Use integrations to set up notification schedules for outbound notifications, configure a share point site and import data such as LMS numbers.
To access the applicable menu items as mentioned below, navigate to “Settings” on your dashboard.
Navigate to Integrations on your dashboard and select Manage.
1) Notification Schedules
Setup your notification schedules for Manpower submissions to be received at a set frequency.
Select the manage button on notification schedules.
Using the dropdown selection available, select Manpower.
Note: The system currently only caters for the management of Manpower notifications. As the system becomes more developed, there will be additional fields for selection.
Using the next dropdown selection, select which user group needs to receive the Manpower for validation. In most instances, this group will be assigned to the HR User group because they are the specified users that are able to view sensitive employee information, such as ID numbers.
Following the user group selection, type in the number of days in which you would like to set up your frequency. This will determine how often the selected user group receives notifications based on Manpower submissions.
Note: When the notification is due to run, Passport 360 will automatically retrieve the latest submission done by the Service Provider and send those details to the applicable user group. This service runs at 22:00 every evening. The selected User group and the Project Manager of each project will receive the notification advising them that Manpower submissions have occurred.
When you are complete, select add.
The set frequency will be displayed in a list format to view.
If you need to delete a notification configuration, simply select the archive icon and it will be removed
When a manpower submission is ready to be reviewed, the responsible HR user will be able to view the latest manpower document by navigating to Project Compliance on their dashboard.
Select the view icon that displays next to the applicable project.
View the specified Service Provider and give the system a few seconds to load the pack details of the Service Provider.
Select the view button for document “Total People on this Project”
Note: If you are not part of the selected users that can View HR data, you will not be able to view the Employee ID’s that are submitted in the manpower document.
The approval of the Manpower document can be processed by any user with authorizer access rights, which usually consist of Project Managers and HR users.
2) Configure a Signing hub connector (Coming Soon....)
3) Configure a SharePoint Site
Note: When configuring your SharePoint site to the Passport 360 application, there are specific steps that need to be taken to ensure that the configuration works accordingly. Its also important to note that only individuals with access rights to add an application to their SharePoint site will be able to set up the initial configuration between Passport 360 and SharePoint.
1) SharePoint Integration Steps (Non-Form Authentication)
1.1) Create an App in your SharePoint
Login to SharePoint
Navigate to a site in your tenant (e.g. https://contoso.sharepoint.com) and then call the appregnew.aspx page (e.g. https://contoso.sharepoint.com/_layouts/15/appregnew.aspx).
Another screen will open.
On this page click on the “Generate” button to generate a client id and client secret.
Fill the remaining information.
Ensure to use the correct App Domain: app.passport360.com
Ensure to use the correct Redirect URI: https://app.passport360.com
Note: At this point it is very important to remember to save the ClientID and Secret. You will need to add it to your Passport 360 resource to enable your SharePoint integration to successfully be enabled.
Once you have filled in the required information, select the create button.
A pop-up message will appear advising you that the app identifier is successfully created.
1.2) Grant Permission to the App
The next step is granting permissions to the newly created principal. Since we're granting tenant scoped permissions this granting can only be done via the appinv.aspx page on the tenant administration site.
You can reach this site via https://<sitename>.sharepoint.com/_layouts/15/appinv.aspx.
The below page will load.
Copy paste your client ID number and add it to the “App ID” space provided and select the Lookup button.
Note: In the Permission Request XML section, you will be required to copy and paste the below link and put it into the space provided.
<AppPermissionRequest Scope="http://sharepoint/content/sitecollection/web" Right="Read" />
When you are complete, select the create button.
To complete the process, you will need to grant final permissions so that the Passport 360 application can integrate with your SharePoint application.
When receiving the below message, select “Trust it”
2.1) Configure the SharePoint Documents to be viewed in Passport 360
Navigate to the required documents folder in SharePoint.
Select “Edit in grid view”
Use the dropdown selection at “+ Add Column”
Another popup screen will appear whereby you will be required to fill in the details of the document that you intend to make visible in Passport 360.
Keep the setting “Type” as “Yes/No” and the default value must remain as “Yes”
Use the dropdown selection at “More options”
Use the toggle switch and select “Yes” to require that this column contains information and when you are complete, select save.
The column will now be displayed in your folder.
Navigate back to “Exit grid view”
Once you have selected “Exit grid view”, you will be required to navigate to your settings tab on SharePoint.
Select “Library settings”
Scroll down to the columns section displayed and select the column that you have just created.
Highlight and copy the column name url link.
This link will later be used in the Passport 360 application as a “Flag Name”
The next step is to login to the Passport 360 application.
Navigate to settings on your dashboard.
Select manage on integrations.
Select the Manage button on configure a SharePoint site.
Select the add button
Fill in the name of the document / file
Add in the Client ID and Client Secret as obtained in point (1.2)
Add in the url link for the SharePoint application in the space provided.
Note: When adding the flag name to the document, this is the name of the “Column” name that was previously created.
When you are complete, select save.
4) Data Imports
This will provide you with a secure way of updating various data bases in your company organogram.
- LMS numbers
- PO and contract data
- Employee Number to ID number
- (Bulk Comparison) - Compare medical and induction dates with data already uploaded
- Import a vendor number against the matching Company Name
- CV Data Import
- Project Legal Appointee Data Import
- Third Party Registration Status Import
- Isometrix Incidents Import
- Bulk Localisation Import
Note: Each import will follow the same actions when you want to import data onto Passport 360.
Navigate to Data Import and select Manage.
You will see a list of Available data import types.
Select the launch button.
Upload your supporting document by dragging the item into the upload area, alternatively you can browse your smart device for the supporting document and load it from there.
Note: To import the data accurately the file needs to be an excel document type.
Once the import has been imported successfully a message will pop up to say that the details can now be processed.
Click on the process bulk upload button.
Once the data has been uploaded, you will receive a pop-up message advising you that the bulk LMS number has been processed.
5) Company ERP System
This function is used to configure integration from Passport 360to your company management software e.g. SAP Ariba to SAP.
Navigate to Settings on your dashboard.
Select manage on integrations.
Select manage on Company ERP System.
Note: Once a Service Provider links to a Client Project, the Passport 360 application will run data in the backend of the system, whereby it will collect the Company’s linking to projects “Vendor Name, Effective Start date, SAP AOP Vendor code, Legal Entity.” Once the data has been collected, an excel spreadsheet containing the stipulated data will be emailed to the recipients has configured by the client.
Under “Emails to Send” select Add.
Fill in the email of the recipient that needs to receive the Service Provider details.
The email list will display in a list format.
If you need to delete an email, simply click on the applicable email address, and select the delete button.
If you would like to export the email list to an excel document, select the excel export button.
The next step is to set up the frequency in which the recipients need to receive updated spreadsheets.
Under “Frequency” select Add.
Select a time during the day that you want the email to be sent.
Use the toggle to advise if this mail needs to be sent daily.
Note: You will not be able to select a specific day of the week or a specific day of the month if you have selected “Yes” to a daily mail.
If you do not want the mail to go out daily, either select a specific day of the week or a specific date of the month that you want the mail to be released.
When you are complete, select save.
Your created frequencies will display in a list format.
If you need to delete a frequency, simply click on the applicable frequency, and select the delete button.
If you need to edit a frequency, simply click on the applicable frequency, and select the edit button.
Update the applicable information and select save.
The “History” column displays any actions taken place within this function, such as email added, email removed, frequency edited, frequency deleted.
The “Contractor History” grid displays all contractors that have been added to a data list and sent to the relative recipients.
Note: There will be two status displays, “Sent and In Progress”
Sent – This means that the data of the Service Provider has been sent to the integrated ERP System.
In Progress – This means that the data of the Service Provider has been added to Passport 360 data base and is in progress to be sent to the integrated ERP system at the next frequency as set by the client.