Here at Harmony PSA, we have been working hard to bring our customers exciting new features and bug fixes with the latest release. Our team has reviewed the most popular feature requests that are in demand and worked through a list of reported bug fixes from the previous release (v4.13) to bring our customers the most up-to-date release yet: HarmonyPSA v4.14.
A full and updated change list on all our releases can be found here. Existing v3 customers will only get the bug fixes while the v4 users will get the full release. Currently, the updating of existing customers to v4 is underway. However, please contact us if you require the upgrade earlier.
Changes in v4.14
The following are the major changes in v4.14:
- Ability to set up and use 2-Factor Authentication security by non-admin users and admins
- Outlook integration: Creating posts, tickets and calendar events through Outlook
- Ability to set up and use checklist items with tickets
- New and improved in-app notification infrastructure
- Ability for customers or project managers to approve timesheets
- Ability to calculate prices from mark-up or margin when quoting
- Ability to auto-invoice and email schedule generated invoices automatically
- Automated time entry options
- Ability to quick invoice all unsigned lines and email selected invoice lines
Here are more details on some of the specific changes:
2 factor authentication set up
The latest release includes the all-new 2FA which adds an extra layer of protection to the log in process requiring more than just the usual password and username of the user. Two step verifications also require a code uniquely generated for the user which makes it extremely difficult for unauthorised access to HarmonyPSA.
The main reason we have implemented this security feature is to provide our customers with a platform that is extra secure. According to Symantec more than 80 per cent of security breaches can be prevented with the use of 2FA, therefore it significantly reduces security concerns with regards to cloud mobility in Harmony.
There are two ways to enable 2FA in Harmony. Non-admin users can personally opt in to the 2FA authentication from their user profile, and system administrators can enable it for users using the 'Employees' search page.
- Non-admin user opt in: User drop down > User profile > Enable 2FA
- Admin opt in: Resources > Employees > Enable 2FA or Requires 2FA
Note: Requires 2FA will force the user to always use 2FA and they will not be able to enable or disable 2FA from their user profile.
Microsoft Outlook add-in integration
Harmony is now integrated with Microsoft Outlook with our own Harmony PSA add-in available to easily install from Office 365 admin center. Connecting external tools such as Outlook allows users to post information to Harmony easily without having to leave their Outlook inbox.
This latest feature permits customers to easily create Tickets and Posts using messages sent and received by the customer. When successfully integrated, it streamlines the creation of tickets and posts by shortening the steps to only a few clicks, saving the user's time. Another useful feature added to this integration is that the add-in will auto search and match the recipient or sender email domain from Harmony's customer database.
As well as tickets and posts, the Harmony add-in will also be able to push through any events created in Outlook calendar to any object such as Customer, Employee, Projects, Contracts, Funds or Invoices etc. When the event is successfully created, this can be confirmed by either going to the home page in Harmony where the calendar is displayed or by clicking on the posted object (project, invoice, contract, lead or order etc) Actions & Event section in the Activity tab.
Harmony add-in will automatically match the domain of the recipient and look up the customer and match it with the Harmony database and display it in the 'Customer' field. This field can also be a search for any customer. The 'Post to' option allows the users to search and post to any object in Harmony (eg: Customer, Employee, Projects, Contracts, Funds or Invoices etc). Employees can be tagged to the post using the 'Add Tags' option. Then, click 'Create Post In Harmony ' or 'Create Event In Harmony'. A notification should display confirming that the post has been successfully created. The body of the email will be posted to the selected object 'Activity' tab.
Use and set up checklist items
The ability to create checklists against tickets on an ad-hoc basis in Harmony is another useful new feature added to the latest release. A checklist template can also be created at a global level which can be selected from a drop-down list when creating tickets. A checklist can be a list of tasks or requirements a user needs to follow or do.
Harmony v4.14 extends this feature to ticket types and ticket workflows. Ticket types can be configured to include a checklist by default which allows the users to automatically add a checklist to any ticket created with the use of the configured type.
The users also have the ability to integrate checklist completions to the workflow rules in Harmony. This means that the ticket will not be able to be changed to a new status until the checklists attached to the ticket are completed.
In-app notification structure
The infrastructure of in-app notification has gone through a significant change in Harmony PSA v4.14. The latest release will now allow users to see all incoming notifications directly from Harmony and these notifications will appear next to the user profile as a bell icon with the numbers of unread notifications received. When the bell icon is clicked, all unread notifications will be categorised to Events, Approvals and SLA breaches etc. These can be easily marked as read individually or with one click.
The notifications can still be received through emails, similar to previous v4.13. However, with the latest release customers have the freedom to pick and select which notifications will be displayed in app or emailed. They will also be able to completely disable them from settings. This can be done through the 'Finance' view, 'Set up' then click on 'Email' and select 'System Email Templates'. Select the email template that needs to be configured. Then the options to enable/disable the 'In-App notifications' and 'Email Notifications' will be visible. To automatically mark the notifications as read, click and select the events in 'Mark As Read Events'.
Any objects such as tickets, quotes or orders etc with unread notifications will show in bold highlighted text and these can also be marked as read using the bell icon. When the users open any object in Harmony, the bell icon on the details page will indicate whether the object has new notifications. The users can mark these notifications as read by clicking on this button. All notifications related to an object will still be displayed in the 'Audit Log' tab.
Customer and manager timesheet approvals
The ability to approve time bookings for projects will now be available to line managers, project managers and customers. The time approver for the contract can be easily configured in the contract details. Simply select the contract and click on the 'Edit & View more' option if it's a project or, if it's a rate contract, it should be in the details page. Once in the contract details page, select the approver by selecting from the drop-down list in the 'Time is approved by' field and select the customer contact who will approve the time by selecting from the dropdown menu in 'Customer Time Approver'.
When the users book time against a project, the time approval will have to be manually requested. In order to send timesheet approvals, the users can go to the timesheet completion page and click on 'Time Approval Requests' and select the month and all the timesheet approval requests will be available to be sent to the approver.
If the approver selected is a manager, the selected manager will get a notification or an email to notify of the approval requests. If the selected approver is a customer then the customer will need to log in to the customer portal and check the 'Timesheet approval requests' and view or approve the requests.
Markup or margin calculations
Harmony v4.14 has added the ability to calculate the final sale price of a quotation line using the markup or gross margin. This can be configured at the legal entities level. The customer will have to navigate to the legal entities in 'Set up' and 'System' then select 'Legal Entities'. Select or create a new legal entity, then pick 'Gross margin' or ‘Markup’ from the drop-down list on the 'Calculate Sale Price Using' field.
Once configured, the desired option (Markup or Margin) will be displayed when creating quotations. In order for the Gross Margin and Markup % fields to be editable, the quoted product must have a unit cost. All quotation lines with a unit cost can be applied one margin or markup %, which then will adjust the prices automatically.
Quick invoice unassigned lines and email invoice
There are two new buttons: 'Quick Invoice All' and 'Quick Invoice All and Email' on the Unassigned Lines screen to enable bulk generation of invoices. So, customers can filter unassigned lines across customers rather than selecting individual lines or grouped lines and generate invoices through these buttons. These options can be found in Finance view > Tasks > Invoices > Un-assigned Lines.
When you press the button 'Quick Invoice All', it will create a grouping of the lines according to the system setting applied in the 'Quick Create Invoice By' field. The user can configure the desired setting by navigating to Setup -> Control -> Defaults. The settings are:
- Create Invoice Per Sales Order
- Create Invoice Per Contract
- Create Invoice Per Invoice Contact
These settings can also be over-ridden on contract-level settings. These options will be available to the customer on the contract details page (project or rate contract).
Once the Quick Invoice All button is pressed, the system creates an invoice for each of the group. Creating invoices for each group is a background process. So, the user has to wait for a while until the system finishes creating invoices.
The 'Quick Invoice All and Email' button will do the same as above and additionally it will release the invoices and send emails with invoice links to contacts.
Auto generate invoices for recurring schedules
There are two new system settings: Auto Generate Invoices From Schedules When Overnight Processing and Email Auto Generated Invoices from Schedules When Overnight Processing.
You can configure these settings from Setup > Controls > Defaults.
If the Auto Generate Invoices From Schedules When Overnight Processing setting is turned on, it will generate invoices when invoice lines are created overnight for recurring schedules from nightly task processing schedules.
If the Email Auto Generated Invoices from Schedules When Overnight Processing setting is turned on, it will do the same as above. Additionally, it will release invoices and send emails with invoice links to contacts.
This can be overridden under Recurring Schedule Contract.
Automated time entry options
A very useful timer tool has been introduced to objects such as tickets, contracts and projects etc. The timing tool will let users easily record time worked on projects with the simple click of a button. The users will be able to pause the timer for breaks or stop the timer. When the timer is stopped, a window will be displayed to edit or amend the time and save it.
A user also now has the ability to auto-calculate the hours worked on a project or a ticket just by inputting the 'from' time and 'to' time with the 'break' hours, without having to calculate it manually. As Harmony operates on a decimal system, calculating hours correctly can be a tedious task. With the help of this tool, calculations are automatically done when the two or more fields are completed ('From' or 'To' fields must be entered with 'elapsed' field but 'break' is optional).
We will be exploring each of these new features in more detail over the coming weeks. As always if you have any questions or issues please get in touch.
The Harmony Team
About the Author: Harmony Business Systems Ltd (HBS) is the company behind HarmonyPSA, the most complete cloud PSA software on the market. Developed with functionality to cater for even the most complex needs of MSPs, VARs, ISVs and Professional Services organisations, HarmonyPSA truly is the next generation of PSA systems. HBS is an independent company based in the UK. Follow HarmonyPSA on Twitter