Mobile Android Guide for Users Version 19.01 SP-WX-MBLAND-UG-201706--R019.01
Sage 2017. All rights reserved. This document contains information proprietary to Sage and may not be reproduced, disclosed, or used in whole or in part without the written permission of Sage. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Sage takes care to ensure that the information in this document is accurate, but Sage does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Sage, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Sage as set out in the contract existing between us. This document may contain screenshots captured from a standard Sage system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. SP-WX-MBLAND-UG-201706--R019.01 Mobile Android Guide for Users Sage 2017 2
Contents Contents About Mobile Android 5 About this Guide 6 Getting Up and Running with Mobile Android 7 Known Issues: Mobile Android 8 Processes Out of Scope 10 Frequently Asked Questions 11 Access and Security 12 How is access to Mobile Android authenticated? 12 How does the Mobile passcode/pin reset process work? 12 We use single sign-on. How does Mobile control access for us? 13 We use IP range-restriction for our users. How does Mobile control access for us? 14 How do I restrict access to Mobile? 14 How do I stop access to Mobile for leavers? 14 Can I access Mobile when I'm offline? 15 Does Mobile store any data on my device for access offline? 15 Can Mobile Android users download PDFs directly to their mobiles? 15 Implementation and Deployment 16 How do I configure Sage People to support Mobile Android? 16 How do I make a WX process available through Mobile? 16 How do I deploy Mobile Android to employees? 16 How can I see who is accessing Sage People Mobile? 17 How does accessing Sage People through Salesforce1 differ from Mobile? 18 How do I make different Sage People processes available to different groups of users through Mobile? 18 How are updates to Mobile Android deployed? 18 What impact does Mobile have on data usage for personal devices? 19 Functionality 20 How do I know which parts of Sage People are available through Mobile? 20 Are all WX processes supported by Mobile? 20 How does Mobile differ from Mobile Web View? 21 How does Mobile view differ from WX Desktop view? 23 Can I access Administration pages through Mobile? 24 Do push notifications show on my device if Mobile is not running? 25 Does Mobile support Pull to Refresh? 25 Does Mobile display the old style Collaboration Portal? 25 How do I add or replace a Team Member photo? 25 Branding 26 Can I change the icon for the Mobile app? 26 How do I use my own logo on Mobile? 26 How do I change the colors used for Mobile? 26 Mobile Android Guide for Users Sage 2017 3
Contents Index 27 Mobile Android Guide for Users Sage 2017 4
About Mobile Android Sage People Mobile is a dedicated app for Android - Mobile Android - and ios - Mobile ios. The app enables display and use of all WX Processes on mobile devices using either of the supported operating systems with minimal configuration - you decide which processes to display on Mobile with a single checkbox on the WX Process instance page. The current release of Sage People Mobile Android is designed and built to run on any Android device with Android version 6 and above. As an alternative to Sage People Mobile you can use the standard Sage People application through a mobile browser - Sage People Mobile Web. This version of Mobile Android: Is available on Google Play Store. Supports push notifications. Supports pull-to-refresh. Mobile Android Guide for Users Sage 2017 5
About this Guide This guide covers features supported by HCM version 19.01 or later. Make sure you are using the latest available HCM version to take advantage of the latest feature set. Enhancements in this release are shown: Highlighted text indicates a significant enhancement. Mobile Android Guide for Users Sage 2017 6
Getting Up and Running with Mobile Android 1. Download and install the Mobile app from the Google Play Store. Search for Fairsail and select the app. Downloading includes granting permission for push notifications; if you do not want to receive push notifications from Sage People you can turn them off within the app after installation. You are prompted to set up a Salesforce Passcode. 2. Enter your chosen Passcode. You are logged into Sage People. Sage People Mobile Android is now ready for you to use. Mobile Android Guide for Users Sage 2017 7
Known Issues: Mobile Android Known issues are those which: Are not major; any major issues are resolved before release. May impact Sage People implementations in some practical way. Are planned to be fixed as soon as possible. This release has the following known issues: Reference When opening a locked screen in response to a push notification, Mobile does not navigate to the relevant page for the notification. When completing a Timesheet, the Timesheet opens in the local browser; the browser stays open after completing the Timesheet. To return to the app, close the browser. 3081 3506 For all connectivity issues, before attempting other solutions: Close and restart the Mobile app. Mobile Android Guide for Users Sage 2017 8
Processes Out of Scope All WX Processes are now supported except: Hiring Manager Internal Portal My Applications Salary Planning Mobile Android Guide for Users Sage 2017 10
Access and Security (see page 12) Implementation and Deployment (see page 16) Functionality (see page 20) Branding (see page 26) Mobile Android Guide for Users Sage 2017 11
Access and Security Access and Security How is access to Mobile Android authenticated? In addition to the standard operating system security features - Touch ID offering fingerprint ID on devices with the hardware to support it, a six-digit passcode/pin as standard - Sage People Mobile offers: A separate unique passcode/pin. Passcode/PIN configuration by your Fairsail administrator to require from four to eight digits. A configurable passcode/pin timeout value, from one minute to four hours of inactivity, after which users must re-enter their codes. First time access to Mobile Android requires your regular Sage People username and password - after that you use passcode/pin authenticated access. You can also use Touch ID in place of the passcode/pin. You are prompted for code or Touch ID when the passcode/pin timeout is triggered, but you must use the code when re-opening Mobile Android after closing - you do not get the option to use Touch ID. For more information see the Mobile Android Configuration Guide for your mobile operating system: Fairsail Mobile Android Configuration Guide How does the Mobile passcode/pin reset process work? To reset your Mobile passcode/pin, logout from Sage People. On subsequent login you are prompted to enter a new code. Passcode and PIN Mobile Android and Mobile ios use the term passcode, Salesforce uses both Passcode and PIN. When configuring the Sage People Mobile Connected App in Salesforce, fields are labeled PIN. When entering the code to gain access to Mobile, the code is labeled Passcode. Passcode and PIN are the same thing. Mobile Android Guide for Users Sage 2017 12
Access and Security We use single sign-on. How does Mobile control access for us? Single sign-on support is integrated in Sage People Mobile. When single sign-on is set up for your org, to enable your users to access Sage People Mobile: 1. In Mobile, go to the login page and select Change Server: 2. Select Add Connection: Mobile Android Guide for Users Sage 2017 13
Access and Security 3. Enter a Name and your My Domain URL, as provided when setting up the authentication service through Salesforce. 4. Select Apply. 5. Login. We use IP range-restriction for our users. How does Mobile control access for us? Sage People Mobile observes the range restrictions you have defined as part of the OAuth policies when setting up the Connected App configuration in Salesforce. Our strong recommendation is that you do not enforce IP restrictions for mobile connections. All attempts to access Mobile from outside the permitted range of IP addresses result in an emailed Salesforce validation code to the address associated with the user. How do I restrict access to Mobile? Once installed, Mobile provides mobile device access to Sage People, and is subject to the same access method controls you use for desktop access, including Profile, Policy, and Employment Record start and end dates. Although installed Mobile apps are not remotely deleted, any attempt to use the app to access Sage People will fail unless permitted by standard access controls. How do I stop access to Mobile for leavers? Mobile provides mobile device access to Sage People, and is subject to the same access method controls you use for desktop access, including Profile, Policy, and Employment Record start and end dates. Standard procedure for leavers includes setting an end date on their Employment Records; any employee with an end date on or before today is denied access to Sage People. The Mobile app is not remotely deleted, but it ceases to provide access to Sage People. Mobile Android Guide for Users Sage 2017 14
Access and Security Can I access Mobile when I'm offline? No. You must be connected to the internet to access Sage People Mobile. Temporary loss of connectivity is managed and on restoration you are able to continue from where you were before losing connectivity. Does Mobile store any data on my device for access offline? No. Mobile needs to be connected to Sage People for up to the minute data. No Sage People data is stored on your mobile device. Can Mobile Android users download PDFs directly to their mobiles? You cannot download PDFs directly from the app. However, if your Android device has any other apps enabling PDF viewing or downloading, you can open a PDF in Mobile Android. For viewing and sharing attachments, this provides the same level of security as having company email on your mobile device. Mobile Android Guide for Users Sage 2017 15
Implementation and Deployment Implementation and Deployment How do I configure Sage People to support Mobile Android? In summary: Configure the Connected App. Check Profile settings. Set a checkbox on each WX process you want to use on Mobile. If you are using push notifications, set up a push notification alert message for each Action Event you want to use. Full information is available in the Mobile Configuration Guide for your mobile operating system: Mobile Android Configuration Guide How do I make a WX process available through Mobile? Process availability is controlled by a configuration option. Ask your Administrator to check the Show in Mobile checkbox on the WX Process Edit page. Mobile must be refreshed to show any changes made to process availability while you are connected. Pull to refresh is supported in Sage People Mobile. How do I deploy Mobile Android to employees? Ask your mobile users to download Mobile Android from the Google Play Store. Search for Fairsail and select the app. Then follow the procedure in Getting Up and Running (see page 7). Mobile Android Guide for Users Sage 2017 16
Implementation and Deployment How can I see who is accessing Sage People Mobile? 1. Go to Setup > Administration Setup > Manage Apps > Connected Apps. There are separate Apps for ios and Android. 2. On the Connected Apps page, select a Master Label for either App version - both give you access to the same usage statistics page: 3. On the Connected App Detail page, scroll down to the OAuth policies section and select the View OAuth Usage link: The Usage page includes a User Count column, giving the total number of users accessing each app you have configured for your org: Mobile Android Guide for Users Sage 2017 17
Implementation and Deployment 4. Select the User Count for the App you want to check. Sage People displays the detail page for the app, including: o User Names o Date and time of initial connection o Date and time of last use o Total number of uses How does accessing Sage People through Salesforce1 differ from Mobile? Salesforce1 is a mobile app giving you standard Salesforce access to the Sage People Administrator Portal; it does not give you access to WX. By contrast, Mobile gives you access to full WX functionality and not to the Sage People Administrator's Portal. How do I make different Sage People processes available to different groups of users through Mobile? You can control Mobile access to processes through Sage People Policies. All users assigned to a Policy have access to the processes switched on in that Policy; if those processes also have the Show in Mobile checkbox set on the WX process, they are visible in Mobile. How are updates to Mobile Android deployed? Mobile Android updates are made available through Google Play Store - notification depends on your Android setup. You can choose to apply updates or ignore them. Updates do not have to be applied in strict sequence - you can apply update 1, miss update 2, then apply update 3, for example - but you cannot apply updates in reverse sequence. To access the latest Sage People functionality through Mobile, ensure that your org has the latest version of HCM installed. Mobile Android Guide for Users Sage 2017 18
Implementation and Deployment What impact does Mobile have on data usage for personal devices? Several variables affect the answer. Opening the app results in some data usage for initial load, but staying in the app results in reduced data use through caching. Using standard processes - such as searching the People Bar, submitting an absence request or a recognition, approving an action, creating a Manager Note, or viewing a small WX Report - results in an average data usage of between 0.01MB and 0.05MB per action. Other, more customizable processes - such as Internal Communications - are harder to predict and depend on the nature of the included content. Watching an embedded video uses a lot more data than viewing an Internal Communication comprising text. Accessing support guides - not typically a mobile task away from WiFi - also uses more data because the complete PDF is loaded. Mobile Android Guide for Users Sage 2017 19
Functionality Functionality How do I know which parts of Sage People are available through Mobile? Mobile can be set up to access all WX processes, with your Sage People Policy and individual WX process settings enabling processes to be switched on or off. For Mobile, all processes are supported except those listed in Processes Out of Scope (see page 8). You can see all processes available to you through the Mobile Navigation Bar - select the hamburger: Are all WX processes supported by Mobile? All processes are supported except those listed in Processes Out of Scope (see page 8). The few that use iframes, such as Timesheets, to embed the process in WX do not resize to fit the mobile display and you must scroll horizontally and vertically to view. All features available through WX are available in Mobile. Mobile Android Guide for Users Sage 2017 20
Functionality How does Mobile differ from Mobile Web View? Mobile includes passcode access control and push notification - features that are not available in Mobile Web. Mobile view is identical to Mobile Web view for most operations. In a few cases - covered here - Mobile offers an enhanced view. Logout and Help options moved to the bottom of the Navigation bar: Mobile Android Guide for Users Sage 2017 21
Functionality New Selection Bar added: Show Team option added: Language Selector available through Settings: Mobile Android Guide for Users Sage 2017 22
Functionality How does Mobile view differ from WX Desktop view? Logout and Help links move from top right to bottom of Navigation bar: Service Bar options become drop downs: Actions present single arrow buttons instead of text buttons, and links to Team Members are underscored names instead of buttons: Mobile Android Guide for Users Sage 2017 23
Functionality Org Chart displays as a single column of team members: Can I access Administration pages through Mobile? No. Mobile enables you to access WX processes. You can use Salesforce1 to access Administration pages on your mobile device. Mobile Android Guide for Users Sage 2017 24
Functionality Do push notifications show on my device if Mobile is not running? Yes. Accepting a notification takes you to the Mobile home page. If Mobile is running, accepting a notification takes you directly to the related item. Does Mobile support Pull to Refresh? Yes. To load the latest content, drag down within the app to trigger a refresh action. Does Mobile display the old style Collaboration Portal? No. Mobile is designed to display WX, which offers a fully responsive, mobile-device friendly interface. Mobile displays WX pages even if a Policy has the WX is Active checkbox unchecked. How do I add or replace a Team Member photo? When you use the Take Photo or Select File options from the Edit Work Details view to load a photo, Mobile opens the camera. Select the front facing - selfie - camera. The front facing camera has a lower resolution and keeps the file size down and within the 200KB limit. Mobile Android Guide for Users Sage 2017 25
Branding Branding Can I change the icon for the Mobile app? No. Mobile is identified by the Fairsail icon. You can change the logo as it appears at the top of the page when using Mobile - for more information see the WX Configuration Guide. How do I use my own logo on Mobile? Mobile displays the logo set up for WX. The logo is held as a Static Resource and controlled through two configuration options accessible to your Administrator: To specify a default logo for your organization - on the HCM Configure page, in the WX Setup section, Company Logo field, enter the name of the Static Resource holding the logo. To specify a logo for users of a specific Policy - on the Policy, in the WX section, WX Logo field enter the name of the Static Resource holding the logo. For more information see the WX Configuration Guide. How do I change the colors used for Mobile? Fairsail Mobile displays the colors set up for WX. The color is controlled by two configuration options accessible to your Fairsail administrator: To specify a default color for your organization - on the HCM Configure page, in the WX Setup section, WX Base Color field, enter the hex value of the RGB color code you want to use, or use the color picker. To specify a color for users of a specific Policy - on the Policy, in the WX section, WX Color field, enter the hex value of the RGB color code you want to use. For more information see the Fairsail WX Configuration Guide. Mobile Android Guide for Users Sage 2017 26
Index A About Mobile Android - 5 About this Guide - 6 Access and Security - 11, 12 Are all WX processes supported by Mobile? - 20 B Branding - 11, 26 C Can I access Administration pages through Fairsail Mobile? - 24 Can I access Mobile when I'm offline? - 15 Can I change the icon for the Mobile app? - 26 Can Mobile Android users download PDFs directly to their mobiles? - 15 D Do push notifications show on my device if Mobile is not running? - 25 Does Mobile display the old style Collaboration Portal? - 25 Does Mobile store any data on my device for access offline? - 15 Does Mobile support Pull to Refresh? - 25 F Frequently Asked Questions - 11 Functionality - 11, 20 G Getting Up and Running with Mobile Android - 7 H How are updates to Mobile Android deployed? - 18 How can I see who is accessing Sage People Mobile? - 17 How do I add or replace a Team Member photo? - 25 How do I change the colors used for Mobile? - 26 How do I configure Sage People to support Fairsail Mobile Android? - 16 How do I deploy Mobile Android to employees? - 16 How do I know which parts of sage People are available through Fairsail Mobile? - 20 How do I make a WX process available through Mobile? - 16 How do I make different Sage People processes available to different groups of users Fairsail Mobile? - 18 How do I restrict access to Mobile? - 14 How do I stop access to Mobile for leavers? - 14 How do I use my own logo on Mobile? - 26 How does accessing Sage People through Salesforce1 differ from Fairsail Mobile? - 18 How does Mobile differ from Mobile Web View? - 21 How does Mobile view differ from WX Desktop view? - 23 How does the Mobile passcode/pin reset process work? - 12 How is access to Mobile Android authenticated? - 12 I Implementation and Deployment - 11, 16 K Known Issues Mobile Android - 8 P Processes Out of Scope - 10, 20 W We use IP range-restriction for our users. How does Mobile control access for us? - 14 We use single sign-on. How does Mobile control access for us? - 13 What impact does Mobile have on data usage for personal devices? - 19 Mobile Android Guide for Users Sage 2017 27