to
the procurement type selected. Click the button to begin the process of creating the related document. The
documents related to a decision form can be created by users with the appropriate user role permissions. The
original creator of the decision form or the approver may create documents. Decision form messages should
be configured to support the desired workflow.

If Other is selected as the procurement type, the next steps are outside of the SAP Fieldglass application, and
therefore not initiated from the decision form. When Other is used, the decision form remains in approved
status until it is manually closed.

When a user creates a document (including job posting, named job posting, statement of work, SOW bid,
profile worker, or project) from a decision form that contains an attachment, the attachment behaves as if
it had been attached to the document on creation. The attachment retains its properties, such as person,
timestamp, comments, and visibility from the decision form, but the user creating the documents can remove
the attachment if desired, change the document's visibility, and add a comment about the attachment.

Recall Decision Forms

If a user has permission to recall a decision form, a Recall button is displayed on the form. To recall a decision
form, the form's status must be either Submitted, Pending Approval, Approval Paused, or Closed and a related
document must not have been created.

When the Recall button is clicked, the Recall Decision Form modal window is displayed. The user will select a
reason for recalling the decision form and will optionally enter a comment.

When a decision form is recalled, the status of the form changes to Draft and a work item is created. Note: In
contrast, when the Complete Later button is selected on a decision form, the form is placed in Draft status but
a work item is not created.

If a decision form was Pending Approval when it was recalled, the first approval sequence is automatically
rejected. When the user has edited and resubmitted the decision form, the form is re-sent for approval.

Remove Decision Forms

A draft or rejected decision form can be deleted if a user has permission. On a draft or rejected decision form,
select More Actions > Remove.

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5.4 Thresholds - Alert
Used to notify users of specific events before or when they occur.

When an alert threshold is met, a message is sent or displayed to the specified users when the related message
is enabled. Alert thresholds can be set for items including workers nearing their end dates or when total time
sheet spend is near the work order total spend. The recipients of alert messages and the content of the
message are established in the Messaging module or Advisor. If alert thresholds are not established, messages
are not sent and users do not receive a notification.

Alert Threshold Setup

• Alert thresholds apply to the entire company and cannot be associated to specific business units.
• Alert messages are managed in the Messaging module on the Admin page. Messages can be customized
and recipients can be added or removed. Alert messages are associated to the module related to the
threshold. For example, the Worker End Date threshold alert message is found in the Worker module of the
Messaging menu. Alert messages are identified by the Activity and Done By columns on the Messaging List
page. Alert messages are initiated by the SAP Fieldglass Agent and the activity relates to the threshold.
• Users with proper permissions can adjust or disable alert thresholds at any time. To adjust alert thresholds,
use the edit option to enter a new threshold value or select a new type. To disable an alert threshold, simply
remove the value from the Threshold field.
• For Time Sheet Nearing Work Order Committed Spend and Expense Spend nearing Work Order Maximum
Expense, the warning messages are part of Advisor and must be enabled in the Advisor admin object. In
order to view the message, the user must have the admin user role permission for Advisor (View).
• To deactivate an alert threshold preference, set the preference to zero.

Alert Threshold Usage

• The Days threshold type is calculated using calendar days, not working days. The calculation does not
consider holidays or non-working days on the corporate calendar. For example, if a worker has an end date
that occurs on a Monday and the threshold is set to alert two days before, the alert appears on Saturday.
• Certain alert thresholds also display on the home page of a user in the Statement of Work Count widget
and the Worker Count widget when met. If the Statement of Work End Date threshold is reached, the
widget displays a link to a list of statements of work meeting that threshold. If the Worker End Date and/or
Worker Tenure Exceeding thresholds are reached, the widget displays a link to a list of the workers meeting
that threshold.
• If there are multiple cost centers on a work order, alerts are not sent if only one cost center reaches a
spend threshold. The full work order must reach the threshold for the alerts to be sent.
• For Time Sheet Nearing Work Order Committed Spend and Expense Spend nearing Work Order Maximum
Expense, the warning messages are displayed in the Advisor.

 Note

When worker thresholds are set in the Administration Config Workflow of Thresholds - Alert, alert
messages are sent as specified by the threshold. To receive alerts as specified in the policy duration,
max duration reached, tenure exceeded, and other date sensitive thresholds, use Custom Lookup - Tenure
Warning & Notifications functionality.

To avoid duplicate worker alerts that may cause confusion, consider disabling similar thresholds set in
the Administration Config Workflow of Thresholds - Alert. Multiple worker-related alert threshold field
definitions trigger alerts similar to the custom lookups.

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5.4.1 Alert Thresholds Field Definitions

Describes the alert thresholds fields.

Field

Process Being Monitored Description

Invited Worker did not respond before invitation expired An alert will be sent the specified number of days or hours
after an invitation expires if the worker has not responded to
the invitation.

Invited Supplier did not respond before invitation expired An alert will be sent the specified number of days or hours
after an invitation expires if the supplier has not responded
to the invitation.

Supplier has not responded to Job Posting by Respond by An alert will be sent when a supplier has not responded to
Date a job posting by the specified number of days or hours after
the Respond by Date defined in the job posting.

Approaching Worker Trial End Date An alert will be sent the specified number of days or hours
prior to a worker’s trial end date defined by the buyer at
work order creation.

Approaching Worker End Date An alert will be sent the specified number of days or hours
prior to a worker’s end date.

When you enable the Worker End Date setting, the worker
widget on the SAP Fieldglass home page includes the num-
ber of workers who are nearing their end date.

Multiple notifications can be sent to buyers and suppliers

at specified intervals prior to the worker end date. If no
values are entered, alerts will not be sent. Values must be
populated from left to right.

Contingent Worker End Date Approaching An alert will be sent the specified number of days or hours
prior to the end date for a contingent worker.

When you enable the Contingent Worker End Date Ap-

proaching setting, the worker widget on the SAP Fieldglass
home page includes the number of workers who are nearing
their end date.

Multiple notifications can be sent to buyers and suppliers at

specified intervals prior to the contingent worker end date. If
no values are entered, alerts will not be sent. Values must be
populated from left to right.

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 Field

Process Being Monitored Description

SOW Worker End Date Approaching An alert will be sent the specified number of days or hours
prior to the end date for an SOW worker.

When you enable the SOW Worker End Date Approaching

setting, the worker widget on the SAP Fieldglass home page
includes the number of workers who are nearing their end
date.

Multiple notifications can be sent to buyers and suppliers at

specified intervals prior to the SOW worker end date. If no
values are entered, alerts will not be sent. Values must be
populated from left to right.

Profile Worker End Date Approaching An alert will be sent the specified number of days or hours
prior to the end date for a profile worker.

When you enable the Profile Worker End Date Approaching

setting, the worker widget on the SAP Fieldglass home page
includes the number of workers who are nearing their end
date.

Multiple notifications can be sent to buyers and suppliers at

specified intervals prior to the profile worker end date. If no
values are entered, alerts will not be sent. Values must be
populated from left to right.

SOW Management Event Buyer Submission Reminder An alert will be sent the specified number of days or hours
prior to the scheduled submission date of a buyer Manage-
ment Event.

SOW Management Event Supplier Submission Reminder An alert will be sent the specified number of days or hours
prior to the scheduled submission date of a supplier Man-
agement Event.

Worker Actual Spend nearing Committed Spend An alert will be sent when a worker’s actual spend reaches
the specified percentage of committed spend. The value set
for this threshold indicates the percentage of committed
spend remaining on the work order. For example, if this
threshold is set to 20%, when the actual spend reaches 80%
of the committed spend, the alert will be triggered.

Statement of Work Spend nearing Maximum Budget An alert will be sent when an SOW's spend reaches the
Amount specified percentage of the maximum budget. The value set
for this threshold indicates the percentage of budget remain-
ing on the work order. For example, if this threshold is set
to 20%, the alert will be triggered when the actual spend
reaches 80% of the budget.

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Field

Process Being Monitored Description

Statement of Work Spend nearing allocated spend on a Cost An alert will be sent when the spend on a SOW reaches the
Center specified percentage of the allocated spend for a specific
cost center.

Work Order Spend nearing allocated spend on a Cost Center An alert will be sent when the spend on a work order reaches
the specified percentage of the allocated spend for a specific
cost center.

Worker Certification about to expire An alert will be sent when a worker’s certification(s) are
about to expire. Certifications are types of qualifications that
are housed on the workforce record and are often used in
conjunction with prequalified workforce functionality.

Worker approaching tenure limits An alert will be sent when a worker’s projected tenure (the
number of calendar days between the worker's start date
and end date) exceeds the number of days or hours speci-
fied for this threshold.

For example, if 365 Days is entered for this threshold and a

worker is created with an end date that is 366 calendar days
after the worker's start date, an alert is immediately created.
SAP Fieldglass does not wait until the worker's tenure has
actually exceeded the threshold to create an alert.

When you enable the Worker Tenure Exceeding setting, the

worker widget on the SAP Fieldglass home page includes
the number of workers whose projected tenure exceeds the
specified value.

Interview not Marked as Complete An alert will be sent when an interview has not been marked
complete after a certain number of days of it being con-
firmed.

Interview Date Approaching Sends an alert when the date for an interview in confirmed
status is approaching the specified threshold.

Active Workers nearing Headcount Cap An alert will be sent when the number of workers on an SOW
reaches the specified percentage of the SOW Headcount
Cap. The value set for this threshold indicates the percent-
age of headcount cap remaining. For example, if this thresh-
old is set to 20%, the alert will be triggered when the number
of workers reaches 80% of the headcount cap.

Supplier Certification about to expire An alerts will sent the specified number of hours or days
prior to the supplier's scheduled certification expiration.
This field is displayed only when the Enable Supplier
Qualification company configuration option is configured.

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 Field

Process Being Monitored Description

Approaching SOW End Date An alert will be sent the specified number of days or hours
prior to a Statement of Work end date.

When you enable the Statement of Work End Date setting,

the SOW widget on the SAP Fieldglass home page includes
the number of SOWs that are nearing their end dates.

Multiple notifications can be sent to buyers and suppliers at

specified intervals prior to the SOW end date. If no values are
entered, alerts will not be sent. Values must be populated
from left to right.

Document about to expire An alert will be sent the specified number of days or hours
prior to the Attachment with End Date activity item expira-
tion date.

Approaching SOW Bid End Date An alert will be sent the specified number of days or hours
prior to a Statement of Work bid end date.

When you enable the Approaching SOW Bid End Date set-
ting, the SOW widget on the SAP Fieldglass home page in-
cludes the number of SOW bids that are nearing their end
dates.

Multiple notifications can be sent to buyers and suppliers

at specified intervals prior to the SOW bid end date. If no
values are entered, alerts will not be sent. Values must be
populated from left to right.

SSO Certificate Expiry Date Approaching An alert will be sent the specified number of days prior to a
SSO Certificate end date.

Multiple notifications can be sent to buyers and suppliers at

specified intervals prior to the SSO certificate expiration. If
no values are entered, alerts will not be sent. Values must be
populated from left to right.

SOW Event Due Date Approaching Notifies users when the Due On date for statement of work
events is apporaching.

Warning Issued at Approval

Time Sheet Spend nearing Work Order Committed Spend A warning will be displayed at approval when time sheet
spend reaches the specified percentage of a work order’s
committed spend.

This threshold is set at the percentage of spend used. If you

want to the alert message to go out when the worker has
used 85% of the committed spend, set this value to 85%.

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Field

Process Being Monitored Description

Expense Spend nearing Work Order Maximum Expense A warning will be displayed at approval when expense spend
reaches the specified percentage of a work order’s maxi-
mum expense.

This threshold is set at the percentage of spend used. If you

want to the alert message to go out when the worker has
used 85% of the maximum spend, set this value to 85%.

5.5 Thresholds - Escalation

Used to define when time thresholds are not met and a notification is sent to a primary supervisor of a user.

In SAP Fieldglass, escalation thresholds are used to define when a notification should be sent to the primary
supervisor of a user. The primary supervisor of an approver is defined on the user profile. Multiple escalation
threshold sets can be created and associated to different business units, allowing for variations in escalations
by business unit. For example, if a time sheet approver has not approved a time sheet in five days, a notification
could be sent to the primary supervisor of an approver.

Escalation thresholds use the same message that was sent to the original recipient. Therefore, if the original
message is disabled, escalation messages are not sent, even if a threshold is defined and met. Messages
tagged as escalation messages have an escalation subject, which can be customized.

Escalation Threshold Setup

To implement escalation thresholds, threshold times must be established, associations to business units must
be made, and escalation messages must be enabled. When a new company is created, there is no default set of
escalation threshold preferences created. Since Escalation Preference is a required field for business units, at
least one set of escalation threshold preferences must be created before adding business units.

Establish Escalation Thresholds

When a new buyer company is created in SAP Fieldglass, at least one escalation threshold must be created.
This default escalation threshold is typically associated to all business units and does not have threshold times
established, therefore no escalations are sent.

• To send escalation messages, escalation thresholds must be established. Thresholds are the number of
hours after the due date of an incomplete action and the triggering of the escalation message. To set the
threshold in days, multiply the desired number of days by 24. For example, to set a threshold at three days,
enter 72 (three times 24 hours).
• To use escalations, the default threshold set can be edited to include threshold times, or new escalation
threshold sets can be created. Escalation Thresholds are created in the Admin menu: Admin
Workflow Thresholds - Escalation .

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  Note

Users must have the appropriate user role permissions to define escalation thresholds.

• The related messages must be configured to be sent in order for escalation threshold messages to be
delivered. To deactivate an escalation threshold preference, set the preference to zero.

Associate Escalation Thresholds to Business Units

In order for escalation threshold sets to trigger notifications, they must be associated to business units. When
a business unit is created, an escalation preference is required, however this association can be changed as
needed. When new escalation threshold sets are established, they must be associated to the desired business
units. Associations are created by selecting the escalation threshold in the admin menu and then selecting
Business Units in the sub menu. Associations can also be made by editing a business unit and selecting the
desired threshold in the Escalation Preference field.

• Business units must have an escalation threshold. When a business unit is associated with a set of
escalation threshold preferences, the business unit is automatically removed from association with its
previous set of escalation threshold preferences. Escalation threshold preferences can be associated
to a business unit by selecting the escalation threshold preferences in the Escalation Preference field
when creating or editing the business unit. Because all business units must be associated with a set of
escalation threshold preferences, there is no unassociate functionality. To change the escalation threshold
preferences of a business unit, associate it to a new escalation threshold preference or edit the Escalation
Preference field on the business unit.
• Each business unit can only be associated to one escalation threshold set. When associations are made
to new threshold sets, the selected business units are automatically unassociated from the previous
escalation threshold sets.
• Escalation threshold preferences can be associated to business units. An escalation preference is only
used in business units with which the escalation preference is associated.

Enable Escalation Threshold Messages

If action is not taken on an item within the established threshold time, a message is sent to the primary
supervisor of the user responsible for the item. Escalation thresholds use the same message that was
sent to the responsible user, but uses a different subject line (escalation subject). Default messages can be
customized in the Messaging section of the Admin menu.

• When a worker does not complete a time sheet, time sheet escalation messages are sent to the worker's
primary supervisor (as listed on the worker’s profile). The escalation message is also sent to the original
user.
• All business units require an escalation threshold. At least one escalation threshold must be set, however,
the threshold times can be entered as zero if the escalation messages should not be sent.

5.5.1 Escalation Thresholds Field Definitions

Describes the escalation thresholds fields.

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Field Name Definition

Name Enter a name for the set of escalation threshold preferences. The same name
cannot be used for more than one set of escalation threshold preferences.

Description Enter a brief explanation of the purpose of the set of escalation threshold preferen-
ces.

Document The SAP Fieldglass module to which the escalation threshold applies. See the table
below.

Escalation The action to which the escalation threshold applies. See the table below.

Threshold Time (Hrs) Enter the length of time, in hours, in which the original user should perform the
action before the item is escalated. If the value is set to zero for an item, no
escalation threshold has been defined. See the table below.

 Note

Threshold times are entered in hours. To set a threshold for a specific number of days, multiple the desired
number of days times 24. For example, for 3 days, enter 72 hours (3 x 24 = 72).:

Document Escalation The amount of time, in hours, in which:

Consolidated Invoice Mark as Paid for Consoli- consolidated invoices should be marked as paid before they are
dated Invoice escalated.

Approval of Consolidated In- consolidated invoices should be approved before they are esca-
voice lated.

Resubmission of Rejected rejected consolidated invoices should be resubmitted before they

Consolidated Invoice are escalated.

Credit/Debit Memo Mark as Paid for Credit/Debit credit/debit memos should be marked as paid for credit/debit
before they are escalated.

Approval of Credit/Debit credit/debit memos should be approved before they are escalated.
Memo

Decision Form Approval of Decision Form decision forms should be approved before they are escalated.

Rework of Rejected Decision rejected decision forms should be reworked before they are esca-
Form lated.

Event Approval of Event events should be approved before they are escalated.

Expense Sheet Approval of Expense Sheet expense sheets should be approved before they are escalated.

Resubmission of Rejected rejected expense sheets should be resubmitted before they are
Expense Sheet escalated.

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 Document Escalation The amount of time, in hours, in which:

Fee Approval of Fee fees should be approved before they are escalated.

Invoice Mark as Paid for Invoice invoices should be marked as paid before they are escalated.

Approval of Invoice invoices should be approved before they are escalated.

Job Posting Approval of Job Posting job postings should be approved before they are escalated.

Rework of Rejected Job Post- rejected job postings should be reworked before they are esca-
ing lated.

Distribution of Job Posting job postings should be distributed before they are escalated.

Closure of Job Posting job postings should be closed before they are escalated.

Miscellaneous Invoice Mark as Paid for Miscellane- miscellaneous invoices should be marked as paid before they are
ous Invoice escalated.

Profile Worker Approval of Profile Worker profile workers should be approved before they are escalated.

Approval of Miscellaneous In- miscellaneous invoices should be approved before they are esca-
voice lated.

Schedule Approval of the Schedule schedules should be approved before they are escalated.

SOW Credit/Debit Mark as Paid for SOW SOW credit/debit memos should be marked as paid before they
Memo Credit/Debit Memo are escalated.

Approval of SOW Credit/ SOW credit/debit memos should be marked as approved before
Debit Memo they are escalated.

SOW Invoice Mark as Paid for SOW Invoice SOW invoices should be marked as paid before they are escalated.

Approval of SOW Invoice SOW invoices should be approved before they are escalated.

SOW Response Approval of Statement of statement of work responses should be approved before they are
Work Response escalated.

SOW Revision Approval of SOW Revision SOW revisions should be approved before they are escalated.

Resubmission of Rejected SOW revisions should be resubmitted before they are escalated.
SOW Revision

SOW Revision Approval of SOW Revision SOW revision responses should be approved before they are esca-
Response Response lated.

SOW Worker Approval of SOW Worker SOW workers should be approved before they are escalated.

Statement of Work Approval of Statement of statements of work should be approved before they are escalated.
Work

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Document Escalation The amount of time, in hours, in which:

Resubmission of Rejected rejected statements of work should be resubmitted before they are
Statement of Work escalated.

Time Sheet Submission of Time Sheet time sheets should be submitted before they are escalated.

Approval of Time Sheet time sheets should be approved before they are escalated.

Resubmission of Rejected rejected time sheets should be resubmitted before they are esca-
Time Sheet lated.

Work Order Activation of Work Order work orders should be activated before they are escalated.

Rework of Declined Work Or- declined work orders should be reworked before they are esca-
der lated.

Approval of Work Order work orders should be approved before they are escalated.

Rework of Rejected Work Or- rejected work orders should be reworked before they are esca-
der lated.

Work Order Revision Rework of Declined Work Or- declined work order revisions should be reworked before they are
der Revision escalated.

Approval of Work Order Revi- work order revisions should be approved before they are escalated.
sion

Rework of Rejected Work Or- rejected work order revisions should be reworked before they are
der Revision escalated.

Workforce Approval of Workforce Revi- workforce revisions should be approved before they are escalated.
sion

5.6 Thresholds - PMO Dashboard

In order for items to appear in the PMO Dashboard, thresholds must be enabled and values must be entered.

PMO Dashboard Thresholds are used to determine the items that display on the PMO Dashboard and to
establish warning and critical levels for those items. PMO Dashboard Thresholds also determine when critical
and warning icons display for items in SAP Fieldglass, such as activity items and worker items in the My
Workers Dashboard.

Administrators and users with appropriate administrative permissions can establish PMO Dashboard
Thresholds in the Workflow section of the Admin menu. Select Edit to enter new thresholds or update existing
settings.

For the thresholds you wish to capture on the PMO Dashboard, enter numeric values for the Critical and
Warning columns. Depending on the module, thresholds are set based on number of days or a percentage.

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For example, a threshold may be set to include workers nearing their end date on the PMO Dashboard. The
Warning threshold may be set at 14 days and the Critical threshold may be set at 7 days. Workers with an end
date between 14 and 8 days away from the current date will be listed in the warning list, and workers whose end
date is within 7 days of the current date will be in the critical list.

 Note

If enabled, some thresholds display in the PMO Dashboard immediately as critical items, such as time
sheets in Approval Paused status. The Critical threshold value for these items is set to Instantly and
cannot be changed. Warning threshold settings do not apply.

Related Information

PMO Dashboard

5.7 Thresholds - Visualizer

Used to alert buyers when specific measurements are not meeting expected levels of success.

When the Visualizer company configuration is enabled, threshold settings are available to be updated from the
Thresholds - Visualizer option in the Admin Configuration menu Workflow section.

The metrics included in the Thresholds table are used in the Visualizer tool to present the state of their key
performance indicators (KPI) using charts and dashboards. Each metric can be enabled and thresholds can be
entered to alert buyers when the behavior of each is at a warning level and a critical level of performance.

Setup

To set up the Visualizer thresholds, click Edit.

• Enable key performance indicators by selecting the checkboxes.

• Enter the Critical and Warning threshold values. In the Visualizer tool, Warning levels for metrics appear
yellow and Critical levels appear red.
• Set the time periods, as needed.

 Note

Threshold settings can be enabled and updated at any time. However, the data displayed in Visualizer does
not reflect the new thresholds until the weekly Visualizer updates.

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Related Information

Visualizer

5.8 Wizard

A tool that can be used as a guide for users who are not sure what type of procurement request is needed.

The wizard presents users with a series of questions and based on the responses, a recommendation or an
answer results. It can be used to determine which procurement option should be used or if a decision form
is needed to begin the procurement process. Wizards are also used to evaluate workers and suppliers. The
following options can be initiated from the wizard:

• Decision Forms
• Job Posting
• Statement of Work (SOW)
• SOW Bid
• Profile Workers
• Projects
• Additional Wizards
• Display additional instructions that will guide users to appropriate actions.

A wizard can be used in several ways:

• As a standalone wizard that is accessible from a user’s Home Page and Create menu.
• As a part of a decision form.
• Embedded on a job posting template or SOW template, so the questions in the wizard are displayed and
answered when a job posting or statement of work is created from a template on which the wizard is
embedded.
• Launched from another wizard when the user provides a specific answer to a selected question.
• Launched as an activity item to complete a worker evaluation or supplier evaluation. When the wizard
is created with the Starting Point Evaluate Worker or Evaluate Supplier, the result is not a procurement
option. The evaluation questions are scored and the worker or supplier is given a total score.

Only one wizard can be set to display from the Home Page/Create Menu. All others must be associated to
decision forms or to job posting or SOW templates.

Standalone wizards (that is, wizards with a starting point of Home Page and Create Menu or Decision Form)
are displayed in the Wizards list view. The list view displays wizards that are in Draft or Created status. The
Wizards list view can be viewed by selecting Wizard from the View menu. This option is only available when the
user has wizards available to view.

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5.8.1 Wizard Associations and Field Definitions

Describes the fields completed to create a wizard and provides information about associating wizards to other
objects.

Wizard Field Definitions

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F
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 F
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 F
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he wizard will be used.

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e wizard can be used on decision forms.
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u is selected, the wizard will display as a link on a user's home page, and as an option in the Create menu. All users who have permission to
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izard can be added to job posting templates. When a job posting is created from a job posting template with an embedded wizard, the questions
provided will become gpart of the job posting.
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ed, the wizard can be added to the Job Posting Template. The questions on the wizard will be used to evaluate the job seeker.
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e answers provided willi become part of the SOW.
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is selected, the wizard can be added to the SOW template. The questions on the wizard will be used to evaluate the SOW bid response.
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the wizard can be added to an Evaluate Worker activity item. The questions on the wizard will be used to evaluate the worker.
, the wizard can be added to an Evaluate Supplier activity item. The questions on the wizard will be used to evaluate the supplier. See the Type

e wizard can be added to a Questionnaire activity item.

d with either Home Page and Create Menu OR Decision Form, Home Page and Create Menu selected as the Starting Point. If a wizard with
oint has already been created, neither value will be available in the Starting Posting dropdown list.

upplier this field displays.

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y
must be included on pan activity item. The activity item prompts the user to complete the supplier evaluation. Multiple Default type wizards can
e

an complete the Evaluate Supplier wizard any time by accessing Admin>Supplier and selecting Evaluation on the left.

to an activity item.

oc type. Once an Ad Hoc type is created, the Type field no longer displays when creating an Evaluate Supplier wizard unless it is deleted.

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 F
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available across tenants.

A When a user completes a wizard that is available across tenants, the user will have the option to select the tenant for
d be created. Multi-tenant
l wizards are included in the Wizards list and are available to users across all tenants.
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one wizard (Home Page and Menu) only.
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 F
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ds. Selected fields from

Q job postings and SOWs can be included in wizards to prepopulate those fields on the document that is created from the
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wizards. If Job Posting, Statement of Work Request, or Activity Item is selected as the starting point, only questions (no fields) can be added to the
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en selected, default question

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en selected and default

L answers have been specified, the default answer can be locked. If a default answer has been specified and locked, the
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 F
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ll occur for a selectedAanswer.

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wizard will automatically open another specified wizard.
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e wizard will automatically proceed to the specified question number.
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d, the wizard will direct the user to create a job posting.
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selected, the wizard will direct the user to create an statement of work.
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id is selected, the user
A is taken to the first page of the Create Statement of Work page with the Create SOW Bid? field set to Yes and locked. The
d fields on the wizard are carried forward to the SOW(s) created from the SOW bid.
c
cted, the wizard will direct the user to create a decision form. This option should be used when the wizard is being launched from the home page
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at allows the user to launch the Create Decision Form page will display.
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cted, the wizard will direct the user to create a Profile Worker.
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e wizard will direct the user to create a Project.
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on/answer combination leads to a process that should be completed outside of the SAP Fieldglass application, or there are special instructions
itional information or forms are required, select End Wizard and use the comments field to enter text that instructs the user to contact their
nce.
eld using the following format:<a href = URL target = “_blank”>Click Here</a>
ieldglass website would be entered as:<a href = http://www.fieldglass.com target = “_blank”>Click Here</a>
Tenants (optional) is set to Yes, an additional dropdown field is presented with the tenant companies. Choose an individual tenant company as
ument or the empty option to allow the user to select the tenant company for the new document.

Wizard Associations

Wizards can be associated to:

• Decision Form templates

• Job Posting templates
• SOW templates
• Activity Items

Additional information for associating an item to a Additional information for removing an item
Data Element wizard from association with a wizard

Activity Items Activity items with the completion type Evaluate Sup- The Wizard associated to an activity item can
plier or Evaluate Worker can be associated to a Wizard be changed or removed when editing the activity
when creating or editing the activity item. The user se- item. The user selects a different Wizard or leaves
lects the Wizard from the list. the field blank.

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 Additional information for associating an item to a Additional information for removing an item
Data Element wizard from association with a wizard

Decision Form Wizards are associated to decision form templates on To remove an associated wizard from a decision
Template the template. form template, select None in the Wizard field on
the decision form template.
If a wizard with a Starting Point of Decision Form or
Decision Form, Home Page and Create Menu is created, When a wizard is removed, it is automatically
a Wizard field appears on decision form templates. To removed from any decision form template with
make the association, select a wizard from the drop- which it is associated.
down list.

Job Posting Wizards are associated to job posting templates on the To remove an associated wizard from a job post-
Template template. ing template, select None in the Wizard field on
the job posting template.
If a wizard with a starting point of Job Posting is cre-
ated, a Wizard field appears on job posting templates. When a wizard is removed, it is automatically
To make the association, select a wizard from the drop- removed from any decision form template with
down list. which it is associated.

SOW Tem- Wizards are associated to SOW templates on the tem- To remove an associated wizard from an SOW
plate plate. template, select None in the Wizard field on the
SOW template.
If a wizard with a starting point of Statement of Work
Request is created, a Wizard field appears on SOW When a wizard is removed, it is automatically
templates. To make the association, select a wizard removed from any decision form template with
from the dropdown list. which it is associated.

5.8.2 Wizard Usage

Wizards can be launched from several places in the application.

Launching the Wizard

When a wizard is set to appear on the Home Page, it appears as a widget that includes a button to launch the
wizard. Users can customize their Home Page to remove the wizard as desired. When a wizard is set to appear
on the Create menu, it appears as an option under the Wizard heading.

In order for the wizard to appear on your Home Page and the Create menu, you must have permission to create
job postings or statements of work.

When the wizard is launched from the Home Page or the Create menu, the Wizard modal window appears. The
name that was assigned to the wizard when it was created in the Admin menu is displayed. You can edit this
name to give the wizard a unique, easily identifiable name. A unique name makes the wizard easier to identify in
the Wizard list view. Below the wizard name, the first question is displayed. Once answered, if a decision is not
reached, the next question appears.

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When a decision results, the wizard is completed and the instructions appear. If a procurement option results, a
button is available to launch the resulting process.

If the result is End Wizard, the comments and/or instructions that were entered when the wizard was defined
appear for the user.

Click the Show Questions & Answers link to see a list of questions with the selected answers. A Clear Answer
link appears with each question. To change the answer to a question, click the link. The wizard returns to that
question.

If desired, the user can click the Complete Later button to save the wizard as a draft and come back to it later.
To access wizards in Draft status, the user can locate the wizard in the Wizard list view, which is accessible by
clicking Wizard in the View menu.

The audit trail for stand-alone wizards, launched from the Home Page or create menu, can be found under
System Audit Trail in the System Tools section of the admin menu. Details surrounding the creator, date
created, question and answers, as well as the wizard result are accessible via a See Details link in the Source
column.

Wizard List View

Standalone wizards (that is, wizards with a starting point of Home Page and Create Menu, or Decision Form,
Home Page and Create Menu) are displayed in the Wizards list view. The list view displays wizards created by
end users that are in Draft or Created status. The Wizards list view can be viewed by selecting Wizard from the
View menu. This option is available from the View menu when the user has wizards available to view.

Considerations

Decision form can be selected as an outcome on a wizard when further inquiry is needed in order to determine
a procurement option. When this option is used, users will be prompted to create a decision form by selecting
the appropriate decision form template.

Wizards on Decision Forms

When using a wizard within a decision form, decision forms templates must be configured and the appropriate
decision form permissions must be granted to the desired user roles.

Internal Audience: When used with decision forms, if the decision form has an approval group, there is a bean
script CISCO_DF_AG_Select that must be turned on for the buyer. When the decision form is submitted, this
bean script skips the approval, places the decision form into Submitted status, and launches the JP or SOW
if that is the result of the wizard. If the bean script is not turned on, the decision form will go into Pending
Approval status and the JP or SOW will not be launched.

When creating requests wizards for use on decision forms, Decision Form must be selected for the Use On
option.

To use wizards with decision forms, decision form templates must be created and the desired wizard must be
added to the template. Only one wizard can be selected for use on a single decision form template, however
wizards can be used on multiple decision form templates.

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Completing a Wizard on a Decision Form

When a wizard is set to appear on decision forms, it appears on all decision forms that are created from a
template that has the wizard associated to it.

Questions appear in the Wizard section on the decision form.

The first question appears. When answered, if a decision is made the wizard will be complete. If a decision is
not made when a question is answered, the next question will appear until a decision results. Once completed,
a check mark appears next to Wizard Completed.

A Clear Answer link appears with each question. To change the answer to a question, click the link. The wizard
returns to that question.

If the decision form does not require approval, the procurement option resulting from the wizard is
automatically launched when the form is submitted. If an approval is required, the decision form is routed
for approval based on the approval group. Once approved, the resulting procurement option can be created.

The only document that can be created from the decision form is the procurement option that results from the
completion of the wizard, regardless of any additional procurement types that were included as options when
the decision form template was created.

If the result is End Wizard, when the decision form is submitted, the comments and/or instructions appear on
the decision form in the Wizard section of the Details tab.

Creating a Named Job Posting

When wizards have a Starting Point of Decision Form, Home Page and Create Menu, or Decision Form,
Home Page and Create Menu, the answer answer Create Named Job Posting can be chosen. When a wizard
determines that the procurement type is Named Job Posting, the Create Named Job Posting button displays
and leads you to the job posting form page. You can create a named job posting for a new or existing workforce.

Creating a Named Resource Job Posting

If a wizard is used on a decision form template with the Named Resource option set to Yes, and the outcome of
the wizard is Create Job Posting, the following should be considered:

• If the decision form has a related approval group with an editor level established, once a supplier is
selected and the decision form is approved, the user will be able to create a named job posting.
• If no approval group exists, the user will be directed to create a regular job posting when the decision form
is created.

Considerations

• If using a wizard with decision forms that are subject to approvals, the decision form will be placed in
Pending Approval status and the result of the wizard will not be launched until all approvals are completed.
To bypass the decision form approval process when using the wizard, additional setup is required by SAP
Fieldglass. Contact your SAP Fieldglass representative for options on using this feature.
• If making changes to wizards that are included on decision form templates, decision forms created from
those templates that are not yet fully approved may be affected by the changes to the wizard.

Adding a Wizard to Job Posting and SOW

If one or more wizards with a Starting Point of Job Posting have been created, the Wizard field is displayed
when a job posting template is created.

Similarly, the Wizard field is displayed on the Create SOW Template form if wizards with a Starting Point of
Statement of Work have been created.

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Wizards on Job Postings and SOWs

When a wizard has been included on a job posting template or SOW template the wizard is included when a job
posting or SOW is created from the template.

Questions appear in the Wizard section on the Create document page.

The wizard questions and the answers provided when the document was created are displayed on the
document Details tab.

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6 Financial Data

The Financial Data area in SAP Fieldglass Administration is used to manage the items that are used in working
with financial information.

6.1 Currency

A default currency is defined in the SAP Fieldglass company configuration. In addition to the default currency,
system administrators can add additional currencies and associate them to sites and cost centers.

The additional currencies can be used for creating a single job posting template that incorporates different
currencies, which eliminates the need for creating a job posting for each currency. It also allows for the creation
of amount-based approval groups for specific currencies. Additional currencies can be added at any time.

When new currencies have been added, be sure to define the necessary associations and currency
conversions. Some currencies may require precision settings by selecting a rounding method.

Currencies cannot be removed if they are associated to cost centers or sites, or if they are in use. Before you
can remove a currency that is in use, you must update the work orders, contracts, statement of work requests,
projects, consolidated invoices, and invoice billing schedules where the currency is used.

Currency Precision

Some currencies are rounded to the nearest whole currency unit. For example, when using the Japanese yen
(¥), whole number precision to a whole yen unit, without the decimal, is required. Rounding to the nearest
whole unit is performed by selecting a rounding method. The supplier sets a rounding method for individual
transactions and the buyer chooses a rounding method for job posting estimation and adjustments. For
statement of work user entered amounts, rounding occurs without selection of a rounding method.

Precision for Amount

To allow for local and regional preferences of each currency, the precision of values can be edited from
Currency on the Admin Configuration menu (only if the values are not already edited) for each currency that is
enabled. These settings impact every amount and rate field in the system, including reporting and integration.

• Set the Precision for Amount field from zero to three (0 to 3) decimal places.
• Set the Precision for Amount for Rate field can be set from zero to four (0 to 4) decimal places.

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Rounding Methods

Rounding methods are dependent on local legislation, common business practice, and/or agreement between
the buyer and seller. Example rounded fields include:

• Job Posting - Estimated Spend

• Work Order - Committed Spend
• Time Sheet - Time Sheet Total
• SOW - Max Budget

The following types of fields are rounded:

• Pre-supplier amount - Fields that are system computed before a supplier is identified.
• Post-supplier amount - Fields that are system computed after a supplier is identified.
• Adjustments - Amounts that increase/decrease invoices.
• User entered amount fields - These are validated to confirm they are whole numbers.

Not all fields of each type are rounded.

Once selected, a rounding method cannot be changed. Choose the rounding method from the following:

Half round down with precision at 0 deci- If the first decimal number is five or below, the whole number is rounded down
mal (EXAMPLE: 1.5 is rounded down to 1).

Half round up with precision at 0 decimal If the first decimal number is five or above, the whole number is rounded up
(EXAMPLE: 1.5 is rounded up to 2).

Ceiling If there is any decimal number, the whole number is rounded up (EXAMPLE: 1.1
is rounded up to 2).

Floor If there is any decimal number, the whole number is rounded down (EXAMPLE:
1.9 is rounded down to 1).

If the supplier does not select a rounding method, the amount fields default to rounding at two (2) decimals,
with rounding method as half round up.

6.2 Currency Conversions

SAP Fieldglass supports the use of multiple currencies and allows for currency conversion. Conversion factors
are used to convert currency amounts to their equivalent values in the other currencies. This allows for
consistency when viewing financial data.

Currency conversion factors can be established in the following ways:

• Manually: using the Currency Conversion Admin menu object or the SAP Fieldglass Standard Currency
Conversion connector.
• Automatically: using an integration with OANDA to mainain the currency conversion table.

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Conversion Methods

SAP Fieldglass integrates with OANDA to automatically convert currency. This feature must be enabled by 2nd
Level in both test and production environments. To request the automatic conversion:

• Submit a case to 2nd level requesting that the Use Fieldglass defined conversion rates company
configuration be enabled. Be sure to include the buyer code and environment name.
• The company configuration option Enable real time conversion for Signature Authority must be enabled.
• In test environments, the Enable Currency_Service subscription must also be enabled and should be
completed by 2nd Level with the request above. This step is not necessary for production as it is already
enabled. If your environment is updated with new code, this subscription will be disabled and you must
request that it be re-enabled.
• If a your company uses approvals with signature authority and wants automatic conversion of the
signature authority amount, additional steps are required to implement this feature.

Manual Conversion

No special setup is required to manually convert currencies. Currency conversion factors must be entered in
SAP Fieldglass. They can be entered using two methods:

• Manually entered using the Currency Conversion admin menu. Admin > Financial Data > Currency
Conversion
• Uploaded using the SAP Fieldglass standard Currency Conversion Upload. Generally, the upload is used
when clients don’t want to use OANDA

The Currency Conversion Upload was created so clients can load their own conversion factors. The OANDA
feed is automatically fed into SAP Fieldglass regardless of whether or not a customer is using it, so when the
Use SAP Fieldglass defined conversion rates configuration is enabled, the system just "points" to a different
table that already exists.

If you are using signature authority limits in your approval workflows, you may need to update each user's
signature authority to reflect the new conversion rates following each currency conversion upload.

Currency Conversion Field Definitions

Field Definition

Conversion Currency The currency that you want to convert to your company's
default currency.

Conversion Factor The conversion factor must be expressed as a multiplier.

That is, an amount in the selected currency multiplied by the
conversion factor should equal the equivalent amount in the
default currency. The conversion factor must be a positive
value and up to 5 digits are allowed.

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 Field Definition

Effective Date The date on which the conversion rate will become effective.
The date can be in the past or in the future. Currency con-
version rates are not automatically updated; they must be
updated manually.

6.2.1 Signature Authority Currency Conversions

A user's signature authority determines if the user can perform the final approval for an item or if additional
approval is needed.

Signature Authority is used with approval chaining to route items for approval. If the user’s signature authority
is not high enough to allow the user to approve an item, the approval is chained to the user’s primary
supervisor. This process continues until a primary supervisor with sufficient signature authority is reached.

A user's signature authority is defined on the user profile, where separate signature authority amounts can be
entered for each currency used by the buyer company.

When the company configuration Enable real time conversions for Signature Authority is enabled, best
practice is to enter a value for the company's default currency and leave the values for the other currencies
blank. When a document is submitted for approval, the currency of the document is compared to the
company's default currency. If the currencies are not the same, SAP Fieldglass determines whether the
approver has a signature authority amount for the document's currency.

• If the approver has a signature authority amount for the document's currency, that amount is used to
determine whether the approver can provide final approval for the document.
• If the approver does not have a signature authority amount for the document's currency, the user's
signature authority amount for the company's default currency is converted to the currency of the
document and approvals are routed accordingly.

When the company configuration Enable real time conversion for Signature Authority is not enabled, no real
time conversions are calculated. In this case, signature authorities should be entered for each currency for
which a user can approve documents.

Currency Conversion Methods

SAP Fieldglass supports multiple currencies and provides multiple methods of currency conversion. Signature
authority values can be converted manually and entered on a user's profile or they can be converted
automatically. To automatically convert signature authority values:

• The Signature Authority field on user's profiles should be populated for at least one currency. This can
be done by editing the user's profile or using the SAP Fieldglass standard Upload Users With Signature
Authority upload. The signature authority values for the additional currencies used by the buyer will be
determined based on the established conversion factors.
• If the OANDA integration is used, the USD signature authority Amount field should be populated and
the remainder of the signature authority fields should be left blank.
• If the one of the manual currency conversion methods is used, the signature authority Amount field
should be populated for the buyer's base currency.

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Example
The following example illustrates how signature authority amounts and currency conversions are used to
determine a user's ability to approve an item.

Suppose a work order with an estimated spend of 1,750,000.00 INR (India Rupees) must be approved, and
the exchange rate for converting India Rupees to US Dollars is 0.015. In addition, assume that the company
configuration Enable real time conversion for Signature Authority is enabled.

Signature Authority on Ap-

Approver prover's User Profile Can this Approver Give Final Approval to the Job Posting?

Approver #1 USD Signature Authority = No.

500.00 USD
The user's USD Signature Authority is converted to INR
INR Signature Authority = (500.00 USD = 33,333.33 INR) The amount is insufficient
blank to approve the job posting.

Approver #2 USD Signature Authority = No.

1,000.00 USD
The user's INR Signature Authority amount is insufficient to
INR Signature Authority = approve the job posting.
65,000.00 INR

Approver #3 USD Signature Authority = No.

blank
The user's Signature Authority for INR is 00.00, which
INR Signature Authority = means that the user cannot approve any documents in the
0.00 INR INR currency.

Approver #4 USD Signature Authority = Yes.

30,000 USD
The user's USD Signature Authority is converted to INR
INR Signature Authority = (30,000.00 USD = 2,000,000.00 INR) The amount is suffi-
blank cient to give final approval the job posting.

6.3 Deductions

The Deduction admin object is used to create a list of deductions that workers may take from their time sheets.
Deductions might include items such as lost ID badges or damaged equipment.

The Allow Deductions to be Submitted on Time Sheet rule is available when a job posting template or SOW
template is created. When it is enabled on a work order or statement of work, the + Add Deductions link is
displayed on the worker’s time sheets.

Workers can use this link to add deductions to a time sheet. Workers will use the Add Deductions dialog box to
select the deductions they want to add to a time sheet. For each deduction selected, the worker will select one
cost center and enter the deduction amount in the currency of the time sheet.

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Time Sheet Deductions

If the buyer has enabled the Supplier can submit time/expense sheets for workers configuration, the
supplier will be able to add deductions while creating time sheets on a worker’s behalf.

If the buyer has enabled the Allow Buyer to Submit Simplified Time Sheet configuration, the buyer will be
able to add deductions while creating time sheets on a worker’s behalf.

If the Allow Supplier Edit on Time Sheet option was enabled when a deduction was created in the Admin
menu, suppliers can edit the deduction on time sheets.

If the buyer has enabled the Allow Buyer to edit the Time Sheet configuration and a time sheet has an
associated approval group in which one of the roles has the Editor action, the buyer will be able to edit the time
sheet, including any deductions, while it is in the Pending Approval status.

When a buyer has enabled the Revise Time Sheet for Non Rate Schedule Templates configuration, workers
can revise time sheets that are not related to work schedules. When a worker revises a time sheet that contains
deductions, the deductions are taken out of the time sheet.

SAP Fieldglass will fully remove any existing deduction amounts and list them on the original time sheet. The
user can then enter new deduction amounts.

Deductions are not visible on invoices in the SAP Fieldglass user interface. To view deductions in the user
interface, buyer and supplier users with the required permissions can view the time sheets associated with an
invoice. Deductions are also visible via a download connector.

6.4 Expense Code

Administrators may create or modify SAP Fieldglass Expense Codes, which are used for expense accounting
purposes. Each Expense Code is associated with a general ledger account code, thereby allowing for detailed
financial tracking.

If needed, appropriate expense types, such as per diems, miles, or units, should be created before expense
codes are created.

At least one general ledger account must also be created before expense codes are created. Expense Codes
can be uploaded to SAP Fieldglass from within the Expense Code admin object list view. If you remove an
expense code, it will be removed from any associated cost centers and workers. However, it will not be removed
from any expense sheets that have already been submitted.

The Name field allows you to enter the name for the expense code. The expense code Name and Code fields
can contain the same value if desired.

Expense codes can be charged to the cost centers to which they are associated.

When a cost center is associated to an expense code, workers working on that cost center can create expense
sheets using the expense code. In addition, workers will be able to use expense codes to which they are directly
associated on their expense sheets.

Expense code associations are dependent on the Include all Expense Codes field on cost center records.

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Expense Code Associations

Unless otherwise noted in the table below, expense code associations are managed using the menu on the left
side of the page.

Data Element Association Description

Cost Centers Expense codes must be associated to cost cen-

ters if the Include all Expense Codes field on
the cost center record is not selected.

Workers Only workers who have been assigned to a cost

center that is associated to an expense code
can be associated to the expense code.

Legal Entities An expense code can be associated to a le-

gal entity by selecting the legal entity in the
Legal Entity field when creating or editing the
expense code. Alternatively, you can select
Include all Legal Entities to associate the ex-
pense code to all legal entities.

When the Legal Entity Validation on Expense

Code and Cost Center company configuration
is enabled, legal entities need to be associated
to expense codes.

General Ledger Ac- General ledger accounts are associated to ex-

counts pense codes by selecting the desired general
ledger account in the General Ledger Account
Name field on the expense code record.

To remove an expense code from association

with a general ledger account, edit the expense
code.

Expense Code Field Definitions

Field Definition

Code A unique code for the expense code.

Description A description of the expense code.

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 Field Definition

Billable If Yes is selected, expenses assigned to this expense code

are billable. If this expense code is billable, suppliers can use
this expense in invoices; if it is not billable, it cannot be used
in invoices.

Capitalized If Yes is selected, expenses assigned to this expense code

will be capitalized. This field does not impact the invoice and
is used for reporting and integrations.

Mandatory Expense Receipt If Yes is selected, the worker is required to attach a receipt
when this expense code is used on an expense sheet.

General Ledger Account Name The general ledger account in which the expense code is
included.

Expense Type The expense type for this expense code. Before you create
an expense code, the related expense types should be cre-
ated.

System ID Used to store the System ID of the ERP instance to which the
expense code is tied. This field is not displayed if a System ID
pick list has not been created.

Original Code Used to store the code the ERP instance uses for the ex-
pense code. This field may be left blank if it is not needed to
support multiple ERP instances.

Custom Fields If expense code custom fields have been defined, they can
be added to the expense code.

When a custom field has been added to an expense code,

that field will be displayed on expense sheets next to the
appropriate expense code. If flagged as read only, the cus-
tom field is used to provide workers with directions as to
how they should fill out their expense sheets. Otherwise the
worker should fill in the required custom field information.

6.5 Expense Type

Expense types, such as per diems, miles, or units, can be created and pre-defined rates can be applied to them.
When an expense code is created, an expense type can be selected for the expense code.

You can use the Expense Type and Description fields to add more information about the expense type, such as
its name and what it will be used for.

When a worker selects an expense code while creating an expense sheet, the expense amount will be
automatically calculated.

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For example, you could create an expense type for Personal Auto Mileage, entering “Miles” for the unit label
and 56 cents for the unit rates. You could then create an expense code and select Personal Auto Mileage
as the expense type. When a worker creates an expense sheet and selects the expense code associated with
the Personal Auto Mileage expense type and enters 10 units, the value of that entry will be automatically
calculated to be $5.60.

If the Can Override Rate flag is set when defining the expense type, workers can override any preset rates and
enter their own amounts.

Expense types can be removed at any time. When an expense type is removed, it will also be removed from its
associated expense codes. Consider updating any associated expense codes.

Expense Type Field Definitions

Field Names Definition

Unit Label The label that describes the units in which expenses of this
type should be entered on expense sheets (such as Miles or
Days).

Can Override Rate If Can Override Rate is selected, workers will be able to
override the rate defined in the expense type and enter their
own rates on expense sheets. If this option is not selected,
workers will not be able to change rates while creating ex-
pense sheets.

Rates The appropriate rate for each currency. When a worker com-
pletes an expense report, the unit amount that the worker
enters will be automatically multiplied by the appropriate
currency rate to yield the expense amount. The number
entered is rounded to three decimal places. Zero is an ac-
ceptable value in this field, but leaving the field blank is not
acceptable.

6.6 Invoice Adjustment

Invoice adjustments allow suppliers to apply financial adjustments to invoices.

Invoice adjustments fall into two categories:

• Tax adjustments, which are always a debit that is added to the invoice.
• Non-tax adjustments, which can be either a debit or a credit to the invoice.

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Tax Invoice Adjustments
Tax invoice adjustments are used when a government entity imposes a tax on the work completed or the
expenses incurred. The tax must be added to the invoice. Keep in mind that this is not a payroll tax, but a tax on
the service, type of work, etc.

Tax invoice adjustments are more common in countries outside the United States; however, some states have
taxes that must be added to an invoice.

All other adjustments are non-tax adjustments, which can be a debit or a credit to the invoice. Some possible
reasons for using a non-tax adjustment include:

• An early pay discount, in which the buyer receives a discount for paying within a certain amount of time.
• A volume discount, in which the buyer receives a discount once the supplier has reached a certain dollar
amount or number of hours.
• A flat-fee, in which the supplier charges a flat fee per invoice processed.

Adjustment Groups
Buyers may use the Adjustment Groups functionality in order to place one or more invoice adjustments into a
group. The invoice adjustment group can be applied by the buyer to a job posting template, job posting, work
order, or worker.

In order for a buyer to apply an invoice adjustment, the adjustment must be part of an adjustment group. Only
one adjustment group can be applied to a job posting template, job posting, work order, or worker.

Suppliers cannot use adjustment groups. They can only apply invoice adjustments that are flagged as
Available to Supplier to work orders, workers and credit/debit memos.

System Generated Site Tax Adjustment

For each buyer, the system automatically created an invoice adjustment named Site Tax with a default amount
of zero. To use this invoice adjustment, buyers can change the default amount and/or specify a list of sites for
which the default amount should be overridden.

If the default override amount is left at zero, site overrides can be used to specify the specific override amounts
that will be used for each site. For example, individual state and local sales tax percentages can be set on site
overrides. This allows one adjustment to be used and different percentages to be applied as needed.

All zero amount adjustments are suppressed by the system and do not display.

Invoice Adjustment Types

One invoice adjustment must be created for every reason an adjustment may need to be made to an invoice or
credit/debit memo. When an adjustment is created, only one type can be selected. Types are:

• Invoice Adjustment
• Miscellaneous Invoice Adjustment
• SOW Invoice Adjustment
• Lookup Invoice Adjustment (Used with the Tax Guidance feature)
• Consolidated Transaction Invoice Adjustment (Assignment Management only)

It may be necessary to create multiple versions of an adjustment if it could apply to more than one of the types
listed above. For example, if there is a value added tax (VAT) that must be included on time sheet invoices,

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expense sheet invoices, and credit/debit memo adjustments, two invoice adjustments must be created: an
invoice adjustment for the VAT and a credit/debit memo adjustment.

Workers are automatically associated to invoice adjustments through the invoicing process and cannot be
associated through the Admin menu.

Task codes are associated to invoice adjustments with Task Code selected for the module.

What Adjustments are Needed?

To determine the adjustments that are needed, consider the following:

• Are there any taxes that need to be added?

• Are there any additional charges (such as a flat-rate charge per invoice) that need to be added?
• Are there any discounts (such as volume or early pay) that need to be deducted?
• Are there any other financial charges that need to be made?

Buyer-Applied Adjustments
In order for a buyer to apply an adjustment, the adjustment must be part of an invoice adjustment group. Only
one invoice adjustment group can be applied to a job posting template, job posting, worker, or work order.
When a buyer applies an invoice adjustment group to one of these items, the group is applied to the invoice
that is generated from the item.

Buyers can apply adjustments to:

• Job Postings. When creating a job posting, the buyer can apply or change an invoice adjustment group
when the Creator can change Adjustment Group flag is selected on the job posting template used
to create the job posting. To view estimates of the Total Hours and Total Spend amounts, click the
Calculate button. Only the adjustments in the adjustment groups that are marked Include in Estimated
and Committed Spend are included in the calculation of estimated spend.
• Work Orders. When creating a work order, the buyer can apply or change an invoice adjustment group
when the Creator can change Adjustment Group flag is selected on the job posting template used to
create the job posting. The adjustments that have been applied to the work order are displayed in the Work
Order Details tab.
• Workers. The buyer can apply or change an invoice adjustment group on a worker when the Creator can
change Adjustment Group flag is selected on the job posting template used to create the job posting for
which the worker was hired. When an adjustment group is applied to a worker, it is only applied for the one
job posting for which the worker was hired.

Supplier-Applied Adjustments
In order for a supplier to add or remove an adjustment, the Available to Supplier flag must be selected on the
adjustment. Suppliers cannot use adjustment groups; they can only apply Available to Supplier adjustments to
work orders, workers, and credit/debit memos.

If a buyer applies an adjustment group to a job posting template, job posting, work order, or worker, the
adjustments in the group are included in the invoice. Any adjustments included in the group are not available
for suppliers to add, even if the adjustment is Available to Supplier. This ensures that adjustments cannot be
applied to an invoice more than one time.

Suppliers can apply adjustments to:

• Work Orders. When a supplier accepts a work order, the supplier can select adjustments that are flagged
Available to the Supplier and that have not already been applied to the work order via an adjustment

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 group and apply them to the work order. When the supplier applies an invoice adjustment, the adjustment
Description and Value can be changed. When the adjustment is a Calculated Value, the adjustment does
not automatically carry to the second job posting.
• Workers. Suppliers may apply Available to the Supplier invoice adjustments to workers. If Available to
the Supplier invoice adjustments have already been applied, the supplier can remove them, replace them
with different adjustments, or add additional adjustments. If the person is hired for another job posting,
any adjustments that have been applied do not automatically carry to the second job posting.
• Invoices. Suppliers may apply Available to the Supplier invoice adjustments to invoices. Adding an
adjustment to the invoice is the last opportunity the supplier has to include the adjustment to the invoice.
Adjustments are available to be applied to an invoice when the adjustment has not already been applied to
the invoice via an adjustment group, and the adjustment was created for the type of invoice to which the
supplier wants to apply it. When an adjustment is applied to an invoice for a worker, it is not automatically
added to other invoices for the same worker.

The supplier can also select their local currency for invoice adjustments, displaying the conversion-related
details on the PDF invoice. On the Admin menu, confirm that multiple currencies are enabled, currency
conversion factors are set, and that invoice adjustments are ready.

6.6.1 Invoice Adjustment Field Definitions and Calculations

Allows buyers to combine a several invoice adjustments together. Then, the group can be applied to a record.

Field Name Definition

Type The type that applies to this adjustment. All types of invoice adjustments (except Lookup Invoice Adjust-
ments) can be included in invoice adjustment groups. Available types are:

• Invoice Adjustment. Applies to a time sheet invoice and/or expense sheet invoice.
• Miscellaneous Invoice Adjustment. Applies to a miscellaneous invoice.
• SOW Invoice Adjustment. Applies to a statement of work.
• Lookup Invoice Adjustment. This option is available when Tax Guidance is enabled. These adjust-
ments are used in the Tax Guidance lookup table and apply to both Contingent and statement of
work records. Lookup Invoice Adjustments cannot be included in Invoice Adjustment Groups, nor are
Site Overrides supported, but they can be used along with other Invoice Adjustments and/or Invoice
Adjustment Groups.
• Consolidated Transaction Invoice Adjustment. This option is available when Assignment Manage-
ment and Consolidated Transaction Invoice are enabled. This invoice adjustment only applies to
Consolidated Transaction Invoices for Assignment Management.

Name The name of the invoice adjustment. Multiple invoice adjustments can have the same name as long as
they do not have the same type.

Description A description of the invoice adjustment.

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Field Name Definition

Default Unit/ The unit and value for the invoice adjustment:
Value
• If Percentage is selected, the adjustment will be a percentage of the invoice amount. Enter the
desired percentage. The percentage can be positive or negative. This is the only option available for
Consolidated Transaction Invoice Adjustment type.
• If Flat Fee is selected, the adjustment will be a flat fee that is added or subtracted from the invoice
amount. Enter the desired flat amount. The amount can be positive or negative. This value cannot be
selected if Task Code is selected in the Module field.
• If Calculated Value is selected, the adjustment will be a calculated value. Select the desired custom
script that should be used to calculate the adjustment value. The necessary custom script must be
created by SAP Fieldglass before the invoice adjustment is created.

Note: if the adjustment is used to reduce the invoice amount, the Default Unit/Value should be entered
as a positive number and the Discount log should be enabled. Negative values should NOT be entered.

Module Specifies the module(s) to which this invoice adjustment should be applied. This field does not display for
Consolidated Transaction Invoice Adjustment type.

When Task Code is selected, Flat Fee cannot be selected as the Default Unit/Value.

Taxable If this option is selected, the invoice adjustment is a tax and increases the invoice amount. If this option is
selected, the Default Unit should be a be Percentage or Calculated Value.

This option is not displayed for Schedule, Event, and Fee adjustments. It is also not displayed for Consoli-
dated Transaction Invoice Adjustment type.

When a rate component is marked as non-taxable and an invoice adjustment with Taxable selected is
applied to an invoice, the tax is not applied to the non-taxable rate component portion of the invoice.

When creating an invoice adjustment group, when you add an adjustment that has this flag on, any
additional adjustments that are added to the group must have the flag on. Non-tax adjustments that
need to be included in the group must be added prior to adding the tax adjustments.

An adjustment can be Taxable or Discount, not both.

Discount If this option is selected, the adjustment will reduce the invoice amount. Since the adjustment is flagged
as a discount; it should be entered as a positive number and the calculated value will be deducted from
the invoice amount.

This field applies to all adjustment types except Consolidated Transaction Invoice Adjustments.

Available to If this option is selected, the invoice adjustment will be available for the supplier to add when accepting a
Supplier Flag work order or editing a worker. If the adjustment is in an adjustment group that is also on the work order,
it will not display for the supplier, even if this flag is selected.

When Task Code is selected in the Module field, this flag is not displayed. Task code invoice adjustments
are applied via the time sheet, and the adjustment is displayed on the invoice if the task code was used
on the time sheet. The supplier is able to edit the value of the adjustment when creating the invoice.

If Applies to Supplier Amount is not selected, this field is not displayed.

This field does not display for Consolidated Transaction Invoice Adjustment type.

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 Field Name Definition

Include in Ac- If this option is selected, this invoice adjustment will be included in the actual spend calculation.
tual Spend

Include in Esti- If this option is selected, this invoice adjustment will be included in the estimated spend and committed
mated and spend calculations.
Committed
This field only displays if Invoice Adjustment or SOW Invoice Adjustment is selected in the Type field. In
spend
addition, the field is not displayed if Task Code, Schedule, Event or Fee is selected in the Module field.
Or, when the type is Consolidated Transaction Invoice Adjustment.

Applies to Sup- If this option is selected, and Applies to MSP Fee is not selected, this invoice adjustment is only applied
plier Amount to the supplier portion of the invoice. In this case, the buyer may not add the adjustment ad hoc to
a worker by the buyer; the buyer can include it in an adjustment group. If Available to Supplier Flag
(Applies to Sup-
is selected, the supplier can add the adjustment ad hoc to a worker unless it is already applied via an
plier Amount,
adjustment group.
Applies to MSP
Fee, or both, If this is a task code invoice adjustment, and it is applied only to the supplier amount (and not the MSP
must be se- Fee), the MSP Fee and any adjustment to the MSP fee are subtracted from the Level 1 amount before this
lected for each task code adjustment is applied.
invoice adjust-
If this option and Applies to MSP Fee are both selected, the adjustment is applied to both the supplier
ment.)
amount and the MSP fee.

Flat fee adjustments can be applied to the supplier amount or to the MSP fee, but not to both.

This field is displayed for all invoice adjustment types except SOW Invoice Adjustment, SOW Credit/
Debit Memo Adjustment, and Consolidated Transaction Invoice Adjustment.

Applies to MSP If this option is selected, and Applies to Supplier Amount is not selected, this invoice adjustment is only
Fee applied to the MSP fee portion of the invoice and must be included in an invoice adjustment group. In this
case, the Available to Supplier Flag field is not displayed.
(Applies to Sup-
plier Amount, If this is a task code invoice adjustment, and it is applied only to the MSP fee (and not the supplier
Applies to MSP amount), the supplier amount and any adjustments to the supplier amount are subtracted from the Level
Fee, or both, 1 amount before this task code invoice adjustment is applied.
must be se-
If this option and Applies to Supplier Amount are both selected, the adjustment is applied to both the
lected for each
supplier amount and the MSP fee.
invoice adjust-
ment.) Flat fee adjustments can be applied to the supplier amount or to the MSP fee, but not to both.

This field is displayed for all invoice adjustment types except SOW Invoice Adjustment, SOW Credit/
Debit Memo Adjustment, and Consolidated Transaction Invoice Adjustment.

Site Override This area contains a list of sites that have a different Default Unit/Value.
List
To add a site to the list, click Add Site. Select the site(s) you want to add to the list and click Associate.
Enter the percentage adjustment for each site and click Update.

This field does not display for Consolidated Transaction Invoice Adjustment type.

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Invoice Adjustment Calculations

Invoice adjustments can be used to apply separate adjustment amounts to suppliers and the MSP fee.

The following tables describe how these calculations are made for SOW adjustments.

Calculations for SOW Adjustments - Buyer-Funded MSP

If the MSP funding model for a supplier is buyer-funded, the MSP fee and any taxes are funded by the buyer
and are therefore added to the amount.

Applies to Sup- Applies to MSP Adjustable Amount - Buyer and MSP

plier Amount Amount Supplier Adjustable Amount - 3rd Party Supplier

Yes Yes Line Item Amount + MSP Fee Line Item Amount

If the adjustment amount is applied from If the adjustment is applied from an ad-
an adjustment group, adjustments ap- justment group, adjustments applied in
plied in previous levels to both supplier previous levels to the line item amount
amount and MSP amount are also added. are also added

No Yes MSP Fee (for specific line item) Not displayed to supplier.

If the adjustment is applied from an ad-

justment group, adjustments applied in
previous levels to the MSP amount are
also added.

Yes No Line Item Amount Line Item Amount

If the adjustment is applied from an ad- If the adjustment is applied from an ad-
justment group, adjustments applied in justment group, adjustments applied in
previous levels to the MSP amount are previous levels to the MSP amount are
also added. also added.

Calculations for SOW Adjustments - Supplier-Funded MSP

If the MSP funding model for a supplier is supplier-funded, the MSP fee and any taxes are funded out of the
supplier amount and are therefore subtracted from the line item amount.

Applies to Sup- Applies to MSP Adjustable Amount - Buyer and MSP

plier Amount Amount Supplier Adjustable Amount - 3rd Party Supplier

Yes Yes Line Item Amount Line Item Amount minus MSP Fee

If the adjustment amount is applied from If the adjustment is applied from an ad-
an adjustment group, adjustments ap- justment group, adjustments applied in
plied in previous levels to both supplier previous levels to the line item amount
amount and MSP amount are also added. are also added

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 Applies to Sup- Applies to MSP Adjustable Amount - Buyer and MSP
plier Amount Amount Supplier Adjustable Amount - 3rd Party Supplier

No Yes MSP Fee (for specific line item) Not displayed to supplier.

If the adjustment is applied from an ad-

justment group, adjustments applied in
previous levels to the MSP amount are
also added.

Yes No Line Item Amount minus MSP Fee Line Item Amount minus MSP Fee

If the adjustment is applied from an ad- If the adjustment is applied from an ad-
justment group, adjustments applied in justment group, adjustments applied in
previous levels to the MSP amount are previous levels to the MSP amount are
also added. also added.

6.7 Invoice Adjustment Group

Invoice adjustment groups allow the buyer to place one or more invoice adjustments into a group. This allows
adjustments to be stacked.

When two adjustments are stacked, the first adjustment is applied to the base invoice amount. The second
adjustment is then applied to the adjusted base invoice amount. If the adjustments are not stacked, both
adjustments are applied to the base invoice amount.

For example, if Tax1 and Tax2 are in the same invoice adjustment group, the adjustment groups can be defined
so Tax1 will be applied to the base invoice amount and Tax2 will be applied to the base amount plus Tax 1. If Tax1
and Tax2 are not in an adjustment group, or if the adjustment group is not defined for tax stacking, Tax1 will be
applied to the base invoice amount and Tax2 will also be applied to the base invoice amount.

Adjustment groups are associated to job posting templates or SOW templates by the buyer and cannot be
edited by the supplier. Each worker hired from the template will be assigned the associated adjustment group.
If the Creator can change Adjustment Group rule is enabled on the job posting or SOW template, it can be
changed by the buyer.

Do not use adjustment groups if the supplier needs to control the taxes to ensure the correct amount is
charged or there are no taxes or other adjustments that need to be added to an invoice. Invoice adjustment
groups are only available if the Use Adjustment Groups company configuration option is enabled. If this option
is enabled, invoice adjustment groups can be used in both the Contingent and the SOW modules.

 Note

Consolidated Transaction Invoice Adjustment types can't be included in an Adjustment Group.

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Invoice Adjustment Group Considerations

All workers on an SOW have the same invoice adjustment group. In the Adjustment Group: Associated Worker
list, the check boxes next to workers on an SOW are dimmed because SOW workers cannot be disassociated
from an adjustment group.

Use invoice adjustment groups if:

• Taxes need to be stacked.

• The buyer or the MSP need to control taxes to ensure that the correct amount is paid.
• The buyer has a self-billing agreement with auto invoicing.

Do not use invoice adjustment groups if:

• The supplier needs to control taxes to ensure that the correct amount is charged.
• There are no taxes or other adjustments that need to be added to an invoice.

Task code adjustments cannot be placed in an adjustment group, so these adjustments cannot be stacked;
therefore, they are alway applied to level 1. However, an adjustment group can be included on a worker who
uses a task code with a task code invoice adjustment. In this case, the invoice will include the applicable
adjustments from the adjustment group and any task code invoice adjustments, which are placed in level 1.

To determine the adjustment groups that are needed by a buyer, consider the following:

• If there are there locations that require tax or other adjustments to be added to an invoice, then you can
create an adjustment group for the location. For example, Canada or the United Kingdom.
• If there are types of workers or jobs that require tax to be added to an invoice, then you can create an
adjustment group for the type of worker or job, such as Word Processors or Electricians.

Invoice Adjustment Group Field Definitions

Field Name Definition

Code The code of the invoice adjustment group.

Name The name of the invoice adjustment group.

Description A description of the invoice adjustment group.

Adjustments Invoice, Credit/Debit Memo, SOW Invoice, SOW Credit/Debit Memo, and Miscellaneous Invoice
adjustments can be added to the same group. When the group is applied to an invoice, the system
will automatically apply the appropriate adjustments.

To add an adjustment, click Add in the appropriate area, select the adjustments you want to add,
and click Associate.

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Invoice Adjustment Calculations

Each invoice adjustment that is added to an invoice adjustment group must be given a level (1, 2, 3, etc.). More
than one adjustment in a group can have the same level; if appropriate, all the adjustments can have the same
level. The level numbers must be sequential. That is, if you have a level 1 and need another level, the next level
must be 2. You cannot skip a number.

Level 1

• All level 1 invoice adjustments are applied to the base invoice amount.
• All non-tax adjustments should be level 1.
• If the taxes do not need to be stacked, they should all be level 1.

Example:

Base Invoice Amount Level 1 Adjustments

• Flat Rate Adjustment = $10

$1,000
• Tax 1 Adjustment 5% - $1000 x.05 = $50
• Tax 2 Adjustment 10% - $1000 x .10 = $100

$1000 + $10 + $50 + $100 = $1160

Level 2

• All level 2 adjustments are applied to the base invoice amount plus any level 1 adjustments.

Example:

Base Invoice Amount + Level 1 Adjustments Level 2 Adjustments

$1,160 • Tax 3 Adjustment 7.5% - $1160 x .075 = $87

$1160 + $87 = $1247

Level 3 and above

If additional levels are used, each adjustment is calculated on the previous level amount.

6.8 Invoice Billing Schedule

An invoice billing schedule is a schedule that your company can establish for suppliers to submit invoices on a
systematic basis if auto invoicing is not used.

For example, you can specify that suppliers should submit invoices each Monday, or you could specify that
invoices be submitted on the first work day of every month. However, if auto invoicing is enabled for a worker,
invoices are created automatically when the worker's time sheet is approved.

You can create invoice billing schedules that apply company-wide, or that apply to specified suppliers, business
units, sites, or labor types.

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The following information should be considered when working with invoice billing schedules.

• Invoice billing schedules are displayed if one of the following considerations is true:
• The buyer company has the Online invoice creation for MSP Supplier? company configuration option
enabled.
• The buyer company has the Does Buyer Have MSP? company configuration option disabled.
• A default invoice billing schedule named Default Invoice Billing Schedule with company-wide scope exists
for all buyers.
• A buyer can have multiple invoice billing schedules with different scopes, however, a schedule can have
only one scope.

An invoice billing schedule can be associated to suppliers, business units, sites, and labor types if they are
selected in the Scope field:

• If Supplier is selected, the invoice billing schedule will be associated to all business units, sites, and labor
types.
• If Business Unit is selected, the invoice billing schedule will be associated to all suppliers, sites, and labor
types.
• If Site is selected, the invoice billing schedule will be associated to all suppliers, business units, and labor
types.
• If Labor Types is selected, the invoice billing schedule will be associated to all suppliers, business units,
and sites.

Invoice Billing Schedule Field Definitions

Field Definition

Name and Description These fields allow you to specify the intended purpose of the
Invoice Billing Schedule, and customize its name to fit your
company's needs.

Currency The currency to be used for invoices. The currency cannot

be changed after it has been changed.

Item Selection Indicates whether the invoice billing schedule should apply
to Time Sheets, Expense Sheets, or Both.

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 Field Definition

Scope Scope determines the suppliers that can submit invoices

against this invoice billing schedule. Scope cannot be
changed after the invoice billing schedule is saved.

If you select Supplier, Business Unit, or Sitea, you must

manually associate the related items to the invoice billing
schedule.

• If Company Wide is selected, the invoice billing sched-

ule is available to all suppliers.
• If Supplier is selected, the invoice billing schedule will
be available to the suppliers you associate with it.
• If Business Unit is selected, the invoice billing schedule
will be available to the suppliers having workers who
are related to work orders with business units you asso-
ciated to the billing schedule.
• If Site is selected, the invoice billing schedule will be
available to the suppliers that are associated to the sites
you associate to the billing schedule.
• If Labor Type is selected, the invoice billing schedule
will be available to the suppliers having workers who are
related to job postings with the labor types you associ-
ated to the billing schedule.

Default Invoice ID as the Invoice Code If Yes is selected, the supplier has the option to enter an
invoice code, or the invoice ID will be used. If No is selected,
the supplier is required to enter an invoice code.

Include All Company Wide If Company Wide is selected in the Scope field, this field
is displayed. Select Yes if all supplier, business units, sites,
and labor types that are created in the future should be
associated with this invoice billing schedule.

Include All New Suppliers If Supplier is selected in the Scope field, this field is dis-
played. Select Yes if all suppliers that are created in the
future should be associated with this invoice billing schedule.

Include All New BUs If Business Unit is selected in the Scope field, this field is
displayed. Select Yes if all business units that are created
in the future should be associated with this invoice billing
schedule.

Include All New Sites If Site is selected in the Scope field, this field is displayed.
Select Yes if all sites that are created in the future should be
associated with this invoice billing schedule.

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Field Definition

Include All Labor Types If Labor Type is selected in the Scope field, this field is dis-
played. Select Yes if all labor types should be associated with
this invoice billing schedule. Select No to manually associate
individual labor types to the invoice billing schedule.

Schedule Type If On Demand is selected, suppliers can select the end date
for invoices.

If Weekly is selected, suppliers should prepare invoices once

a week. If you select this option, select the day on which
invoices should be created.

If Specific Dates is selected, suppliers should prepare invoi-

ces on specific dates. If you select this option, select the
date(s) on which invoices should be prepared.

6.9 General Ledger

General ledgers can be created and used for reporting and integration purposes. Creating and maintaining
general ledgers allows for further reporting classification of your contingent labor spend.

General ledgers are optional, and can be associated to specific business units. A general ledger cannot be
removed if it is being used in any business unit.

A general ledger is only used in business units with which the general ledger is associated. Business units
are associated to general ledgers by selecting the desired general ledger in the General Ledger field on the
business unit record.

The Name and Code fields are up to your discretion, and can both contain the same values. The Description
field allows you to briefly describe the purpose of the general ledger.

General Ledger Account

SAP Fieldglass allows you to create and use general ledger accounts for reporting and integration purposes.
When a general ledger account has been created, task and expense codes can be associated with it.
Associating task codes with a general ledger account allows for detailed financial tracking.

Because general ledger accounts must be associated to task and expense codes, at least one general ledger
account must be created. If a company's business practices do not take advantage of general ledger accounts,
a default general ledger account for association with task and expense codes can be created.

General Ledger Account Associations

Expense codes are associated to general ledger accounts by selecting the desired general ledger account in the
General Ledger Account Name field on the expense code record.

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Task codes are associated to general ledger accounts by selecting the desired general ledger account in the
General Ledger Account Name field on the task code record.

6.10 General Ledger Account

SAP Fieldglass allows you to create and use general ledger accounts for reporting and integration purposes.
When a general ledger account has been created, task and expense codes can be associated with it.

Associating task codes with a general ledger account allows for detailed financial tracking. Because general
ledger accounts must be associated to task and expense codes, at least one general ledger account must be
created. If a company's business practices do not take advantage of general ledger accounts, a default general
ledger account for association with task and expense codes can be created.

• Expense codes are associated to general ledger accounts by selecting the desired general ledger account
in the General Ledger Account Name field on the expense code record
• Task codes are associated to general ledger accounts by selecting the desired general ledger account in
the General Ledger Account Name field on the task code record.

The Name, Code, and Description fields can be used to clarify the purpose of the General Ledger Account. You
can make the Name and Code fields the same if desired.

6.11 Task Codes

Task codes allow workers to allocate their time to specific tasks or projects on their time sheets.

Task codes can be associated to specific cost centers or workers. Additionaly, custom fields can be associated
to task codes. These custom fields can be displayed on time sheets and used to provide information or
instructions to workers or to collect data from workers, such as additional details on tasks performed.

The behavior of task codes on a time sheet is related to several factors including company configurations,
template rules and cost center settings. Task codes can be uploaded to SAP Fieldglass from within the Task
Code admin object list view.

If you remove a task code, it will be removed from any associated cost centers and workers. However, it will not
be removed from any time sheets that have already been submitted.

Task Code Associations

A task code is only used in cost centers with which the task code is associated. When a cost center is
associated to a task code, workers working on that cost center can enter hours against that task code. In
addition, workers will be able to use task codes to which they are directly associated on their time sheets.

Task code associations are dependent on the Include all Task Codes field on cost center records.

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Data Element Association Description

Cost Centers Task codes must be associated to cost centers

if the Include all Task Codes field on the cost
center record is not selected.

When a cost center is removed from association

with a task code, all the workers associated to
the cost center are removed from association
with the task code.

Workers Only workers who have been assigned to a cost

center that is associated to a task code can be
associated to the task code.

Legal Entities A task code can be associated to a legal entity

by selecting the legal entity in the Legal Entity
field when creating or editing the task code.
Alternatively, you can select Include all Legal
Entities to associate the task code to all legal
entities.

When the Legal Entity Validation on Task Code

and Cost Center company configuration option
is enabled, legal entities need to be associated
to task codes.

General Ledger Ac- General ledger accounts are associated to task

counts codes by selecting the desired general ledger
account in the General Ledger Account Name
field on the task code record.

Task Codes Field Definitions

Field Name Definition

Code, Name, and Description These fields allow you to customize the task code and clarify
what it will be used for.

Billable If Yes is selected, hours assigned to this task code are billa-
ble. If this task code is billable, suppliers can use the hours
assigned to this task in invoices; if it is not billable, it cannot
be used in invoices.

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 Field Name Definition

Increment Parity Counter Select Yes if time charged to the task code should be
counted toward pay parity.

This option is displayed if the Manage Pay Parity company

configuration option has been enabled.

Capitalized If Yes is selected, hours assigned to this task code will be

capitalized. This field does not impact the invoice and is
used for reporting and integrations.

Include in Tenure Selecting Yes includes the task code in time worked tenure.

Task Code Adjustment The task code invoice adjustment associated with this task
code. When a task code invoice adjustment is assigned to
a task code, and the task code is used on an invoice, the
adjustment is applied to the invoice.

Note: The SAP Fieldglass application allows you to include

a task code invoice adjustment on a non-billable task code,
but the amount will always be zero.

General Ledger Account Name The general ledger account in which the task code is in-
cluded.

System ID Used to store the System ID of the ERP instance to which the
task code is tied. This field is not displayed if a System ID
pick list has not been created.

Original Code Used to store the code the ERP instance uses for the task
code. This field may be left blank if it is not needed to sup-
port multiple ERP instances.

Custom Fields When a custom field is associated with a task code, that
field will be displayed on time sheets next to the appropriate
task code. If flagged as read only, the custom field is used
to provide workers with directions as to how they should fill
out their time sheets. Otherwise the worker should fill in the
required custom field information.

6.11.1 Understanding Used and Unused Task and Expense

Codes

The following information applies to selecting task and expense codes on time sheets and expense sheets:

• When a user adds an unused code, it only becomes used if time or expense is actually submitted for the
code. If it is added to the list but not submitted, it remains on the unused list and does not display in the
default list the next time the user submits a time or expense sheet.

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• When a code is associated to a worker using the Cost Allocation tab, the code becomes used even if the
code is not actually used to submit time or expense.
• If the worker adds unused tasks by using Select Favorite Tasks from the Home Page, the task becomes
used even if the code is not actually used to submit time.
• If any worker uses a code (actually submits time or expense using the code) or selects it as a favorite, it is
considered used and automatically displays for all workers.

6.12 Time Sheet Allotments

Time sheet allotments are used to apply accounting amounts to time sheets for items such as housing
allotments, cost of living adjustments, daily allotments for meals and transportation as well as pension,
insurance, and benefits.

Time Sheet Allotments are available for customers who have the company configuration Enable Rate
Schedule enabled.

Some Time Sheet Allotments are entered by the worker on the time sheet and some are applied without input
from the worker. The user role Administrative Permissions, Financial Data (View and Manage) control a user’s
ability to create, edit, and view the Time Sheet Allotments admin object.

Time Sheet Allotments Field Definitions

Field Name Definition

Code, Name, and Description These fields allow you to clarify the purpose and customize
the description of the Time Sheet Allotment.

Mandatory Select Yes if you want users to be required to enter a value

for this allotment on the job posting, job seeker, and work
order. If No is selected, the user is allowed to leave the value
blank. This field can be edited after the time sheet allotment
is created.

Time Sheet Allotment Group Select the Rate Classification for this Time Sheet Allotment.

Currency Select the Currency for this Time Sheet Allotment.

Time Sheet Allotment Category Select the Rate Category for this Time Sheet Allotment.

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 Field Name Definition

Interval This list is established by SAP Fieldglass and cannot be

changed. An interval is similar to a UOM; it is the frequency
at which the Time Sheet Allotment should be given . The
interval controls the Units default value. When a Time Sheet
Allotment does not have a time sheet entry, it is applied once
per time sheet.

Note: When Calculated is selected, the Interval Script field

displays. If a script is needed, contact your SAP Fieldglass
representative.

Time Sheet Entry Select Checkbox if the time sheet should display a checkbox
that the worker either checks or not. Choose Number of
Units if the worker should enter a number on the time sheet
to calculate the allotment, or select No Time Sheet Entry if
the worker should not make an entry on the time sheet to
trigger the allotment.

Allow Supplier Edit on Time Sheet Select Yes if the supplier should to be able to change the
number of units or checkbox on the time sheet, otherwise
select No. Note: This option only applies when the buyer
allows the time sheets to route to the supplier. This field
is suppressed if the Time Sheet Entry selected is No Time
Sheet Entry.

Time Sheet Allotment Per Unit Select Enter Minimum/Maximum when you know the min-
imum and maximum rate for the Time Sheet Allotment
or want to rely on the supplier to provide the value. The
Minimum Pay Rate, Maximum Pay Rate, Minimum Bill
Rate, and Maximum Bill Rate fields display and must be
completed.

Use Populate Using Script when the rate for the allotment
is calculated from another value. The Time Sheet Allotment
Per Unit Script field displays and the script must be selected.
Work with SAP Fieldglass to get Custom Scripts created.
Note: The Per Unit Scripts are different than the Interval
Scripts.

Allow Supplier To Edit Pay Rate and Bill Rate Select Yes if the supplier should to be able to edit the pay
rate and bill rate, otherwise select No.

Taxable? Select Yes if the amount of the Time Sheet Allotment is

taxable, otherwise select No.

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6.13 Spend Matrix

For contingent, spend matrix changes how spend is calculated. Budget allocation is done per line item.
Committed spend is calculated using the sum of spend defined per line item on a work order.

The Spend Matrix admin object is in the Financial Data section of Admin Configuration. There is one predefined
matrix available, Work Order Spend Matrix. Additional spend matrices can't be created. The matrix specifies
the line item structure used to define and control spend. The predefined matrix includes the following:

1. PO Line Number
2. Cost Center
3. Rate Category

When this feature is used on a job posting template, this structure is automatically applied on the work order.

When Spend Matrix is used with Assignment Management, refer to Spend Matrix - Assignment Management.

6.14 Unit Type

Unit types are used when creating unit-based rates and when defining fees in SOWs. Unit Based or Unit Based -
Calculated rate types use unit types to indicate the item or task that must be completed in order for the worker
to be paid a certain amount.

Buyers that are going to create unit-based rates need to first create the unit types for the various ways in which
a worker's pay is measured. If the customer is not using unit-based rates, no unit types are needed. Unit Based
and Unit Based - Calculated rate types are used in situations where the worker is not paid by the hour, day, or
month, but is paid by the number of pieces completed. For example, suppose the worker is paid $10 for every
widget assembled (widgets assembled is the unit). Or, the worker could be paid $5 for every page transcribed
(pages of transcription is the unit). All other rate types (including all non-rate schedule rate types) use units of
measure (UOM) instead of unit types. For example, the worker could be paid $20 per hour (hour is the UOM).
Or the worker could be paid $5000 per month (month is the UOM). Units of measure are selected when the
company is being configured; the available UOMs are Hour, Day, and Month.

 Note

For the Unit Type admin object, Rates 1.0 and Rates 2.0 use the same objects; therefore, separate objects
aren't needed when coexistence is enabled.

Create or Edit a Unit Type

Enter the Code, Name, and Description. In the Product field, select Yes, if the unit is a physical object. Select
No if it is not. Either option does not impact the work flow. You can use this field to include or exclule items in
reports.

 Note

A unit type can be removed if it is not associated to a statement of work.

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7 Time Structure

The Time Structure area is used to manage the elements required for Time Processing.

7.1 Time Template

Time templates store and maintain all required information to process raw data into meaningful time entries.

Versioning is supported through the use of the effectiveDate field. Time Processing uses the effective date to
determine which version of a time template is applied when processing time data. An existing Time Template
can't be deleted if there's time data such as time events or bundles, that have been created with the template.

Time Template Field Definitions

Details Page

Field Name Description

Module By default, this is set to Assignment and can't be changed.

Code A unique code for the Time Template. Up to 100 characters are allowed. The Code and
Effective Date fields together create a unique identifier. The same Code and Effective Date
combination can't be used for more than one Time Template. When a Time Template is
updated and a new effective date is entered, a new version of the Time Template is created.
The code of the Time Template isn't changed.

Time Template Name The name of the Time Template. Up to 100 characters are allowed.

Description An optional description of the Time Template. Up to 500 characters are allowed.

Effective Date The date the Time Template becomes effective. An effective date can't be prior to the cur-
rent effective date. If the Time Template is edited but the Effective Date remains the same,
the zID doesn't change. However, if a new Effective Date is entered, the Time Template is
copied with a new zID. The Code of the new Time Template remains the same.

Bundle Frequency The frequency of the Time Bundle. This is currently defaulted to Daily and can't be changed.

Verification Required? If No, the default Auto Complete rule is used and no exception rules are added. If Yes, a
mandatory Rule field displays and at least one rule must be selected.

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Field Name Description

Rule When Add Rule is selected, a flyout pane opens with a list of valid verification exception
rules. Select one and click Add. Add additional rules as needed.

Some rules may have additional required fields.

You change the order in which the rules are run by using the arrows to the left of the rule to
rearrange them, either by clicking the up/down arrows or by dragging and dropping.

Click Continue to proceed to the Time Details page.

Time Details Page

There are several time details that are populated by default and can't be edited. You can add additional details
using the Add Time Details button which opens a flyout where you can select from a list of available details.
Refer to the following table for more information about each of the time details.

Field Name Description

Rate Category/ UOM The rate category for the submitted time. This is a defaulted time detail that can't be edited
or deleted.

PO Line Item The purchase order for the assignment. This is a defaulted time detail that can't be edited or
deleted.

Cost Centre (Code) The cost center name and code. This is a defaulted time detail that can't be edited or
deleted.

Assignment Title (Code) The assignment name and code. This is a defaulted time detail that can't be edited or
deleted.

Contract Segments A user-defined contract segment. The sequence is autogenerated to the next number in the
sequence of time details and can be moved using the arrows to the left of the time detail.
This time detail will always be sequenced after the default time details and can be deleted.

Job Code The job code for the assignment. The sequence is autogenerated to the next number in the
sequence of time details and can be moved using the arrows to the left of the time detail.
This time detail will always be sequenced after the default time details and can be deleted.

Click Continue to proceed to the Rate Categories page.

Rate Categories

To add a rate category, click the Add Rate Category button which opens a flyout pane. Use the following table
to input the rate category details.

Field Description

Sequence This is an autogenerated field that determines the sequence of rate categories. The se-
quence of rate categories can be changed using the arrows to the left of the rate category.

Rate Category Specifies the rate category from the Buyer admin.

UOM The Unit of Measure for the rate category.

Time Entry Format (optional) Determines the quantity type, either in hours and minutes or in the number of units.

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 Field Description

Automate time on Rate Cate- Indicates whether the rate category is calculated manual or is based on a predefied rule.
gories?

Rule The rule used to calculate time based on the defined scenario. Visible only when Automate
on Rate Categories is set to Yes.

<x> Threshold The threshold used to define when an exception is triggered.

Click Continue to proceed to the Review and Submit page. Then click Submit to finish creating the Time
Template.

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8 Configuration

8.1 Advisor

Advisor reports provide key information to guide a user through the decision making process while taking
action on, approving, and managing records and documents.

Advisors can display as text or they can display information from a report, a chart, or a linear gauge. Reports,
charts, and linear gauges must be predefined by SAP Fieldglass, or buyer-created in the Analytics tool before
they can be used as advisors.

Text advisors are used to provide important information for users that is not sourced from a report. Text
advisors, as well as reports, charts, and linear gauges that are defined to display as advisors, are listed in the
Advisor list view.

Advisors can be set to display on records and documents and they can be shown on view pages and form
pages in specific sections, and at key areas during the workflow, such as creation, revision, and approval.

For example: An advisor that shows a Spend Nearing Committed Spend report displays during time sheet
approval. When approving the time sheet, the approver views the advisor and notices that the worker is getting
close to exceeding the committed spend. This leads the approver to initiate a request for a budgetary increase
before spend is depleted.

Advisor Administration
Advisors can be created and managed by users with appropriate permissions from the Advisor admin object.
To view the details of an advisor, navigate to the admin object and open the Advisor list view. The list shows the
source of the advisor, Predefined or Buyer. Predefined advisors are SAP Fieldglass-defined and are available to
you by default. Buyer advisors are your company-defined advisors.

Select an advisor from the list to view the details. The Advisor Details page shows the following information:

• The report from which the advisor was created.

• The text that displays when the advisor is available on a page.
• The type of document on which the advisor is based.
• When the advisor will show on associated pages.
• The number of pages in the application to which the advisor is associated.

Use the Advisor Placement admin object to associate or to remove associations to records and documents.

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8.1.1 Advisor Permissions and Visibility

The Advisor user role permission determines which roles can access advisor administration functionality in
SAP Fieldglass.

The View permission allows users to view the Advisor Admin object and the list of advisors. The Manage
permission allows users to enable or disable advisors through the Advisor Admin object. Enabling the Manage
permission automatically enables the View permission.

Visibility to advisor reports is determined by the folder of the advisor report. If a user's role is associated to the
report folder, the advisor report is visible to the user on the related views and forms.

Related Information

Running Reports from the All Reports List

Advisor [page 316]

8.1.2 Creating an Advisor Report

Use the Advisor admin object to create advisor reports. Advisor reports can be made visible on document view
pages and form sections. Only users with Advisor: Manage user role permissions can create advisor reports.

To create a new advisor report, click New in the Advisor Admin object. Use the field descriptions below to help
create a new advisor report. When you are finished, select Save.

When you have completed the advisor report setup, the advisor is enabled and appears in the list of advisors in
Admin.

Field Name Definition

Setup This section contains fields used for setting up an advisor.

Advisor Name Enter a name for the advisor. The name is displayed in the advisor pop-up above the advisor
content.

Description Enter an optional advisor description.

Select the document on This field filters the report or chart based on the document selected so only the information
which the advisor should be related to the document displays. For example, an advisor report with this field set to Job
based Posting will only display the job posting information related to the document.

The Job Posting Template and SOW Template options filter advisor report data based on
the title of the Job Posting Template or SOW Template. For example, a user can create a
cost allocation report by cost center. When using the Job Posting Template option to filter
the report, the advisor report will show data from all cost centers used from the template.

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Field Name Definition

Advisor available on (op- Choose the pages where the advisor displays (multiple pages can be selected). If no pages
tional) are selected, the advisors are displayed without specific page control.

Display This section contains fields used for displaying an advisor.

Advisor Text Enter optional text that can either be used to create a text-based advisor or to add text to a
report advisor.

How do you want the data to Select an optional radio button option:
be displayed?
• Report—If you choose this option, a modal displays asking you to choose the report to
use as the advisor from the All Reports list.
• Chart—If you choose this option, a modal displays asking you to choose the chart to
use as the advisor from the All Charts list.
• Linear Gauge—This option is only available for the Job Posting, Statement of Work,
and Worker documents. If you choose this option, the Advisor Linear Gauge dropdown
displays allowing you to select the linear gauge to use as the advisor.

Four report display options are available including: Donut Charts, Numbers (KPI View), Double Numbers (KPI
View and KPI View), and Donut Charts and Numbers (Donut + KPI). Contact SAP Fieldglass to activate the
display reports.

Related Information

Advisor Permissions and Visibility [page 317]

Enabling or Disabling Advisors
Viewing Reports in Advisor [page 318]

8.1.3 Viewing Reports in Advisor

Visibility to an advisor report is determined by the report folder.

If a user’s role is associated to the report folder, the advisor report will be visible to the user on the related views
and forms in a separate shaded section. In addition, users must have the report Manage user role permission
enabled to view advisor reports.

You can expand and collapse the Advisor section to display a maximum of five advisor report headings and
select each heading to display its details. Only the information related to the document appears. For example,
if the document type selected for the advisor report is Job Posting, when viewing the report on a work order,
only the job posting information related to the work order appears.

On the Advisor Details page, the Displays On tile shows the number of page associations. When selecting this
link, you see the list of pages where the advisor is displayed. In addition, the New button directs you to the Add
New Advisor page so you can quickly add a new advisor.

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Related Information

Reporting User Role Permissions

Advisor Permissions and Visibility [page 317]

8.2 Advisor Placement

Shows the pages in the application where advisors will display.

The Advisor Placement admin objects displays a list of pages where advisors are enabled in the application, the
section (if applicable) of the page, and the number of advisors associated to the specific page. Each page in the
list shows the number of advisors that are associated to it. The number displays as a link that can be selected
to view the associated advisors..

When you select the number of advisors link for a page, the Advisors list displays. From this page, you can add
or remove an advisor association to a page, and you can preview an associated advisor.

• To add an advisor association to a page, select the Add button and choose from the list of advisors.
• To remove an association, uncheck the item and select the Update button.
• To view an associated advisor, select the Preview link.

8.3 Allowed URLs

Buyer users with the appropriate user profile flag enabled can specify the URLs and email addresses that can
be opened from their company's account in the SAP Fieldglass application.

Some buyers want to limit the ability of users to include a link to any URL or email address from specific places
in the application. When users are able to include any link, mistakes can be made or links could be included to
questionable sites. When no URLs or email addresses are specified, there's no restriction on the URLs or email
addresses used.

User Profile Flag

Buyers with the user profile flag, Manage Allowed URLs, enabled see this admin object, Allowed URLs, which
is used to specify the URLs and email addresses that the buyer wants available for use in specific places in
the application. Initially, this profile flag is disabled for all users. Only Administrators and users in roles with the
Administrative Permission User Manage can enable the user profile flag for a user. They can enable this
flag for any user except themselves.

 Note

When a buyer is using multiple MSP functionality, the Manage Allowed URLs profile flag can't be enabled
for MSP users. It can be enabled for general users.

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  Note

All SAP Fieldglass URLs are automatically available as allowed URLs for all companies; however, the SAP
Fieldglass URLs don't display on the Allowed URLs list.

Allowed URLs and Email Addresses

Buyer users with the user profile flag enabled can add or edit URLs and email addresses for each category
using the following steps:

1. Select Admin Configuration Configuration Allowed URLs .

2. Select New, or select the row for the URL or email address you want to edit and select Edit.
3. Enter the URL or email address in the Address field. To allow a URL plus any paths within that URL, enter
the domain name only; for example, https://www.amazon.com. To allow a specific URL only, enter the
domain name with a path; for example, https://www.amazon.com/books. To allow an email address,
enter the email account name followed by the address sign, @, and then the domain; for example,
[email protected].
4. Select the Category:
• All Categories - The URL is available to be used in all categories.
• Home Page Announcement - The URL or email address is available to be used in the Home Page
Announcement. If you want to use an email address with the mailto: feature, use the hyperlink icon
above the large text area on the Edit Home Page Announcement form.
• Configuration - The URL or email address is available to be used in the Contact Us section of Custom
Text, in Contextual Help and Messages.
• Activity Items - The URL is available to be used in the activity item Description field when the
Completion Type is Add Form Attachment.
• Interview - When scheduling an interview, the URL is available to be used in the Website field when the
Interview Type is Video Conference.
• SSO Logout - When logging out, this is the landing page URL for single sign-on customers.

 Note

The Category defines where in the application the URL or email address can be used. If a specific
category doesn't have any URLs or email addresses defined, any URL or email address can be used. If a
category has one or more URLs or email addresses defined, only those can be used in that place in the
application. If a URL or email address is categorized as All Categories, it's equivalent to each category
having a URL or email address. URLs or email addresses not specified in the list can't be used.

5. Enter a Reference Name. This name is used to describe or identify the URL or email address. The
Reference Name displays on the Allowed URLs list view and when viewing the Permitted HTML Tags and
Allowed URLs modal in Messaging. The Reference Name doesn't replace the text of the URL or email
address.
6. Select Add or Update. The new or updated URL or email address displays on the list.

Remove URLs on Allowed URLs List

URLs can be removed. If a URL is removed, it doesn't break the URL in the application until an update is made
in the place the link displays. For example, if the link is for the Home Page Announcement category and the link

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is placed in it, when the URL is removed, the link in the Home Page Announcement continues to work until the
Home Page Announcement is updated. At that time, the URL is verified against the Allowed URLs list and an
error displays.

Buyer users with the user profile flag enabled can use this information to remove a URL:

1. Open the Allowed URLs list.

2. Select the URL that you want to remove and select Remove. The URL is removed.

8.4 Category

Categories are used to help keep job posting templates, documents, and supplier qualification forms
organized.

To create a new category, click New and select the Module. Options are Job Posting, Document, Question,
and Master Data. Question and Master Data are only available when Supplier Qualification is enabled for a
company. Each category requires a Code and a Name. A Description can be optionally entered.

Job Posting Categories

Buyers can add job posting categories to group job posting templates. When creating a job posting from a
job posting template, the template list can be filtered by category to help you locate the desired template.
Category is also a Group By option in the Job Posting list view.

Document Categories

Document categories are used to group documents added in the Reference Library. They can be associated to
user roles. When a document is uploaded to the Reference Library, a document category can be selected. Only
users in a user role assigned to that document category will be able to view the document. This allows you to
have documents in the library that are targeted to specific users, such as hiring managers.

Supplier Qualification Form Categories

Question and Master Data categories are used to group questions and master data on supplier qualification
forms. The Enable Supplier Qualification company configuration must be enabled to create Question and
Master Data categories. Questions and master data cannot be grouped together. If using both, separate
Question and Master Data categories must be created.

When creating a category for the Question module, questions can be added using the +Add Questions. Only
questions created in the Question admin object for the Supplier Qualification module are available to be added.

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When creating a category for the Master Data module, master data elements can be added using the +Master
Data link. Only master data elements created in the Master Data admin object are available to be added.

Sub-categories can be included in both question and master data categories using the +Add Sub-category
link. Only categories previously defined are available to be added as sub-categories.

Related Information

Job Posting Templates

8.5 Classifications

Classifications are used to organize SOW templates and the suppliers that provide services.

You can create classifications and assign them to suppliers and SOW types. This allows you to limit the
suppliers available for selection on statements of work based on classification. Before a statement of work can
be created, a classification must be selected. Only the suppliers and SOW templates that are associated to the
selected classification are available when creating the statement of work.

 Note

If a buyer wants to filter suppliers by more than classification when creating a statement of work or SOW
bid, a Supplier Classification custom lookup can be used.

Classifications are also used with decision forms. When a decision form is created, the classification is optional.
If a classification is selected and a a statement of work is created from the decision form, the selected
classification will populate on the related document. However, the classification can be changed.

Classifications cannot be removed if they are associated to a supplier or SOW types and templates, or if they
have been used on a decision form.

To create a classification, click New and enter a Code, a Name and Description, and optionally associate an
SOW Type. If multiple MSPs are being used, select an MSP Company.

Related Information

Custom Lookup - Supplier Classification [page 385]

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8.6 Contextual Help

Allows buyers to create custom instructional text at the page, section, and field level.

When contextual help has been defined for at least one section, page, or field on a form page, the Contextual
Help (lightbulb) icon is displayed at the top of the page. By default, this toggle icon is set to On. Click the icon
again to turn off contextual help. When the icon is turned off, section- and field-level contextual help are no
longer displayed and will not be displayed for the remaining pages in the form.

 Note

Some modules only have page-level help not section- or field-level contextual help.

When contextual help is turned on:

• Page-level help, if it has been defined, is displayed in a box at the top of the first page of the form.
• Section-level help, if it has been defined, is displayed in a box below the section heading.
• Field-level help, if it has been defined, is displayed on the right side of the page when you click in the field. If
contextual help has been defined for a field that is read-only, the Contextual Help icon is displayed next to
the field name. You can click the icon to display the help text.

Contextual help is displayed for all users with access to the applicable module and activity and cannot
be associated to specific business units or user roles. The SAP Fieldglass application remembers whether
contextual help is turned on or off between sessions. For example, if you create a job posting with contextual
help off, log off, and then log back in again to create another job posting, the contextual help will be off.

 Note

When rates coexistence is enabled, there are several fields that support two versions of help text. This
allows you to have different text for each rate structure. These fields are marked in the application. Below
the field name, Rates 1.0 or Rates 2.0 displays. Additionally, several fields that are specific to Rates 2.0 are
added to Contextual Help when coexistence is enabled.

Field Definitions

Field Definition

Language The language the contextual help text will be displayed in.

Module The modules on which contextual help can be customized or viewed.

Activity The activities for which this contextual help can be customized.

Viewed By The types of users (buyer, supplier, or worker) who can view the contextual help.

Content The contextual help text that is displayed.

A None link in the Content column of the Contextual Help list indicates that contextual help has not been
created for the related action. A Customized link indicates that contextual help has been created and can be

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edited. To modify or create new contextual help text, click the link to access the related details page and enter
or edit the contextual help title and description and optionally add links.

From the details page, you can perform the following functions:

• To remove contextual help text, clear the text from the Contextual Help field.
• To preview how the contextual help will display in the application, click Preview.
• To restore the contextual help text to its original state, click Restore Default.
• To download contextual help text from the Title and Contextual Help fields into .XLS format, click
Download.
• To upload contextual help text into the Title and Contextual Help fields, click Upload.

8.7 Custom Field

Custom fields can be used to collect information that is not captured in standard SAP Fieldglass fields.
Administrators can create custom fields for many modules within SAP Fieldglass and can specify who will enter
the fields, whether the fields are mandatory, and other relevant details.

Introduction

You can create custom fields for many SAP Fieldglass modules to capture additional information that standard
fields do not capture. For example, you could create custom fields to ask how many hours per week a candidate
would like to work or to collect more detail about the work logged on a time sheet. In addition to displaying
information in the user interface, custom fields can be used in integrations, reporting, and messages.

Custom fields offer flexibility in several areas:

• They can be mandatory, optional, or read only.

• Read only custom fields allow you store information for use in reports without making that information
editable. You can also set up a read only field so that it is hidden from end users.
• They can be entered by Buyer users, Supplier users, Workers, and Candidates. (The options available will
vary by module.)
• For some Buyer-entered custom fields, you can restrict the field to be entered by specific user roles, or
you can specify that the field will be populated by an integration.
• Some custom fields can be associated to a specific object, such as a Business Unit, or can be made visible
only to certain user types.
• Some custom fields allow linking, where the value captured on one module can be passed to another
module in the workflow. (For example, a value captured on a job posting can be passed to a job seeker, and
then to a work order.)
• Dependent custom fields can be created for certain modules from a leading custom field (an original
custom field). They can be used to map out a question-and-answer sequence in order to get more detailed
information from a user.

For more information about how to set up custom fields, see Create Custom Fields.

When custom fields are included in uploads,

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• Mandatory custom fields must be entered.
• The default value of a read only custom field can be edited.

Supported Modules

You can create custom fields for a variety of modules. Some modules are available by default, but others
require additional setup by SAP Fieldglass. The tables in the sections below list the supported module, the
actions where the field will be available, and the associations supported for the field. Note that a custom field
will not be available to end users unless it is set up to allow entry for their user type and the field is properly
associated to templates and objects.

Administrative Modules

Module Actions Supported Associations

Business Unit Create or edit Business Unit Not applicable

Company Details Edit Company Details Not applicable

Cost Center Create or edit Cost Center Not applicable

Rate Schedule Create or edit Rate Schedule Not applicable

Site Create or edit Site Not applicable

User Create or edit User Not applicable

Contingent Modules

Module Actions Supported Associations

Candidate Registration Candidate: Register in the Candidate Portal Not applicable

Credit/Debit Memo Buyer: Approve Credit/Debit Memo Suppliers, Business Units, Sites, Labor Types

Supplier: Edit Credit/Debit Memo

Invoice Buyer: Approve Invoice Legal Entities, Suppliers, Business Units, Sites,
Labor Types
Supplier: Submit or edit Invoice

Job Posting Buyer: Submit or edit Job Posting Legal Entities, Business Units, Sites, Labor
Types, Job Posting Template

Job Seeker Supplier: Submit or edit Job Seeker Legal Entities, Suppliers, Business Units, Sites,
Labor Types

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Module Actions Supported Associations

Work Order Buyer: Create, edit, or revise Work Order Legal Entities, Suppliers, Business Units, Sites,
Labor Types
Supplier: Accept or edit Work Order

Work Order Revision Buyer: Create or edit Work Order Revision Legal Entities, Suppliers, Business Units, Sites,
Labor Types
Supplier: Accept Work Order Revision

Services Modules

Module Actions Supported Associations

Event Buyer: Add Event to Statement of Work, Ap- SOW Template

prove Event

Supplier: Add Event to Statement of Work, Sub-

mit Event

Fee Buyer: Add Fee to Statement of Work, Approve Fee custom fields can be associated to fees via
the Fee Library. For fees defined directly on the
Fee Response
Statement of Work, when the user defines the
Supplier: Add Fee to Statement of Work, Submit fee,
Fee Response
• Mandatory custom fields are added by de-
fault and cannot be removed.
• The user can add or more optional custom
fields as needed.

Fee Response Buyer: Approve Fee Response SOW Template

Supplier: Submit or edit Fee Response

Management Event Buyer: Add Management Event to Statement SOW Template

of Work, Submit Management Event, Approve

Management Event

Supplier: Add Management Event to Statement

of Work, Submit Management Event

Schedule Buyer: Add Schedule to Statement of Work, Ap- SOW Template

prove Schedule

Supplier: Add Schedule to Statement of Work,

Submit Schedule

SOW Credit/Debit Buyer: Approve SOW Credit/Debit Memo Suppliers, Business Units, Sites
Memo
Supplier: Edit SOW Credit/Debit Memo

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 Module Actions Supported Associations

SOW Invoice Buyer: Approve SOW Invoice Legal Entities, Suppliers, Business Units, Sites,
Classifications
Supplier: Submit or edit SOW Invoice

SOW Revision Buyer: Create or edit SOW Revision Legal Entities, Suppliers, Business Units, Sites,
Classifications
Supplier: Respond to SOW Revision

SOW Worker Buyer: Approve SOW Worker Legal Entities, Suppliers, Business Units, Sites,
Classifications
Supplier: Add or revise SOW Worker

Statement of Work Buyer: Create or edit Statement of Work Suppliers, Business Units, Sites, Classifications,
SOW Template
Supplier: Respond to Statement of Work

Modules Shared by Contingent and Services

Module Actions Supported Associations

Activity Buyer, Supplier, Worker: Complete Activity Item Field must be manually added to Activity Items
of type Complete Custom Field or Attachment
with End Date.

Consolidated Invoice Buyer: Create or edit Consolidated Invoice Not applicable

Consolidated Transac- Supplier: Create or edit Consolidated Transac- Legal Entities

tion Invoice
tion Invoice

Buyer: Approve Consolidated Transaction In-

voice

Expense Code Worker: Create or edit Expense Sheet that uses Field must be manually added to Expense Co-
the Expense Code des.

Expense Sheet Buyer: Approve Expense Sheet Legal Entities, Suppliers, Business Units, Sites,
Labor Types
Worker: Create or Edit Expense Sheet

Job Code Buyer: Create Job Code Job Posting Templates, Onboarding & Offboard-
ing Activity Checklists, SOW Worker Role (used
for reporting purposes only)

Milestone Buyer, Supplier: Complete Milestone When creating a Milestone, the Buyer user must
add the custom field to a Milestone of type
Complete Custom Fields.

Miscellaneous Invoice Buyer: Approve Miscellaneous Invoice Legal Entities, Suppliers, Business Units, Sites,
Labor Types
Supplier: Submit or edit Miscellaneous Invoice

Task Code Worker: Create, edit, or revise a Time Sheet that Field must be manually added to Task Codes.
uses the Task Code

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Module Actions Supported Associations

Time Sheet Buyer: Approve Time Sheet Legal Entities, Suppliers, Business Units, Sites,
Labor Types
Worker: Create, edit, or revise a Time Sheet

Worker Buyer, Supplier: Edit Worker Legal Entities, Suppliers, Business Units, Sites,
Labor Types

Worker Closed Buyer, Supplier: Close Worker Not applicable

Worker Registration Worker: Register Not applicable

Other Modules

Module Actions Supported Associations

Decision Form Buyer: Create or edit Decision Form Legal Entities, Sites, Labor Types, Decision Form
Template

Historical Worker Buyer: Upload Historical Worker Not applicable

Consolidated Worker Buyer: Edit Consolidated Worker Not applicable

Profile Worker Buyer, Supplier: Create or edit Profile Worker Legal Entities, Suppliers, Business Units, Sites,
Labor Types
Worker: Register

Profile Worker Closed Buyer, Supplier: Close Profile Worker Not applicable

Project Buyer: Create or edit Project Not applicable

Security Information Supplier: Submit Job Seeker, Add SOW Worker, Not applicable
Edit Security Information

Supplier Buyer: Edit Supplier Details Not applicable

Supplier: Edit Buyer Details

Vendor Master Buyer: Vendor Master Upload Not applicable

8.7.1 Create Custom Fields

These instructions explain how to create custom fields, including the supported Data Types, how to make a
field mandatory vs. optional, how to control who can enter a value for the field, and so on.

To create a custom field, go to Admin Configuration Configuration Custom Field and click New. You
will then complete the fields in the following sections. The sections and fields you view will vary based on the
custom field Module and Data Type you select. Once you complete the required fields, click Add to save the
new custom field.

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Details Section

First, you will select the Module that needs the custom field. The modules available will vary based on what
features your company has enabled. Once you select a module, the field will be locked, and your choice will
determine the other fields you need to complete. Based on the Module you select, you will be able to select one
of several Data Types.

Fields

After selecting the Module, complete these fields:

After Saving, is the

field Editable or
Field Purpose Setup Notes Locked?

Name Used to capture the Name must be unique. Editable

Name of the custom field.

Description Used to capture the De- This field is optional. Editable

scription of the custom
field.

Include Dependent Used to create dependent The Dependent Custom Fields functionality is Locked
Custom Fields custom fields.
available for the following modules: Job Post-
ing, Job Seeker, Worker, SOW Worker, Worker
Order, Work Order Revision, Statement of
Work, and SOW Revision.

Data Type Used to determine the Select the Data Type you want the end user Locked
format the end user will to see when completing the custom field.
see for the field. Supported types vary by Module. See the
next section for details.

Pick List Items Used to specify the Pick Select Add Pick List Items to add a new Editable
List Items when the Data item, then enter the desired value. You can
Type is User Defined Pick add one or more Pick List Items. To remove
List. an item, select Remove.

Grid Used to specify Grid Select a Grid from the dropdown. If no Grids Locked
when the Data Type is are available, someone will need to create
Segmented Object Detail one first. <See TBD.>
Grid.

Data Types

The following table explains which Data Types are available and what additional setup may be required.

How does the end user com-

Data Type plete the field? Supported Modules Additional Field Setup

Text Enter alphanumeric text in a All except Rate Schedule You can optionally enter Default
text box Value.

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 How does the end user com-
Data Type plete the field? Supported Modules Additional Field Setup

Number Enter numerical value All except Historical You will also need to complete
Worker the fields Show Thousandths
and Decimal Places. You can op-
tionally enter Default Value.

Date Enter a date All except Rate Schedule, You can optionally enter Default
Historical Worker Value.

User Defined Pick List Select from a list of values that All except Rate Schedule, You will also need to complete
are defined on the custom field Historical Worker, Vendor the fields Use Radio Button, Pick
itself Master List Items, and Validated Entry.
You can optionally enter Default
Value. This Data Type cannot be
both Mandatory and Read Only.

Segmented Pick List Select from a list of values from All except Rate Schedule, You will also need to select Pick
a Segmented Pick List Historical Worker, Vendor List. For more information about
Master Segmented Pick Lists, see <Pick
There is an option to have SAP
List topic>. Default Value is not
Fieldglass map native fields to supported.
segments in the pick list. Con-
tact your SAP Fieldglass repre-
sentative for more information.

Company Predefined Pick Select from a list of values from All except Rate Schedule, You will also need to complete
List a Company Predefined Pick List Historical Worker, Vendor the fields Pick List, Use Radio
Master Button, and Validated Entry.
You can optionally enter Default
Value.

SAP Fieldglass Prede- Select from a list of values from All except Rate Schedule, You will also need to complete
fined Pick List an SAP Fieldglass Predefined Historical Worker, Vendor the fields Pick List, Use Radio
Pick List Master Button, and Validated Entry.
You can optionally enter Default
Value.

Text Area Enter alphanumeric text in a All except Rate Schedule, You can optionally enter Default
large text field. Historical Worker Value. Note that custom fields of
this data type cannot be included
in messages.

Worker Private Enter alphanumeric text in a Worker Registration

field. The entered data will be
visible to the Worker and the
Worker's Supplier (if enabled),
but not to Buyer users.

Segmented Object Detail Enter multiple rows of values in All except Vendor Master This Data Type requires addi-
Grid a single custom field using the tional setup of Segmented Object
custom field's selected Grid Detail as a Grid. <See X> Once
Grids are created, you will be
able to select Grid for the cus-
tom field. Default Value is not
supported.

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Predefined Pick List Section

This section displays for these Data Types: Segmented Pick List, Company Predefined Pick List, and SAP
Fieldglass Predefined Pick List. If you selected one of those Data Types, you will view the following field.

After Saving, is
field Editable or
Field Purpose Setup Notes Locked?

Pick List Used to select a Predefined Select the desired Pick List. The availa- Editable
Pick List. ble options will depend on the selected
Data Type.

Setup Section

You will view various fields to complete in this section. Some fields are available for many Modules and Data
Types; other fields are specific to the Module and Data Type you selected.

General Fields

These fields are available for many Modules and Data Types:

After Saving, is
field Editable or
Field Purpose Setup Notes Locked?

Mandatory Value Used to make the field manda- Select Yes to make the field mandatory, Editable
tory or optional. or select No to make the field optional.

Read Only Used to make the custom field Select Yes or No. If you select Yes, you Editable
read only so it cannot be edited. can use the Default Value field to drive
additional behavior. This field is locked
to No for some Data Types: Segmented
Pick List, Company Predefined Pick List,
SAP Fieldglass Predefined Pick List, and
Segmented Object Detail.

Entered By Used to specify which user Supported types vary by module but Editable
types can enter a value in the may include: Buyer, Supplier, Buyer and
custom field. Supplier, Worker, or Candidate.

Entered By Roles Used to specify which Buyer Custom field must be entered by Buyer Editable
user roles can enter a value in to see this field. You can select All Roles,
the custom field. Selected Roles, or Integration Only. If
you choose Selected Roles, you will need
to associate User Roles to the custom
field after you create it. If you choose
Integration Only, the custom field will be-
come visible on the object when the field
has been populated by an integration.

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 After Saving, is
field Editable or
Field Purpose Setup Notes Locked?

Sequence Used to specify the order in Enter a number corresponding to the de- Editable
which custom fields will display sired order of the fields (1, 2, 3, and so
when included in the same Sec- on). If custom fields in the same section
tion for the module. use the same sequence number, they
will display in alphabetical order. Con-
sider leaving gaps between sequence
numbers (for example, 5, 10, 15...) to al-
low for ordering future custom fields.

Section Used to specify the section of Supported types vary by module but Editable, except
the page where the custom field may include: Details, Accounting, and for Statement of
will display. Posting Information. Work or SOW Revi-
sion modules

Default Value Used to specify a default value All Data Types are supported except for Editable
for the custom field. Segmented Pick List and Segmented
Object Detail Grid. You can optionally en-
ter a default value for the custom field.
When you set the Read Only field to Yes,

• Leave Default Value blank if you

want to hide the custom field on
form pages. This is useful when the
field will be populated by an inte-
gration; after the integration is com-
plete, the field value will display on
documents.
• Enter a Default Value if you want
the value to be locked but visible on
form pages.

Store Data Encrypted Used to specify whether the Select Yes or No. If No is selected, Locked
custom field value will be stored the data in the field will always be dis-
as encrypted. played in unencrypted format. If Yes is
selected, the data will be displayed as
an encrypted value unless the user has
the permission View and Report on
Sensitive Data selected on the user's
profile.

Fields Specific to Module or Data Type

These fields are only available for specific Modules or Data Types:

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 After Sav-
ing, is field
Editable or
Field Purpose Supported Modules Setup Notes Locked?

Mandatory During Used to denote when the Event, Fee, Manage- Mandatory Value must be set Editable
field becomes mandatory ment Event, Schedule to Yes to view this field. Se-
for an SOW line item: dur- lect Addition to Statement
ing addition to Statement of of Work if the field needs
Work or during completion to be populated when the
of the line item. line item is added to the
Statement of Work, or select
Completion if the field needs
to be populated when the
line item is completed or ap-
proved.

Editable After Addition Used to denote whether the Event, Fee, Manage- Mandatory During must be Editable
field can be edited after the ment Event, Schedule set to Addition to Statement
SOW line item is added to of Work to see this field. Se-
the Statement of Work. lect Yes or No. If No is se-
lected,

• The custom field cannot

be edited unless an SOW
Revision is completed.
• If the field is on a recur-
ring line item, and the
field is not editable after
addition to Statement of
Work, all instances of the
recurring item will have
the same value (unless
an SOW revision is com-
pleted).
• If the field is mandatory
during addition to SOW,
but the user responsi-
ble for entering the field
does not have a chance
to enter a value, the field
will be locked without a
value. (For example, for
a Buyer-entered field, if
the Supplier adds the
line item "on the fly"
to an approved SOW, a
Buyer user will not have
an opportunity to com-
plete the field before it is
locked.)

Show Thousandths Used to specify whether All modules that allow Data Type must be set to Editable
custom field value will sup- a Data Type of Number Number to see this field.
port number displayed in
thousandths.

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 After Sav-
ing, is field
Editable or
Field Purpose Supported Modules Setup Notes Locked?

Decimal Places Used to specify number of All modules that allow Data Type must be set to Editable
decimal places for the cus- a Data Type of Number Number to see this field.
tom field.

Placement Used to specify where the Job Posting, Work Or- You may select Top, Bottom, Editable for
custom field will be placed der, Work Order Re- or After. Selecting After will Job Posting
within a section. vision, Statement of open the Native Field. module
Work, SOW Revision

Native Field Used to specify the native Statement of Work, When Placement is set to Af- Editable
SAP Fieldglass field that the SOW Revision ter, you can select from these
custom field will display af- native fields:
ter.
• Defined By
• Description
• Start Date & End Date
• Duration
• Enforce Date Duration
of Master Statement
of Work when creating
Child Statement of Work
• Child Statements of
Work created from this
Master Statement of
Work
• Name

Custom Script Used to specify a custom Job Posting, Profile SAP Fieldglass assistance is Locked
script for the custom field. Worker, Work Order required to create custom
scripts.

Validated Entry Used to display a text box All modules that al- When the Data Type is one of Editable
to the end user instead of a low a Data Type of the specified Pick List types,
dropdown for a pick list. User Defined Pick List, you can select Yes or No. Se-
Company Predefined lecting Yes means that the
Pick List, or SAP Field- end user will type a value
glass Predefined Pick in a text box, then the sys-
List tem will validate that value
against the pick list values.

Copy Value from Used to specify whether the Statement of Work Select Yes or No. If you select Editable
Source SOW value in the custom field will Yes, the custom field will ap-
be copied when a Statement pear on copies of statements
of Work is copied. of work, along with the value.
If you select No, the custom
field will appear on copies but
value will not be copied.

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 After Sav-
ing, is field
Editable or
Field Purpose Supported Modules Setup Notes Locked?

Personally Identifiable Used to specify whether the Activity, Consolidated Select Yes or No. When the Editable
Information custom field is considered Invoice, Credit/Debit Personally Identifiable Infor-
Personally Identifiable Infor- Memo, Expense Sheet, mation feature is set up,
mation (PII) Historical Worker, In- and a record is erased, cus-
voice, Job Posting, tom fields set to Yes will be
Consolidated Worker, erased.
Miscellaneous Invoice,
Profile Worker, SOW
Worker, Time Sheet,
Work Order, Work Or-
der Revision, Worker,
Worker Closed, Worker
Registration

Additional Considerations for Setup Fields

Keep the following items in mind as you configure the fields in the Setup section:

• Mandatory custom fields do not need to be completed when a user rejects or declines an item. (For
example, if there is a mandatory Work Order custom field to be entered by the supplier, but the supplier
declines the work order, the supplier will not be asked to complete the custom field.)
• For custom fields that support association to templates, if you set Mandatory to No, you will have the
option to make the custom field mandatory on individual templates. If the custom field has Mandatory set
to Yes, then the field will be locked to mandatory on all templates. The same behavior applies to custom
fields that are added to Fees in the Fee Library.
• For custom fields that support association to templates, if you set Read Only to No, you will have the
option to make the custom field read only on individual templates. If the custom field has Read Only set to
Yes, then the field will be locked to read only on all templates. The same behavior applies to custom fields
that are added to Fees in the Fee Library.
• For pick list custom fields that use Default Value, if the Default Value is not a value in the pick list, the field
will default to blank on form pages.
• When Store Data Encrypted is set to Yes,
• The custom field is masked during document creation and editing for all users, even for those with the
View and Report on Sensitive Data user profile flag enabled. Users with that profile flag enabled can
see the unencrypted values on Details pages only.
• When an encrypted custom field is included on a document being created or edited, an Edit button is
displayed next to the field. When the user clicks the button, the field value is cleared and the user can
enter a new value in the field. The user can then click Update to save the new value or Cancel to revert
the field back to the previous value.
• When a custom field is both encrypted and linked, the custom field will be masked and read-only in
linked documents. For example, if a custom field is encrypted on a job posting, the custom field will be
masked and read-only in related work orders and work order revision.
• Encrypted custom fields cannot be included in messages.

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Visibility Section

Depending on the Module and Data Type you selected, you will view various fields to complete in this section.

Fields

After Sav-
ing, is field
Editable or
Field Purpose Supported Modules Setup Notes Locked?

Affects All Active Tem- Used to specify whether a Decision Form, Job Select Yes or No. If you select Editable
plates custom field automatically Posting, Statement of No, you will need to associate
applies to all active tem- Work the custom field to templates
plates for the module manually.

Applies To Used to specify whether Statement of Work Select SOW Only, SOW Bid Editable
a custom field applies to Only, or SOW and SOW Bid.
SOWs, SOW Bids, or both.

Add and Lock on all Used to specify whether a Event, Fee, Manage- Select Yes or No. If Yes is se- Editable
active templates. custom field will be auto- ment Event, Schedule lected, the custom field will
matically applied and locked be automatically added to all
to all active SOW templates. SOW templates with the Lock
on SOW flag enabled.

Editable Before Com- Used to specify whether the Schedule This field is only available Editable
pletion Supplier can edit the cus- when the custom field is set
tom field while a Schedule is up to have Mandatory set to
in Created status. No, Read Only set to No, and
Entered By set to Supplier or
to Buyer or Supplier. Select
Yes or No.

MSP Company Used to specify whether a Assorted This field is only available Locked
custom field applies to all when your company uses
MSP Companies or to a spe- multiple MSPs. If you have
cific MSP Company. an association to all MSPs,
you will be able to specify
a single MSP or choose All.
Otherwise, this field will be
defaulted and locked to your
associated MSP Company.

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 After Sav-
ing, is field
Editable or
Field Purpose Supported Modules Setup Notes Locked?

Affects All Active Used to specify whether a Consolidated Transac- Supported types vary by Editable
custom field will be applied tion Invoice, Credit/ module but may include: Le-
to all active objects for the Debit Memo, Decision gal Entities, Suppliers, Busi-
selected objects. Form, Expense Sheet, ness Units, Sites, Labor
Invoice, Job Posting, Types, and Classifications. If
Job Seeker, Miscella- you choose not to select an
neous Invoice, Profile object, you will have to make
Worker, SOW Credit/ manual associations to that
Debit Memo, SOW In- object in order for the cus-
voice, SOW Revision, tom field to display.
SOW Worker, State-
ment of Work, Time
Sheet, Work Order,
Work Order Revision,
Worker

Fee Attribute Used to specify whether a Fee Select Yes or No. If Yes is se- Locked
custom field will be an at- lected, the custom field will
tribute of a Fee. be used in conjunction with
a custom lookup to support
rates on fees. <For more in-
formation, see Rate Support
on Fees.>

Applies to All Used to specify whether a Fee Select Yes or No. If Yes is se- Editable
custom field will automati- lected, when creating a cus-
cally apply to all Fees in the tom field will automatically
Fee Library. apply to all Fees in the Fee
Library. However, it can be re-
moved from individual Fees if
needed. If an existing custom
field that has this flag disa-
bled is updated to enable the
flag, the field will apply only
to new fees created in the Fee
Library.

Visible To Used to make the field visi- Assorted Supported types vary by Editable
ble to non-Buyer users. Module but may include:
Supplier or Worker. For a Job
Posting custom field, if you
select Supplier, you will also
view the option Candidate
Portal.

Visible on Consoli- Used to specify whether a Profile Worker, SOW Select Yes or No. Editable, ex-
dated Worker custom field from another Worker, Work Order, cept when
module will display on Con- Worker, Worker Regis- Data Type is
solidated Worker. tration Worker Pri-
vate

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 After Sav-
ing, is field
Editable or
Field Purpose Supported Modules Setup Notes Locked?

Mask Used to specify whether Worker Registration When Data Type is Worker Locked
Worker Private custom field Private, you can select Yes or
will be masked. No.

Additional Considerations for Visibility Fields

Keep the following items in mind as you configure the fields in the Visibility section:

• When a custom field for Decision Form has Affects all Active Templates set to Yes and links to other
modules,
• The custom field will be automatically added to Decision Form templates.
• If you want the custom field to display on linked modules' templates as well, you will need to add the
custom field manually to those other templates.
• If a document is created from a Decision Form, the linked custom field will display on the child
document.
• For the Affects All Active field,
• For any objects you did not select, you will have to make manual associations to those objects in order
for the custom field to display. (For example, if you did not select Business Unit, you must manually
assign Business Units to the custom field, and the custom field will only be used on documents that
use the associated Business Units.)
• If you selected an object and your company uses multiple MSPs, the custom field will only be
associated to the active items specific to the MSP company selected on the custom field. (For
example, if the custom field is associated to MSP Company A and is associated to all active Suppliers,
the custom field will only be used for Suppliers that are associated to MSP Company A.)

Linked Modules

A custom field can use Linked Modules to pass its value to other documents. In general, a custom field's value
can be passed forward through the workflow, but not backward. For example, a job posting custom field can be
linked to a work order to pass the job posting's value to work orders created for that job posting. However, a
custom field originating on work order cannot pass a value back to the job posting.

Supported Modules
Linked Modules are supported on these custom field modules:

Module Supported Linked Modules Workflow

Contract Contract Revision, Statement of Work, Documents pick up value from contracts.
SOW Revision, SOW Worker, Worker,
SOW Invoice

Decision Form Job Posting, Statement of Work, SOW All documents pick up the value from the decision form.
Revision, Profile Worker, Project

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 Module Supported Linked Modules Workflow

Job Posting Work Order, Worker, Work Order Revi- Work orders pick up the value from the job posting.
sion, Time & Expense, Invoice, Miscella-
neous Invoice, Credit/Debit Memo Workers pick up the value from the work order.

Work order revisions, time sheets and expense sheets, in-

voices, miscellaneous invoices, and credit/debit memos
pick up the value from the worker.

Job Seeker Work Order, Worker, Work Order Revi- Work orders pick up the value from the job seeker.
sion
Workers pick up the value from the work order.

Work order revisions pick up the value from the worker.

SOW Worker Worker Worker picks up the value from the SOW worker.

Statement of Work SOW Revision, SOW Invoice, SOW SOW revisions pick up the value from the statement of
Worker, SOW Credit/Debit Memo,
work.
Worker
SOW invoices pick up the value from the SOW revision. If
there is no SOW revision, then the value is picked up from
the statement of work.

SOW credit/debit memos pick up the value from the SOW

invoice.

Vendor Master Supplier Custom fields created for the Vendor Master module dis-
play on the Supplier record.

Work Order Worker, Work Order Revision, Time & All modules pick up the value from the work order.
Expense, Invoice, Miscellaneous Invoice,
Credit/Debit Memo

Worker Work Order Revision, Time & Expense, Work order revisions, time sheet and expense sheets, invoi-
Invoice, Miscellaneous Invoice, Credit/
ces, and miscellaneous invoices pick up the value from the
Debit Memo
worker.

Credit/debit memos pick up the value from the invoice.

Additional Considerations for Linked Modules

When you create a custom field with linked modules,

• You can specify Supplier Visibility for all linked modules, and you can specify Worker Visibility for the
Time & Expense module.
• A child custom field is automatically created for each linked module.
• The custom field automatically becomes mandatory on the parent and all child modules.
• Entered by Roles defaults to All Roles, but this can be edited on the child custom field, if needed.
• For a custom field with Decision Form as the parent module, if the custom field is linked to Statement of
Work, it will apply to both Statement of Work and SOW Bid. This can be edited on the child custom field, if
needed.

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When Does a Custom Field Apply to an Object?

When you create a new custom field, it does not automatically apply to existing objects.

• Someone will need to create or edit an object in order to pick up the new custom field. (For example, if you
create a Business Unit custom field, the next time someone creates or edits a Business Unit, the field will
be available.)
• If the custom field's module uses templates, the custom field will first need to be added to the template
in order to apply to the objects created from that template. The behavior of these custom fields can be
further refined at the template level. (For example, you may specify a Default Value for a Decision Form
custom field, but you may want to customize that default on particular templates.) For details about
template-level controls, see (links to creating DF, JP, and SOW templates).
• Custom fields for Events, Fee Response, Management Events, and Schedules must be added to an SOW
Template in order to be used on a Statement of Work. The behavior of these custom fields can be further
refined at the template level. (For example, you may create an optional Event custom field that you
wish to make mandatory only on certain templates.) For details about template-level controls, see <SOW
Templates feature>.
• Fee custom fields operate differently based on whether the fee is included in the Fee Library.
• For fees defined in the Fee Library, buyers can select which custom fields apply, and the behavior of
these custom fields can be further refined. (For example, you can create an optional Fee custom field,
then make the field mandatory only on certain fees in the library.) For details about these controls, see
<Fee Library feature>.
• For fees that are defined directly on the Statement of Work, any mandatory Fee custom fields are
automatically added to the fee and cannot be removed. (This is true whether the fields act mandatory
during addition to the Statement of Work or during completion of the fee.) Optional Fee custom fields
can be added or removed.
• If the custom field supports associations, you must associate one or more of the supported objects to the
custom field in order for it to be usable. (For example, if a custom field supports an association to Site, you
must associate one or more Sites to the field. The next time a user creates or edits an object that uses an
associated Site, the field will be available.)

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8.7.2 View, Edit, and Remove Custom Fields

This topic provides instructions for viewing, editing, and removing custom fields as well as the impact of editing
or removing a custom field.

View Custom Fields

To view existing custom fields in your company, go to Admin Configuration Configuration Custom
Field . In the Custom Field List, you can sort and filter the list using these columns:

Column Purpose

Module Displays Module name.

Name Displays custom field Name. Click Name to view the custom field's details.

Entered By Displays the user type allowed to enter a value in the custom field.

Type Displays custom field Data Type.

Personally Identifiable Infor- Denotes whether the custom field is flagged as Personally Identifiable Information.
mation

MSP Company Displays MSP Company associated to the custom field, when your company uses multiple
MSPs.

Sequence Displays custom field Sequence number used to determine the display order within a Sec-
tion.

Section Displays Section of the page where the custom field displays to the end user.

Linked From Displays the parent module of a child custom field. For example, if you created a Job Posting
custom field linked to Work Order and Worker, you will see that custom field listed three
times. Linked From will be blank for the parent custom field but will be shown as "Job
Posting" for the Work Order and Worker child custom fields.

Dependent Custom Fields Displays the number of dependent custom fields associated to the leading custom field.
Selecting the number leads you to the leading custom field Details page where you can view
details about the associated dependent custom fields.

Click a custom field Name to view details, associations (when applicable), and actions.

Edit Custom Fields

To edit a custom field, go to Admin Configuration Configuration Custom Field . In the Custom Field
List, locate the custom field you want to edit, then click its Name. On the Details page, click Edit. Once you
complete the required fields, click Update to save the changes.

Please keep the following items in mind when you edit:

• When you edit a custom field, Module is locked. Other fields are editable or locked as described in <Create
Custom Fields>.

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• Changes made to a custom field will not take effect until a new object is created or an existing object is
edited. (For example, if you change an optional custom field to mandatory, the next time a user encounters
that field on a form page, the field will be mandatory. If you edit the Buyer roles for entering a custom field,
the next time a Buyer user is on the form page, the user may or may not be able to use the field, depending
on the user's role.)
• You can change mandatory custom fields to be optional as long as they aren't associated to any approval
groups.
• You can edit associations for existing custom fields. (For example, you may want to make a custom field
available to additional Business Units or Sites.) The Affects All Active options can be disabled on parent
custom fields, such as Suppliers, Business Units, and Sites. You can still manually associate parent
custom fields to these objects after disabling them under the Affects All Active options.
• For pick list custom fields that use Default Value, if user left the Default Value selected, then you remove
that value from the pick list, the next time a user views the custom field, it will be blank.
• When you edit a custom field with Linked Modules,
• You can edit the parent custom field, and its child custom fields will receive the updates from the
parent.
• The associations on the parent custom field apply to the child custom fields.
• The Entered By Roles and Applies to fields are editable on child custom fields. Additionally, the
Business Units, Sites, Suppliers, Classification, and Legal Entities options for the Affects All Active
fields can be edited on linked child custom fields.

Note that suppliers cannot edit custom fields on closed worker records; however, if a supplier needs to edit a
custom field on a closed worker record, they must alert the buyer and the buyer must reopen the worker in
order to allow them to make an edit. Once the supplier has edited the worker record, the buyer is responsible
for reclosing the worker.

Remove Custom Fields

To remove a custom field, go to Admin Configuration Configuration Custom Field . In the Custom
Field List, locate the custom field you want to remove, then click its Name. On the Details page, click Remove.
On the confirmation window, click OK to remove the custom field.

Please keep the following items in mind when you remove:

• If a custom field is removed for an admin module, such as Business Unit, it will no longer display on any
objects for that module.
• If a custom field is removed for a document module, such as work order, the field will continue to display
on existing documents. The next time a document for that module is added or edited, the removed field will
not be available.
• If a custom field that is used in messaging is removed, it is removed from the related messages as well.
Messages sent before the custom field was removed retain the field, but new messages will not display the
custom field.
• For linked custom fields, when you remove the parent field, all child fields will also be removed. You cannot
remove child custom fields separately.

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8.7.3 Dependent Custom Fields

The Dependent Custom Fields functionality, which leverages the existing Custom Field admin object, provides
a granular way of gathering data by providing you with the ability to map out a question-and-answer sequence
for users.

There are situations where a company may need detailed information about a piece of data and a series of
questions needs to be presented to users to get that information. The Dependent Custom Field functionality
allows for the ability to design a dynamic sequence of questions and responses using custom fields. The user
is first presented with the leading custom field (the original custom field that you created). Once the user
answers the leading custom field's question, the next dependent custom field in the sequence displays based
on the input entered.

Dependent Custom Fields are created from within a leading custom field. They inherit the rules, flags, and
associations from the leading custom field. If an association to a document is removed from a leading custom
field, that association is also automatically removed from all dependent custom fields.

The Dependent Custom Fields functionality is available for the following modules: Job Posting, Job Seeker,
Worker, SOW Worker, Worker Order, Work Order Revision, Statement of Work, and SOW Revision.

 Note

For multiple MSP companies, you can select MSP Companies for the Affects All Active field when creating
a leading custom field on the Custom Field form page. This action allows the leading custom field and all its
dependent custom fields to be visible to all MSP companies. However, if this option isn't selected, you can
manually associate the desired MSP Company to the leading custom field, and then the dependent custom
fields are also associated with that MSP company.

8.7.4 Create Dependent Custom Fields

These instructions explain how to create and map dependent custom fields.

Creating Dependent Custom Fields

Use the following steps to create dependent custom fields from the Custom Field form page ( Admin
Configuration Configuration Custom Field New :

1. On the Custom Field form page, select the Yes option for the new Include Dependent Custom Fields field.
2. Add the pick list items and values for the remaining fields, and select Continue to progress to the
Dependent Custom Fields page. On the Dependent Custom Fields page, the leading custom field that
you just created is displayed along with the user defined pick list items underneath.
3. Select the +Add Dependent Custom Fields link. The Add Dependent Custom Fields flyout window
displays.
4. Enter the information for your dependent custom field in the fields provided. The fields include: Name,
Description, Data Type, Pick List Items, Show Thousandths, and Decimal Places. The fields that display
depend on the data type selected. Only dependent custom fields that have User Defined Pick List selected
for the Data Type can drive subsequent dependent custom fields.
5. Select the Add button to add the dependent custom field or select Add Another to add that dependent
custom field and immediately create another. The dependent custom fields display on the main Dependent

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 Custom Field page. If you've selected User Defined Pick List for the Data Type field, the pick list values are
nested below the dependent custom field name.

You can add up to 5 dependent custom fields per leading custom field.

 Remember

Dependent custom fields can't be used across multiple leading custom fields; they must be created
uniquely for each leading custom field. Dependent custom field names can't be duplicated.

Mapping a Custom Field Sequence

To map your custom field sequence, under the leading custom field, select an action from the Action dropdown
menu for each pick list value. For the actions, you can choose either another dependent custom field or the
End action. Choosing another dependent custom field drives the next dependent custom field in the sequence.
Conversely, if you choose the End value, that ends the flow for that custom field.

 Example

The following is an example of how a custom field sequence flow could be mapped:

Leading Custom Field: Has this worker previously worked for this company?

Pick list value: Yes Action > What was the reason for leaving?

Pick list value: No Action > End

Dependent Custom Field: What was the reason for leaving?

Pick list value: Contract Ended Action > How long was the contract?

Pick list value: Terminated Action > End

Dependent Custom Field: How long was the contract?

No pick list value is given. Instead, a user can enter infor- Action > End
mation to give an answer to the length of the contract
because Text was selected for the Data Type field.

 Caution

Keep in mind that you cannot edit or remove a dependent custom field after saving. See View, Edit, and
Remove Dependent Custom Fields [page 344].

8.7.5 View, Edit, and Remove Dependent Custom Fields

This topic provides instructions for viewing, editing, and removing dependent custom fields.

View Dependent Custom Fields

To view existing dependent custom fields in your company, go to Admin Configuration Configuration
Custom Field . In the Custom Field List, view dependent custom fields under the the Dependent Custom

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Field column. If a leading custom field has dependent custom fields, the column displays the number of
dependent custom fields associated to it. Selecting the number leads you to the leading custom field Details
page. On the Details page, under the Dependent Custom Field section, you can view the details for those
associated dependent custom fields.

Edit Dependent Custom Fields

You can only edit a dependent custom field on the Dependent Custom Fields page before saving the sequence
you created. Select the pencil icon next to the dependent custom field name to edit it. This action reopens the
Add Dependent Custom Fields flyout window where edits can be made and saved.

Remove Dependent Custom Fields

To remove a dependent custom field, select the x to the right of the dependent custom field that you want to
remove. Keep in mind that after saving, if you want to remove a dependent custom field, you can only do so by
removing the leading custom field.

 Note

To remove a pick list value from a dependent custom field, select the x to the right of the value or select
the pencil icon to return to the flyout window and remove the value. You can also add pick list values by
selecting the pencil icon.

8.8 Custom Lookup

The Custom Lookup admin object allows you to upload lookup tables that can be used to drive custom logic for
various areas within the SAP Fieldglass application.

Overview

A custom lookup is a tool that allows you to retrieve values from a table based on certain key criteria (keys).
The purpose of the lookup is to determine the correct value to be used in a specific situation. It allows your
company to manage large amounts of data outputs for varying inputs, therefore avoiding data entry errors and
requiring less maintenance in other areas of the application. The lookup is built as a matrix table that works
by locating rows that contain criteria in the key columns, and then retrieving a value from the defined value
columns.

8.8.1 Creating Custom Lookups

Custom lookups are defined by administrators and can be populated manually or via an upload.

The following information applies to all custom lookups. For detailed information about defining specific lookup
types, see the Custom Lookup Library [page 348].

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Name
The Name is required and it must be unique. The name is the identifier for the custom lookup and it appears
in the Custom Lookup list view. Some custom lookups process in the background, automatically during a
workflow. Others are available to be selected for use during a workflow. In situations where a custom lookup
can be selected on a document or record, the Name is what shows in the list.

The Name can be edited as needed.

Lookup Type
The Lookup Types available may vary based on your company's setup. Some lookups are available with
company configurations and others are generally available for all buyer companies. The lookup type
determines the keys and values that are available to define the lookup. Some lookup types also determine
the number of keys you can define and for some lookups the type determines what the first required key must
be.

Some workflows that use custom lookups allow you to create multiple lookups that use the same lookup type.
Other types allow only one lookup to be created.

Once you've saved the custom lookup, this value cannot be changed.

Data Set
Use this option if your custom lookup will be pulling values from a defined data set instead of a custom lookup
table. This field is only available your company has enabled the Enable Data Set company configuration. For
more information, see Data Set [page 402].

The Data Set can be edited or removed from the custom lookup as needed.

Number of Segments
This number corresponds to the number of headers that can be defined. Each will either be a Key segment or
a Value segment. The number of segments may be based on the Lookup Type as some types require a specific
number of segments.

Once you've saved the custom lookup, this value cannot be changed.

Delimiter
The Delimiter selected is the delimiter that needs to be used to separate values when the Custom Lookup
Upload or the Pick List Value Upload is used to populate your custom lookup table. Once you've saved the
custom lookup, this value cannot be changed.

Header Type
Define the Header Type for each segment of your custom lookup by selecting Key or Value. The selections
available for each is based on the lookup type selected as well as your company's setup. Select either Key or
Value.

Keys are the data elements that drive the lookup. These data elements correspond to information on a
document or record in SAP Fieldglass, or to the associated documents or records. This data can be system
generated or ad-hoc user-entered data.

Values are the retrievable results or outputs of the lookup. The values are typically derived from the relationship
of the keys. These outputs are always provided by the lookup when it’s being used. The Keys must be the first
segments and the Values are the last segments.

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Once you've saved the custom lookup, the header types cannot be changed.

Editing the Custom Lookup Definition

The only fields that an be edited in the custom lookup definition are the Name and the Data Set. Some custom
lookup types can be removed, others cannot. Custom lookups that support workflows or actions that can be
completed without the lookup can be removed using the Remove option. Custom lookups that are required to
populate information from the lookup cannot be removed. The Remove option is only available if the custom
lookup can be removed.

Populating Custom Lookup Tables

The custom lookup table can be built directly on the custom lookup definition in the user interface, the data
can be pulled from a data set, or the values can be uploaded using an integration.

Manually Populate a Custom Lookup Table

You can manually populate the table using the Edit Pick List option on the Custom Lookup definition. This
option allows you to add rows that contain keys and values as you create or edit your custom lookup.

This method is best to use for smaller data sets or for making minor changes to existing lookup tables. This
method can be used to add or edit data the custom lookup table.

To add or edit data in the table:

1. Select Edit Pick List. The Edit Pick List page opens.
2. Select + Add Values. A new editable row is added to the grid.
3. Type values into each cell. You must enter correct values for system-defined and user-defined fields or an
error will occur.
4. To remove rows, select X on the left side of the row.
5. Select Update to save your changes.

Use a Data Set to Provide the Lookup Segments

In situations where a custom lookup has segment keys that aren't dependent on each other, data sets can
be used to configure the data combination in the custom lookup. This is a more efficient way to populate the
segments because it requires fewer rows of data.

When a Data Set is used, the Edit Pick List option isn't available. If data needs to be modified or added, the
pick lists that are used to create the data set needs to be edited.

For information about using data sets, see Data Set [page 402].

Use an Upload to Populate the Custom Lookup Table

You can upload the values to the table using one of the following:

• Pick List Value Upload - used in all integrated scenarios.

• Advanced Pick List Value Upload - used for easy data maintenance via the UI.

These options allow you to upload a .csv or .xlsx file that contains all of the necessary keys and values for a
custom lookup. They're recommended for lookups that contain large amounts of data. Data that's uploaded
can also be edited using the same upload.

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Either of these methods can be used to add, edit, or delete data in the custom lookup table. When you use one
of them to populate a custom lookup table, the name of the Custom Lookup must be included in the integration
file. Once your table is populated you can use the Download Data option download a new upload file where you
can make changes or add rows.

For information on using the Pick List Value Upload, see the Pick List Value Upload connector document in the
SAP Fieldglass Connector Library.

For information on using the Advanced Pick List Value Upload, see the Advanced Pick List Value Upload
connector document in the SAP Fieldglass Connector Library.

8.8.2 Custom Lookup Library

Custom Lookup - Assignment Management Rate Details

The Assignment Management module requires a custom lookup to retrieve the correct rate for a resource.

Create one or more custom lookups using the Lookup Type Assignment Management Rate Details. During
the time allocation process on a time bundle, the appropriate lookup is selected. The lookup includes the rate
card information for a specific supplier. After the time is successfully allocated, a time journal is created in SAP
Fieldglass and the system calculates the rate values based on the parameters set on the lookup. These lookups
can also be associated to resources.

Use the information in this table to create the custom lookup. After the lookup is created, depending on which
connector is enabled for your company, the Pick List Value Upload or Advanced Pick List Value Upload can
be used to populate the lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Assignment Management Rate Details.

Is Validation Lookup? Select Yes if this Assignment Management Rate Details lookup validates a rate based on a rate
range rather than determines the rate. Yes is used in situations where the buyer doesn't have a
contract with the supplier for a specific rate but has a rate range based on job code. The keys and
values available in the lookup are a subset of the options available when No is chosen.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

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 Field Description

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

The maximum number of segments for the Assignment Management Rate Details lookup is 20.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

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Field Description

Key Use the keys that you need to derive the rate or rate range for the resource. Supplier Code is
required as the first Key. Additional available Key options include:

• Assignment Business Unit Code

• Assignment Custom Field
• Assignment Legal Entity Code
• Assignment Site Code
• Currency
• Job Code*
• Rate Category / UOM (must be included on the custom lookup in order to work with Time
Processing)*
• Resource Custom Field*
• Shift Code
• Supplier Code (required as the first column)*
• User Defined (Only displays when the lookup is associated to a data set; select it when the
Key from the data set is not an SAP Fieldglass native or custom field. You need to name the
Key in the Lookup Headers column. [ALL] and [N/A] are accepted.)
• Valid From (validates against the time journal effective date; can be used without using Valid
To)
• Valid To (does not validate against any date in the application, it works as an expiration date;
can't be used withou using Valid From)

 Note
If the field, Is Validation Lookup?, is set to Yes, the only keys available are the ones marked
with an asterisk (*).

Value When Is Validation Lookup? is set to No, the only value that is derived in this lookup is Rate Value.
If it is set to Yes, the value options are, Markup, Max Pay Rate, and Min Pay Rate.

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - Contingent Commodity Code

Allows buyers to assign commodity codes for work orders.

Commodity Codes are global classifications used to identify goods and services. For buyers who require this
information in integrated workflows, it’s important to correctly identify the commodity code on work orders,

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so consuming systems can identify product for accounting purposes, spend analysis, and in some cases, tax
calculation. The Contingent Commodity Code custom lookup provides a way to automatically apply the correct
commodity code on work orders, based on key criteria defined in the lookup.

This custom lookup is available to all buyer companies. Only one can be configured for use with the Contingent
module. If this lookup is configured and populated, the generated values, Commodity Code and Commodity
Description, will be applied automatically at the ‘Review and Submit’ step during work order create. The fields
then display on the work order Details tab.

This custom lookup can have up to 20 segments to support a combination of SAP Fieldglass native fields
and several custom fields that allow you to refine the combinations to ensure the correct code is returned.
It requires at least one key field and it requires the value field, Commodity Code. Commodity Description is
optional as a value.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Contingent Commodity Code.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

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Field Description

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key At least one key field is required. Available Key options include:

• Business Unit Code

• Category Code
• Cost Center Code
• Custom Field
• Job Code
• Job Posting Template ID
• Legal Entity
• Site Code

Value Available Value options include:

• Commodity Code (required)

• Commodity Code Description (optional)

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - Distribution List

Buyers can create custom logic that includes multiple parameters for job posting distribution.

Distribution is typically based only on supplier and site. Some buyers need a way to send job postings to
suppliers based on additional logic. There are situations where data such as business unit, legal entity, and
labor type need to be used in addition to site to determine the suppliers that should receive a job posting. The
Distribution List custom lookup can be used to include this other data.

The custom lookup must include the segments that are used to determine the appropriate suppliers. Multiple
custom lookups of this type can be created. A custom lookup admin object can be removed unless it is
associated to a distribution list.

When a Distribution List custom lookup is available, there is an optional field on the distribution list, Custom
Lookup. When the custom lookup is included on a distribution list, the application first looks to the custom
lookup to find appropriate suppliers. Then, the suppliers found in the custom lookup are matched with the
suppliers on the distribution list. The job posting can only be distributed to suppliers who are on both the
custom lookup and distribution list.

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 Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Distribution List.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

The maximum number of segments for this lookup is 5 or 6 if using legal entity.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key The available Keys for this custom lookup are:

• Business Unit Code ([ALL] is supported)

• Job Code ([ALL] is supported)
• Labor Type ([ALL] is supported)
• Legal Entity ([ALL] is supported)
• Site Code ([ALL] is supported)

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Field Description

Value The available Values for this custom lookup are:

• Supplier Code ([ALL] is supported)

Custom Lookup - Event Hierarchy

Used in Event Hierarchy to provide billable amounts for the last level of an event hierarchy. The custom lookup
can have up to twenty segments and can be used on statements of work to add the appropriate line items for
tasks.

Event Hierarchy custom lookups support both the standard Event Hierarchy functionality and integrated
workflows functionality such as 4R2 when Standard and Limit line rates come from a contract. The custom
lookup is required for the standard functionality to provide billable amounts for the last level of an event
hierarchy.

When using integrated workflows such as 4R2, the Event Hierarchy custom lookup can be used for Standard
lines and Limit lines that are set to use a lookup. Lines with the item category set to Limit without lookup do not
require the custom lookup. In addition, lines with the item category set to Standard that do not use the lookup
because the rate and units are directly defined on the last level of the event.

This type of lookup can have up to twenty segments and can be used on master statements of work and/or
statements of work to allow suppliers to add the appropriate line items to complete the necessary tasks.
It must include the segments that are used to determine the billable amount for the last level of an event
hierarchy. There is no limit to the number of this type of lookup that can be created.

Use the information in this table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Event Hierarchy.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

The maximum number of segments for the Event Hierarchy lookup is 20.

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 Field Description

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key The available Keys for this custom lookup are:

• Business Unit [ALL]

• Contract (Services only)
• Currency
• Custom Field
• Event Name
• Legal Entity Code [ALL]
• Purchase Unit Code [ALL]
• Site Code
• Supplier Code
• User-defined (Only displays when the lookup is associated to a data set; select it when the
Key from the data set is not an SAP Fieldglass native or custom field. You need to name the
Key in the Lookup Headers column. [ALL] and [N/A] are accepted.)
• Valid From
• Valid To

 Note
When defining the event, for lines marked as 'Standard', the Valid From key validates against
the start date of the statement of work or statement of work revision. For lines marked as 'Li-
mit', during event itemization/completion, the Valid From key validates against the completed
on date. The Valid To key validates against the end date of the statement of work or statement
of work revision. Using Valid From does not require you to also use the Valid To key; however,
using Valid To requires you to use Valid From.

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Field Description

Value The available Values for this custom lookup are:

• Custom Field
• Description
• Due On
• Rate - (zero is an allowed value)
• Rate Change Allowed (Standard only) - (acceptable entries are No, Can Reduce, Can Re-
duce/Increase)
• UOM - (When UOM (Unit of Measure) is included as a Type on an Event Hierarchy custom
lookup, the UOM entered on the custom lookup must already exist as a Unit Type admin
object.)

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - Expense Code

Buyers can create a custom lookup that narrows the list of available expense codes a user can select from
when assigning expense codes to a worker.

In situations where the expense codes aren't known until later in the process, the Expense Code custom lookup
can be used to limit the number of codes from which the user can select based on the keys used in the lookup.
When the Expense Code lookup is used and a user goes to assign codes to a worker, the list of codes that
displays is pulled from the lookup. This reduces the number of codes presented to the user making is easier to
select the correct codes.

The custom lookup must include the segments that are needed to determine which expense codes need to be
available to the user. Multiple custom lookups of this type can be created.

Once the Expense Code lookup is created and populated, you can unhide the lookup on contingent types and
SOW types. When you create a job posting or SOW template from a type with the lookup field unhidden, you
can select which lookup you want to associate to the template. It's automatically included on the job posting or
statement of work created from the template.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

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 Field Description

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Expense Code.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

The maximum number of segments for this lookup is 20.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key The available Keys for this custom lookup are:

• Business Unit Code ([ALL] and [N/A] are supported)

• Classifications ([ALL] and [N/A] are supported) Statement of work must be enabled.
• Custom Field ([ALL] and [N/A] are supported) Only available for the custom field modules,
job posting, statement of work, and work order.
• Legal Entity ([ALL] and [N/A] are supported) Legal entity must be enabled.
• Purchase Unit Code ([ALL] and [N/A] are supported) Purchase unit must be enabled.
• Site Code ([ALL] and [N/A] are supported)
• Supplier Code ([ALL] and [N/A] are supported)
• Worker Roles ([ALL] and [N/A] are supported) Statement of work must be enabled.

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Field Description

Value The available Values for this custom lookup are:

• Expense Code

 Note

N/A can be used when you've a lookup for both contingent and statement of work and you've keys that
only apply to one of them. This includes custom fields that are included as a key and the custom field only
applies to contingent or statement of work. N/A is used to populate a key on a lookup when the key doesn't
apply.

Custom Lookup - Expense Code Adjustment

The Expense Code Adjustment custom lookup allows invoice adjustments to be calculated at the line item level
of an expense sheet based on the selected expense code.

When Expense Code Adjustment is enabled for the worker's site, the Expense Code Adjustment custom
lookup can be used when adding items to an expense sheet. This custom lookup automatically applies an
adjustment to line items on the expense sheet when they match the key criteria.

The custom lookup processes once a date is selected on the expense sheet, and returns values for the
Expense Amount, Adjustment Amount, and Expense Total fields.

The Expense Code Adjustment site configuration must be enabled for the worker's site in order to use the new
custom lookup and invoice adjustment type on their expense sheets.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Expense Code Adjustment.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

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 Field Description

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key Available Key options include:

• AP Code Tax Status

• Business Unit Code
• Effective Date
• Expense Code
• Legal Entity
• Service Location Tax Jurisdiction
• Supplier RTA Tax Jurisdiction
• Tax Service Type

Value Available Value options include:

• Invoice Adjustment Name

• Type
• Invoice Adjustment Value
• Tax Code
• Withholding Detail

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Custom Lookup - Fee Library

Fee Library custom lookups are used with the Rate Support on Fees feature.

The Rate Support on Fees feature accommodates price variances for statement of work fees based on different
attributes.

You may have negotiated prices with your supplier for SOW fee line items that the application should enforce.
The prices may vary based on different attributes of the fee, such as site, currency, and supplier, as well as
unique attributes that you define with custom fields. A combination of those SAP Fieldglass native fields and
Fee Attribute custom fields, are then used to populate the rate on the fee definition. That combination of values
can be included in a Fee Library custom lookup.

For example, if a statement of work includes a fee for a printed product, such as brochures or catalogs, the
price per unit may vary based on attributes such as the type of paper, the size of the paper, and the number
of units being printed. In this scenario, the rate per unit would vary based on the selected combination of fee
attributes along with other fields selected on a statement of work such as supplier and site.

For more information, see Rate Support on Fees.

Use the information in this table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Fee Library.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key Available Key options include:

• Business Unit [ALL]

• Currency
• Custom Field
• Legal Entity [ALL]
• Purchase Unit Code [ALL]
• Site Code
• Supplier Code
• Valid From (validated against the statement of work start date and the fee response effective
date)
• Valid To (validated against the end date of the statement of work or fee response effective
date)

Value Available Value options include:

• Min Quantity
• Max Quantity
• Rate

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

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Custom Lookup - Fees with SOW Workers

A Fees with SOW Workers custom lookup supports the Crew Time Tracking feature and allows you to create
rates based on varying attributes.

In some industries, teams of workers or crews are used to complete projects. A crew may consist of workers
with various roles, supervisors, and other resources, such as equipment. Having individual work orders and
time sheets for each crew member can be difficult to manage, especially when a buyer must allocate amounts
to multiple cost centers. It's more efficient for a manager to review and approve the entire crew’s time sheet.

This functionality allows buyers and suppliers to leverage SOW fees to submit and approve a single fee
response that includes all the workers and other resources associated with a crew. When this feature is used,
workers can be assigned to an SOW Worker Role that specifies that fees, rather than time sheets, will be used
to bill for the worker’s time.

The rate for crew workers may vary based on statement of work attributes such as currency, worker attributes,
and attributes specific to the work performed, such as site or task code. To support these variations, a Fees
with SOW Workers custom lookup can be configured to automatically apply the correct rate on a fee response
based on the key criteria defined in the lookup. This lookup allows up to nine keys to determine the rate value.

Use the information in the table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Fees with SOW Workers.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key Available Key options:

• Business Unit [ALL]

• Currency
• Custom Field
• Legal Entity [ALL]
• Location Code
• Purchase Unit Code [ALL]
• Rate Category Code
• Site Code
• SOW Worker Role Code
• Supplier Code
• Task Code
• Valid From (validated against the statement of work start date and the fee response effective
date)
• Valid To (validated against the end date of the statement of work or fee response effective
date)

Value Available Value options:

• Rate

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

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Custom Lookup - MSP Contingent

Used to configure multiple MSP fee percentages that are applied to a contingent document based on key
criteria on a work order.

This lookup is available when the buyer uses MSP functionality. MSP fees are agreed upon between the buyer
and MSP supplier and are included on the contract. For some buyers, the MSP fees may vary based on key
criteria but the contract can't accommodate all the various fees that are needed. When a buyer has multiple
MSP fees, this lookup can be configured to automatically add the correct MSP fee percentage to work orders. It
provides flexibility to support situations where the MSP fee percentage should be applied per supplier alone, or
situations where the MSP fee percentage varies for a supplier based on other key criteria.

When a buyer uses multiple MSP functionality, MSP is included as a Key in the lookup. Different MSP fee
percentages can be configured based on the MSP and other criteria.

More than one custom lookup of this type can be created. When one or more of this lookup exists, the
application automatically uses the lookups to see if there is an applicable value based on the key criteria. If
there is, the fee is pulled from the lookup; if not, the fee set on the contract is applied.

The custom lookup only applies in situations where the MSP fee is a percentage, not a flat fee. Additionally, if
the MSP value is included in a rate component group, the value always gets pulled from the rate component
group, not the lookup.

Use the information in this table to create the custom lookup.

Field Definition

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select MSP Contingent.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

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 Field Definition

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key Keys include:

• Business Unit
• Job Code
• Labor Type
• Supplier Code

Value The Value is:

• MSP Fee %

Custom Lookup - MSP Flag on Item

This custom lookup is used to flag SOW line items on statements of work that should have an MSP fee applied.

When a statement of work has an MSP fee, it is standard functionality to apply that MSP fee on all associated
line items. However, in situations where some line items should have an MSP fee applied and others should not,
you can configure this custom lookup to automatically flag those items on a statement of work.

To use this functionality, the company configuration Manage MSP Flag on Miscellaneous Invoice and SOW
line items must be enabled and the custom lookup must be configured. The custom lookup runs automatically
and applies a Yes or No value on line items based on their item group and item type.

Only one custom lookup of this type can be configured and it can include the Yes or No values for fees, events,
and schedules. It must include both Item Group and Item Type as keys to auto-populate the Yes or No value for
MSP Fee flag on individual line items. This custom lookup cannot be removed once it's created.

Use the information in this table to create the custom lookup.

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Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select MSP Flag on Items.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Headers Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key The available Keys for this custom lookup are:

• Item Group
• Item Type

Value The available Values for this custom lookup are:

• MSP Fee flag ('Yes' or 'No').

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Custom Lookup - MSP Services

Used to configure multiple MSP fee percentages that are applied to a services document based on key criteria
on the statement of work.

This lookup is available when the buyer uses MSP functionality. MSP fees are agreed upon between the buyer
and MSP supplier and are included on the contract. For some buyers, the MSP fees may vary based on key
criteria but the contract can't accommodate all the various fees that are needed. When a buyer has multiple
MSP fees, this lookup can be configured to automatically add the correct MSP fee percentage to statements of
work. It provides flexibility to support situations where the MSP fee percentage should be applied per supplier
alone, or situations where the MSP fee percentage varies for a supplier based on other key criteria.

When a buyer uses multiple MSP functionality, MSP is included as a Key in the lookup. Different MSP fee
percentages can be configured based on the MSP and other criteria.

More than one custom lookup of this type can be created. When one or more of this lookup exists, the
application automatically uses the lookups to see if there is an applicable value based on the key criteria. If
there is, the fee is pulled from the lookup; if not, the fee set on the contract is applied.

The custom lookup only applies in situations where the MSP fee is a percentage, not a flat fee. Additionally, if
the MSP value is included in a rate component group, the value always gets pulled from the rate component
group, not the lookup.

Use the information in this table to create the custom lookup.

Field Definition

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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Field Definition

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key Keys include:

• Business Unit
• MSP Supplier Code
• Supplier Code

Value The Value is:

• MSP Fee %

Custom Lookup - Personally Identifiable Information

Thresholds

Used to create thresholds to automatically identify job seeker, worker, resource, and statement of work
attachment records that should be considered for erasure.

Only one Custom Lookup with this Lookup Type can be created. When it is selected, there are three segments
automatically created. These are the only segments allowed.

• Module - On the upload file, this is the first segment. It should contain Job Seeker, Worker, Resource,
Historical Worker, or Statement of Work (SOW Invoice and SOW Credit/Debit Memos). These are the four
modules for which a threshold can be established. Only one module can be included in a row on the upload
file.
• Site Code - On the upload file, this is the second segment. It should contain a valid site code. This allows
the buyer to establish thresholds at the site level. If all sites should have the same threshold for the module,
enter [ALL] (including the brackets) instead of the site code. Multiple sites cannot be included in one row
on the upload file. For the Resource module, the Site Code must be [ALL].
• Threshold - On the upload file, this is the third segment. It should contain the number of days for the
threshold. For Job Seekers, this is the number of days since the job posting close date or the number of
days since the SOW work order was moved to the status, Rejected, Closed, or Withdrawn. For Workers, this
is the number of days since the actual end date of the worker including SOW worker. For Resource, this is
the number of days since the resource was closed. For Statement of Work, this is the number of days since
the statement of work was closed and it only applies to SOW invoices and Credit/Debit Memos.

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  Remember

When configuring your Personally Identifiable Information threshold, it is important to consider whether
Tenure policies are being used by your company and the potential impact of conflicting threshold
durations. A Personally Identifiable Information threshold with a duration that does not last long enough to
accommodate for Tenure policies could result in the erasure of records that are still needed for Tenure.
Always consider the duration of your Personally Identifiable Information custom lookup threshold in
relation to your Tenure custom lookup threshold and configure them accordingly.

Use the information in this table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Personally Identifiable Information Thresholds.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

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Field Description

Key Available Key options include:

• Module
• Site Code

Value The only available Value option is Threshold.

Custom Lookup - Qualifications

Allows buyers to automatically add qualifications on job postings.

Qualifications can be added on job postings to streamline the hiring process by measuring an applicant's'
qualifications against those required for a position. Often, the set of qualifications needed for a position are
standardized based on key criteria on job postings, such as job codes and sites. A Qualification custom lookup
can be defined to automate the process of adding qualifications on job postings, ensuring that the correct skill
sets are always applied.

Qualifications must be configured in the Qualifications admin object and added to a Qualification Category
prior to creating this custom lookup. When this lookup is defined, it is applied to job postings created from
templates that have the Use Qualification Lookup rule enabled. Only one lookup can be defined however, it
can include various combinations of key criteria. When the combination of criteria on a job posting matches the
keys defined on the custom lookup, the qualifications are automatically added at job posting create.

When the Qualifications custom lookup is used:

• Qualifications on the job posting template are ignored during the creation of the job posting; only those
qualifications that meet the criteria defined in the lookup are displayed on the job posting.
• If you edit an existing template to enable the Use Qualification Lookup flag, existing job postings created
from the template won't be updated to inherit the flag, unless they are in Draft or Rejected status.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Qualification Lookup.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

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 Field Description

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key Available Key options include:

When creating the Qualification lookup, at least one of the following keys must be included:

• Job Code
• Job Code Custom Fields
• Site Code
• Template ID

Value Available Value options include:

All four of the following values must be included on the lookup:

• Mandatory Response (valid values are Yes or No)

• Qualification Name
• Qualification Importance (valid values are Must Have and Nice to Have)
• Qualification Category

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

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Field Description

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - Rate Change Matrix

Describes configuring the rate change matrix custom lookup.

When Buyer Defined Rate Change Matrix is used, custom lookups must be created to allow buyers to upload
the key values used when retrieving rate change information.

Create a custom lookup using the Lookup Type Rate Change Matrix. This type of custom lookup is associated
to a rate change matrix component admin object and the default rate change matrix components that are set
up on the rate change matrix admin object.

 Note

This lookup is not available to customers using the Rates 2.0 structure.

Use the information in this table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Rate Change Matrix.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

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 Field Description

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key Available Key options include:

• Category
• Custom
• Custom Field
• Rate Category Code/UOM
• Rate Tier Sequence
• Site Code
• Supplier Code
• Valid On

Value Available Value options include:

• Number of Units
• Rate Tier Sequence
• Unit Frequency
• User Entered with Data Type Definition

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

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Custom Lookup - Role and Rate Lookup for Multi Currency
Support

This custom lookup is used to support service contracts that have multiple currencies.

When creating a statement of work from a multi-currency master SOW, this lookup provides the correct role
and rate information based on key criteria defined in the lookup.

This lookup works with the Allow Multiple Currency rule on master SOW templates. Once created, it is
available for selection when defining SOW workers on statements of work. It can be defined to return rate
values alone, or to return roles, rates, and sites. If the result should be rate only, Site and Role should be defined
as keys in the lookup. If the result should be roles, rates, and sites, Site and Role should be defined as values.

Buyers can define one or more lookups per supplier or a lookup for all suppliers. When lookups are not created
per supplier, you should use Supplier Code as a key.

 Note

This lookup is not available to customers using the Rates 2.0 rate structure.

Use the information in the table to create the custom lookup:

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Role and Rate Lookup for Multi Currency Support.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key Available Key options include:

• Currency (Mandatory)
• Legal Entity Code
• Role
• SOW Site Code
• Supplier Code
• Worker Site Code

Value Available Value options include:

• Committed Spend Flag

• Rate Code (Mandatory)
• Rate Value (Mandatory)
• Role
• Worker Site Code

Custom Lookup - Rates

The Rates custom lookup is required to derive the value of a rate.

 Caution

This content applies to the SAP Fieldglass rates 2.0 rate structure. If you aren't sure that your company
uses this rate structure, refer to SAP Fieldglass Rate Structures.

The Rates custom lookup is attached to a job posting and statement of work. It uses the information from
the document to retrieve the rate. The Keys of the custom lookup always include the currency and rate
category/UOM then you can use other Keys based on your company's needs. If you are using rate components,
you can include the rate component group as a value in the lookup. Once the rates lookup has derived the
value, the application looks at the rate component group to identify the components that need to be applied to
the value. Multiple Rates custom lookups can be created.

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Use the information in this table to create the custom lookup. After the lookup is created, depending on which
connector is enabled for your company, the Pick List Value Upload or Advanced Pick List Value Upload can
be used to populate the lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select the Rates custom lookup.

MSP Company For buyers with multiple MSPs, this custom lookup must be associated to an MSP company and it
only applies to that company. A separate lookup may need to be created for each MSP company.
If you're a general user, you have access to all MSPs and this field is a drop-down. If you're an MSP
user, you're associated to one MSP company and this field defaults to your MSP company and
can't be changed.

Service Type Indicate whether this Rates or Rate Components custom lookup applies to Contingent, Services,
or both the Contingent and Services modules. This gives you the option to use separate lookups
for the Contingent and Services modules, or to include rate information for both modules on one
lookup. If your company isn't configured to use both modules, the Service Type defaults and can't
be changed.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

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Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key The available Keys for this custom lookup are:

• Currency (Required Key) ([ALL] is supported)

• Rate Category/UOM (Required Key) ([ALL] is supported)
• Base Rate Category/UOM ([ALL] is supported)
• Business Unit Code ([ALL] is supported)
• Contract (Services only)
• Country/Region Code ([ALL] is supported) (Contingent only)
• Custom Field
• Job Code ([ALL] is supported) (Contingent only)
• Job Posting Template ID ([ALL] is supported) (Contingent only)
• Legal Entity Code (Only displays when LE is enabled with validations.) ([ALL] is supported)
• Location Code ([ALL] is supported) (Contingent only)
• Site Code ([ALL] is supported) (Contingent only)
• SOW Site Code ([ALL] is supported) (Services only)
• SOW Worker Role Code (Services only)
• SOW Worker Role Site Code (Services only)
• Supplier Code ([ALL] is supported)
• Valid On
• Worker Pay Type Code ([ALL] is supported) (Contingent only)

Value The available Values for this custom lookup are:

• Maximum Rate (Required Value)

• Minimum Rate (Required Value)
• Rate Value (Services only)
• Factor
• Maximum Units Allowed (Only displays when Rate Schedule is enabled)
• Rate Component Group Code

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

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Custom Lookup - Rate Components

The Rate Components custom lookup can be used if there are additional costs that need to be considered
when calculating a rate.

 Caution

This content applies to the SAP Fieldglass rates 2.0 rate structure. If you aren't sure that your company
uses this rate structure, refer to SAP Fieldglass Rate Structures.

Additional costs include things like taxes, fees, markups, and so on. If your components have a fixed value
based on a percentage, you do not need the lookup you can include the value on the rate component group.
When the rate component group is a value on the rate custom lookup, the fixed value percentage will be used.
If the rate component group indicates that the component is determined from the lookup, a rate component
custom lookup in needed. The Keys of the custom lookup always include the currency and rate component
code then you can use other Keys based on your company's needs. Multiple Rate Components custom lookups
can be created.

Use the information in this table to create the custom lookup. After the lookup is created, depending on which
connector is enabled for your company, the Pick List Value Upload or Advanced Pick List Value Upload can
be used to populate the lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select the Rate Components custom lookup.

MSP Company For buyers with multiple MSPs, this custom lookup must be associated to an MSP company and it
only applies to that company. A separate lookup may need to be created for each MSP company.
If you're a general user, you have access to all MSPs and this field is a drop-down. If you're an MSP
user, you're associated to one MSP company and this field defaults to your MSP company and
can't be changed.

Service Type Indicate whether this Rates or Rate Components custom lookup applies to Contingent, Services,
or both the Contingent and Services modules. This gives you the option to use separate lookups
for the Contingent and Services modules, or to include rate information for both modules on one
lookup. If your company isn't configured to use both modules, the Service Type defaults and can't
be changed.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

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 Field Description

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key The available Keys for this custom lookup are:

• Currency (Required Key) ([ALL] is supported)

• Rate Component Code (Required Key)
• Business Unit Code ([ALL] is supported)
• Contract (Services only)
• Country/Region Code ([ALL] is supported) (Contingent only)
• Custom Field
• Job Code ([ALL] is supported) (Contingent only)
• Job Posting Template ID ([ALL] is supported) (Contingent only)
• Legal Entity Code (Only displays when LE is enabled with validations.) ([ALL] is supported)
• Location Code ([ALL] is supported) (Contingent only)
• Site Code ([ALL] is supported) (Contingent only)
• SOW Site Code ([ALL] is supported) (Services only)
• SOW Worker Role Code (Services only)
• SOW Worker Role Site Code (Services only)
• Supplier Code ([ALL] is supported)
• Valid On
• Worker Pay Type Code ([ALL] is supported) (Contingent only)

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Field Description

Value The available Values for this custom lookup are:

• Component Value (Required Value) - For components that are markup and MSP fee types,
the Component Value must be more than or equal to zero; it can't be a negative number.
• Maximum Component Limit
• Minimum Component Limit

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - SOW Commodity Code

Allows buyers to assign commodity codes on statements of work.

Commodity Codes are global classifications used to identify goods and services. For buyers who require this
information in integrated workflows, it’s important to correctly identify the commodity code on statements of
work, so consuming systems can identify product for accounting purposes, spend analysis, and in some cases,
tax calculation. The SOW Commodity Code custom lookup provides a way to automatically apply the correct
commodity code on statements of work, based on key criteria defined in the lookup.

This custom lookup is available to all buyer companies. Only one can be configured for use with the Services
module. If this lookup is configured and populated, the generated values, Commodity Code and Commodity
Description, will be applied automatically at the ‘Review and Submit’ step during statement of work create.
The fields then display on the statement of work Details tab.

This custom lookup can have up to 20 segments to support a combination of SAP Fieldglass native fields
and several custom fields that allow you to refine the combinations to ensure the correct code is returned.
It requires at least one key field and it requires the value field, Commodity Code. Commodity Description is
optional as a value.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select SOW Commodity Code.

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 Field Description

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key At least one key must be defined. The available Keys for this custom lookup are:

• Business Unit
• Classification
• Cost Center
• Custom Field
• Job Code
• Legal Entity
• Line Item Type
• Site Code
• SOW Template ID
• SOW Worker Role

Value The available Values for this custom lookup are:

• Commodity Code (required)

• Commodity Code Description

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Field Description

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - SOW Coordinator

The SOW Coordinator custom lookup supports the option to select a user to assist with management of a
statement of work.

To provide support to SOW owners, an SOW Coordinator can be assigned to statements of work and SOW Bids.

To use the role of SOW Coordinator, this custom lookup must be configured. Only one lookup of this type
can be created. It allows up to 10 segments to support various combinations of fields that may be used to
determine who can be selected as the SOW Coordinator.

 Note

When implementing the SOW Coordinator in a statement of work, you must use the exact username of the
individual being assigned.

Use the information in this table to create the custom lookup:

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select SOW Coordinator.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

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 Field Description

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key Available Key options include:

• Business Unit Code

• Classification Code
• Currency
• Legal Entity
• Location Code
• MSP
• SOW Type
• Site Code
• Supplier Code

Value Available Value options include:

• SOW Coordinator

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Custom Lookup - SOW Worker Roles

The SOW Worker Roles custom lookup can be used if you want to use a lookup table to narrow the list of
available roles based on information on the statement of work.

 Caution

This content applies to the SAP Fieldglass rates 2.0 rate structure. If you aren't sure that your company
uses this rate structure, refer to SAP Fieldglass Rate Structures.

This lookup is only available when the services module is enabled. Multiple SOW Worker Roles custom lookups
can be created.

Use the information in this table to create the custom lookup. After the lookup is created, depending on which
connector is enabled for your company, the Pick List Value Upload or Advanced Pick List Value Upload can
be used to populate the lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select the SOW Worker Roles custom lookup.

MSP Company For buyers with multiple MSPs, this custom lookup must be associated to an MSP company and it
only applies to that company. A separate lookup may need to be created for each MSP company.
If you're a general user, you have access to all MSPs and this field is a drop-down. If you're an MSP
user, you're associated to one MSP company and this field defaults to your MSP company and
can't be changed.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key The available Keys for this custom lookup are:

• Business Unit Code

• Classification Code (Not available if the buyer is using the Supplier Classification lookup)
• Contract (Services only)
• Custom Field
• Legal Entity Code (Only available when buyer uses legal entity)
• SOW Site Code
• Supplier Code

Value The available Values for this custom lookup are:

• SOW Worker Role Code (Required Value)

• Committed Spend
• Rate Category / UOM
• SOW Worker Role Site Code

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - Supplier Classification

The Supplier Classification custom lookup is used to filter suppliers by more than just classification when
creating a statement of work or SOW bid.

The purpose of the Supplier Classification custom lookup is to provide an enhanced filter mechanism that
narrows the list of suppliers available for selection on a statement of work. It provides flexibility by allowing
custom and user-defined content to be used to assist with supplier selection on statements of work and
supplier distribution on SOW bids.

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Only one Supplier Classification custom lookup can be created. Once created, it cannot be removed and must
be used to select a supplier.

The custom lookup can include Usage as a key. This value only applies to SOW bids. The valid values are
Mandatory and Optional. The suppliers defined as Mandatory in the custom lookup table are automatically
added to the distribution list for SOW bids and cannot be removed.

 Note

After the custom lookup runs on an SOW bid, additional suppliers can be added via the Add or Remove
Supplier link on the SOW bid

Use the information in this table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Supplier Classification.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key The available Keys for this custom lookup are:

• Classification Code (must be included in the custom lookup): A three or four-digit number
assigned to a specific type of work.
• Custom: A script configured for the buyer company.
• Custom Field: An additional details custom field for decision forms or SOW bids.
• General: Free form text. Any value can be entered and will be part of a drop-down list. The
user-selected key also appears in the Details tab of the statement of work .
• MSP Company (for multiple MSP buyers): The MSP supplier code.
• Source Pick List: The pick list being used as the origin for the selectable items.
• User Entered: Alphanumeric, numeric, or text field entered by the user. This field provides
miscellaneous information that is to be included in the statement of work.

Value The available Values for this custom lookup are:

• General: Free form text.

• Supplier Code (must be included in the custom lookup): The code of the 3rd party supplier
• Supplier Custom Field: The supplier-only custom field.
• Usage (Valid values are Mandatory or Optional and only applies to SOW bids.)

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

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Custom Lookup - Task Code

Buyers can create a custom lookup that narrows the list of available task codes a user can select from when
assigning task codes to a worker.

In situations where the task codes aren't known until later in the process, the Task Code custom lookup can be
used to limit the number of codes from which the user can select based on the keys used in the lookup. When
the Task Code lookup is used and a user goes to assign codes to a worker, the list of codes that displays is
pulled from the lookup. This reduces the number of codes presented to the user making is easier to select the
correct codes.

The custom lookup must include the segments that are needed to determine which task codes need to be
available to the user. Multiple custom lookups of this type can be created.

Once the Task Code lookup is created and populated, you can unhide the lookup on contingent types and SOW
types. When you create a job posting or SOW template from a type with the lookup field unhidden, you can
select which lookup you want to associate to the template. It's automatically included on the job posting or
statement of work created from the template.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Task Code.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

The maximum number of segments for this lookup is 20.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key The available Keys for this custom lookup are:

• Business Unit Code ([ALL] and [N/A] are supported)

• Classifications ([ALL] and [N/A] are supported) Statement of work must be enabled.
• Custom Field ([ALL] and [N/A] are supported) Only available for the custom field modules,
job posting, statement of work, and work order.
• Legal Entity ([ALL] and [N/A] are supported) Legal entity must be enabled.
• Purchase Unit Code ([ALL] and [N/A] are supported) Purchase unit must be enabled.
• Site Code ([ALL] and [N/A] are supported)
• Supplier Code ([ALL] and [N/A] are supported)
• Worker Roles ([ALL] and [N/A] are supported) Statement of work must be enabled.

Value The available Values for this custom lookup are:

• Task Code

 Note

N/A can be used when you've a lookup for both contingent and statement of work and you've keys that
only apply to one of them. This includes custom fields that are included as a key and the custom field only
applies to contingent or statement of work. N/A is used to populate a key on a lookup when the key doesn't
apply.

Custom Lookup - Tax Guidance

Supports the Tax Guidance feature, which provides a way for buyers who conduct business in multiple
jurisdictions, to account for complex tax scenarios.

When configured, the Tax Jurisdiction lookup provides the jurisdiction based on a specific location for a work
site on work orders and statements of work. The Tax Guidance lookup then uses the location to provide the
tax adjustment that is applied during work order and statement of work creation and revision. If location fields
are changed on work orders and statements of work, the lookup runs at revision and returns the correct tax
jurisdiction, and ultimately the correct tax adjustment.

Taxes for transactions may be based on multiple factors. The Tax Guidance feature uses custom lookups
to provide accurate tax adjustments based on attributes of the buyer/supplier agreement for the location

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of service. The Tax Guidance lookup is required to use the Tax Guidance feature. This lookup uses the Tax
Jurisdiction derived from the Tax Jurisdiction lookup to determine the jurisdiction based on a specific location
for a work site on work orders and statements of work. The Tax Guidance lookup then uses the location to
provide the tax adjustment that is applied during work order and statement of work creation and revision. If
location fields are changed on work orders and statements of work, the lookup reruns at revision and returns
the correct tax jurisdiction, and ultimately the correct tax adjustment.

To use this feature, the Tax Guidance site configuration must be enabled for the desired sites. It requires the
use of a Tax Guidance custom lookup and a Tax Jurisdiction custom lookup. Both must be configured and
associated to invoice adjustments.

Only one Tax Guidance custom lookup can be created for a buyer company. Once created, it cannot be
removed.

Use the information in this table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Tax Guidance.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key The available Keys for this custom lookup are:

• AP Code Tax Status (if enabled)

• Business Unit Code
• Custom Field Group
• Effective Date
• Legal Entity (if enabled)
• Service Location Tax Jurisdiction
• Supplier RTA Tax Jurisdiction
• Tax Service Type

Value The available Values for this custom lookup are:

• Invoice Adjustment Name

• Invoice Adjustment Value
• Tax Code
• Withholding Detail

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Custom Lookup - Tax Jurisdiction

Supports the Tax Guidance feature, which provides a way for buyers who conduct business in multiple
jurisdictions, to account for complex tax scenarios.

Taxes for transactions may be based on multiple factors. The Tax Guidance feature uses custom lookups to
provide accurate tax adjustments based on attributes of the buyer/supplier agreement for the location of

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service. The Tax Jurisdiction lookup is required to use the Tax Guidance feature. This lookup provides the
jurisdiction based on a specific location for a work site on work orders and statements of work. Once the Tax
Jurisdiction lookup runs, the Tax Guidance lookup then uses the jurisdiction to provide the tax adjustment that
is applied during work order and statement of work creation and revision. If location fields are changed on work
orders and statements of work, the lookup reruns and returns the correct tax jurisdiction, and ultimately the
correct tax adjustment.

To use this feature, the Tax Guidance site configuration must be enabled for the desired sites. It requires the
use of a Tax Guidance custom lookup and a Tax Jurisdiction custom lookup. Both must be configured and
associated to invoice adjustments.

Only one Tax Jurisdiction custom lookup can be created for a buyer company. Once created, it cannot be
removed.

Use the information in this table to create the custom lookup.

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Tax Jurisdiction.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

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 Field Description

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

Key The available Keys for this custom lookup are:

• Site City
• Site Country
• Site State/Province
• Site ZIP/Postal Code
• Site ZIP/Postal Code From
• Site ZIP/Postal Code To

At this time, Brazil is the only jurisdiction that requires ZIP/Postal Code To and ZIP/Postal Code
From. Other regions that define tax at a ZIP/Postal Code level can use ZIP/Postal Code.

The following location keys are available for the Tax Jurisdiction custom lookup type when the
Allow Multiple Locations configuration is enabled:

• Location City
• Location Country
• Location State/Province
• Location ZIP/Postal Code
• Location ZIP/Postal Code From
• Location ZIP/Postal Code To

Value The available Values for this custom lookup are:

• Tax Jurisdiction

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

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Custom Lookup - Tenure Policy

This section describes using a custom lookup to define tenure policies and validate tenure.

When a Tenure Policy Should Apply

Variable conditions that define when a tenure policy must apply:

• Effective date of a tenure policy

• Worker location including country/region or SAP Fieldglass Site
• Buyer company structure including the SAP Fieldglass Business Unit and Legal Entity
• Supplier
• SOW Worker Role/Job Posting Template
• Category
• Worker Types (in example, Profile, SOW Worker, and Contingent)
• Custom Fields for the following modules: Job Posting, Job Seeker, SOW Worker, Worker, Profile Worker

Creating the Tenure Policy Lookup

A custom lookup can be created to allow you to set these values for your individual tenure policies and the
corresponding warnings and notifications ( Admin Configuration Custom Lookup New ).

During the creation of the Tenure Policy:

• All key columns (except Effective Date) support the value "All".
• When the effective date for a policy is irrelevant, enter the value "1/1/1000".
• Calendar values are used for calculation of days, not the corporate calendar.
• When a value of Duration/GAP/Period is not relevant for a policy, use the value "999999". This six-digit
number is treated as a place-holder value and not used in calculations.

Only one tenure policy lookup is allowed per company.

Tenure processing supports business unit and site hierarchy. The hierarchy functionality allows flexible
configuration of tenure based on localization down to a work location. The worker tenure policies can have
either a child business unit code or the parent business unit code. System logic looks for the child business
code entry first and uses it. If there is no child business unit code, then the parent business unit code is used. If
there is no child or parent business unit code, then an all value is used.

Use the table to configure the lookup of the tenure policy:

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Tenure Policy.

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 Field Description

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Type Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup. This column is available when custom
fields and user-defined fields can be used as keys in the lookup.

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Field Description

Key The available Keys for this custom lookup are:

• Business Unit Code - Unique identifier of the business unit.

• Category - Specify policies per Category Code.
• Country/Region Code - Worker location including country/region or SAP Fieldglass Site.
• <Custom Field> - Custom Fields for the following modules: Job Posting, Job Seeker, SOW
Worker, Worker, Profile Worker.
• Custom Field Group - Custom fields for the relevant modules of the tenure policy.
• Effective Date - Effective date of a tenure policy
• From Worker Type - Specify policies based on the Worker Type of the worker’s previous or
present assignment.
• Legal Entity Code - Unique identifier of the legal entity.
• Site Code - Unique identifier of the site.
• SOW Worker Role/Job Posting Template.
• Supplier Code - Unique identifier of the supplier.
• To Worker Type - Specify policies based on the Worker Type of the new assignment the Job
Seeker, SOW Worker, Profile Worker, or Historical Worker is being submitted.
• Worker Types - Specify policies per Worker Type.

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 Field Description

Value The available Values for this custom lookup are:

• Duration - Tenure duration in assignment dates.

• Duration Type - Determines the unit of measure. When configuration Use Assignment Days
to track Tenure is enabled, use options: Assignment Days or Assignment Months. When
configuration Use Time Worked to track Tenure is enabled, use options: Task Code Hours,
Task Code Days, Task Code Months, or Names of Tenure Policy Rate Rules.
• Exclude Worker Types from tenure - Exclude certain worker types from tenure.
• Gap - Assignment gap duration in days.
• Include gaps in tenure? - Include assignment gaps in worker tenure, yes or no.
• Period - Specify the total number of days or months in which a worker must complete the
specified Duration.
• Policy Name (Required) - Specify the name of the Tenure Policy
• Policy Rule (Required) - Used to determine if a tenure policy has been violated by comparing
various tenure dates and count information to the data in the current records. The options
are:

Predefined Policy
Name Definition

Track tenure with no There are no compliance checks or on-page warnings for this policy,
compliance and the policy does not display as violated. Tenure is tracked for
other purposes, such as to drive Rate Change Matrix logic.

Manage tenure with If the end date of the record is past the expected tenure date, the
no return date tenure policy has been violated. This rule is intended for policies that
mandate a worker can only be engaged for a specific period of time,
at which point they must be offboarded or hired as a permanent
employee.

Manage tenure with If the end date of the record is past the expected tenure date and/or
return date the record’s start/available date is before the compliant return date,
the tenure policy has been violated. This rule is intended for policies
that mandate a worker can only be engaged for a specific period
of time, at which point they must take a break in service for more
than a defined number of days, before being engaged on a new
assignment.

Mandate gap in as- If the start/available date of a record is before the compliant return
signments date, the tenure policy has been violated. This rule is intended for
policies that mandate a worker must have a gap greater than a de-
fined number of days between assignments, no matter the previous
assignment's length.

• Reset tenure when the gap is exceeded? - Yes or no.

Additional Details This field is available when the Header Type is Key and the Type is a module-specific Custom Field.
Select the custom field you want to include in the lookup.

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Field Description

Lookup Headers When a custom lookup is used on a document or record and requires key selections to retrieve
one or more values, the Lookup Headers are the labels for the fields that display for selection.
When the Key is a system field such as Site or Supplier, the Lookup Header is auto-populated
with the system field label. When the Key is a custom field or a user-defined field, a value must be
entered.

Tenure policy custom lookups can be uploaded in bulk with connectors.

Related Information

Connector - Tenure Policies on Documents Upload

Custom Lookup - Tenure Warning & Notifications

The system uses this custom lookup to display tenure warnings and send tenure messaging.

When the Tenure Policy Management config is enabled, one lookup of this type is allowed per company. When
a buyer creates the Tenure Warning & Notifications custom lookup, five segments must be used. The keys and
values that must be selected must be included in the custom lookup are in this table:

During the creation of the Tenure Warning & Notifications:

• All key columns (except Effective Date) support the value "All".
• When the effective date for a policy is irrelevant, enter the value "1/1/1000".
• Calendar values are used for calculation of days, not the corporate calendar.
• When a value of Duration/GAP/Period is not relevant for a policy, use the value "999999". This six-digit
number is treated as a place holder value and not used in calculations.

 Note

When worker thresholds are set in Custom Lookup - Tenure Warning & Notifications, alerts are sent
as specified in the policy duration, max duration reached, tenure exceeded, and other date sensitive
thresholds. However, if similar thresholds are set in Administration Config Workflow of Thresholds - Alert,
alert messages are sent on the set date.

To avoid duplicate worker alerts that may cause confusion, consider disabling the similar thresholds set
in the Administration Config Workflow of Thresholds - Alert. Multiple worker-related alert threshold field
definitions trigger alerts similar to the custom lookups.

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Only one warnings and notifications lookup is allowed per company. Use the table to configure the lookup of
the warnings and notifications policy:

Field Description

Name Enter a name for this custom lookup. This differentiates the lookup from other lookups and
displays in drop-down lists when a custom lookup needs to be selected. The name must be
unique, it can't include commas, and can be up to 100 characters.

Lookup Type Choose the type of custom lookup you want to create. The options available depend on how your
company is configured.

Select Tenure Warning & Notifications.

Data Set This optional field only displays when the company configuration, Enable Data Set, is enabled.
The data set must be created before it can be selected from this dropdown. When a data set
is selected, the data combinations for the lookup come from the data set. For more information
about data sets, refer to the Data Set [page 402] topic.

Number of Segments The number of attributes required for the lookup. This number corresponds to the number of
headers that can be defined. If a data set is associated, this number defaults and can't be
changed.

Delimiter The character used in the upload file to separate the values in each column.

Available delimiters:

• ; (semicolon)
• | (pipe)
• - (dash)
• : (colon)

# The number of the segment and the order in which it displays on the custom lookup. The first
segment is the first column on the custom lookup. Values must be uploaded in this order.

Header Type Select either Key or Value.

• Keys are the data elements that drive the lookup. These data elements correspond to in-
formation on a document or record in SAP Fieldglass, or to the associated documents or
records. This data can be system generated or ad-hoc user-entered data.
• Values are the retrievable results or outputs of the lookup. The values are typically derived
from the relationship of the keys. These outputs are always provided by the lookup when it’s
being used. The Keys must be the first segments and the Values are the last segments.

Lookup Header Select the data element for each Key and Value segment of the lookup. The options available
depend on the Lookup Type and your company's setup.

Key The available Keys for this custom lookup are:

• Language
• Policy Name

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Field Description

Value The available Values for this custom lookup are:

• Alert Threshold
• Alert Threshold Type
• On Page Notification

Tenure warnings & notifications custom lookups can be uploaded in bulk with connectors.

Related Information

Connector - Tenure Policies on Documents Upload

8.9 Custom Text

Used to replace existing screen labels with preferred terminology for your organization. For example, you can
change the label of Job Posting to Requisition.

These changes affect all menus, lists, and titles that contained the original text. In addition, custom text can be
created for items in the Create menu, the Contact Us page, and for worker registration. For the language that
has been defined as the default language in your company configuration, default custom text is automatically
created. If you wish, you can edit the default custom text.

If your company configuration includes more than one language, you can create new custom text for any of the
supported languages.

Only buyers can see the custom text. Since suppliers may support multiple buyers, supplier users always see
the default text.

If you want to customize the Ask the Expert text, enter an Assigned Value for the following Default Value:
"Wondering which template you want to use? Unsure what values are appropriate for this position? Ask people
who are familiar with Job Postings to find out."

8.9.1 Custom Text Field Definitions

Describes the fields used when working with custom text.

Field Definition

Language This custom text will be used when users display SAP Fieldglass in the selected language.

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 Field Definition

Name The name of the custom text. If your company configuration includes more than one language
and you are creating custom text for one of your company’s supported languages, the first set of
custom text created is automatically named Company Default. This name cannot be changed.
If additional sets of custom text are created for the selected language, a custom name may be
entered.

Section The section to which the custom text will be applied:

• Background Check is used to create custom text associated with background checks.
• Contact Us is used to modify custom text that will display when a user clicks the Help icon
and selects Contact Us from the menu that is displayed. Unique Contact Us information can
be created for buyers, suppliers and workers. URLs and email addresses can be included.
You can include any URL or email address unless your company has specified only certain
URLs or email addresses in the Allowed URLs list.

 Note
All SAP Fieldglass URLs are automatically available and can be added to Contact Us.

• Create Menu Items is used to create custom text that is displayed when a user clicks the
Create menu.
• Custom Label is used to create custom labels that will appear throughout the user inter-
face.
• Navigation Menu is used to create custom text for the header labels in the navigation menu.
• Report Footer is used to create a global report footer. The global footer is shown on all
reports (except CSV) that have no report-level footers defined.
• Report Header is used to create a global report header. The global header is shown on all
reports (except CSV) that have no report-level headers defined.
• Service Request is used create custom text associated with service requests.
• Tenant Selection is use to create custom text that is displayed when a user is selecting a
specific option.
• Worker Registration is used to create custom text that is displayed for workers when
they are creating their SAP Fieldglass worker accounts and when entering time or expense
sheets.

Default Value The text that will be displayed in the SAP Fieldglass interface if no custom text is defined.

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Field Definition

Assigned Value The desired custom text. The text that is entered will be displayed in the user interface for buyer
users. If an Assigned Value field is left blank, the default text is displayed.

• If Contact Us is selected, click Edit next to the appropriate user and use the Edit Custom
Text box to enter the desired text. Up to 1263 characters are allowed. Use the available
formatting functions to format your custom text.
• If Create Menu Items is selected, use the Assigned Value boxes to enter the desired text for
the individual items in the Create menu. Up to 2000 characters are allowed for each menu
item.
• If Custom Label is selected, use the Assigned Value boxes to enter custom labels that the
system should display for the listed fields.
• If Report Header or Report Footer is selected, click Add to type the text to display in the
report global header or footer.
• If Worker Registration is selected, use the Assigned Value boxes to enter the information
that will be displayed when workers are creating their SAP Fieldglass accounts and entering
time or expense sheets.

8.10 Data Set

In situations where a custom lookup has segment keys that aren't dependent on each other, data sets can
be used to configure the data combination in the custom lookup. This is a more efficient way to populate the
segments because it requires fewer rows of data.

When the segments of a custom lookup are being populated, there are times when a segment of the lookup
isn't dependent on another segment. For example, let's say you've got a Distribution List lookup type with 3
segments. Business Unit (BU) and Site are the Keys with the resulting Value, Supplier. The business unit is
required to determine the site but the supplier isn't dependent on the business unit, only the site. In a typical
custom lookup for this, you need to account for all the combinations of Business Unit, Site, and Supplier.

Data sets can be used to reduce the number of segments needed for the lookup. You create two pick lists, one
that determines the site based on the business unit and another that determines the supplier based on the site.
The two pick lists are combined on a data set and the data set is attached to the custom lookup. When the
custom lookup is used, instead of triggering the segments of the custom lookup, the application triggers the
data set with the two pick lists to determine the supplier.

Grouped data sets allow data sources (pick lists and data sets) to be combined and then used in custom
lookups.

When Assignment Management and Data Sets are both enabled, data sets can be used on the custom lookup
type, Assignment Management Rate Details, to determine the rate. When the custom lookup is associated to
a Spend Matrix, users are allowed to associate lookup segments to the PO line on Spend Matrix.

 Note

Data sets can't be used with Rates 2.0 custom lookups, Rates, Rate Components, and SOW Worker Roles.

In order to use Data Set functionality, you must:

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 • Contact SAP Fieldglass to turn on the company configuration, Enable Data Set. This configuration must
be enabled, to see the Data Set admin object.
• Data sets are populated using the Pick List admin object; therefore, you need to create your pick lists
before you can create the data set or custom lookup. The Pick List Type, Custom Field Segmented Pick
List, is used to create pick lists for data sets. In the example, you would create one pick list for determining
the site from the business unit, and another for determining the supplier from the site.
• Create the data set. Refer to the field definitions for details. The pick lists you previously created are
associated to the data set.
• Create the custom lookup and assign the data set to the lookup.

Data Set Field Definitions

The data set is associated to the custom lookup and replaces the segments of the custom lookup. To create a
Data Set, go to Admin Configuration Configuration Data Set and click New.

Field Definition

Code and Name Enter a unique code and a name for the data set.

Number of Segments This must be the same number as the number of segments
for the custom lookup. In the example, it was three.

Pick List Include all the pick lists you need for the data set. Select
+Add Pick List to add additional pick lists to this data set.

Segments Select the Segment Name and the Pick List that will be
used for this segment. In our example, Segment 1 would
be Business Unit and the Pick List would be the first one
(BU and Site). Segment 2 would be Site and the Pick List
would be the first one (BU and Site), Segment 3 would be
Supplier, and the Pick List would be the second one (Site
and Supplier).

Select Add to create the data set.

8.10.1 Grouped Data Sets

Grouped data sets allow data sources (pick lists and data sets) to be combined and then used in custom
lookups.

Grouped data sets are useful when multiple people need to maintain portions of the data on a custom lookup.
Each person can maintain their custom field segmented pick lists, and the pick lists can be combined into data
sets and grouped data sets. Then, the grouped data set can be associated to the custom lookup.

When creating a grouped data set, you can combine pick lists, data sets, or data sets and pick lists. If you want
to include data sets on the grouped data set, first create the pick lists and data sets that you want to include in
the group. Once the pick lists and data sets are created, you can create the grouped data set.

For grouped data sets, the custom field segmented pick lists that are combined must all have the same number
of segments, and the segments must all have the same names.

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When creating a custom field segmented pick list, the optional field called Grouped Data Set displays. If there
is already a grouped data set created, you can create a new pick list and add it to the data set using this field.

When creating a grouped data set, you can combine pick lists, data sets, or data sets and pick lists. If you want
to include data sets on the grouped data set, first create the data sets that you want to include in the group.
Once the pick lists and data sets are created, you can create the grouped data set.

To use Grouped Data Set functionality, you must:

• Contact SAP Fieldglass to turn on the company configuration, Enable Data Set. This configuration must
be enabled to see the Data Set admin object.
• Data sets are populated using the Pick List admin object; therefore, you need to create your pick lists
before you can create the data set or custom lookup. The Pick List Type, Custom Field Segmented Pick
List, is used to create pick lists for data sets.
• Create the grouped data set. Refer to the field definitions for details. The pick lists you previously created
are associated to the grouped data set.
• Create the custom lookup and assign the grouped data set to the lookup.

Grouped Data Set Field Definitions

The grouped data set is associated to the custom lookup and replaces the segments of the custom lookup. To
create a Data Set, go to Admin Configuration Configuration Data Set and click New.

Field Definition

Type The data set type.

• Data Set – Select this option to invoke the data set

functionality.
• Grouped Data Set – Select this option to invoke the
grouped data set functionality.

Code and Name Enter a unique code and a name for the grouped data set.

Data Sources In the Data Sources section, select all the pick lists and
data sets needed for the grouped data set. Select +Add or
Remove Data Sources to add extra pick lists and data sets
to this grouped data set. Once the data sources are selected,
the segment information populates.

Segments The segments used for this grouped data set. The Key col-
umn identfies the filters that are first considered when the
custom lookup is triggered. Once the custom lookup finds
the value for the key on a data source, that data source is
the one used to determine the values. At least one segment
must have the Key column selected.

Select Add to create the grouped data set. The grouped data
set can now be associated to a custom lookup.

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8.11 DocuSign Esignature Provider Template

eSignature provider templates in SAP Fieldglass provide a link to your company's templates in DocuSign.

ESignature workflows support the needs of buyers and their suppliers or workers to have documents
electronically signed using DocuSign as the provider.

DocuSign is the global leader in electronic technology for facilitating electronic exchanges of contracts and
signed documents. When the DocuSign integration is enabled, standard functionality is available that allows
buyers to set up their workflows using activity items. For more information about the company and its services,
visit the DocuSign website: www.docusign.com .

DocuSign is a system of record and all signatures are managed within a DocuSign envelope (a unique
transaction ID within the DocuSign system). DocuSign can house multiple types of documents that require
signature management between buyers, suppliers, and workers.

If your company has enabled DocuSign as your esignature provider, you can create and manage the templates
that will correspond to your Docusign account templates using this admin object. Be sure to review the
Requirements for Getting Started before you begin, to ensure you have the required information.

You must have templates set up in DocuSign prior to setting up the corresponding eSignature templates
in Fieldglass. Your esignature provider templates require certain information from your Docusign account
templates. For more information, see Creating DocuSign eSignature Provider Templates [page 405].

8.11.1 Creating DocuSign eSignature Provider Templates

eSignature provider templates in SAP Fieldglass provide a link to your company's templates in DocuSign.

To create an eSignature Provider Template, the following information is needed from the DocuSign template:

• Template ID is the Template ID provided by DocuSign. It is extremely important that this is accurate. This
ID is used within the API transaction and if not accurate, the API will fail.
• The Name will default to the DocuSign template name. The name will appear for selection when
configuring and initiating an eSignature process.
• API Account ID is provided by DocuSign.
• Recipient role and the signing order are defined on the DocuSign template. The Recipient Role
and Signing Order in the eSignature Provider Template must match the information entered on the
corresponding DocuSign template. If not, the API will fail.
• Multiple signers can be added to a single signing level to sign in parallel by adding the same level number
for the Signing Order field. For example, to have multiple signers on level 2, add "2" to the Signing Order
field for each signer. They can sign in any order, and once all the signers in the level have completed their
signatures, the document progresses to the next signing level.
• If Group IDs are configured in DocuSign, the Signing Group can be set to Yes, and the Group ID will need to
be provided.

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8.12 Invoice Location

Used with legal entity to allow suppliers to create SOW invoices for multiple line items regardless of sites.

This admin object is available when Legal Entity is configured with the Create Statement of Work Invoice using
Invoice Location option enabled.

To create an invoice location, enter a Code and a Name, and optionally enter a Description. Select a Legal
Entity and an Invoice Tax Information code to create the necessary associations.

8.13 Invoice Tax Information

Invoice tax information codes can be created to capture tax information on invoices when the site requires a tax
on contingent labor and services performed by an MSP.

Contingent labor and the services performed by a managed service provider (MSP) are considered taxable
under the tax laws of many jurisdictions. In order to receive any applicable tax credits for taxes paid, related
invoices must meet the required guidelines to be considered a valid tax invoice. Specific pieces of invoice
tax information (ITI), which can vary from country to country, must appear on the invoice. This required
information can include items such as the VAT number, the address of the buyer/MSP/supplier, the country
code, or a description of services.

Invoice Tax Information codes can be created and associated to a your company's sites that have the Invoice
Tax Information Required flag enabled. The tax information will display on invoices created for these sites.
Buyers, suppliers, and MSPs are responsible for defining their own invoice tax information details. If your
company has flagged a site as requiring invoice tax information, but the MSP or the supplier has not configured
their ITI details, warnings will be displayed throughout the hiring workflow. If the MSP or supplier has not
configured ITI, invoicing can still occur, however, the ITI sections will be blank.

To create an ITI code, enter a Code, and Name, the Tax ID Label, and the Tax ID Value. Enter your company's
address information and any additional information that should display on the invoice. Then make the
necessary Site associations. Be sure that the associated site has the Invoice Tax Information Required flag
enabled.

8.14 Interview Event

When using calendar integration, this admin object allows you to define when an interview event gets created
during the interview scheduling process.

You can choose when interview events should be added to calendars by selecting an option in the Interview
Event Settings by selecting Edit. The following options are available:

• When the buyer submits an interview request.

• When the supplier accepts the interview request.

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 • When the buyer confirms the interview request.

The default setting is When the buyer confirms the interview request.

8.15 Job Code

Allows you to define a unique job function and assign it to all types of person records to group people with
similar skills in your company.

A Job Code is intended to represent a set of skills. It can be captured on workforce records, workers, profile
workers, resources, and users. Job codes are added to job posting templates and SOW worker roles, and all of
the associated person records are then assigned to that job code. Job codes can also be added directly to user
profiles and on profile worker records.

To create a job code, enter a Code, the Name, and optionally enter a Description.

Finding People

Job codes can be used in many ways to locate people who have similar skills and talent.

• Job code is available to be used as criteria in the global search.

• Job codes can be used when creating job postings to search for workers who may have the skills to fulfill
the assignment. The potential candidates list displays workers who share that job code.
• When the Organizational chart company configuration is enabled, the Find Similar People action uses the
job code to locate people who share the same job code.
• When the People View company configuration is enabled, the people search can be filtered by job code.

The resulting lists for searches include contingent workers, SOW workers, and profile workers, as well as users
and workforce records that share the job code.

Profile Worker Onboarding

Job codes can also be used to define on and off boarding tasks for Profile Workers. Job codes are associated to
activity checklists and when a profile worker is created and a job code is added, the activity checklists that are
associated to the job code are automatically added to the profile worker.

8.16 Label Set

Allows buyers to customize fields on SOW types and contingent types based on the needs of the buyer or
supplier.

The Label Set admin object is located in Admin Configuration Configuration . Only users with the
Administrative Permission Label Set Manage can create label sets. Within a label set, separate

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customizations can be made for each supported language. Once created, label sets are associated to
statement of work types or contingent types and the customizations are applied to the documents created
with those types. Multiple label sets can be created to accommodate industry-specific contract terminology.

Default Label Set

Buyer companies automatically have a default label set that includes a subset of both statement of work and
contingent fields. There are two fields that apply to both contingent and statement of work: Resume/CV and
Time Sheets. Edits made to these labels are applied to both contingent and statement of work types.

Additional facts about the default label set:

• The classic SOW and contingent types are automatically associated to the default label set and since these
types can not be edited, the label set can't be changed. Note: The classic type is no longer available to new
customers or existing customers who do not have job posting templates that use it.
• Edits can be made in the default label set for each applicable language.
• When edits are made in the default set, buyers see the edits throughout the application not just on job
postings created with the default label set. It works the same as it does when fields are edited in custom
text. For example, if you change the default label for Job Seeker to Applicant, Applicant replaces Job
Seeker in the application; therefore, if the buyer user selects the View menu, instead of there being a Job
Seeker item, it's called Applicant.
• When edits are made in the default label set, suppliers don’t see the edits throughout the application.
They only see the edits on job postings created using that label set. For example, if you change the
default label for Job Seeker to Applicant, suppliers don't see Applicant in the generic areas of the
application. Therefore, if the supplier user selects the View menu, they still see Job Seeker. When the
supplier accesses a job posting for that buyer, the supplier sees Applicant instead of Job Seeker.

Custom Label Sets

Buyers have the option to create custom label sets. There’s no limit to the number that can be created. Custom
label sets can be created to accommodate industry-specific terminology. When they’re used, the custom labels
apply to documents created from templates associated to the label set within the contingent or services
workflows.

Additional facts about custom label sets:

• When adding a new or editing an existing SOW or contingent type, users can select a custom label set, the
default label set, or leave the field blank. When the field is left blank, the default label set is used on the
type.
• Edits can be made in a custom label set for each applicable language.
• Buyers and suppliers see the custom labels only on job postings created from a job posting template
that uses a contingent or SOW type associated to the custom label set. The customizations are visible on
the job posting or statement of work and all documents created from them. For example, if you change
the custom label in a label set from Job Posting to Requisition, Requisition replaces Job Posting on
documents created with this label set applied. The custom label doesn’t apply outside of the job posting or
the documents created from it.

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Creating and Editing Label Sets

To create a new label set, select Label Set from the Configuration section of the admin menu. On the Label Set
List page, select New. On the Label Set Details page, select a label set type (Contingent or Statement of Work),
enter a name, optionally enter a description, and select Add. Once created, the available fields display and are
listed for all available languages enabled for your company. Labels can then be customized for each locale as
needed by selecting the Edit button within each language.

You can edit the name and description of an existing label set by selecting it from the Label Set List page,
selecting Edit, making the changes, and choosing Update.

8.17 List Views

Used to find specific records in the SAP Fieldglass application. The List View admin object allows you to
customize many of the lists for your company.

Each list view has a default set of fields that display as columns. Additional fields may be available to be added,
including some custom fields, and some fields can be removed. List views are listed by List Name and List
Type. The List Name is the corresponding name of the object or item in the application. List Types are: Current
Data, Past Data, Work Items, Admin Data, Other Data, PMO Dashboard.

When viewing a list view, the fields that are set as columns display.

• Field Type - indicates if the field is a native field (system) or a custom field.
• Is Default? - Yes indicates that the field is a default field for the list view. A blank value indicates the field
was added as a column.

Customizing List Views

To add fields in a list view, open the list and use the +Add Fields link. In the Add Fields modal, click Filter to see
a list of available fields that can be added. Up to 20 columns can be added to a list view.

Fields that displays an X at the end can be removed. To remove a column click the X and confirm the removal.
Fields that do not display an X cannot be removed from the list.

Use the Restore Defaults link to restore the list to its default display.

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8.18 Pick List

Allows users to select from a set of pre-defined values. SAP Fieldglass offers some default pick lists, but
Administrators can also create pick lists to populate items such as custom fields, data sets (used with custom
lookups), or fields for integrations.

Introduction

You can use pick lists to offer users a choice of pre-defined values for certain SAP Fieldglass native fields,
custom fields, data sets (used with custom lookups), and integrations. Some pick list types are available by
default, but others require additional setup by SAP Fieldglass. See the next section for a list of available pick list
types.

Please keep the following items in mind as you work with pick lists.

• Most pick lists allow the end user to make a selection from a dropdown.
• Segmented pick lists allow the end user to enter values in two or more segments that are then bundled
together into a string. You can create segmented pick lists for use in custom fields, data sets (used with
custom lookups), and integrations. For custom field segmented pick lists, there is an option to have SAP
Fieldglass map native fields to segments in the pick list. Values can be mapped from a custom field
segment in one module to a native field in the same module (for example: Job Posting to Job Posting), or
different modules (for example: Job Posting to Work Order). Contact your SAP Fieldglass representative for
more information.
• If a mandatory custom field relies on a pick list, but values are not populated for that pick list, the end
user will not be able to complete actions that use the custom field. (For example, if a Buyer user cannot
complete a mandatory custom field for job posting, that user will be unable to create a job posting.)
• For a Custom Field Source pick list, the end user will view all active values, not just the values that are
associated to the user. (For example, if you define a pick list that uses Site as a Source then include the
pick list in a custom field, users will see all sites in the custom field list, not just sites to which they are
associated.)

Create a Pick List

To create a pick list, go to Admin Configuration Configuration Pick List then click New. Enter a Name
for your pick list, then select Pick List Type.

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Depending on the features enabled in your company, you can choose from these pick list types:

How many Pick

Lists of this
Type are sup-
ported per
Type Purpose Company? Setup Notes

Account Category Pick Used to populate the Account One You can add Pick List Items while creating
List Category field on a Cost Center. or editing.
When this is used, the application
assigns a line item number to
each cost center on a contingent
work order. Cost centers with the
same account category are given
the same line item number. The
cost centers are then grouped on
the work order based on the line
item numbers. One or more line
item numbers displays in the Ac-
counting section on the Work Or-
der Details page with the list of
cost centers within each. This al-
lows multiple cost centers to be
included on one invoice.

AP Code Tax Status Used to populate the Tax Status One You can add Pick List Items while creating
field for each AP Code that is or editing.
assigned to a Remit-to Address.
In order to use this type, your
company must require use of AP
Code.

Ariba Realm ID Pick List Used to populate the Ariba Realm One You can add Pick List Items while creating
ID field on a Legal Entity. or editing.

Buyer ANID Pick List Used to populate the Buyer ANID One You can add Pick List Items while creating
field on a Legal Entity. or editing.

Custom Field Pick List Used to provide a list of Buyer-de- Multiple You can add Pick List Items while creating
fined items for a custom field. or editing.

When this type is used in a custom field

the default display method for pick list
items is alphabetical. You can customize
the order of the items by choosing Custom
as the Pick List Display Method.

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 How many Pick
Lists of this
Type are sup-
ported per
Type Purpose Company? Setup Notes

Custom Field Seg- Used to provide a Segmented Multiple You will specify:
mented Pick List Pick List for a custom field. This
type of pick list can also be asso-
• Number of Segments (Select 2 to 10)

ciated to a data set to be used • Delimiter (Select from semicolon,

with custom lookups. You can set pipe, dash, or colon.)
up valid combinations of data to • Auto Fill first segment value with a na-
limit the user's choices for each tive field value (Select Yes or No)
segment of the custom field. As • Suppress from document form page
users make a selection for each (Select Yes or No. Displays when pre-
segment, the selections available vious field is set to Yes)
in the remaining segments are
• Segment Headers (Enter a name for
based on the valid combinations
each. If the first segment uses a na-
populated in the pick list.
tive field value, you will select from a
The Autopopulate Segment is a dropdown list.)
rule allowing the system to auto- • Data Type (Only displays when your
populate segments where only company uses SODs for Cost Center
one possible value is available be- Allocation or when the Assignment
Management and Data Set configura-
cause of previous selections.
tions are both enabled. Select Date or
There is an option to have SAP Alphanumeric.)
Fieldglass map native fields to You will populate segment values after cre-
segments in the pick list. Contact ating.
your SAP Fieldglass representa-
tive for more information.

Custom Field Source Used to provide a list of Active Multiple You will specify a Source (such as Active
items and optional Buyer-defined Business Units or Active Cost Centers),
items for a custom field. and you can optionally add Pick List Items
while creating or editing.

Integration Pick List Used to create a Pick List for use Multiple You can add Pick List Items while creating
in Integration. or editing.

Integration Segmented Used to create a Segmented Pick Multiple You will specify:
Pick List List for use in Integration. You can
set up valid combinations of data
• Number of Segments (Select 2 to 10)

to limit possible entries for each • Delimiter (Select from semicolon,

segment. Note that this type re- pipe, dash, or colon.)
quires SAP Fieldglass assistance • Segment Headers (Enter a name for
to configure. each.)

You will populate segment values after cre-

ating.

System ID Pick List Used to populate the System ID One You can add Pick List Items while creating
field on these objects: Business or editing.
Unit, Cost Center, Legal Entity,
Site, Task Code, and Expense
Code.

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 How many Pick
Lists of this
Type are sup-
ported per
Type Purpose Company? Setup Notes

Tax Service Type Used to populate the Tax Serv- One You can add Pick List Items while creating
ice Type field on Job Posting Tem- or editing.
plates, Statement of Work Tem-
plates, and other downstream
documents. This type is available
when your company has enabled
Tax Guidance.

For pick lists that do not use Segments, you can click the Add Pick List Items link to add as many items as you
need.

• Enter a unique value for each item. (Duplicates are not allowed.)
• If you need to remove an item, click Remove.
• Note that if a mandatory custom field relies on a pick list, but values are not populated for that pick list,
the end user will not be able to complete actions that use the custom field. (For example, if a Buyer user
cannot complete a mandatory custom field for job posting, that user will be unable to create a job posting.)

For pick lists that use Segments, you will need to add values after you save the pick list. See the next section for
instructions.

Once you have completed any required fields, click Add to save the pick list.

Populate Values for Segmented Pick Lists

For pick lists that use Segments, you can add values in two ways:

Edit Pick List

On the Details page for the segmented pick list, click the Edit Pick List link, then use the following steps to
populate segments in a grid format.

1. Click the Add Values link to add a row.

2. Within a row, click the segment you want to populate, and an entry field will appear.
3. Enter a value in the field, then click the next segment to open the next entry field in the row.
4. Repeat step 3 until the entire row is complete.
1. You can leave one or more segments blank in the row, if needed, but if the entire row is blank, you will
need to remove it before you save.
5. Use the Add Values link to add as many rows as you need, up to 10,000, then populate each row.
1. If you want to remove a row, click the X icon.
6. When you have entered all your data, press the Enter key or click outside the grid to activate the Update
button.
7. Click Update to save your data.
8. You will return to the Details page, where you will view your entered values.

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Upload Pick List Values
You can upload values using the pick_list_value_upload. This upload requires SAP Fieldglass assistance to
enable. Once this upload is enabled, use the following steps to populate segments.

1. On the Details page for the segmented pick list, click Download Data to download the file format.
2. Open the downloaded file.
3. Under the row containing the pick list name, begin entering data. Use the Delimiter specified for the pick
list to separate each segment's value from the next. (For example: Value A|Value B|Value C)
4. Enter as many rows of data as needed, up to 10,000, then save the file.
5. Upload the file.
1. If there are any rows with improper formatting, you will receive an error. Edit the file to correct the
error, then upload the file again.
6. When the upload is complete, you can return to the Details page for the pick list and view the uploaded
values.

View a Pick List

To view the available pick lists in your company, go to Admin Configuration Configuration Pick List .
On the Pick Lists page, you will see all pick lists that are currently available in your company. SAP Fieldglass
provides some pick lists, such as Yes/No and O*NET Code, by default. Click a pick list's Name to view the
details for that pick list.

Edit a Pick List

You can edit pick lists that you or other users in your company created. (Pick lists defined by SAP Fieldglass
cannot be edited.) To edit a pick list, go to Admin Configuration Configuration Pick List , click the
Name of the pick list you want to edit, then click Edit.

• You can edit Name, Segment Headers (when applicable), and pick list Values.
• You can edit a pick list even if that pick list is in use.
• You can add, edit, or remove values for pick lists and segmented pick lists. These edits will not impact
existing objects for which pick list values have already been selected. However, the next time a user edits
an existing object or creates a new one, the changes will be visible. For example, if the object's previously
selected value was removed from the pick list, the user will no longer be able to select that option.

Remove a Pick List

You can remove pick lists that you or other users in your company created. (Pick lists defined by SAP Fieldglass
cannot be removed.) To remove a pick list, go to Admin Configuration Configuration Pick List , click
the Name of the pick list you want to remove, then click Remove. Some pick lists cannot be removed when they
are in use, so you will view an error message when you attempt to remove one of those pick lists. (For example,
if a pick list is currently used on a custom field, you will not be able to remove that pick list.)

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8.19 Qualtrics Survey Template

Describes linking Qualtrics surveys to active SAP Fieldglass workflows and setting triggers.

When your user role administrative permissions include the 'Qualtrics Survey Template', you can link your
company's Qualtrics surveys to active SAP Fieldglass workflows (Example: Submitting a job posting) by setting
the Qualtrics Survey Form. The Qualtrics Survey Form contains the fields required to link a Qualtrics survey
from your company's Qualtrics account to locations in SAP Fieldglass where you can set the survey to trigger.

The associations (legal entities, business units, and sites) can additionally be set for a more precise survey
triggering. When a document contains a legal entity, business unit, and site (all three) that are a match to the
configuration of a trigger, the assigned Qualtrics survey is activated.
Buyer companies with 'Enabled Legal Entity' enabled and buyer companies of the Multi-MSP type can have
additional required selections on the Qualtrics Survey Template form page.

Creating and Managing Qualtrics Survey Templates

To create and manage the Qualtrics survey templates, choose  (View Administration Menu) Qualtrics
Survey Template and select New or Edit.

Field Definitions

Field Description

Name Title of the template.

Qualtrics Intercept ID Unique identifier of the Qualtrics survey.

Qualtrics Project ID Unique identifier of the Qualtrics object that includes the
survey, distribution record, collection of responses, and re-
ports.

Qualtrics Brand ID Unique identifier of the Qualtrics tools object that includes
management, strategy, and measurements that affect the
experience with the business.

MSP Company MSP company associated to the Qualtrics survey when your
company uses multiple MSPs.

Associate all Legal Entities Allows affiliation with all the legal entities.

Associate all Business Units Allows affiliation with all the business units.

Associate all Sites Allows affiliation with all the sites.

Trigger Point Association Specify individual types of trigger points or chose all trigger
points for association.

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Field Description

+ Add Trigger Points When choosing individual trigger points, select + Add
Trigger Points. The Add Trigger Points modal window dis-
plays with the following options:

• Assignment Submit (User Type: Buyer) - Trigger action

occurs in the Create Assignment workflow when:
• Submit is selected on the 'Setup' page and after
the 'Assignment' details page displays.
OR
• Submit is selected on the 'Review' page and after
the 'Assignment' details page displays.
• Job Posting Close (User Type: Buyer) - Trigger action
occurs when Close Job Posting is selected on the
'Close Job Posting' modal and after the documents
summary / details page displays.
• Job Positing Submit (User Type: Buyer) - Trigger action
occurs in the Create Job Posting workflow when Submit
is selected on the 'Review and Submit' page.
• Job Seeker Submit (User Type: Supplier) - Trigger ac-
tion occurs in the Submit Job Seeker workflow when
Submit is selected on the 'Review and Submit' page.
• Profile Worker Submit (User Type: Buyer) - Trigger ac-
tion occurs in the Create Profile Worker workflow when
Submit is selected on the 'Review' page.
• Profile Worker Submit (User Type: Supplier) - Trigger
action occurs in the Create Profile Worker workflow
when Submit is selected on the 'Review' page.
• Resource Submit (User Type: Buyer) - Trigger action
occurs in the Create Resource workflow when:
• Submit is selected on the 'Setup' page and after
the 'Resource' details page displays
OR
• Submit is selected on the 'Review and Submit'
page and after the 'Resource' details page displays.
• Resource Submit (User Type: Supplier) - Trigger action
occurs in the Create Assignment workflow when:
• Submit is selected on the 'Setup' page and after
the 'Assignment' details page displays.
OR
• Submit is selected on the 'Review' page and after
the 'Assignment' details page displays.
• SOW Bid Response Submit (User Type: Supplier) - Trig-
ger action occurs in the Create SOW Bid Response
workflow when:
• Submit is selected on the 'Review' page and after
the SOW bid's 'Bid Response' page loads.
OR
• Submit is selected on the 'SOW Bid details' page
and after the 'SOW Bid' page refreshes.

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 Field Description

• SOW Bid Submit (User Type: Buyer) - Trigger action oc-

curs in the Create SOW Bid for Approval workflow when
Submit is selected on the 'Review and Submit' page.
• Statement of Work Close (User Type: Buyer) - Trigger
action occurs when Close Statement of Work is se-
lected on the 'Close Statement of Work'' modal and
after the documents summary / details page displays.
• Statement of Work Response Submit (User Type: Sup-
plier) - Trigger action occurs in the Create SOW Re-
sponse workflow when Submit is selected on the 'Sub-
mit Statement of Work for Approval' modal.
• Statement of Work Submit (User Type: Buyer) - Trig-
ger action occurs in the Submit Statement of Work
workflow when Submit is selected on the 'Review and
submit' page. (NOTE: The Submit for Approval option
must also be selected.)
• Time Sheet Submit (User Type: Worker) - Trigger action
occurs when Submit is selected on the time sheet.
• Work Order Accept (User Type: Supplier) - Trigger ac-
tion occurs in the Accept Work Order workflow when
Accept is selected on the 'Review and Submit' page.
• Work Order Submit (User Type: Buyer) - Trigger action
occurs in the Create Work Order workflow when Submit
is selected on the 'Review and Submit' page. (NOTE:
This trigger does not include the Quick Hire workflow).

Check the combinations of Activity and User Type that are

triggers for Qualtrics surveys and select Add.

8.20 Question

Questions can be created for the Decision Form, Wizard and Supplier Qualification modules.

A question can be associated to categories when creating or editing a category.

8.20.1 Questions on Decision Form

Questions can be used on decision forms to prompt users to answer specific questions related to the
procurement of services. The questions are added to decision form templates.

Field Definitions

Note: Fields marked with an asterisk (*) are required.

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Field Definition

Question* The question to be presented to the user. Up to 1000 char-

acters are allowed.

Multiple language support is available for this field. The

translations can be done through the user interface or the
translation upload. A user with the appropriate permission,
who has a default language that is different than the com-
pany default language, is able to enter a translated value
when editing a question. Any user who shares the same
default language as the user who made the change will see
the translated value when answering the question.

Description The entry in this field displays as a tool tip when a user
answers the question on a Decision Form. Up to 2000 char-
acters are available.

If a question is edited and the description is added or

changed, the tool tip is updated on any Decision Forms on
which the question is included.

Multiple language support is available for User Defined Pick

List answers. The translations can be done through the user
interface or the translation upload. A user with the appropri-
ate permission, who has a default language that is different
than the company default language, is able to enter a trans-
lated pick list value when editing a question. Any user who
shares the same default language as the user who made the
change will see the translated pick list value when answering
the question.

Multiple language support is available for this field. The

translations can be done through the user interface or the
translation upload. A user with the appropriate permission,
who has a default language that is different than the com-
pany default language, is able to enter a translated value
when editing a question. Any user who shares the same
default language as the user who made the change will see
the translated value when answering the question.

Mandatory If Yes is selected, the question must be answered. If No is

selected, answering the question will be optional.

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 Field Definition

Answer Type* The type of answer that will be used for the question:

• If Yes/No is selected, the answer options will be "Yes"

and "No."
• If Descriptive is selected, the question requires a de-
scriptive answer.
• If Yes/No & Descriptive is selected, the answer should
be "Yes" or "No" and the user should have the option of
adding descriptive text to the answer.
• If 5 Point Rating is selected, the question should be
answered with a score between 0 and 5.
• Select User Defined Pick List if the answer should be
selected from a list of pre-defined answers. Enter each
answer that should appear in the list of pre-defined an-
swers. Up to 5000 characters are allowed per answer.
Answers will appear in the pick list in the order in which
they appear in the Answer list.
If scoring is used, a score can be assigned to each an-
swer. The score can be a positive or negative number,
but cannot include a decimal. If the field is blank, a zero
is assigned as the score. The score can be assigned
whether the Exclude from Scoring field is Yes or No. If it
is Yes, the score for this question is not included in the
total.
Multiple language support is available for User Defined
Pick List answers. The translations can be done through
the user interface or the translation upload. A user with
the appropriate permission, who has a default language
that is different than the company default language, is
able to enter a translated pick list value when editing
a question. Any user who shares the same default lan-
guage as the user who made the change will see the
translated pick list value when answering the question.

Exclude from Scoring When scoring is enabled (No is selected), the score is calcu-
lated using the following scale:

• Yes/No: Yes=1, No=0

• Descriptive: no scoring
• Yes/No & Descriptive: Yes=1, No=0
• 5 Point Rating: 0-5
• User Defined Pick List: user defines a score for each
answer.

Note: As an alternative to system generated scoring, a User

Defined Pick List can be created and a preferred score value
can be assigned to each answer.

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8.20.2 Questions on Supplier Qualification

Questions are information that the buyer wants to collect from the supplier that can be scored. When scored,
the supplier's responses are weighted and the supplier receives an overall score. Questions are displayed
on the second page of each Supplier Qualification form that the supplier completes. A separate question is
created for each piece of information that the buyer wants to obtain from the supplier. The questions are added
to categories and the categories are added to qualification templates.

Question Considerations for Supplier Qualification

Question Implementation

• If a supplier qualification question is updated, the updates are reflected on supplier qualification form
templates that already include the question.
• If a supplier qualification question is updated and supplier qualification form templates already include the
question, the templates must be edited and the weights reallocated before the templates can be used.
• If a supplier qualification question is updated, the updates are not reflected on supplier qualification forms
that have already been created. New supplier qualification forms will include the updates.

Question Removal

• If a supplier qualification question is removed and supplier qualification form templates already include the
question, the templates must be edited and the weights reallocated before the templates can be used.

Field Definitions

Note: Fields marked with an asterisk (*) are required.

Field Definition

Question* The question. Up to 1000 characters are allowed.

Description for Buyer The hover text that will be displayed when a buyer user hov-
ers over this question. Up to 1500 characters are allowed.

Description for Supplier The hover text that will be displayed when a supplier user
hovers over this question. Up to 1500 characters are al-
lowed.

Synopsis This field is for future use.

Mandatory If Yes is selected, the question must be answered. If No is

selected, answering the question will be optional.

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 Field Definition

Answer Type* The type of answer that will be used for the question:

• If Yes/No is selected, the question should be answered

"Yes" or "No." The question must be worded so that
"Yes" is a positive answer and "No" is a negative answer.
When scored, a "Yes" answer receives one point and a
"No" answer receives zero points.
• If Descriptive is selected, the question requires a de-
scriptive answer. Descriptive answers are not scored.
• If Yes/No & Descriptive is selected, the question
should be answered "Yes" or "No" and the user should
have the option of adding descriptive text to the answer.
When scored, a "Yes" answer receives one point and
a "No" answer receives zero points. The descriptive an-
swer is not scored.
• If 5 Point Rating is selected, the question should be
answered with a score of 0 - 5. The question must be
worded so that a 5 response is the most positive. When
scored, a 0 response receives zero points, a 1 response
receives one point, and so on.
• If User Defined Pick List is selected, the answer should
be selected from a list of pre-defined answers. Use the
User Defined Pick List area to enter each answer that
should appear in the list of pre-defined answers. Up
to 100 characters are allowed per answer. Answers will
appear in the pick list in the order in which they appear
in the Answer list.
• If this question will be scored, enter the score that
should be awarded to the question for each answer
in the pick list. The score must be an integer that is
greater than 0.
• Select Add Not Applicable Answer if "Not Appli-
cable" should be a selection in the pick list. This
answer will be displayed at the end of the pick list
values

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Field Definition

Repeat Question for each combination Use this field to indicate whether this question should be
repeated for all combinations of business unit, site, and clas-
sification, or if it should only be asked once because the
answer will be the same for every business unit, site, and
classification combination.

If Yes is selected, the question will be repeated for each

combination of business unit, site, and classification on the
supplier qualification form. If Yes is selected, this question
must be included in a category that will be attached to a
child template. Child templates are the only templates that
can be customized for a particular business unit, site, and
classification combination.

For example, suppose that the buyer wants to capture the

supplier's tax ID. The supplier may be doing business at mul-
tiple buyer sites that are in different countries. Each coun-
try (site) will have a different tax ID. The tax ID should be
included on each site's form.

Allow an attachment to be included This field is displayed when Description, 5 Point Rating,
or User Defined Pick List are selected in the Answer Type
field.

• If Yes is selected, the supplier will be allowed to attach

a file to the question while submitting the supplier quali-
fication form. The supplier will not be required to attach
a file, and only one file may be attached per question.
Buyers may not attach files to questions.

Exclude from Scoring If Yes is selected, the question will be excluded from auto-
matic scoring.

Include Description when Answer is This field is displayed if Yes/No & Descriptive is selected in
the Answer Type field.

• If Yes is selected, a Description field should be dis-

played when a user who is answering the question se-
lects the Yes answer.
• If No is selected, a Description field should be displayed
when a user who is answering the question selects the
No answer.
• If Both is selected, a Description field should be dis-
played regardless of the user's answer to the question.

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 Field Definition

Include Attachment when Answer is This field is displayed when Yes/No or Yes/No &
Descriptive is selected in the Answer Type field.

• If Yes is selected, the user will be required to add an

attachment when a user who is answering the question
selects the Yes answer.
• If No is selected, the user will be required to add an
attachment when a user who is answering the question
selects the No answer.
• If Both is selected, the user will be required to add an
attachment regardless of the user's answer to the ques-
tion.

Attachments Attachments may be added to the question. These attach-

ments will be visible to the supplier and the buyer.

8.20.3 Questions on Wizard

Questions are used to create wizards for the following modules:

• Decision Form
• Job Posting
• Statement of Work
• Evaluate Worker
• Evaluate Supplier
• Questionnaire

Field Definitions

Note: Fields marked with an asterisk (*) are required.

Field Definition

Question The question to be presented to the user. Up to 1000 char-

acters are allowed.

Description The entry in this field displays as a tool tip when a user
answers the question on the Wizard. Up to 2000 characters
are available.

If a question is edited and the description is added or

changed, the tool tip is updated on any Wizards on which
the question is included.

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Field Definition

Code This optional field is displayed for questions in the Wizard

module. If provided, Question Codes are displayed when
questions are added to a Wizard template.

Codes can also be provided for answers to questions in the

Wizard module. If provided, Answer Codes are displayed
when questions are added to a Wizard template.

Answer Type The type of answer that will be used for the question:

• If Yes/No is selected, the question should be answered

"Yes" or "No." For the wizard module, the Yes/No An-
swer Type is not scored. To score a Yes/No question
for the wizard module, use the User Defined Pick List
Answer Type with Yes and No as the pick list items and
enter a preferred score value.
• Select User Defined Pick List if the answer should be
selected from a list of pre-defined answers. Enter each
answer that should appear in the list of pre-defined an-
swers. Up to 5000 characters are allowed per answer.
Answers will appear in the pick list in the order in which
they appear in the Answer list. If scoring is used, a score
can be assigned to each answer. The score can be a
positive or negative number and can include up to 2
decimals. If the field is blank, a zero is assigned as the
score. The score can be assigned whether the Exclude
from Scoring field is Yes or No. If it is Yes, the score for
this question is not included in the total.

• If Date is selected, the answer should be a specific date.

This option is available for questions in the wizard mod-
ule.
• If Text is selected, the answer will be entered in a short
text box. This option is available for questions in the
wizard module.
• If Text Area is selected, the answer will be entered in a
large text area. This option is available for questions in
the wizard module.
• If Number is selected, the answer must be in the form
of a number. This option is available for questions in the
wizard module.

Note: If the question is being created for a supplier or worker

evaluation and the answer needs to be included in the score,
it must be Answer Type, user defined pick list.

Exclude from Scoring When scoring is enabled (No is selected), the score is cal-
culated using the scores defined by the user on each user
defined pick list answer.

If Yes is selected, this question is not included in scoring.

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8.21 Reasons

Required in order to complete certain actions in SAP Fieldglass, such as closing a document or rejecting an
item submitted for approval.

Reasons are created and maintained to allow companies to provide acceptable justification for taking specific
actions on records and documents. When defining reasons, select a Module and Type (action). Careful
consideration should given to the Name. The name of the reason is the field value that appears in the list
of available options for users to select. The name must contain the specific text so the user will know which
reason is appropriate for the scenario.

Reasons that Require Ratings

Some reasons offer a means of rating the action. For example, when closing a worker, your company may wish
to capture the positive or negative experience for future hiring purposes. Reasons that use a Rating should
convey the rating in the name. For example: A worker close reason might be called: Contract Ended: Positive,
indicating that your company had a positive experience with the worker and would hire them again. Ratings are
available for closing workers, job postings, statements of work, and profile workers. Close ratings are Positive,
Neutral, and Negative.

Do Not Rehire Worker Close Rating

An additional rating option, Negative Do Not Rehire, is available for workers and profile workers. When closing
a worker with a reason that has this rating, a Do Not Rehire flag displays in the header section of the worker
record. When job seekers are submitted with information that triggers a possible match to a flagged worker, a
Possible Do Not Rehire flag displays on their record that links to the Possible Match list.

8.22 Rule Engine

The Rule Engine admin object provides a way for customers to view time sheet rule associations, and create
and manage approval rules and conditional activity item rules.

This admin object is available to users who have the Rule Engine administrative permission.

• Time sheet rules are available in this admin object for customers who have the Enable Rate Schedule
company configuration enabled.
• Approval rules can be created and managed here, as needed.
• Activity Item rules can be created and managed her as needed.

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8.22.1 Approval Rules
Customers can create custom approval rules to support both simple and complex approval logic that is based
on various conditions within a workflow.

You can use conditions and comparisons to create rules to support scenarios that go beyond the standard
conditional approval group logic, or that require more specific, complex logic.

To create and manage approval rules, users must be in a user role with the Rule Engine administrative
permissions enabled. Approval rules are module specific and are available to be used in corresponding
approval groups.

Rules can include one or more conditions for a single approval level, and they can include both standard
conditional expressions and compare conditional expressions. The expressions can be grouped to ensure
execution of the logic occurs in proper sequence.

Conditions
Conditional expressions are used to define relationships between data fields and a set of values to drive an
approval workflow. Consider the following scenario:

All statements of work created must be approved by the SOW owner before they can be submitted for supplier
response. However, statements of work that support specific company initiatives must also be approved by the
project owner. To accommodate this workflow, a rule can be created to determine when a statement of work is
associated to a project. That rule can be added to the second level of a statement of work approval group so
that if the statement of work is associated to a project, it must be approved by the project owner.

To set this up:

1. Create a rule for the Statement of Work module.

2. Select Add Condition.
3. Choose Project from the list of data fields.
4. Define the conditional expression: Project equals Yes.
5. Add the rule to a new or existing Statement of Work approval group at a level with Project Owner as the
Role.

Compare Conditions
Compare conditions are used to compare two fields or values to drive an approval workflow. Compare
conditions can be set up to compare numbers, text fields, dates, or yes/no values. Consider the following
scenario:

All job postings created must be approved by the job posting owner. However, at times, the job posting creator
is also the job posting owner. In these situations, the job posting must be approved by the job posting owner's
supervisor. To accommodate this workflow, a rule can be created that compares the job posting owner to the
job posting creator using Equals as an operator.

To set this up:

1. Create a rule for the Job Posting module.

2. Select Add Compare Condition.
3. Choose Text as the Data Type.
4. Define the compare conditional expression: Job Posting Owner equals Job Posting Creator.
5. Add the rule to a new or existing Job Posting approval group at a level with Job Posting Owner's
Supervisor as the Role.

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Ordering and Grouping
Once you've added the conditions for your rule, you can move the expressions up or down in the list using the
move icon. After expressions are in the correct order, choose the appropriate operators (And or Or) to define
the relationships between the conditions.

For more complex rules, you can group expressions by selecting the Start Group and End Group options.

 Note

Before creating complex rules, draft your expressions to ensure you choose the appropriate options for
ordering and grouping.

8.22.2 Time Sheet Rules

Customers who use rate schedules can view and manage time sheet rule associations.

There are two types of time sheet rules available here:

• SAP Fieldglass predefined time sheet rules

• Buyer-specific time sheet rules

SAP Fieldglass predefined time sheet rules cannot be edited or removed. Buyer-specific time sheet rules are
available to be managed by your company's configuration managers.

The predefined rules listed below are available. Rule names are prefixed with [FGLS].

• Hours Worked - populates the hours worked on the time sheet.

• Hours worked up to work order daily hours - populates the hours worked per day up to the work order daily
threshold.
• Hours worked up to work order weekly hours - populates the hours worked per day up to the work order
weekly threshold.
• Hours worked over work order daily hours - populates the hours worked per day over the work order daily
threshold.
• Hours worked over work order weekly hours - populates the hours worked per day over the work order
weekly threshold.

Predefined time sheet rules are available for association in the Time Sheet Rule or Custom Script field, along
with your custom time sheet rules, on the rate schedule definition.

8.22.3 Conditional Activity Item Rules

In order to make activity items more aligned with the purpose of a buyer's activity checklist, customers can
place a condition on an activity item by creating a rule engine rule. A filter determines whether that condition is
applicable before it's assigned to a document.

To create a conditional activity item, you must set up a rule with a condition and then add it to the activity
item. To achieve this, you must have the Use Rule Engine company configuration enabled and the Activity

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and Offboarding Activity Manage Rule Engine Manage and Activity Item View user role
permissions enabled.

To set up a rule with a condition, use the following steps:

1. From the Rule Engine form page, under the Type dropdown field, select Activity Item. Selecting the
Activity Item option opens the Rule form page.
2. Fill out the first fields, then select the +Add Condition link from the Filters section. This opens the Add
Data Fields modal, which displays a list of system-defined fields and previously configured custom fields
(with User Defined Pick List, Company Predefined Pick List, and SAP Fieldglass Predefined Pick List data
types).
3. Make a selection and choose Add. If you've selected a custom field, you can choose the Select button in
the Values column to choose the predefined value for the custom field and further define your condition.

After setting up a rule, you must then add the rule to an activity item. When creating a new activity item, on
the activity item form page, the new Rule (optional) dropdown field displays when one of the following values is
selected for the When will this be due at document creation? field:

• Prior To Worker Start

• After Worker Start
• On Worker Start
• On Worker End
• After Worker End
• Prior To Worker End
• After Work Order Create
• On Worker Order Draft
• Before Projected Parity Date
• Work Order Or Work Order Revision Accept
• On Worker Close
• On Work Order Accept
• Work Order Revision Accept
• After Work Order Accept
• After Work Order Revision Accept
• Specific Calendar Date
• Prior to Worker Revision Start
• On Worker Revision Start
• After Worker Revision Start
• On Revision Start
• After Revision Start

The Rule (optional) dropdown field displays all previously configured rules created from the Rule Engine admin
object. Make a selection from this dropdown list.

This functionality applies to activity items for the following documents: Contingent workers, work orders,
work order revisions, SOW workers, and SOW worker revisions. It is available for the following activity item
completion types:

• Add Attachment to Worker

• Add Attachment with Expiration Date

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• Add Form Attachment
• Complete Custom Fields
• Complete Onboarding Task
• Complete Offboarding Task

An activity item can only be associated to one rule; however, a rule can be associated to multiple activity items.

 Note

This functionality can't be used with prerequisite activity items.

8.23 Security ID Format

Used to create security ID formats based on country.

In order for the admin object to be available, the Enable Security Information company configuration and
Allow Security ID format by Worker Country of Origin company sub-configuration must be enabled.

User Role Permissions

• The Security ID Format View permission enables visibility into the Security ID Format admin object.
• The Security ID Format Manage permission allows buyers to configure the security ID formatting for each
country or region.

Security ID formatting is determined by the security ID format defined for each country or region in this admin
object. If a security ID format isn’t defined for a country or region, the default company format from the
Enable Security Information company configuration is applied. When the Enable Security Information and
Allow Security ID formt by Worker Country of Origin configurations are enabled and the security ID format is
defined, the worker's country of origin must be entered by all suppliers when submitting job seekers or SOW
workers.

Create a New Security ID Format

On the Security ID Formats Details list view page, found in this admin object, buyers can create a new security
ID format entry by selecting the New button. This action directs users to the Add Security ID Format modal
where buyers must enter information in the Country/Region and Pattern fields (the Description and Value
fields are optional). The Test option permits users to test the security ID format against a user-entered value.
Note that each country can have only one security ID format defined for itself.

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8.24 Segmented Object Detail

Used to capture multiple rows of data on custom fields, cost center attributes, or complex accounting strings.

Introduction

SAP Fieldglass supports three possible uses of Segmented Object Detail (SOD):

1. Grid SOD is available by default to all Buyer companies. Grid SODs get associated to custom fields to allow
end users to input multiple rows of data in a table format. See Create Custom Fields for more information.
2. Cost Center Attribute SOD is available when the company configuration Enable Segmented Object
Detail is enabled for Contingent, Services, or both, but the company does not use SOD for allocation.
These SODs are used to string together multiple segments of data as an attribute of a cost center, allowing
for a more detailed breakdown of cost center charges. SODs are associated to cost centers and passed to
work orders, workers, and SOW line items, when applicable. See X for more information about using SODs
as cost center attributes.
3. Cost Center Allocation SOD is available when the company configuration Require Segmented Object
Detail based allocation on Job Postings and Statements of Work is enabled. These SODs are used to
allocate cost. SOD allocation is passed to work orders, workers, and SOW line items, when applicable. See
X for more information about using SODs to allocate cost.

Create Segmented Object Detail

To create a Segmented Object Detail, go to Admin Configuration Configuration Segmented Object

Detail and click New.

First, you must select Type.

• Grid is available in all companies.

• Segmented Object Detail is only available when your company uses SODs as cost center attributes or for
cost center allocation.

The selected Type determines what other fields you need to complete. Once you complete the required fields,
click Add to save the new SOD.

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Details Section Fields
Depending on the Type you selected, and your company setup (using SOD as an Attribute or for Allocation),
these fields may display in the Details section:

After Saving, is
Supported on field Editable or
Field Purpose Types Setup Notes Locked?

Module Module to which the SOD Segmented Ob- Cost Center is selected and locked Locked
will be assigned. Currently, ject Detail: At- by default.
the only option is Cost tribute
Center.
Segmented Ob-
ject Detail: Allo-
cation

Document Type The document type on Segmented Ob- Options are based on the enabled Locked
which to include the SOD. ject Detail: At- company configurations and can in-
tribute clude:

Segmented Ob- • Contingent, which can be in-

ject Detail: Allo- cluded on job postings and
work orders.
cation
• Services, which can be included
on SOW line items.
• Both, which can be included on
job postings, work orders, and
SOW line items.

If your company uses SOD as an At-

tribute and has enabled more than
one option, you must select one.
Otherwise, the field will be selected
and locked by default based on the
options your company uses.

Code Code for the SOD. All Types Code is required. Locked

Name Name for the SOD. All Types Name is required. Editable

Visible To Indicates whether the SOD Segmented Ob- Select Yes or No. Editable
should be visible to the ject Detail: At-
Supplier. tribute

Number of Seg- The number of segments All Types Select a number from 1 to 40. Locked
ments to be included in the SOD.

Delimiter The delimiter to be used All Types Select from these options: Locked
to separate each segment.
The delimiter is visible in
• ; (semi-colon)

the UI, on reports, and in • | (pipe)

downloads. • - (hyphen)
• : (colon)

Selectable? Determines if this segment All Types Select from these options:
object detail can be se-
lected from a dropdown
• Yes

menu for new docs. • No

Yes

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 After Saving, is
Supported on field Editable or
Field Purpose Types Setup Notes Locked?

Includes Non- This field indicates Segmented Ob- Select Yes or No. If you select Yes, Locked
Linear Depend- whether non-linear seg- ject Detail: Allo- you will need to complete the Pick
encies between ments from different pick cation List field.
Segments lists are supported on this
SOD. Refer to Complex Ac-
counting Strings for more
information about non-lin-
ear structures.

Pick List One or more pick lists that Segmented Ob- This field will only display when Locked
will be used to complete ject Detail: Allo- Includes Non-Linear Dependencies
Segments in the SOD. cation between Segments is set to Yes. Se-
lect one or more pick lists by clicking
+Add Pick List. Segment Headers
from the selected pick lists will be
available to choose in the Segments
section.

Segments Section Fields

The Segments section displays different columns based on the selections you make in the Details section. You
will need to complete as many Segments as you specified in the Number of Segments field.

After Saving,
is field Edita-
Supported on ble or
Column Purpose Types Setup Notes Locked?

Segment Name of the Segment. All Types Name is required. You should enter a Name that Editable
Name describes what data the end user needs to en-
ter.

When Includes Non-Linear Dependencies

between Segments is set to Yes, this field is
a dropdown with a list of all Segment Headers
from the pick lists included in the Pick List field.

Type Type of the Segment. All Types Type is required unless theIncludes Non-Linear Locked
Dependencies between Segments is set to Yes,
in which case, Type is suppressed. Select from
these options:

• Text
• Number
• Date
• Segmented Pick List
• Company Predefined Pick List
• SAP Fieldglass Predefined Pick List

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 After Saving,
is field Edita-
Supported on ble or
Column Purpose Types Setup Notes Locked?

Pick List Pick List that the Seg- All Types When Typeuses a Pick List, the Pick List field is Locked
ment will use. required. Select from available Pick Lists for the
specified Type.

When Includes Non-Linear Dependencies

between Segments is set to Yes, Pick List de-
termines which of the selected pick lists will
be used in validations. (It is possible that two
of more of the SOD's selected pick lists could
contain Segment Headers with the same name;
thus, you must specify which pick list to use.)

Start Date and Denotes the Segment Segmented These fields will only display when Includes Locked
End Date Headers that will be Object Detail: Non-Linear Dependencies between Segments
used to validate Start Allocation is set to Yes and the Pick List selected for the
and End dates. row has segments with Data Type of Date. You
can select a Segment Header that uses a Date
format for each of these fields, or, if this Seg-
ment row does not need to validate on date, you
can leave the fields blank.

PO Segment Denotes the final seg- Segmented Select the radio button for the final segment Locked
for Contingent ment that will be in- Object Detail: that should be included in the PO for Contin-
cluded in the PO for Allocation gent. All segments up to and including the se-
Contingent lected segment will be mandatory. For example,
if you have five segments but only the first three
are part of the PO, select the radio button for
the third Segment.

PO Segment Denotes the final seg- Segmented Select the radio button for the final segment Locked
for Services ment that will be in- Object Detail: that should be included in the PO for Services.
cluded in the PO for Allocation All segments up to and including the selected
Contingent segment will be mandatory. For example, if you
have four segments but only the first two are
part of the PO, select the radio button for the
second Segment.

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 After Saving,
is field Edita-
Supported on ble or
Column Purpose Types Setup Notes Locked?

Mandatory Denotes whether the All Types When Includes Non-Linear Dependencies Locked
Segment is mandatory between Segments is set to No or is not
or optional. applicable, check the checkbox to make the
Segment mandatory or leave the checkbox un-
checked to make the Segment optional.

When Includes Non-Linear Dependencies

between Segments is set to Yes, select one of
these options:

• Optional is only available for Segments

that come after Purchase Order (PO) seg-
ments. Optional means that the end user
is not required to make a selection in this
Segment.
• Mandatorymeans that the end user must
select a value for the Segment to continue.
If there is no value available, the user is not
able to continue.
• Mandatory if Value Exists is selected, the
end user must select a value if there is a
value in the dropdown list. If no values are
available, the Segment is grayed out and
the user can continue.

Modules Section Fields

This section only displays when Type is Segmented Object Detail and your company uses SOD as a cost
center Attribute. Once you save the SOD, none of the fields in this section are editable.

Column Purpose Setup Notes

Module Displays the possible modules Available modules vary by Document Type.
where the SOD can display.
• Contingent displays modules Job Posting, Work Order, and
Worker.
• Services only displays module Statement of Work, but this
impacts SOW work orders, workers, events, fees, and sched-
ules.
• Both displays all four modules.

Visible On Denotes whether the SOD will be Check the checkbox to make the SOD visible and editable on the
visible on each module. module. If the field is mandatory on the module, the checkbox will
automatically be checked.

Mandatory On Denotes whether the SOD will be Check the checkbox to make the SOD mandatory on a particular
mandatory on each module. module. You can check this box for Statement of Work, Job Post-
ing, and Work Order modules. The Worker module will inherit the
same Mandatory On value as the Work Order module.

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Associate Cost Centers
After you create a SOD with Type of Segmented Object Detail, you will need to associate the SOD to cost
centers before end users will see it. A SOD can be used on multiple Cost Centers, but each Cost Center can
only use one SOD. This is true for both Attribute and Allocation SODs.

1. On the Details page for the SOD, click the Cost Centers tab.
2. Click Add.
3. On the Associate Cost Centers window, select either Used or Unused cost centers.
4. You can optionally filter the results by selecting Status, Name, or Code then clicking Filter.
5. To select Cost Centers, check the checkbox next to each Cost Center you want to add, then clickAdd.
6. When the page refreshes, you will view the newly added Cost Centers.

You can optionally select a SOD when you create or edit a Cost Center. See X for details.

View Segmented Object Detail

To view a Segmented Object Detail, go to Admin Configuration Configuration Segmented Object

Detail . In the Segmented Object Detail List, you can sort and filter the list using these columns:

Column Purpose

Code Displays Code. Click Code to view the SOD details.

Name Displays SOD Name.

Type Displays SOD Type: Grid or Segmented Object Detail.

Module Displays module for Segmented Object Detail type SODs.

Document Type Displays Contingent, Services, or Both for Segmented Object Detail type SODs.

Number of Segments Displays Number of Segments for each SOD.

Click a SOD Code to view details, associations (when applicable), and actions.

Edit Segmented Object Detail

To edit a Segmented Object Detail, go to Admin Configuration Configuration Segmented Object

Detail . In the Segmented Object Detail List, click the Code of the SOD you want to edit.

• Fields are editable or locked as described in Create Segmented Object Detail.

• Once you complete your edits, click Update to save the changes.
• Edits to Name and Segment Name will apply the next time a Buyer enters or edits that SOD on a
document.
• Edits to Visible to Supplier will immediately affect Supplier visibility of the SOD.

You can edit the Cost Center associations on a SOD at any time. Removing an association does not remove the
SOD values previously entered on documents.

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Remove Segmented Object Detail

To remove a Segmented Object Detail, go to Admin Configuration Configuration Segmented Object

Detail . In the Segmented Object Detail List, click the Code of the SOD you want to remove.

You can only remove a SOD when it has no associations.

• For SODs for Type Grid, you will view a Remove button on the Details page of the SOD. Click Remove, then
on the confirmation window, click OK.
• If the SOD is associated to one or more Custom Fields, you will view an error message. You must
remove the SOD from all custom fields before you can remove the SOD.
• If the SOD is not associated to any custom fields, the SOD will be removed, and it will not be selectable
the next time someone creates a custom field.
• For SODs of Type Segmented Object Detail,
• If the SOD is associated to one or more Cost Centers, the Remove button will not display. You must
remove all Cost Centers associations from the SOD in order to view the Remove button.
• Once Remove is visible, click Remove, then on the confirmation window, click OK.
• After a SOD of this type is removed, it will continue to display on existing documents until the Cost
Center is edited on that document.

8.24.1 Complex Accounting Strings

Allows Buyers who have accounting strings that include multiple segments with varying hierarchical
relationships to replicate their specific account string structures in the SAP Fieldglass application.

The accounting string structures may be linear or non-linear.

Linear Example: An accounting string could be comprised of three segments: Cost Center, Project, and
Activity where the cost center selection filters the projects, and then the project selection filters the activity.

Non-Linear Example: An accounting string could be comprised of three segments: Cost Center, Project, and
Activity where the cost center filters the selection of the project and activity but there is no dependence
between a project and an activity value.

To ensure buyers can replicate their specific accounting string structures, the Segmented Object Detail (SOD)
admin object supports both linear and non-linear segment values.

The company configuration, Require Segmented Object Detail based allocation on Job Postings and
Statement of Work, is designed to be used to enable complex accounting strings. When this configuration
is enabled:

• The existing segmented object detail admin object is enhanced so that purchase order segments can be
captured.
• Segmented object detail can be added on cost centers.
• When added to a document, cost centers must be assigned at least one set of segmented object detail
values. Cost allocation is then driven by the segmented object detail string.

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Complex Accounting Strings Setup

Describes how to set up complex accounting strings.

Company Configuration Options

To help buyers create complex accounting strings, the Require Segmented Object Detail based allocation on
Job Postings and Statements of Work configuration must be enabled.

• If this company configuration is enabled, the Require GLA Allocation on Job Postings and Statements of
Work configuration cannot be enabled.
• At least one option under Enable Segmented Object Detail, Apply to Cost Center for Contingent and/or
Apply to Cost Center for Services must be selected.

When this configuration is enabled, buyers have the option to enable the sub-configuration, Perform
Segmented Object Details date validation on Line Item submission and beyond until Invoice approval.

Important: Once enabled, this company configuration cannot be disabled.

When the Changes to statement of work cost centers are inherited by company configuration is enabled,
cost center changes are propagated downstream to the items enabled in the configuration. When Require
Segmented Object Detail based allocation on Job Postings and Statements of Work is also enabled, the
respective cost center segmented object detail information will also be propagated.

The application allows the configuration, Require Segmented Object Detail based allocation on Job Postings
and Statements of Work, to be enabled along with the configuration, Allow workers Access to all cost
Centers and Task Codes, and submit Time Sheets through the UI (can be updated on worker only). When
both configurations are enabled and workers submit time sheets via the user interface, a worker is not able
to submit a time sheet if the cost center used on the time sheet is not on the work order. Standard upload
integrations will bypass this validation and allow the time sheet to be submitted.

Custom Field Segmented Pick Lists

The following flags are available when a new pick list of type Custom Field Segmented Pick List is created.

• When Auto Fill first segment value with a native field value is enabled, the value of a native field will be used
as the value of the first segment on a workflow document. The next segment values will be filtered based
on this value. For now, only Active Cost Centers are allowed.
• When Auto Fill first segment value with a native field value is enabled, the Suppress from document form
page field is displayed When Suppress from document form page is enabled, the first segment is not
displayed in the user interface and is not stored in the database. The value of the first segment will only be
used to filter the second segment, which will appear as the first segment in the user interface, and to allow
uploading of the mapping data.

Segmented Object Detail

When a user is creating new segmented object detail and the Require Segmented Object Detail based
allocation on Job Postings and Statements of Work configuration is enabled, the Document Type field is
automatically populated. The value depends on whether SOD has been enabled for contingent or services or
both.

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When a user is creating new segmented object detail and defining segments, Segmented Pick List is now
available as an option in the Type column, regardless of whether the Require Segmented Object Detail based
allocation on Job Postings and Statements of Work configuration is enabled. When this value is selected, the
pick lists created by the buyer appear in the Pick List dropdown list next to the Type. For each pick list in the list,
the number of segments in the pick list is noted.

When a pick list has been selected, the segment in which the pick list was selected and the following segments
equal to the number of segments in the selected pick list are auto-filled from the selected segmented pick list.
For example, suppose a pick list was selected on the second segment and it has four segments. Segments 2, 3,
4, and 5 are filled with the segment names from the selected pick list and the segment names are automatically
displayed.

When the Require Segmented Object Detail based allocation on Job Postings and Statements of Work
configuration is enabled, new PO Segment for Contingent and PO Segment for Services fields are displayed,
depending on whether SOD has been enabled for contingent or services or both. Some of the segments in
the segmented object detail will be needed for job postings, statements of work, work orders, work order
revisions, and workers, as cost allocation will be based on these strings. These segments will be required for
purchase orders. The segments that will be needed are specified using the radio buttons in the PO Segment for
Contingent and PO Segment for Services columns.

All of the segments from the first segment in the list to the segment with the selected radio button must be
completed by the buyer for job postings, statements of work, work orders, work order revisions, and workers in
order to be included in purchase orders. The remainder of the segments will be available on line items such as
time sheets, expense sheets, and events. These segments can be optional or mandatory.

If SOD has been enabled for both Contingent and Services, the segment selected in the PO Segment for
Contingent column can be different than the segment selected in the PO Segment for Services.

Complex Accounting Strings Usage

Describes how and when to use the Complex Accounting Strings feature.

Job Postings

When creating a job posting, the only section that has been changed due to Complex Accounting Strings is
Cost Allocation. Users can click Edit to enter values for the segmented object detail.

The new + Add Segmented Object Detail link allows the user to enter multiple segmented object detail strings
and allocate costs between them.

The SOD information for cost centers is also displayed under the Cost Allocation section of the job posting
Review page.

When viewing a job posting, the SOD information is displayed on the Summary and Details tabs.

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Work Orders and Work Order Change Requests

• On work orders and work order change requests, the Cost Allocation section has been enhanced in the
same way that is has been enhanced on job postings.
• When a work order has been created, a new button named Add and Remove Segment Object Detail will be
available when the Cost Allocation tab is displayed or when the user selects the Cost Center Management
action. This button allows the user to add or remove segmented object detail for the selected cost center.
• The existing Add Cost Centers dialog box has been modified to allow users to select a cost center and add
segmented object detail.

Workers

• The worker Details page now displays the cost center/segmented object detail option along with an option
to edit the SOD strings.
• When a worker has been created, the Cost Allocation tab or the Cost Center Management action will
display all the task codes and expense codes associated to the selected cost center/SOD string. The Add
and Remove Segment Object Detail button will allow the user to add or remove SOD strings from the
selected cost center.

Statements of Work

• On statements of work, the Cost Allocation section has been enhanced in the same way that is has been
enhanced on job postings.
• When a work order for an SOW worker has been created, a new button named Add and Remove Segment
Object Detail will be available when the Cost Allocation tab is displayed or when the user selects the Cost
Center Management action. This button allows the user to add or remove segmented object detail for the
selected cost center.
• The existing Add Cost Centers dialog box has been modified to allow users to select a cost center and add
segmented object detail.
• When copying or revising a statement of work, the cost center/SOD combination from the original SOW
will be copied and the new SOW will go into Pending Approval status. If any of the copied cost center/SOD
combinations are now invalid, an error message will be displayed.
• When renewing a statement of work, the cost center/SOD combination from the previous SOW will be
copied and the new SOW will go into Pending Approval status. Fieldglass will allow the SOW to be approved,
even if one or more of the cost center/SOD combinations are now invalid.

Statement of Work Revision

• On statement of work revisions, the Cost Allocation section has been enhanced in the same way that is has
been enhanced on job postings. A warning message, “Cost Center changes could affect SOW Workers for
this Statement of Work,” is displayed when the buyer changes the cost center/SOD allocation.

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• When the buyer edits a statement of work revision, the warning, “Modifying a Statement of Work
Revision’s Owner, Business Unit, Site and/or Cost Center can affect approvals. As a result, SAP Fieldglass
automatically generates an SOW Revision to support the changes. The Revision is not subject to any
approvals.”

Master Statement of Work

• Master Statements of Work display only cost centers and no SOD. SOD level allocation is done at the child
SOW level.

Approving Statement of Work Line Items

• Approvers can edit cost centers and task codes if the Approver can change the cost centers and task codes
on schedules, fees, and events configuration is enabled.
• If the Approver can specify a single cost center and task code sub-configuration is enabled, the approver
will be able to select only one cost center, task code, and SOD string. If there are post-PO segments to the
SOD definition, the user will be able to enter values for the post-PO segments. The PO segments will be
non-editable.
• If the Approver can add and edit allocation for multiple cost centers sub-configuration is enabled, the
approver will be able to edit allocations on the existing cost centers (per SOD) and can also add new cost
centers. When a new cost center is added, the user must also add at least one SOD string.
• If the Approver can add and edit allocation for multiple cost centers and task codes sub-configuration
is enabled, the approver will be able to edit allocation on the existing cost centers (per SOD) and can also
add new cost centers. When a new cost center is added, users will have to add a task code and SOC string.

Project Cost Centers

• If the Approver can change the cost centers and task codes on schedules, fees, and events configuration
is enabled, the Is this a Project Cost Center? field is not displayed for cost centers and the feature is not
available.

Non Linear Structure Usage

Describes how and when to use the Non Linear Structure feature.

When a non-linear SOD is created and selected on a document, there are still linear dependencies that are
applied during the selection of the segments.
Example: The SOD selected on the document is SOD1. Two pick lists are included on SOD1, PL1 and PL2. The
segments on each pick list and SOD1 are as follows:

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• PL1 Segments - LE, CC, UC
• PL2 Segments - LE, CC, ET, Project, Start Date, End Date
• SOD1 - LE (PL1), CC (PL1), UC (PL1), ET (PL2), Project (PL2), Start Date (PL2), End Date (PL2)

When the user selects SOD1 on the document, the segments work as follows:

• LE - the list of values is from PL1

• CC - the list of values is from PL1 filtered by the LE selection
• UC - the list of values is from PL1 filtered by the LE and CC selections
• ET - the list of values is from PL2 filtered by the LE and CC selections since LE and CC are also segments
on PL1
• Project - list of values from PL2 filtered by the LE, CC, and ET selections; the Projects are further filtered by
the date validations (The system validates that at least one date on the segment overlaps with the dates on
the document.)

8.25 XSL Template

Used to generate PDF documents and contracts. The template determines the data to be included on the
invoices and contracts as well as the formatting.

The XSL Template admin object is used to upload customized XSL templates to format the following:

• Custom PDF worker or work order contracts

• Custom PDF invoices
• Custom PDF consolidated transaction invoices (only available for SOW line item consolidated transaction
invoices)
• Custom buyer-defined time sheets
• Worker Management Record PDF
• Buyer SOW Print

Buyers can upload multiple templates if sites have different formatting requirements. Suppliers can also upload
XSL templates that can be used to generate contracts when a buyer-side template does not exist. The XSL
Baseline Templates contains the standard formatting and SAP Fieldglass native fields. You can download and
customize a baseline template, and then upload your new customized template.

To upload a template, click New and enter the Name, select the Type, and select the formatting options. When
you've uploaded a template a preview option is available. You can select the document you want to preview in
the Document ID field. A preview will be generated using the XSL template.

8.25.1 Work Order Contracts

Custom PDF contracts can be formatted and attached to work orders using the Activity Item Type XSL
template.

SAP Fieldglass provides your company with a flexible and self-managed means to establish work order contract
workflows using XSL templates and activity items. Activity items are used to define each step of the workflow,

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the user role responsible for completing the step, and the order in which the steps should be completed.
Multiple variations of the workflow can be configured depending on the location, the worker type, or the
supplier.

The auto-generated, customizable PDF contracts can be produced, signed, and maintained per worker
assignment. This contract is based on SAP Fieldglass data, can be easily printed, and supports a controlled
signature workflow. The contract is stored in SAP Fieldglass on the related Work Order. To use this option, an
Add Attachment to Work Order activity item must be created to generate and attach the document to a work
order. Other activity items, such as Validate a Document and Sign a Document Manually can also be used to
support this workflow.

8.25.2 Custom PDF Invoice

Custom Invoice PDFs can be attached to invoices using the Invoice Type XSL template.

A custom PDF version of an invoice can be generated and stored on the Invoice record. To generate a custom
PDF invoice, the buyer and/or the supplier must define a custom XSL template. When this type is selected, a
Behavior field displays with the options: Create Time and Real Time.

• Select Create Time to have the PDF invoice generated and attached when the final invoice is approved. The
PDF will be stored on the invoice.
• Select Real Time to have the PDF invoice generated when the Print button is clicked. The PDF will not be
stored on the invoice.

Multiple templates can be uploaded to support variances for different sites. Site associations can be made
once a template using Type: Invoice has been created and uploaded.

When an invoice record is approved, the following process is used to determine how to generate a custom PDF
invoice.

• If a supplier template exists for the buyer-supplier combination, a custom PDF is generated from the
supplier's template.
• If no supplier template exists, and the buyer has a template for the buyer-supplier combination, a custom
PDF is generated from the buyer's template.
• If neither a supplier nor buyer template exists for the supplier-buyer combination, the SAP Fieldglass-
defined XSL template is used to generate a PDF invoice when the Print button is clicked on the invoice
page.

 Note

For buyers with an MSP, invoices are only available from the Supplier Details tab. The Print button is only
available on the Supplier Details tab.

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8.25.3 Consolidated Transaction Invoices - SOW Line Items

If a customer needs an SOW line item consolidated transaction invoice to have a format different than
the version typically produced by SAP Fieldglass, custom PDFs can be created for consolidated transaction
invoices.

Buyer and supplier users with the administrative permission to Manage the XSL Template module can create
customized versions of the consolidated transaction invoice created for SOW line items. These users see an
XSL Baseline Template on the XSL Template List. For buyers, the template is labeled 'Consolidated Invoice
(Supplier Created)' with the Type 'SOW Line Items'. For suppliers, the template is labeled 'Consolidated
Transaction Invoice' with the Type 'SOW Line Items'.

To upload a custom version, select New and complete the fields .When this type is selected, the PDF
Generation Behavior field can only be Create Time.

Multiple templates can be uploaded to support variances for different situations.

8.25.4 Worker Management Record

Worker Management Records can be generated for work orders using the Worker Management Record Type
XSL template.

In some markets, a buyer-defined contract is executed for every worker’s assignment. Among other details,
the contract defines the assignment dates and work schedule. Upon request, you can supply a Worker
Management Record that outlines the assignment's details and associated time sheets from the worker's
record.

This option is available for contingent workers when the Enable Worker Management Record site
configuration is enabled at the company level. This option is available for SOW workers when the Enable
SOW Worker Management Record site configuration is enabled at the company level.

At least one XSL Template should be enabled before configuring this feature at the site level. When enabled for
a site, an XSL template must be associated. The XSL template must have its Type set to Worker Management
Record, and the Module button set to Contingent or SOW Worker.

The Manage Contracts / Worker Management Record user role permission for the Work Order module must
be enabled to generate the document on contingent worker records. To generate the document on SOW worker
records, the SOW Worker Management Record user role permission must be enabled for the SOW Worker
module.

Users with permission can select the Generate Management Record option on the Actions menu on worker
records to create the PDF.

Email Worker Management Record Upload

An Email Worker Management Record PDF connector is available to send worker management records as an
attachment to one or more email addresses. The upload uses the Worker ID and email addresses entered in the
file. External email addresses can be used. To use the upload, the Send Worker PDF message must be enabled

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for the Worker module. When the connector file is uploaded, the PDF document is generated and attached to
all applicable emails listed in the upload for the worker ID.

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9 Past Data

9.1 Past & Archive Data

You can access data from past time intervals using the Past Data functionality.

The Past Data functionality automatically moves documents that have aged out of general list views and into
Past Data list views in order to declutter general list views and maintain organization. Note that you lose
visibility into aged documents unless you view them in the corresponding Past Data list view.

To access Past Data, navigate to the Admin menu by selecting the View Administration Menu icon in the
header bar and choose Past & Archive Data under the Past Data section. Select a module from the dropdown
menu. On the Past Data page for the selected module, enter the desired time period in the past, along with any
other information you would like to filter by, and select Apply Filters. Alternatively, you can access Past Data
directly from a list view by selecting the View More Items menu and choosing View Past Data.

If you select the Worker module for Past Data and your company has uploaded data with the Historical Worker
Upload or Historical Time Expense Upload, the Historical Worker list view tab displays on the Past: Workers
list view.

Unless an exception occurs, documents move into Past Data list views at the following times:

• Closed items and paid invoices move into Past Data after 7 days.
• Approved invoices move into Past Data after 45 days.
• Approved expense sheets and time sheets move into Past Data after 90 days.

9.2 Personally Identifiable Information

The Personally Identifiable Information admin object allows buyers to mark certain records for erasure after a
buyer-defined threshold has been reached.

A buyer organization may have data retention policies that require permanent erasure of information that can
be used to personally identify an individual. Functionality is available for buyers called Managing Data Retention
Policies. When enabled, it can be used to erase personally identifiable information (PII) from documents in the
SAP Fieldglass cloud service related to job seekers, workers, and resources, including attachments.

Setup
To begin using the Managing Data Retention Policy functionality, an addendum to your current contract may be
needed. Contact your Professional Services representative (an Account Services or Implementation Resource,
most likely) to start the process.

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Additionally, the Enable Data Retention Policies company configuration must be enabled, and the user profile
flag, Manage Personally Identifiable Information, must be enabled for individual users.

Usage
To automatically identify records containing personally identifiable information that need to be erased, buyers
must set up thresholds using the Personally Identifiable Information Thresholds custom lookup. Once these
records have reached their respective thresholds, they are queued for erasure.

In the admin object, you can select a module (Job Seekers, Workers, Attachments) from the View dropdown
field to view specific record types.

Three tabs / lists are provided to view and erase records:

• Records Past Threshold - Records that are past their threshold.

• Queued Records For Erasure- Records that have been selected for erasure and are set to be erased 14
days from the time they were selected.
• Search Records- Users can search for worker, resource, or job seeker records using the record ID and
erase them. This action moves the record into the Queued Records for Erasure list.

From the list view, you can select the items that should be erased. To erase the data:

• Select the checkbox preceding an item and then select the Erase button. A warning message displays.
When the user selects Confirm on the warning message, the items selected are added to the Queued
Records For Erasure list.
• Items in the Queued Records For Erasure list stay in the list for 14 days before the personal information
is permanently erased. During that time, the action can be undone by going to the Queued Records For
Erasure list, which is a link to the right of the Records Past Threshold list, selecting the checkbox preceding
the item and then selecting the Undo button.

For more information, see SAP Fieldglass - Managing Job Seeker, Worker, and User Privacy.

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10 System Tools

The System Tools area is used to monitor system information, push time sheets, and send system broadcast
notifications.

System tools can be used to:

• Create and edit home page announcements

• Push time sheets to workers who have not received them
• Generate a system audit trail
• Send system broadcast notifications to all SAP Fieldglass users
• View a log of all system-generated notifications
• View a list of all work items

10.1 Fieldglass Administrator Login Summary

Monitor SAP Fieldglass employee login activity to your production data.

Buyer administrators can view a list of the SAP Fieldglass employees that accessed their company's
production data. In the Admin menu, under System Tools, selecting Fieldglass Administrator Login Summary
lists the SAP Fieldglass employee with their Login Person, Login Person Role, Login As, and the Time.

Related Information

System Audit Trail [page 449]

10.2 Home Page Announcement

Buyers can add a custom message to the SAP Fieldglass home page that can be displayed to buyers, suppliers,
or workers.

Home page announcements allow buyers to instantly display a message on the SAP Fieldglass home page for
the appropriate user type. For example, an announcement can be created informing buyer users of a new policy
or remind them of an upcoming company event. They can be edited and activated or inactivated as needed.
Users have the option to remove the announcement from their home page; however, when the announcement
is changed or activated, it automatically displays the announcement to all users regardless of whether they
previously removed it from their home page. This ensures that updated announcements are displayed to the
entire user community regardless of their personal settings.

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The Home Page Announcement admin object is located in Admin Configuration System Tools . There
are three announcements available. They all exist with the status Inactive until you activate them. The User
Type options are:

• Buyer - The message displays on the home page for all buyer users.
• Supplier - The message displays on the home page for all supplier users.
• Worker - The message displays on the home page for all workers.

Home page announcements are similar to system broadcast messages; however, while home page
announcements instantly display on the home page, system broadcast messages are only delivered after
the SAP Fieldglass agent runs overnight. In addition, while home page announcements can be edited, system
broadcast messages cannot.

Editing a Home Page Announcement

To edit a home page announcement:

• Select the User Type, Buyer, Supplier, or Worker, to access the announcement details. If there is an
existing message, it displays in the Message area.
• Select Edit. You have the option to include a Start Date and/or End Date.
• Write your message in the area below the formatting tools. Use the tools to customize the look of your text.
To add a link to a URL or email address, use the Insert/edit link icon. You can include any URL or email
address unless your company has specified only certain URLs or email addresses in the Allowed URLs list.
• You have the option to add links to Reference Library Items as part of the home page announcement. If a
user role is not associated to the document category for a selected library item, the user can't access the
document and an error message displays. If Display Text is omitted, the reference library item file name is
used in the link.
• You have the option to enter the URLs of External Links that you want toinclude in the home page
announcement. External links open in a new window. A user's browser settings automatically apply to
external links. Enter Display Text which is used to display the link to the selected external website (this
is required). Ensure that users have access to all included links. You can include any URL unless your
company has specified only certain URLs in the Allowed URLs list.
• Once the home page announcement has been created/edited, select Preview to display a preview of the
updated home page announcement. Select Update to update the home page announcement and instantly
display it on the home page of user type.

Activating/Inactivating a Home Page Announcment

From the Details page, select Activate or Inactivate to display or remove the announcement for all users
regardless of whether they have announcements displayed on their home pages or have previously deleted the
announcement.

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Related Information

System Broadcast [page 450]

10.3 Push Time Sheets

Administrators can search for time sheets using multiple criteria and manually push them to workers when
necessary.

In situations where a time sheet was generated, but was not automatically pushed to the worker, the time sheet
will need to be manually pushed from the Push Time Sheet admin object.

To push a time sheet,

1. Enter the time sheet period. The period range can only span up to four weeks.
2. Select a source and enter the appropriate value. Available sources are: Legal Entity, Business Unit, Site,
Cost Center, and Worker.
3. Optionally enter a Start Day of Week.
4. Select Search Time Sheets. Matching time sheets display in the Search Results section.
5. Select one or more time sheets in the list, and select Push Time Sheets.

Pushed time sheets become available to the workers in Draft status.

 Note

Time sheets that were removed using the Remove option on the time sheet, are available to be pushed
back to the worker. Any time that was previously entered on the time sheet, prior to removal, will remain on
the time sheet when it is pushed back to the worker.

10.4 System Audit Trail

Administrators can generate a history of activity conducted by their company's SAP Fieldglass users.

When searching for entries, use the available search and filter options. Not using these options may return
thousands of audit trail entries and take several minutes for the page to refresh.

Use the fields at the top of the page to filter for the activity records you want to view, and click Filter to display
the initial search results.

If needed, use the fields under the column headings to further narrow your initial search results.

SAP Fieldglass retains all audit trail information until it is purged from the system.

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10.5 System Broadcast

Buyer administrators can create and send broadcast messages to specific recipients (such as scheduled
outages or maintenance).

Broadcast messages display on the recipient’s home page for a specified number of days and via email if their
user preferences are configured to do so.

Once a broadcast message is sent, it cannot be retracted.

System broadcast messages are similar to home page announcements; however, when a home page
announcement is edited or activated, it is instantly displayed on the home page of all selected recipients.
System broadcast messages can be created at any time, but they are not delivered to users until the SAP
Fieldglass agent runs overnight. Buyers do not have the option to change the time broadcast messages are
delivered.

The following audiences can be targeted:

• All or specific users in the buyer’s company

• All or specific active or inactive supplier users associated with the buyer
• All or specific workers associated with the buyer

Enter the required system broadcast information, click Preview to display a preview of the broadcast message,
and click Send to send the broadcast message, or click Cancel to make changes to the broadcast message.

Related Information

Home Page Announcement [page 447]

10.6 View all Notifications

Administrators can view a log of system-generated notifications used to track SAP Fieldglass activity for every
user within a company.

Enter the start and end Date to generate an initial list of system-generated notifications, then click Filter.

If needed, use the fields under the column headings to further filter the entries in the notification list.

Click a notification in the list to see a detailed view in the preview pane.

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10.7 View all Work Items

Administrators can view a list of work items for every user within a company and take any necessary actions.

Locate the work item(s) for the user you want to view and/or take actions on. If needed, use the fields under
the column headings to further filter the entries in the work items list.

Click a work item in the list to see a detailed view in the preview pane, and take appropriate actions (such as
Approve, Mark as Complete, etc.).

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Important Disclaimers and Legal Information

Hyperlinks
Some links are classified by an icon and/or a mouseover text. These links provide additional information.
About the icons:

• Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your
agreements with SAP) to this:

• The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.

• SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.

• Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering an SAP-hosted Web site. By using
such links, you agree that (unless expressly stated otherwise in your agreements with SAP) you may not infer any product claims against SAP based on this
information.

Videos Hosted on External Platforms

Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any
advertisements or other content hosted on these platforms (for example, suggested videos or by navigating to other videos hosted on the same site), are not within
the control or responsibility of SAP.

Beta and Other Experimental Features

Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by
SAP at any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use
the experimental features in a live operating environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your
feedback (e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.

Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax
and phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of
example code unless damages have been caused by SAP's gross negligence or willful misconduct.

Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities,
genders, and abilities.

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