Completing Web Link Setup Options

Note:  The Web Link Setup Options option is only available if the organization has licensed the Web Link module.  Also, only those users defined within the User Security option as a supervisor, database administrator, or Web Link administrator have the ability to access this option.

  1. From the School Accounting System screen, select the Utilities menu and then Web Link Setup Options.

  2. Click the General Options tab.

a.  Complete the Miscellaneous section to define additional display and user access settings for the Web Link module.

Note:  If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the internet browser and display the specified website.

Tip:  If 11 through 120 is entered in this field, users will receive a message when there is 5 minutes remaining before they are logged out due to inactivity.  If 2 through 10 is entered in this field, the message will appear when there is 1 minute remaining.  If 1 is entered in this field, a message will not appear for the users prior to being logged out.

Tip:  An alert will display on the main screen of the School Accounting System for supervisors, database administrators, and Web Link administrators when a user is locked out of Web Link.

Note:  If multi-factor authentication will be used (either Require Every Time or Require for New Devices is selected in this field), the passcode emailed to the user is only valid for 30 minutes.

Steps to Complete the Email Manager

b.  In the Informational Message to Display field, enter the information (up to 1,000 characters) to display on the Login screen and the Home screen in the Web Link module.  For example, enter "Please contact Mary at the Business Office with any questions." in this field so the users know who to notify with questions.

c.  The users who are currently logged into the Web Link module display in the Connected Web Link Users List in the upper right side of the screen.  The system displays the ID and name of the user logged in, along with their IP address and the date and time of their last activity within Web Link.

Note:  Click the Refresh button located at the bottom of the screen to refresh this list of connected users.

d.  If a user has been "locked out" due to too many failed attempts for logging into the Web Link module, the user will appear in the Locked Users List.  To "unlock" the user in order to reset the user’s ability to log into the Web Link module, click the Delete button to the left of the appropriate record.

Tip:  An alert will display on the main screen of the School Accounting System for supervisors, database administrators, and Web Link administrators when a user is locked out of Web Link.

e.  To prevent users from logging into the Web Link module, select the Prevent New Web Link Logins field.  A checkmark will appear in the box if the field is selected.

Note:  This field is typically only selected when maintenance needs to be performed on the Web Link module or the School Accounting System, such as when installing an update.

Tip:  This field is selected by default (and cannot be changed) if the Disconnect Existing Web Link Logins field is selected.

f.  To disconnect users who are currently logged into the Web Link module (and prevent users from logging into Web Link), select the Disconnect Existing Web Link Logins field.  A checkmark will appear in the box if the field is selected.

Note:  This field is typically only selected when maintenance needs to be performed on the Web Link module or the School Accounting System, such as when installing an update.

Tip:  If this field is selected, the Prevent New Web Link Logins field will be selected by default (and cannot be changed).

g.  In the Maintenance Message to Display field, enter the information (up to 1,000 characters) to display when a user tries to access the Web Link module while the Prevent New Web Link Logins field is selected, or when a user is disconnected because the Disconnect Existing Web Link Logins field is selected.  For example, enter "Web Link is down for maintenance.  Please access Web Link later. Thank you." in this field.

  1. Click the Save button.

  2. Click the Accounts Payable tab.

a.  If users will be set up to have access to enter purchase orders and/or requisitions (as defined in the User Security option), complete the Batch Options section.

b.  If desired, select the Allow Requisition Mass Approval Process in Web Link field to allow users to process multiple requisition approvals at once from within the Web Link module; or else leave the field unselected to only allow users to process one requisition approval at a time.  A checkmark will appear in the box if the field is selected.

Note:  If this field is selected, users are able to approve (or reject) multiple requisitions at once without viewing the details for the requisitions; this is applicable for approving requisitions from within the Web Link module only (the ability to process multiple requisition approvals at once is always available from within the Accounts Payable module).

  1. Click the Save button.

  2. Click the Employee Personal Information tab.

a.  In the Employee Personal Information List, define the data that employees can view and change from within the Web Link module.

Note:  For Direct Deposit or Federal W4, the Change Requires Review field is selected by default and cannot be changed if the category is defined to be edited.  

Note:  The fields for the category of Dependents are only enabled if your organization has licensed the Human Resources module.

b.  In the Email Notifications List, enter the users who are to receive email notification messages for employee information changes.  To add a user, complete the following:

Note:  In order to send notification emails for employee information changes to a user entered in this field, complete the following:  1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing the notifications for employee information changes; 3) complete the Email Address ID field in the General Options section on the Web Link tab in the Email Manager option (if not already completed); and 4) verify the employee tied to the user specified in this field has an email address entered in the Employee File with the Other Communication field selected.  The notification emails sent for the employee information changes use the verbiage as defined within the program and it cannot be changed.

Note:  At least one category must be selected.

Tip:  To select multiple categories in a row, press and hold the Shift key, and then click the first category to have selected and then click the last category; all the categories starting with the first one clicked through the last one clicked will be selected.

Note:  To remove a user from the list, click the Delete button located to the left of the desired record; when prompted to delete the line, click Yes.

Tip:  The notification emails for employee information changes use a default verbiage that cannot be changed.  Regardless if notification emails are sent or not, an alert will appear on the Payroll and Human Resources screen if there are employee information changes pending.

Note:  Only one notification email is sent for changes made to a category of data for a certain employee until the changes have been processed for that employee (if applicable).

  1. Click the Save button.

  1. Click the Payroll and Compensation tab.

a.  In the Number of Check History Years to Display field, enter the number of calendar years (1 to 9) to show when viewing the check history and reimbursement information in the Web Link module.  Leave this field blank (and advance to the next field) to default to 1.

b.  If users will be set up to view leaves (as defined in the User Security option), complete the applicable fields in the Leave Information section.

c.  If users will be able to view and print their W2s in Web Link, specify the years for which W2s the employees can access in Web Link in the Available W2s Years List.  All the calendar years for which W2s have been generated from within the Employee W2s option appear in the Available W2s Years List.  To have a calendar year for the W2s accessible in Web Link for the employees, click the box for the Selected column to the left of the desired year.  A checkmark will appear in the box if a year is selected.

d.  If users will be able to view and print their W2s in Web Link, enter the message to display for the consent terms in the W2 Consent Message to Display field.  The text for the message can be alphanumeric and up to 8,000 characters long.

Tip:  Refer to IRS Publication 15-A for information on the proper consent required from employees for electronic delivery of W2s.

e.  If users will be able to view and print their 1095s in Web Link, specify the years for which 1095s the employees can access in Web Link in the Available 1095 Years List.  All the calendar years which have been defined within the Affordable Care Act (ACA) Reporting Setup option appear in the Available 1095 Years List.  To have a calendar year for the 1095s accessible in Web Link for the employees, click the box for the Selected column to the left of the desired year.  A checkmark will appear in the box if a year is selected.

f.  If users will be able to view and print their 1095s in Web Link, enter the message to display for the consent terms in the 1095 Consent Message to Display field.  The text for the message can be alphanumeric and up to 8,000 characters long.

Tip:  Refer to the IRS instructions for 1095-B or 1095-C forms for information on the proper consent required from employees for electronic delivery of 1095s.

  1. Click the Save button.

  1. If your organization has licensed the Fixed Asset Inventory module, click the Fixed Asset Inventory tab (only enabled if the module is licensed).

a.  If completing an inventory of the assets in the rooms in Fixed Asset Inventory using Web Link, enter the appropriate status for the inventory (Open or Closed) in the Web Link Room Inventory Status field, or click the down-arrow button to select the correct one.  To start the process for completing an inventory and make the Room Inventory option available for the users in Web Link, enter Open.  To close the process for completing an inventory and make the Room Inventory option unavailable for the users in Web Link, enter Closed.

Note:  If Closed is entered in the field and there are users who have not yet completed the inventory in their assigned rooms, a message will appear; click the OK button to close the inventory without all rooms processed, or click the Cancel button and then complete the View Room Inventory Status option to determine which rooms are not yet processed in order to complete the inventory in those rooms before closing.  If Open is entered in the field and a prior inventory was completed, a message will appear asking to reopen the most recently closed inventory or start a new inventory; click the Open Existing button to open the most recently closed inventory (date of the inventory to reopen is specified), click the Open New button to open a new inventory, or click the Cancel button to keep the inventory closed.

Tip:  Be sure to complete all the steps on the Room Inventory Setup and Completion Checklist to complete the inventory.

b.  The Opened Date field will display the date for the opened inventory, if applicable.  The date in this field cannot be changed.

Note:  A date only appears in this field if Open is specified in the Web Link Room Inventory Status field.

  1. Click the Save button.

  1. If your organization has licensed the K12Docs module, click the Document Management tab (only enabled if the module is licensed).

a.  From the list in the Allow Add/View Documents section, select the options in the Web Link module from which to allow users to add (upload) and view supporting documents.  To allow approvers to add and view documents for leave requests (and FMLA leave requests, if applicable) during the approval process, select the Approve Leave Requests field.  To allow approvers to add and view documents for requisitions during the approval process, select the Approve Requisitions field.  To allow users to add and view documents for leave requests (and FMLA leave requests, if applicable) while entering substitutes, select the Edit Leave Request Substitutes field.  To allow users to add and view documents for cash receipts during data entry, select the Enter Cash Receipts field.  To allow users to add and view documents for leave requests (and FMLA leave requests, if applicable) during data entry and from within the Leave Request Inquiry option, select the Enter Leave Requests field.  To allow users to add and view documents for purchase orders during data entry, select the Enter Purchase Orders field.  To allow users to add and view documents for purchase orders while entering receivings, select the Enter Receiving field.  To allow users to add and view documents for requisitions during data entry and from within the Requisition Status option, select the Enter Requisitions field.  A checkmark will appear in the box if the field is selected.

Note:  If an option is selected, the Add Document button and the View Documents button will appear on the applicable screen, and all the users with rights to the option will be able to add and view documents for the particular type of record (cash receipts, requisitions, purchase orders, or leave requests).

b.  Select the Allow Employee Subfolder Access field to let employees view their employee documents in Web Link that are saved (filed) in K12Docs.  A checkmark will appear in the box if the field is selected.

c.  If the Allow Employee Subfolder Access field is selected, the Allow Employee Document Uploads field is enabled.  If applicable, select the Allow Employee Document Uploads field to permit employees to upload documents in Web Link that need to be filed in their employee folder in K12Docs.  A checkmark will appear in the box if the field is selected.

Note:  If this field is selected, employee documents uploaded in Web Link will need to be indexed and filed to K12Docs using the Process Employee Uploaded Documents option in Payroll and/or Human Resources.

d.  The SUI_PR_Employees Subfolders List appears if the Allow Employee Subfolder Access field is selected.  If applicable, select the subfolders within the SUI_PR_Employees application in K12Docs from which the employees can view documents in Web Link.  To allow the employees to view their documents from a particular subfolder, click the box for the Selected column to the left of each desired subfolder name.  A checkmark will appear in the box if the subfolder is selected.

Note:  If the School Accounting System is unable to connect to K12Docs, a message will appear to the right of the Allow Employee Subfolder Access field and the SUI_PR_Employees Subfolders List will not appear.

Tip:  The Employee Uploaded (Pending) subfolder, which is used with uploading employee documents, appears in the list and will be disabled; it will be selected by default if the Allow Employee Document Uploads field is selected.

e.  The Employee Document Upload Emails section appears if the Allow Employee Subfolder Access field is selected, and the section will be enabled only if the Allow Employee Document Uploads field is selected.  If applicable, complete the Employee Document Upload Emails section to send users email notification messages when employee documents are uploaded in Web Link and are waiting to be filed to K12Docs.

Tip:  The notification emails for pending employee documents use a default verbiage that cannot be changed.  Regardless if notification emails are sent or not, an alert will appear on the Payroll and Human Resources screen if there are documents pending.

Note:  In order to send notification emails for pending employee documents to a user entered in this list, complete the following:  1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing the notifications for pending documents; 3) complete the Email Address ID field in the General Options section on the Web Link tab in the Email Manager option (if not already completed); and 4) verify the employee tied to the user specified in this field has an email address entered in the Employee File with the Other Communication field selected.

  1. Click the Save button.