Configuring Evolution Report Writer and Exchange for HUB Connect

The Evolution to HUB Connector syncs employee data and earning/payroll data between HUB and Evolution. Here's a summary of the integration:
  • Employees from Evolution to HUB
  • Payroll Items from Evolution to HUB
  • Division, Branch, Department and Team values from Evolution to HUB (allowing you to designate those levels during Onboarding)
  • Payroll Schedule from Evolution to HUB
  • New hires from HUB to Evolution via HUB's Onboarding feature

Where are You in the Setup Process?

Before you read this article which covers the configuration done in Evolution, check to make sure the first two items in the list below have been completed:
  1. Installing the HUB to Evolution Connector – The one-time installation of the Connector and configuration of the scheduled tasks on your Windows Server. SwipeClock normally assists with this step.
  2. VMR Setup for HUB – Setting up the Virtual Mail Room in Evolution for pay stub delivery.
  3. Configuring the Evolution Report Writer and Exchange for HUB Connect – The final step in the integration described in this article:

 

1 - Configuring and Running Evolution's Report Writer

For data passing from Evolution to HUB (like the employee data), the integration uses Evolution's Report Writer to output text files to a folder monitored by HUB Connect. This folder is called the Working Folder. HUB Connect checks that folder on a schedule and when it finds a new file, it imports the data to HUB.  For information on setting up HUB Connect and the Working Folder, please see Installing the HUB to Evolution Connector.

At the time of implementation, SwipeClock provides you with seven .rwr files specifically designed to format reports in the Report Writer. Each file is responsible for formatting a report that includes specific data needed by HUB. For example, one .rwr file named "RM Employee Expanded Extract.rwr" will create a report containing the employee data. Another named "RM Payroll Schedule Extract.rwr" will have the client's payroll schedule. Each of these files needs to be imported into Evolution's Report Writer with the following steps:
  1. In Evolution, access the S/B ReportsRW Reports.

    Uploading the reports is done from the S/B Reports menu

    If you do not see S/B Reports,

    you may not have the proper permissions enabled for your login to Evolution. Someone with admin privileges will need to grant you access to S/B Reports through the following steps:
    Admin ⇒ Security ⇒ Users

    Accessing the "Users" page to enable the S/B Reports permission
    [select user] ⇒ Details (tab) ⇒ User Rights

    Accessing the "User Rights" for the user
    S/B Report ⇒ RW Reports and Multi-client Reports (Old).

    "Multi-client reports" and "RW Reports" need to be enabled

    Continuing With the Report Setup

    Once you have confirmed you have access to S/B Reports you can continue with the setup:
  2. From the S/B Report ⇒ RW Report page, create a new record with the green button at the top of the page. Make sure the Detail tab is selected. (see image below for steps 2 - 5)
  3. Give the report a name in the Description field (for example "HUB Employee" for the employee export).
  4. Set the Type to Multi Client and the Media Type to Letter Plain.
  5. Click Import Report from File and locate the .rwr file that corresponds to the report you are creating. For example, if you were creating the report for exporting the employee data to HUB, you would import the .rwr file called "RM Employee Expanded Extract.rwr".

    Creating a "Multi Client" report in the Evolution Report Writer
  6. Save the changes.
  7. Repeat steps 1 through 6 for the remaining six .rwr files. However, for the reports designed for DBDT, you only need to add those corresponding to the levels used by your client. For example, if they aren't using the "Team" level, you don't need to add the "Team" .rwr file.

Running the Reports


Use "Multi-client Reports Old" to run the reports
Once you have created all the necessary export reports using the steps in the previous section, you can then use S/B Reports ⇒ Multi Client Reports (Old) to run these reports for multiple clients at one time:
  1. After selecting Multi-Client Reports (Old) from the S/B Reports tab (see above image), use the right-hand pane with the header "Report Title" (see image below) to select one of the HUB reports.
  2. Make sure Show Preview and Run through the Queue at the top of the page and to the left of the Run Report button are checked.
  3. Click Run Report.

    Each report used for the integration can be selected and run for multiple clients at once
  4. In the resulting Report Parameters pop-up window (see above image), select the clients using the checkboxes.
  5. This step is no longer necessary. If you have separate .rwr files for each level of DBDT, this step can be skipped. If you are running the DBDT report, select the Settings tab of the Report Parameters pop-up and choose the level you want to export (see image below). If you are running any of the other reports, move on to step 6.

    Prior versions of the .rwr files contained one DBDT report and you had to specify the level
  6. Click OK and you should see a confirmation message that your task has been added to the Queue.
  7. Access the Queue with the View button at the lower left of the Evolution screen. Click that View button and advance to the next step.

    Access the Queue with the View button
  8. Once you are in the Queue, and the reports are finished, you can select a report and click the "Save" button. (see image below) That will allow you to place the files in the Working Folder.

    Once the reports have been run, you can access them in the Evolution Queue and save them to your working folder

    This Working Folder normally contains the path: SwipeClock/EvolutionHUBConnector.

    After running a report for HUB Connect, you can save it to the Working Folder

    From there, the reports will be read by HUB Connect according to the schedule set in the Windows Task Scheduler.
Employees Aren't Added to HUB Until HUB Connect Runs
It's important to note that even after you save these files to the Working Folder, the employees will not be added to HUB until the HUB Connector runs. When you initially setup the HUB Connector, you will also setup a schedule in Windows' Task Scheduler that automates the running of HUB Connect, but you can also run HUB Connect manually. This is done by running the HUB Connect executable file (see image below).

You can also manually run the HUB-Evolution Connector by running ShugoToEvolutionInterfaceCmd.exe

2 - Scheduling the Report Writer

Once the reports are created, you can further automate the process by having Evolution's Scheduler automatically run these reports. And in the case of premise Evolution users, you can instruct the Scheduler to export the reports to the Working Folder:
  1. In Evolution, switch to SB Admin ⇒ Scheduler. For each report (employees, DBDT, Payroll Schedule, etc.) follow steps 2 through 8.

    Scheduling the Report Writer to automatically save
    the files to the Working Folder is done in the
    SB Admin / Scheduler
  2. Use the green button at the top to create a new Task. (see image below for steps 2 - 6)

    Setting up the Report task
  3. Select the Parameters tab and set the Task dropdown to Run Report.
  4. Select each report with the Report dropdown.
  5. Use the Report Parameters button to select your clients.
  6. In the File name for ASCII result field, enter the file path where you want to save this file. You may be able to set this directly to your Working Folder so that the file will be ready the next time HUB Connect runs.
  7. On the Schedule tab, you can choose your own schedule for the report, but it is suggested to run it three times per day.
    Schedule the report to run in Evolution
  8. Save your changes.

How Often Does the Integration Run?

The data sync between HUB and Evolution is not instantaneous -- unless you manually run the necessary components (more on that in a moment).

To break down the flow of the sync from Evolution to HUB:
  1. Evolution generates the reports using the Report Writer. If you use the Scheduler in Evolution, you can set the report to be run routinely, like every three hours.
  2. For premise users of Evolution, you can instruct the Scheduler to automatically drop the reports into the Working Folder. If you can't do that, you will need to manually move the reports to the Working Folder. Remember, the reports must be in the Working Folder to be passed on to HUB.

    The text files needed by HUB for the integration
  3. Then, HUB Connect, according to its own schedule, will check the Working Folder for any new files. If it finds them, it will read them and update HUB with the data.
So as you can see, the integration, if left alone, is not instantaneous. However, as we mentioned before, you can manually run each component with these steps:
  1. Manually generate the reports in Evolution using Multi-client Reports.
  2. Move those files to the Working Folder.
  3. Manually run the HUB Connect executable which is ShugoToEvolutionInterfaceCMD.exe
*If You're Running the Thin Client Version of Evolution
At this time, the thin client (web hosted) version of Evolution cannot automate the writing of the reports to your Working Folder. Instead, you will need to manually save the report from Evolution to an available folder and then transfer the file to the Working Folder so that the HUB Connect can sync the data to HUB.
 

Thin client Evolution users can manually save the reports to the Working Folder

3 - Evolution Exchange Setup for Onboarding

The last piece of the setup is necessary for Onboarding. This step enables the new hire data to get passed from HUB to Evolution. This process is done with Evolution Exchange and will import new hires and their direct deposit information from HUB.

Before explaining the steps, here's how it works:
  • HUB Connect, according to it's schedule, will check for any employees that have completed the Onboarding process.
  • If it finds a new employee, it will generate two files: one for the employee and the other containing their direct deposit information. Those files are placed in a folder called ImportEmployee, a sub-folder of the Working Folder. 
  • Evolution Exchange, according to its schedule, will check the ImportEmployee folder and look for any new files. If it finds them, it will read that file and create the employee record in Evolution. 
  • The next time Evolution's Report Writer sends employee data back to HUB Connect, HUB will use that data to confirm that the employee it just Onboarded is now in Evolution. This is referred to as the "round trip" and HUB will mark the employee as Sent to payroll.
  • HUB Connect will then take the original files that started this whole process and place them in the Completed folder contained within the ImportEmployee folder.

The Evolution Exchange can be scheduled to check the Working Folder for any new hires Onboarded through HUB
To configure Evolution Exchange for Onboarding:
  1. The first step is to take two .xml mapping files, provided by SwipeClock, and place them in their own dedicated folders on whatever computer you are using to run Evolution. It doesn't really matter where you put them as long as each file is in its own folder with no other files. Evolution Exchange needs to reference these files so it knows how to map the data for the new hire.
  2. In Evolution, access Company ⇒ Imports ⇒ Evolution Exchange Tasks.
  3. Click New Task to create a Scheduled Task. You can name it whatever you want, like "HUB Import", but keep in mind that you will need two scheduled tasks: one for the employee data and another for the direct deposit information. 
  4. Select the Parameters tab and set the following (see image below):
    1. Folder where data files are located should be set to the following path of your working folder C:\SwipeClock\EvolutionHUBConnector\ImportEmployee\  Note that this is the default location of this folder in most setups; the exact location of your working folder might vary.
    2. Path to the map file should be set to the corresponding folders where you put the mapping files in step 1.
    3. Data files pattern is *.csv
    4. When setting the Interval between imports and the Task status's check interval, it's important to set the direct deposit task less frequently than the employee import task. That's because the employee has to exist in Evolution before direct deposit information can be added. So, for example, you could set the employee import task to run every 5 minutes and the direct deposit task for every 10 minutes. That interval will dictate how often Evolution Exchange checks the ImportEmployee folder for new hires.

An example of how the Evolution Exchange task would be set to import new hires
  1. The rest of the fields are optional. Once you are finished, click the Activate button in the Task Status section, then Apply Changes. Repeat the steps for the Direct Deposit info import. 

Important Note on Mapping Direct Deposit Information

The mapping file provided by SwipeClock uses "D01" and "D02" as the codes for the direct deposit fields. If your bureau uses something different, you will need to customize the mapping as in the example shown below.

How Often Does Onboarding Run?

It depends on the schedule for both HUB Connect and Evolution Exchange. In the case of HUB Connect, you can manually run the executable by running ShugoToEvolutionInterfaceCmd.exe. That will generate the employee file and put it in the ImportEmployee folder.

A .csv file containing new hire info will be placed in the "ImportEmployee" folder and imported by Evolution Exchange
When Evolution Exchange checks this folder, according to the schedule, it will import the employee and the original file will be moved to the "InProcess" subfolder. Within HUB, the status of the new hire will show that they were sent to payroll (see image below) but they will not officially be "roundtripped". Until the new hire is included in the employee export out of Evolution and into HUB, the status will remain red. Please see Using HUB Connect with Evolution for more information on this process.

A new hire's status in HUB will remain red until their record is included in the Evolution to HUB
export -- completing their "round trip"

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