Introducing managed users for simplified Trimble ID logins: We've streamlined the Trimble ID user setup and login process with the introduction of Managed Trimble ID users. For users who do not have a company email, managed user credentials allow admins full control over creating and updating user accounts. For details, see the Trimble ID Updates for Vista Web section.

Streamline your expense posting with Auto Expenses: The new Auto Expense feature takes the current Quick Add functionality and uses AI to extract key details from the uploaded receipt image, automatically creating a new expense receipt and populating the transaction date, vendor, total amount, and description fields. For details, see the HR Management Highlights - Expenses section.

Create Requisitions from Processed Purchase Orders: From the Purchase Order Dashboard, you can create a new PO requisition that copies the header and item information of an existing Processed Purchase Order. For details, see the Financial Controls Highlights - Purchase Order section.

View a technician's unavailable time from the Service Manager Dashboard: You can select the new Show Unavailable Time filter to view a technician's unavailable time directly on the dashboard. For details, see the Field Service Highlights - Service Manager Dashboard section.

Trimble ID Managed Users: We've simplified Trimble ID logins for Vista Web with the introduction of managed Trimble ID users. There are now two types of Vista Web Trimble ID users: managed users and native users.

To set up managed users, you must be on Vista Web version 1.25.8.434 or higher. Admins can create a managed user for any portal user who does not have a Viewpoint VP User Name and is not already associated with a VA User or native Trimble ID account. To learn more, see Trimble ID Logins for Vista Web.

Watch the overview video here:

Benefits of managed Trimble ID users:

• Simplified user setup: Admins can set up users who do not have company emails by adding users in Vista PR Employee and assigning Trimble ID credentials in the portal. For more information, see Configure Trimble ID Managed User Logins.

• Full admin controls: Admins have full control over creating and updating managed Trimble ID user credentials, including the ability to reset passwords and unlink accounts, which simplifies troubleshooting.

  Tip: Use the portal setting TID Notification Preferences to choose the communication method used to notify managed users when connecting their Trimble ID account to their portal profile.

• Bulk assignment: Admins can assign multiple managed users at once using an import template, which includes error tracking for correcting issues with the bulk assignment. For more information, see Bulk Assign Managed Users.

Review troubleshooting methods to resolve issues with Trimble ID logins: For guidance on a variety of ways to resolve Trimble ID login issues, review the article Troubleshoot Trimble ID Issues.

Kiosk Mode Clock-In logins and managed Trimble ID: Managed user credentials impact your users' abilities to clock in through the various Kiosk login options.

Kiosk Mode Type	Location	Managed Trimble ID logins supported?
Kiosk Login		No
Kiosk clock-in from the login screen		No
Kiosk clock in from Field Tools > Kiosk Clock-In Mode		Yes, but only if the password is not required. For users to be able to clock in here with a managed username: The portal setting Require Employee Password when Clocking In / Out from Field Tools > Kiosk Clock-in Mode must be disabled. An admin must unlock the Kiosk so users can clock in / out.

Expenses

• New! Auto Expense feature: Now when you use the Quick Add feature to upload a picture of your receipt, the portal uses AI to extract data from the receipt to automatically fill fields in the header.

  Here's how it works:

  1. To enable this feature, an admin must first turn on the new portal setting Enable Auto Expense.
  2. Take a picture of your receipt and upload it using the Quick Add feature.
  3. Vista Web then uses AI Optical Character Recognition (OCR) to read the receipt and extract data.
  4. When this process completes, you will receive a notification. Select the notification to open the new expense receipt, where the following fields are automatically populated: Transaction Date, Vendor, Total Amount, and Receipt Description. Edit the fields as needed.
  Note: The Auto Expense OCR feature does not work if the receipt is blurry or torn, and images must be in PNG or JPEG file format. PDFs are not currently supported but will be introduced in a future release.

  If there is an issue with OCR, the feature defaults to the standard Quick Add functionality.

  For more details about Auto Expenses, see the following articles: Configure Expenses or Create an Expense Receipt.

• Display pending credit card transactions in the navigation bar with new portal setting: To display a badge with the number of pending credit card transactions on the Employee Tools option in the navigation bar, enable the portal setting Show pending Credit Card Transactions in Nav Bar.

  When enabled, users will see a badge indicating how many credit card transactions are in the Unreconciled Credit Card Transactions state and are available for coding. For more information, see Configure Expense Credit Cards.

  Setting location: Admin > Portal Settings > Expense > Credit Card

  

• Expense items in the Expense Approval grid now remain selected: Any expense items you select in the Expense Approval grid now remain selected, even when you leave the grid to edit an expense item, view an attachment, approve or reject a single expense item line, or move to the next page of items in the grid.

• Create new expense receipts faster with the new Hotlist Item shortcut: The New Expense Receipt hotlist item option allows you to jump from the home screen to creating a new expense receipt.

  

Onboarding

• New! Onboarding now available for Canadian customers: Changes to the Onboarding module now allow Canadian new hires to be initialized to Vista. This update comes with the following changes:
  • SSN / SIN added to Personal Info section: The Country on the employee's onboarding profile determines whether SSN (US social security number) or SIN (Canadian social insurance number) displays. When the profile is All, the label for this field will be based on the company assigned to the portal setting Company number for Onboarding and ATS Logo.
  • If this SSN / SIN field is set to required in the setting Required Fields on Personal Info (Onboarding Only), then new hires will be required to enter their number when filling out the Personal Info section.
  • If the new hire's profile does not contain the I-9 or W-4, the new hire can still be initialized to Vista (applies to US and Canadian customers).
• Save your progress when initializing an employee to Vista: In the Initialize to Vista window, select Save & Close to keep your changes so you can return to them later without having to re-enter information. The data does not go to Vista until you submit it. For more details, see Initialize a New Hire to Vista.
  Note: Updates to the Expected Hire Date, Expected HR Company, or Expected HR Ref will be reflected on both the Onboarding Details page and in the initialization window.
• Minor changes to Form I-9: The portal now reflects the updated version of Form I-9. Changes from the USCIS include statutory language updates and revisions to List B document descriptions. For more details about these changes, see the U.S. Citizenship and Immigration Services website.
  Note: This feature was added in an update after release 25.6+.

  Vista Web portal changes to the I-9 include expanding the character count of fillable fields to match the number of characters allowed on the federal fillable form. This involved changes to the Issuing Authority and Employer's Business or Organization Name fields.

• I-9 Audit Report now available for onboarding profiles that do not currently include an I-9 form: Vista Web no longer requires an employee's onboarding profile to currently contain an I-9 form in order to return I-9 audit information. This makes audit history more readily available for employees who have changed onboarding profiles or who no longer have an I-9 attached. For more information about the audit report, see Generate the I-9 Audit Report.

Personal Information

• New portal setting automatically sends updated personal info to Vista PR Employee and AP Vendors: To have changes to employee personal info and direct deposit data automatically update in Vista, enable the new portal setting Push personal info updates to AP Vendor record if account is linked.

  If a user's PR Employee record is linked to an AP Vendor, with this setting enabled, updates to personal info and direct deposit data in the portal will also update the corresponding fields in Vista:

  Personal info fields will update Vista PR Employee:

  Employee Name, Phone, Email, Address, Address 2, City, State, Zip Code, Country

  Direct deposit fields will update Vista AP Vendor:

  Routing #, Bank Account #, Account Type

  For more details, see Configure Personal Information.

  Setting location: Admin > Portal Settings > Personal Information

Timecards

• Filter Timecard Approval page by Job: The new Job filter allows for filtering the Timecard Approval page to display only timecards that include lines associated with a specific job. This filter defaults to All jobs. For more information about timecard approval, see Approve Time as a Timecard Manager.

  

• Improved Job Time Approval Load Grid option: On the Job Time Approval grid, we've made it more apparent that if you choose a Job, Template, or Crew filter, you must select Load Grid to see the grid update to reflect your filter parameters.

  

  Note: In order for the Load Grid option to display, the existing portal setting Require Filtering of Job Approval results by job must be enabled.

Any changes made to the form on the web portal automatically update the same form in Vista. For more information, see Update Vista Forms on the Web.

To see a list of the current Vista forms in the Vista Web portal, see Vista Forms Available in Office Tools.

New look for the Office Tools landing page! When you open office Tools, you'll see that the landing page has a new look and provides more guidance on our process for bringing Vista workflows to the web.

Report error messages are now more detailed: When a report has an error, improved error messaging now tells you that the issue is with a report and includes the report name.