The Assignment Package Batch functionality allows the user to generate a single assignment package for one to many assignments, relocations or moves. Instead of having to create packages manually one at a time, batch functionality enables users to create assignment packages utilizing the same assignment package configuration or template.

Once the batch process has completed the user will be able to see a list of the relocations and assignments that were created. Packages will indicate whether they were created successfully, in error, or if they were excluded from being created due to user selection. The user will also have the option once complete to drill into each package to make corrections as needed.

Once the desired changes have been made, if the package configuration includes a Delivery Option for the <Portal>, Delivery Batches can be created that allow for the contents of created packages to be available in the Employee Portal for many assignments at once.

In order to be able to process a batch for assignment packages the users’ role must have Edit rights to the Assignment Package Batches and Assignment Package Batch Details screens. To deliver batches, the role must also have Edit rights to the Assignment Package Batch Delivery screen. Add rights to those screens gives the user the ability to create a batch, but in order choose any selection criteria or to process a batch, the role requires Edit rights.

The following steps should be used to process as batch

Navigate to the Assignment Package Batches screen. Similar to Cost Estimate Batches and Compensation Batches, Assignment Package Batches is normally found under the Processes menu for a company.

Once the user chooses the Assignment Package Batches link from the Processes menu, the user will be taken to the Assignment Package Batches screen and have the ability to add a batch.

Click the

button in the upper left hand corner of the grid, to create a batch and be taken to the Assignment Package Batches Details screen. From this screen different selection criteria for which relocations or assignments to include in the batch can be entered before processing.

Once the criteria has been selected click

to fill the batch.

A list of all active relocations or assignments will show on that same screen. From there the user can select which assignments or relocations should be included before processing their batch. By checking or unchecking the box next to the relocation or assignment, the user will include or exclude those assignments from having an assignment package created.

After all assignments have been included or excluded and the batch is ready for processing, click

to start the batch creation process.

The user should see at that time a Build Status screen appears letting the user know how many packages out of how many total packages have been created. This is automatically updated and will continue to show the user the progress of packages as they complete.

Once completed, the user will see the created packages on the Assignment Package Batches Details screen with links that can take the user to those newly created package for each assignment or relocation. Also shown is the Relocation Selection Criteria that was chosen (if any) for the packages throughout the process for easy recreation of a batch.

If an assignment package were built but with errors, it will appear in the Assignment Packages Built with Errors section. A specific assignment package may be viewed individually to see the cause of the error. Click the

to rebuild the selected assignment package.

After a batch has been generated with at least one assignment package built successfully, if the package selected to build the batch is configured with a Portal Delivery Option, the Batch Delivery tab will be available.

Note, Assignment Packages with e-sign documents will only be allowed to initiate delivery if all the documents are fully signed.

By clicking the

button in the upper left hand corner of the grid, the user will create a Portal Delivery Batch and be taken to the Delivery Batch Details screen.

The name of the Assignment Package used to build the batch will be displayed. A Name for the Delivery Batch can be provided to differentiate between batches. The <Delivery Method> drop down will populate with all Delivery Options of type Portal that are configured for the Assignment Package.

When the <Notify Employee via Email> option is checked and the Delivery Method has an associated Email Template, the template will be used to notify employees that they have new items to view in the Portal. If there is no template associated and this option is checked, a generic system email will be sent to the employee. Note that emails will only be sent if there is an email address in the system for employees associated to the assignments in the batch.

After selections have been made, clicking

will refresh the screen. The Documents to Deliver grid and Assignment Packages to Deliver grid will be visible, and changes to the options from the previous screen can be made if desired.

Packages in this Batch – This reflects the total number of Assignment Packages that were part of the initial Generation Batch and are eligible for delivery to the Portal.

Packages Selected – The number of Assignment Packages selected by the user for delivery. The count updates as Packages are selected or deselected, and reflects the total selected across all pages.

Packages without Portal Login – Count of Assignment Packages with associated Employees that do not have a User ID in the system, and cannot login to the Employee Portal or Mobile Employee Experience to view what will be delivered.

Packages without E-Mail – Count of Assignment Packages with associated Employees that do not have an email address, and will not receive a notification of the delivery.

The Document to Deliver grid allows for the selection of documents to be delivered to the MEE and additional details regarding the document

Include in Delivery – Select which documents should be delivered to the Employee Portal for the Assignment Packages. All, some, or none can be selected. The icons displayed next to the tick box indicate the file type of the created document or report.

Source Template – This provides users with additional information about the source of the created documents or reports.

Document Name - The name of the document or report that will show in the Employee Portal and the Assignment Documents page after delivery.

The Assignment Packages to Deliver grid allows for the selection of a subset of generated Assignment Packages to be delivered. The <Deliver?> option in the header will quickly select or de-select all Assignment Packages on the current page. Records in the grid will default to Deliver. Should there be a need to review the documents or reports per Assignment Package, clicking on the Assignment Name in the grid will open the Assignment page.

The <Delivery Alerts> column will indicate whether: an Employee associated to Assignment Package that will be delivered does not have a User ID for logging in to the Employee Portal/Mobile Employee Experience, or an email address in the system to be notified of the delivery.

Any changes made to the Employee record before the Delivery Batch is sent will be reflected if the page is refreshed.

When ready to deliver, click

. The page will refresh and a progress bar will indicate how many Packages have been processed. Once finished, details about the Delivery Batch will be displayed (see picture below).

The Employee Notification or Visibility Exceptions grid will be present if there were recipients in the Delivery batch that previously had Delivery Alerts before the batch was processed.

To remove any items currently in the Portal, create a new Delivery Batch and do not select any documents to deliver. If employees were previously notified of the delivery via email, they will also be notified that the items were removed.

From the Build Status screen the user also has the option to cancel the batch at any time within the process before it has completed by clicking

.The batch will then process through the most current Assignment Package rendering all other assignments or relocations as excluded from the batch process (see below)

Once a batch has completed or canceled, an

button will become available which will roll back the batch and all packages.

There are a couple of cases when a batch cannot be fully undone:

Additionally, when a batch contains packages that have been delivered to the Portal, rolling back the batch will remove anything currently in the Portal, but not undo the packages. If a package has been delivered both via email and to the Portal, the Portal items will not be undone and must be addressed with an empty delivery from the Assignment Package Details screen.

Note, undoing an Assignment Package Batch process will automatically cancel any outgoing request for signature on Assignment Package e-sign Documents.