The HarmonyPSA team has brought our customers yet another stack of great features and bug fixes in the latest version of HarmonyPSA, v4.15. The following release notes will list and explain all the major changes within Harmony v4.15.
An updated list of all our releases can be found here. All v4 users will be getting the full release of and please get in touch if you would like the latest release earlier.
Changes in v4.15
The following are the major changes in v4.15:
- Ability to import Exchange and Google calendars into Harmony
- Ability to deep link to items in Harmony
- Complete API revamp
- Auto collection of invoices via credit card
- Improved project budget control
- Product family versioning is now disabled by default
- Ability to change quantities on schedule lines in-line
- Price uplifts depending upon the service level sold
Ability to import Exchange and Google calendars into Harmony
HarmonyPSA is now integrated with a few external calendars that are available to easily install and use with HarmonyPSA. This newly introduced feature will allow the customers to add external calendars with actions and events to be automatically synced with the dashboard calendar in Harmony. Now all your calendar items are available in one place simplifying the dispatch and scheduling process. This feature is compatible with all Google Apps and Microsoft Exchange calendars.
This feature allows the users to either import all information about the actions and event from external calendars or to simply mark the time/date slot as ‘Busy’. You will also be able to add more than one calendar and assign them a specific colour to recognise each calendar on the dashboard.
In order to add these calendars, customers will need to find the public iCal files for the specific calendar and add it to the external calendars section in Harmony. You will have to make sure that the external calendars you add also have public access without restrictions. The only limitation with this integration is that the customers will have to use the external calendars to edit or rearrange events and actions imported, since Harmony only accommodates the editing of events and actions created within Harmony. More information and a step by step guide can be found here.
You can also add the Harmony dashboard calendar to external calendars such as Google Apps and Microsoft Exchange so they will sync with other calendars outside of Harmony. In order to add Harmony's calendar to an external calendar system, you will need to get the iCal file from Harmony and add it to Exchange or Google Apps. A detailed guide of where to find this iCal file and how to add it to Microsoft Exchange and Google Apps can be found here.
Ability to deep link to items in Harmony
The latest release of Harmony also includes the ability to use a deep linking scheme to access items within Harmony. This could be quotes, tickets, contracts, projects, schedules, customers and funds etc. Deep linking refers to using a specific URL to direct the user to a specific part within a website or a system without taking the user through the usual/generic web path.
In order to use deep linking successfully, you will have to use a custom URL scheme (refer to the format used below). The URL format used below shows the scheme that needs to be used. You will have to replace the text in red and use the required domain, item type and reference number correctly.
The example below shows a URL that uses the deep link functionality in practical way. This will take the user directly to the invoice using the reference number. More information on how to use deep linking can be found here.
Complete API revamp
The current release also includes the much anticipated API integration feature which uses HTTP requests to GET and POST data within Harmony. This service uses a RESTful API which is ultimately based on the representations state transfer (REST) technology - a common communications architecture used in web based applications and systems. While REST can be used over almost all protocols, it is most commonly used on HTTP when used with web APIs. The API is self documenting and there is even a sandbox area within Harmony that you can use to experiment with calls the API.
This also helps developers since they do not need to install libraries, additional software or write complicated code to take advantage of this API design. In order to achieve this simplicity, we have decided to support basic authentication to be included in the http header or URL. The API uses HTTP requests to GET and POST data from and to Harmony systems. This API design also consumes less bandwidth and is very robust, making it very appealing for use alongside internet based applications.
When the API requests are returned, Harmony uses standard HTTP status codes to notify you of the status of the API call. This will display whether the request was successful or, if not, will return the reason for the error. More information about using the API can be found here.
Auto collection of payments for invoices via credit card
Overnight automatic collection of payments for invoices is one of the new and frequently requested features, automating the collection of due invoice payments if they meet a certain criteria. This is only available to customers that have BlueSnap as their default method of payment.
This option can be turned on in the Finance > Setup > Control > Defaults section. When the above settings are configured to auto-collect, a drop-down list will be added to the customer details page which will be defaulted to ‘Yes’. This can also be turned off from here to override the global settings.
The collection of these payments will take place when the overnight tasks are initiated. The system will collect all payments from invoices that match all the criteria below:
- due that day or earlier
- are fully outstanding (eg: not partly paid)
- where BlueSnap is set up for the customer
- have the 'Auto Collect When Due' turned on
More information on auto collection of invoices can be found here.
In-line schedule quantity changes (contract amendments)
HamonyPSA now allows users to change the quantity on schedule lines mid-term in v4.15. This makes it simpler to make contract amendments on schedules when a customer reduces the quantity of items under contract. This was not possible prior to the latest HarmonyPSA v4.15, since before the schedule line had to be terminated and a new order processed with the new contract amendments. This has always been a popular feature request from our customers and we have worked hard to provide the highly anticipated solution in the latest release.
The above screenshot shows where the edit feature is implemented and, once pressed, will give the user a few different options on changing the contract details. The quantities and prices can be edited by clicking on ‘Edit Quantity/Price’ section. This will prevent wasting valuable time when it comes to terminating and recreating schedule lines and the users will be able to keep the schedule reference numbers since a new contract will not be needed to amend these contracts.
Improved project budget control
Harmony v14.15 features a more sophisticated control over the budgets for projects. This allows users to stop bookings for billable time when the set budget is or is going to be exceeded. We highly recommend this feature to be turned on when the v4.15 release is applied to your instance. We have also included the option to have better visibility of remaining time left on budgets by hovering on the ‘Tasks’ in your time sheet.
When more time is booked than allowed in the budget, the user will be told that they cannot book time and to request more budget be approved from the project manager or to book time as non-billable. When the budget is breached then the line manager can be informed using the rules engine.
The release also includes improved visibility for budget and actuals on the project self. Instead of just displaying ‘Budget’, ‘Spent’ and ‘Unused’ on task level in projects, now it includes ‘Submitted ‘ and ‘Approved’ hours. We have also have a 'Non Submitted Time (Hours)’ line which will show all the hours that are entered but not submitted.
We strongly recommend this setting to be enabled from Operations > Setup > Controls > Defaults > Billable budgets cannot be exceeded.
Product family versioning can be disabled
You now have the option to turn off the requirement to version the product families within Harmony. Pre-release Harmony included the requirement to ‘version’ all product lists before editing them. This is no longer required since it takes a long time to version large product lists and adds unwanted complexity to the process. This will also save time and resources used for versioning large pricelists. The setting to remove product versioning can be found in Finance > Setup > Control > Defaults. Once you are here, please tick ‘Enable Product Family/Pricing Versioning’ under the ‘General Settings’ section.
Ability to price for different service levels
The latest release (v4.15) has introduced new ‘Service Level’ configurations where the user is able to set up and configure these levels and group them accordingly. The idea is a service level can have more than one SLA for the same product(s). These can be applied to schedules manually or through the quoting process which can uplift prices of the services or items being sold. This also allows you to control the SLAs of the tickets created for the customer.
The service level groups define a group of service levels which are available for selection, and the group is what is stored against the product item. This means that different product items could have a different set of service levels available to choose from when adding to the quote.
The introduction of a Service Level (so you are selecting a Service Level rather than an SLA) means that the same SLA can have a different uplift value for different service level groups/product items making it pretty flexible. When choosing a service level when adding a line to a quote, you will see the price changes according to the SLA uplift. We are in the process of creating the documentation to support the above mentioned feature but if you would like to know more, please don’t hesitate to contact us. The settings to create and group these service levels can be found in Finance > Setup > Finance > Revenue Model - scroll down to the ‘Service Levels Groups’ and ‘Service Levels’ section. Please click here to find out more information about this feature.
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