User Preferences

Overview

In addition to global settings, Core supports individual preferences that affect only your own Core account. The User Preferences screen enables you to customize the look and feel of Core along with other preferences such as notifications, reminders, side navigation menu, email settings, time entry and more.

Based on your set preferences, Core can send specific notifications to you. In addition, you can choose various categories of reminders. Core uses its intelligence to send general reminders to you based on any anomalies or issues it might find.

Core allows you to set up a default emails with predefined subject, file names and messages for your invoices, statements, reports and payment receipts. It uses its AWS SMTP server to send out all emails. You can specify email settings for the entire company from the Global Settings screen; User Preferences will be used only if Global Settings are blank or you have checked the override option in there. A system or IT administrator should configure your email settings. 

Typically, user preferences override the corresponding global setting, if any.

Field Descriptions

Basic Tasks

Set My User Preferences

Set Notifications

Set Reminders

Advanced Tasks

Manage Favorites Menu

Customize Side Navigation Menu

Email Payment Receipts

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
User Preferences > General >
Fields & Filters: Reset Filters Allows you to clear out all the screen filters for the logged user. It also applies to the Disable Filters option in Core screens.

Auto Complete:

Turn off Auto Complete

Allows you to turn off the Auto Complete feature at the user level. Core no longer replaces your shorthand text with the longhand descriptions.

Drop-down Suggestions:

Turn off recent suggestions

Allows you to turn off recent suggestions in the drop-downs. When this option is tuned on, Core displays the recently used items in the drop-down lists.

Drop-downs Search You can choose how Core allows you to search the drop-down lists. It can either do a wildcard search for the text entered by matching it anywhere in the list or it can match the search text with the starting text only.
  • Match anywhere
  • Start with
Filter Drop-downs By default, Core does not include inactive records or items in the drop-down lists. Here, you can configure your drop-downs to include inactive items in the lists. You can also include vendors in the Employees drop-downs. Otherwise, only employees, contract employees and outside consultants appear in them. However, an exception to this is the workflow drop-drops wherein actual vendors are always excluded, irrespective of the preference here.
Default Core View Allows you to set the default view or screen when you log into Core. You can choose one of the options for your start-up screen:
  • Dashboard
  • Last Screen Visited
  • Specific Screen
User Preferences > Notifications & Reminders > Reminder Settings >
Previous week's/day's time card has less than . . . hours Reminds you about your incomplete time card based on the hours specified here for the week or day. This is processed on login for the logged-in user. The criteria that triggers this reminder is that the hours logged or submitted for the previous week or day are less than what is set here as the weekly and daily hours. In both cases, it defaults to the employee’s standard weekly and daily hours, say 40 per week and 8 per day.
User Preferences > Time >
Time Entry: Auto-fill Time Card Options:   You can choose the relevant settings for your Time Card:
  • Suggest the last ... projects/activities: Core automatically pre-fills the Time Card grid with the specific number of recently or last used projects and activities. This saves a lot of time, especially if you work on the same projects and activities every week.
  • Suggest based on allocated tasks: Core suggests projects and activities while filing out your time card based on your task allocations for the selected period (including allocations to groups you are a part of). This helps in entering your time quickly without searching for projects and activities. The criterion for this is that any of the task allocation dates should fall within the selected period filter.
  • Suggest based on a combination of the above: This option suggests rows in Time Card based on both the previous options, avoiding duplicate suggestions
Automatically set start time You can choose to let Core automatically fill the start time of a time entry as set in the 'Default start time' field. By default, the start time of an entry will be the stop time of the previous entry but for the same date.
Show start/stop time in universal format Allows you to specify the start and stop time in the military 24-hour HH:MM format instead of the 12-hour AM/PM format. Depending on your selection here, the Start/Stop Time drop-down lists display the options accordingly (13:00 or 01:00 PM) in the Time Entries and Calendar screens.
Show allocation summary Allows you to display the task allocation summary by default on the Time Card and Time Entries screen.
Timer: Auto-fill Timer with the last . . . projects/activities Automatically pre-fills the Timers grid with the recently or last used projects and activities. This saves a lot of time, especially if you work on the same projects and activities every week. It applies to both the Timers quick drop-down menu as well as the main screen.
User Preferences > Email Settings >
Invoices/Statements/ Reports/Payment Receipts: Add Smart Field

Smart fields are placeholder fields (variables) that allow Core to auto-fill them with IDs or values when emailing your invoices, statements, reports, or receipts. You can add multiple smart fields to the subject, file name and default message of your emails.

Example: You can add {ClientID}{ProjectID}{Invoice_Number} to the Subject field of invoices. Core auto-fills it with the relevant client, project and invoice number when composing the email. Example: COTTorrance Airport:1222 where COT is the client ID (City of Torrance) and Torrance Airport is the project ID and 1222 is the current invoice number.

Adding smart fields gives you the flexibility to customize the subject, file name and standard messages of your emails. This results in personalization of communication. These settings can be set at the global level and then overridden at the user level here.


Set My User Preferences

You can set your personal preferences for Core. To do so:

    1. Open the User Preferences screen from your company menu > User Preferences.

    1. Select a panel on the left and choose the desired settings and options on the right.

    2. Click Save.

Set Notifications

If you are a busy professional responsible for reviewing or approving time and expenses of other employees, you can set up notifications and reminders here instead of checking Core every now and then for submitted entries. Same applies to your submissions. The notifications set here alert you (logged-in user) about the important actions taken by someone else (say your manager) or the pending actions you have to take. These appear on the Notifications & Reminders panel on the icon bar.

To set up a notification, watch this video or follow these steps:

    1. Open the User Preferences screen from your company menu > User Preferences.

    1. Select the Notifications & Reminders panel on the left.

    2. On the Notification Settings tab, choose to send the notifications via email, if you prefer.

    3. Select all the relevant Personal Notifications from the list. If you are a manager, you might want to select the Reviewer Notifications as well.

    4. Click Save.

Set Reminders

The reminders set here inform you (logged-in user) about the pending actions you have to take. You can dismiss the reminders if you do not want to take any action on them. All the reminders are triggered if the associated condition is met and it has been more than 24 hours for that condition. There are various categories of reminders that you can choose to be informed about. For instance, the 'Time entries awaiting my review' reminder is triggered when it has been more then 24 hours since the time entries were submitted to you and you still have not taken any action on them. These appear on the Notifications & Reminders panel on the icon bar.

To set up a reminder, watch this video or follow these steps:

    1. Open the User Preferences screen from your company menu > User Preferences.

    1. Select the Notifications & Reminders panel on the left.

    2. On the Reminder Settings tab, select all the relevant reminders from the list.

    3. Click Save.

Manage Favorites Menu

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage this favorites list from here.

To manage your Favorites menu, watch this video or follow these steps:

    1. Open the User Preferences screen from your company menu > User Preferences.

    1. Click Favorites on the left panel.

    2. To remove a screen from your Favorites menu, select it on the grid and click Remove on that row.

    3. Else, select multiple screen names and then click Remove Favorite on the top of the grid.

    4. To reorder the screens in your Favorites menu, click  and move the row up or down.

Customize Side Navigation Menu

You can customize the order of your Core screens or features as listed on the side navigation menu. The visibility and access to these screens depends on your security permissions and subscriptions. You can manage the order of that list from here. These settings are remembered for the logged-in users.

To customize your side navigation menu, watch this video or follow these steps:

    1. Open the User Preferences screen from your company menu > User Preferences. You can also click the edit icon on the bottom of the side navigation menu to access this screen.

    1. Click Side Navigation on the left panel.

    2. To reorder the screens in your side menu, click  and move the row up or down.

    3. Click Save.

You can click Reset to Default on the top-right to go back to the original order, if needed.

Email Payment Receipts

As a business professional, you might want to send a Thank You note to your clients along with a payment receipt. Core not only allows you to do that but also automates this process. It is smart enough to email the payment receipts to your clients automatically with your custom message. You can do this at the global level as well as the user level.

To set up automatic payment receipts, watch this video or follow these steps:

    1. Open the User Preferences screen from your company menu > User Preferences.

    1. Click Email Settings on the left panel.

    2. After entering your User Information, click the Payment Receipts tab.

    3. Enter the default Subject and Message for your payment receipts. If you want, you can add smart fields to it so that Core can auto-fill them with IDs on emailing.

    4. Click Save.

Note: Make sure to check the option 'Email payment receipts to the clients’ in the Global Settings > Billing screen.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list.  You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the User Preferences screen from your company menu > User Preferences.

    1. Click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

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