Faxback / QR Guide

Introduction
The purpose of this document is to provide a guide to using RSM InTime with the faxback facility. The faxback facility enables authorisation of timesheets off-line. RSM InTime makes use of QR codes to recognize faxback documents and handle them appropriately.

User Scenarios
There are 2 user scenarios: Paper Authorisation and Paper completion and authorisation.

Paper Authorisation
1. Worker completes a timesheet online and submits it.
2. Worker is then prompted to download the timesheet, prints it and gives the paper copy to their authorising manager for their signature.

3. Manager signs the timesheet to authorise it.
4. If there are issues with the timesheet the paper copy should be amended/annotated but still signed to authorise.
5. Manager or Worker scans and faxes or emails the timesheet to RSM InTime using the fax number or email address shown on bottom of timesheet.
6. RSM InTime receives the file, scans the QR code and associates it with the original timesheet in RSM InTime as a paper timesheet.
7. A notification is sent to the Placement consultant to notify them that there is a paper timesheet requiring final approval.

8. The file appears in "Paper Matching" section of RSM InTime.
9. The consultant checks the paper timesheet against the entered time and either edits the timesheet if necessary or approves it.

Paper completion and authorisation
1. Worker/agency user downloads PDF and prints blank timesheets for a placement from placement list page. The worker can download the timesheet by searching by placement and selecting the specific blank timesheet to download.

2. Worker fills in timesheet off-line.
3. Manager signs the timesheet to authorise it
4. Manager or Worker faxes or scans and emails it to RSM InTime using the fax number or email address shown on bottom of timesheet.

5. RSM InTime receives the file, scans the QR code and associates it with the original placement.
6. A notification is sent to the Placement administrator/consultant to notify them that a paper timesheet has been received.
7. The file appears in "Paper Entry" section of RSM InTime.
8. Administrator/consultant selects the file to create a timesheet from.

9. The placement will be pre-selected, the administrator/consultant selects the placement period and enters the time as shown on the paper timesheet

10. Agency user then authorises it.

General Information
All submitted Timesheets now include QR code that identifies the timesheet.
Un-authorised timesheets can be downloaded and include an authorisation section for signature by authoriser.
Un-authorised timesheets include configurable faxback number and email address to identify where it should be sent.

Blank timesheets can be downloaded as a PDF from the placement list pages.
These are for filling in off-line and include QR code to identify the placement.

If faxback is enabled for a placement the Agency Consultant approval route must be selected to allow checking and final authorisation of the timesheet. If faxback is enabled for a placement the timesheet can not be approved until it has a paper timesheet associated.

Email approval and faxback can be enabled for an agency but it is not logical to enable both on the same placement and therefore not sensible to set the default of both to be enabled.
The Paper Entry screen has been adjusted to manage Faxback documents as well. Authorised paper timesheets can be uploaded via the Paper Entry screen as well as faxing or emailing.
If a file is received for an unauthorised timesheet that already has a paper timesheet it is overwritten with the new file to allow for corrections to be sent. If there is an issue processing a received faxback file a notification is generated for pre-configured users i.e. an Admin.

Configuration
Faxback is enabled or disabled for the agency via system configuration. A default setting for all placements can also be set via system configuration and this can overriden on each placement with the "paper required (Faxback)" setting.

An IMAP Email account such as gmail must be set up to receive the faxed and emailed approved timesheets the same account can be used for email approval if enabled. To receive Faxes an eFax account must also be created and configured to forward faxes to the IMAP email account.

The following configuration information is required from the agency:

Faxback enabled: Y/N
Faxback enabled default: Default setting for all placements
Fax number: eFax account fax number.
Faxback declaration text: e.g. “By signing this I confirm that the time is correct…”
Users who should receive notifications of faxback issues

Configuration for the IMAP email account to receive faxback responses:
Email address: e.g. approval@gmail.com
Email host: e.g. imap.gmail.com
Host port: 995
Username: approval@gmail.com
Password:
Uses SSL: Y/N

eFax
For faxing to work with RSM InTime you need an eFax PLUS account. This can be done by signing up at www.efax.com. They usually give you a 30 day free trial but after that the service will be charged per month. You can have a local and national Rate number (i.e. 0870, 0871 etc..) or a number localised to you area code (i.e. 01473...). When you have done this you will be given the number (with country code at the beginning) and a PIN keep these safe as these are you account credentials.
When logged in go to "Update Account" section. In "Receive Email Addresses" enter the IMAP email address set up for faxback.