Help Center Updates

This page lists the changes made to each updated version of the help center that has been published for OpenAir 2023.2 and OpenAir 2024.1. Visit this page regularly to find out about changes to the help topics in the OpenAir Help Center.

This version of help includes updates to reflect new features added for OpenAir 2024.1.

July 17, 2024

NetSuite Integration

Updated Projects (Projects) Import Field Mapping Definition – Added information about mapping actualTime and similar NetSuite standard calculated fields under Additional Field Mappings.

May 15, 2024

What's New

Interim Release Notes

Added OpenAir Mobile 5.1 – The new app version, released on May 15, 2024 for both iOS and Android, lets you jot down time and expenses as you go in your draft inbox, and pull your time entry or receipt drafts when you’re ready to complete your timesheet or expense report.

Mobile

• Added Working with Drafts in OpenAir Mobile – Create draft time entries and receipts and pull these drafts when you’re ready to complete your timesheet or expense report in OpenAir Mobile 5.1 and later versions.

• Updated Widget gallery – Use widgets to add a draft or attach a file to a draft receipt.

• Updated topics under Working with Timesheets in OpenAir Mobile and Working with Expenses in OpenAir Mobile – Add time entries from drafts to your timesheets and receipts from drafts to your expense reports.

April 24, 2024

What's New

Interim Release Notes

Added OpenAir Integration Manager 7.2 — Read and modify the internal ID of the credit memo (negative invoice) layout [credit_invoice_layout_id] associated with a customer or project using OpenAir Integration Manager.

Additional Resources

Updated Training Webinars — Added OpenAir 2024.1 Release New Feature Training (April 2024).

Administrator Guide

• Updated Managing two-factor authentication in OpenAir – OpenAir sends an email notification automatically to inform enrolled users of the requirement to setup 2FA.

• Added the following help topics under Getting Help:

  • OpenAir Customer Support – Overview of support services for OpenAir including usage best practice guidelines.

  • NetSuite Account Center – From the NetSuite Account Center, you can view support cases and issues, and contact Customer Support.

  • OpenAir User Group – You can connect with other OpenAir users and certified consultants to ask questions and trade tips.

  • Checking OpenAir Service Status – The OpenAir service status page is a communication tool used to inform you about the current status as well as past and future disruptions to the OpenAir service.

  • Oracle Help Center – Most of the OpenAir Help Center content can also be viewed in the NetSuite OpenAir section of the Oracle Help Center. The OpenAir help topics in the Oracle Help Center provide an updated look and feel, with the benefit of being able to access the content without signing in to OpenAir.

  • Get Ready for Your OpenAir Account Upgrade – Information about how OpenAir delivers changes to customers and how to prepare for each major release.

API

Updated XML API and SOAP API > XML and SOAP API Business Object Reference > User – Added the list of possible values to the description of property mfa_status.

Integration Manager

Updated Records and Fields Reference > Customer and Project – Read and modify the internal ID of the credit memo (negative invoice) layout [credit_invoice_layout_id] associated with a customer or project using OpenAir Integration Manager.

Security

• Updated Availability – Added tip about using NetSuite Account Center to request audit reports.

• Updated Data Export for Auditing. Added information about the two-factor authentication status [mfa_status] field/column in the user table under Quick reference for fields/columns commonly use for auditing purposes.

User Guide

• Updated Signing In Using Two-Factor Authentication (2FA) – OpenAir sends you an email notification if an account administrator enrolls you to sign in to your company's OpenAir account using 2FA.

• Updated Set Up Two-Factor Authentication (2FA) – OpenAir sends you an email notification when you complete your 2FA setup.

April 13, 2024

What's New

• The OpenAir 2024.1 Release Notes are available — 2024.1 Release Notes · April 13, 2024.

• Interim Release Notes have been deleted and incorporated into the Release Notes for the April 13, 2024 OpenAir release.

Additional Resources

• Added Developer Reference Documentation – A summary page listing all available reference documentation aimed at developers.

• Added Integrations and Add-on Services – A summary page listing all integrations and add-on services provided by OpenAir.

• Relocated the Glossary under Additional Resources.

Administrator Guide

• Added Two-Factor Authentication and Managing two-factor authentication in OpenAir — Add more security to OpenAir with an extra verification step during sign-in.

• Added OpenAir Account Identifiers and URLs and moved Your OpenAir Account URLs from Optional Features.

• Updated Optional Features – Added administration settings for the Navigation Shortcuts feature.

• Updated Project Status News Feed – The project status news feed status UI components were changed. New layout, same functionality.

Integration Manager

Updated Records and Fields Reference > User – Read and modify the value of the Two-factor authentication required [mfa_status] user setting using OpenAir Integration Manager.

API

Help topics for the XML API and SOAP API are now available in the OpenAir Help Center in addition to a fully reviewed and consolidated PDF guide for both API components — See API and XML API and SOAP API.

NetSuite Integration

• Updated Importing or Mapping NetSuite Classifications to OpenAir Hierarchies, Real-Time Record Import and Configuring Real-Time Record Import from NetSuite into OpenAir — The Real-Time Record Import feature now supports custom import workflows importing NetSuite custom record types OpenAir: Cost Center and OpenAir: Project Rate Card into OpenAir as cost center or rate card records.

• Removed help topics describing how to set up optional integration functionality relying on the Outbound Single Sign-On (SuiteSignOn) feature in NetSuite. NetSuite is ending support for SuiteSignOn in NetSuite 2024.2. Upgraded versions of the OpenAir NetSuite Connector functionality removes the dependency on SuieSignOn. See the following help topics.

  • Upgrading OpenAir NetSuite Connector Features to Remove the Dependency on SuiteSignOn

  • Enabling Access to OpenAir From Within NetSuite

  • Enabling the OpenAir Within NetSuite Feature in OpenAir

  • Configuring Real-Time Record Import from NetSuite into OpenAir

Security

Updated Authentication by OpenAir – Two-factor authentication is now available natively in OpenAir.

User Guide

• Added Shortcuts – Add shortcuts to any pages in OpenAir and external URLs, and go to your favorite pages in and outside OpenAir from anywhere in OpenAir.

• Added Signing In Using Two-Factor Authentication (2FA) – Add more security to your company's OpenAir account with an extra verification step during sign-in. The new section includes the following topics:

  • Set Up Two-Factor Authentication (2FA)

  • Reset Your Two-Factor Authentication (2FA) Settings

  • Trusted Devices

  • Two-Factor Authentication FAQ

  • Troubleshoot Authenticator Apps

• Updated Signing In to OpenAir now separated out into several page-level help topics.

• Added preference Disable shortcut under Personal Settings.

• Updated Working with the Project Center View and topics under it in light of new functionality.

  • Added Searching for Resources in the Project Center – Search for resources matching your profile, job code and availability criteria, and review other projects these resources are booked to directly from the project center to find the best staffing fit for your projects.

  • Updated Project Center Column Options – View and edit Notes content for bookings, and Non-billable task field for tasks and milestones.

  • Updated Date Navigation in the Project Center – Scroll horizontally to move through your project time line.

March 13, 2024

What's New

Get a sneak peek of some of the features planned for the OpenAir 2024.1 release on April 13, 2024 — View 2024.1 Sneak Peek or download the OpenAir 2024.1 Sneak Peek.

NetSuite Integration

• Moved Use OAuth 2.0 for NetSuite Single Sign-On Integration and Real-Time Record Import(Previously, OpenAir Within NetSuite and Real-Time Record Import Using OAuth 2.0) from Optional Features to NetSuite Integration – The optional features was changed to a NetSuite Connector administration setting.

• Added Upgrading OpenAir NetSuite Connector Features to Remove the Dependency on SuiteSignOn – Upgrade the OpenAir Within NetSuite and Real-time Record Import features and remove the dependency on the NetSuite Outbound Single Sign-On (SuiteSignOn) feature, for which NetSuite plans to end support with the NetSuite 2024.2 release.

Optional Features

Moved Use OAuth 2.0 for NetSuite Single Sign-On Integration and Real-Time Record Import(Previously, OpenAir Within NetSuite and Real-Time Record Import Using OAuth 2.0) from from Optional Features to NetSuite Integration – The optional features was changed to a NetSuite Connector administration setting.

February 21, 2024

Administrator Guide

Consolidated content Data Deletion (previously "Transaction and Record Deletion"), now located under Security

Business Intelligence Connector

• Updated Connecting BI Tools to Your OData Feed and Viewing Your OData Resource Data in a Web Browser – The OpenAir OData feed returns a 410 Gone HTTP status error if a published report is refreshed while you are reading or paging through that published report.

• Updated Publishing Your Reports Manually to the OData Service, Publishing Reports Others Have Shared with You and Verifying the Publication Status of your Reports – The Last published timestamp shows the date and time when the report publication completed and the published report data became available in your OpenAir OData feed.

NetSuite Integration

Updated steps to upgrade the OpenAir Within NetSuite (NetSuite Single Sign-On Integration) and Real-Time Record Import features.

• Enabling Access to OpenAir From Within NetSuite

• Enabling the OpenAir Within NetSuite Feature in OpenAir

• Configuring Real-Time Record Import from NetSuite into OpenAir

Security

• Split page sections under Overview > Standard Features into separate help topics.

• Updated Data Deletion and Requesting Purge of Deleted Records or Audit Trail Data to reflect changes in data retention for deleted records.

February 7, 2024

Administrator Guide

• Updated Email Settings – Added description for the Set up email return path setting. See also Custom Email Return Path (Security Guide).

• Updated Timesheets > Other Settings – Additional information and guidelines about the Enable start and end time entry on timesheets setting.

NetSuite Integration

• Added links to the Schema, XSD and WSDL reference documentation for NetSuite 2023.1 endpoint throughout the field mapping definition reference help topics and Schema Reference Documentation.

• Updated background information and steps to upgrade the OpenAir Within NetSuite (NetSuite Single Sign-On Integration) feature. The upgraded feature replaces the SuiteSignOn integration with a NetSuite as OIDC Provider integration to enable access to OpenAir from within the NetSuite UI.

  Updated help topics:

  • OpenAir Within NetSuite

  • NetSuite Features Required for the Integration

  • NetSuite Bundles for the Integration

  • Creating a Custom Role for the Integration in NetSuite

  • Enabling Access to OpenAir From Within NetSuite

  • Controlling Access to the PSA Center Tab

  • Configuring Integration Preferences and Terminology Preferences in NetSuite

  • Connecting OpenAir to NetSuite for the Integration

  • Enable NetSuite single sign-on (OpenAir NetSuite Connector administration setting).

  • Enabling the OpenAir Within NetSuite Feature in OpenAir

• Updated background information and steps to upgrade the Real-Time Record Import feature. The upgraded feature replaces the SuiteSignOn integration with certificate-based authentication to validate real-time record import requests.

  Updated help topics:

  • Real-Time Record Import

  • NetSuite Bundles for the Integration

  • Creating a Custom Role for the Integration in NetSuite

  • Configuring Real-Time Record Import from NetSuite into OpenAir

  • Configuring Integration Preferences and Terminology Preferences in NetSuite

  • OpenAir NetSuite Connector Contextual Tips

  • Enable NetSuite real-time integration (OpenAir NetSuite Connector administration setting).

  New help topics:

  • Added Enabling the Real-Time Record Import Feature in OpenAir — Steps to enable the real-time import of records from NetSuite into OpenAir.

  • Added Real-Time Record Import Certificate and Certificate Rotation — Generate the certificate required by upgraded Real-time Record Import feature which uses certificate-based authentication instead SuiteSignOn to validate real-time record import requests.

• Updated background information about the previous versions of the OpenAir Within NetSuite (NetSuite Single Sign-On Integration) and Real-Time Record Import features relying on the NetSuite Outbound Single Sign-On (SuiteSignOn) feature. This content was subsequently deleted.

• Update the version history for the following NetSuite bundles. Release versions supporting the upgraded OpenAir Within NetSuite and Real-time Record Import features are available as of February 7, 2024.

  • NetSuite OpenAir SRP Integration – Bundle ID 369637 (Previously 2851)

  • NetSuite OpenAir SRP Single Sign-On – Bundle ID 369619 (Previously 13512)

  • NetSuite OpenAir SRP Real-time Add-on – Bundle ID 369630 (Previously 12610)

Optional Features

Updated Use OAuth 2.0 for NetSuite Single Sign-On Integration and Real-Time Record Import — Updated background information about upgrading the OpenAir Within NetSuite (NetSuite Single Sign-On Integration) and Real-Time Record Import features.

December 13, 2023

Additional Resources

Updated SuiteWorld Presentations — Added links to OpenAir presentations at SuiteWorld 2023.

Administrator Guide

Updated Project Center Options — Account administrators can control whether the project center show project sequence information only for all users or project sequence information and resource booking information.

Glossary

Glossary entries now refer directly to the relevant help topic instead of the PDF guide. See all topics under Glossary.

Mobile

Updated Working with the OpenAir Dashboard and added Pinned Timesheets, Expense Reports or Receipts — Additional information about dashboard functionality available in OpenAir Mobile 5.

NetSuite Integration

Updated Vendors (Vendors) Import Workflow and Employees (Vendors) Import Workflow — Additional information about using the OpenAir: User or Vendor [custentity_oa_user_or_vendor] field on the vendor record in NetSuite.

Optional Features

Updated Project Center — Account administrators can control whether the project center show project sequence information only for all users or project sequence information and resource booking information.

User Guide

Updated Working with the Project Center View and topics under it — Account administrators can control whether the project center show project sequence information only for all users or project sequence information and resource booking information.

November 8, 2023

NetSuite Integration

• Added OpenAir Custom Fields and Field Mapping – Examples of advanced field mappings depending on the custom field type and on the format of custom field values.

• Added Bundle SuiteScript Deployment Guidelines – Best practice guidelines to verify script deployments setting and user event scripts running order.

• Added Troubleshooting Other Integration Issues – Two new troubleshooting scenarios.

• Updated the following help topics with information for using a NetSuite as OIDC Provider integration to enable access to OpenAir from within the NetSuite UI and real-time record import from NetSuite into OpenAir.

  • OpenAir Within NetSuite

  • NetSuite Features Required for the Integration

  • Enabling Access to OpenAir From Within NetSuite

  • Controlling Access to the PSA Center Tab

  • Configuring Real-Time Record Import from NetSuite into OpenAir

  • Enabling the OpenAir Within NetSuite Feature in OpenAir

• Relocated information about using a NetSuite Outbound Single Sign-On (SuiteSignOn) integration. This content was subsequently deleted.

Note:

The NetSuite as OIDC Provider OpenAir integration requires bundle updates to the following versions. These bundle versions will be available at a later date to be confirmed.

• NetSuite OpenAir SRP Integration (Bundle ID: 369637) 4.0

• NetSuite OpenAir SRP Single Sign-On (Bundle ID: 369619) 7.0

• NetSuite OpenAir SRP Real-time Add-on ((Bundle ID: 369630) 3.0

Until these bundle versions become available, you should use SuiteSignOn to enable access to OpenAir from within NetSuite.

Visit this page regularly to find out about additional information as it becomes available.

Optional Features

• Expanded Loaded Cost Custom Import with additional information and cross-references.

• Updated Stricter Permission Control for Extended Fields Derived from Employee Cost Information — The feature was enabled by default as part of your account upgrade to OpenAir 2023.2. To disable the feature, contact OpenAir Customer Support.

October 18, 2023

Exchange Manager

Updated OpenAir Booking Exported as Calendar Event – When using OpenAir Exchange Manager 5.3, the body of the calendar event imported from an OpenAir booking includes the customer name, the project name, the project task name, the duration of the booking, and notes about the booking, if any.

October 11, 2023

Administrator Guide

Added information about different types of OpenAir account and about OpenAir sandbox accounts.

• OpenAir Account Types

• OpenAir Sandbox. Includes General Guidelines about Sandbox Accounts

• Features Available for Testing in a Sandbox

• Actions Required after Sandbox Creation or Refresh

• Data That is Not Copied from Production to Sandbox

• Refreshing Sandbox Accounts

• OpenAir Sandbox FAQ

Mobile

• Updated Navigating OpenAir Mobile — Split content into separate help topics with the introduction of the dashboard and navigation drawer in OpenAir Mobile 5.0.

  • Added Working with the OpenAir Dashboard — Create your own dashboard with handpicked widgets from the widget gallery. Widgets include shortcuts to lists, summaries of pinned and most recent timesheets or expense reports, create and file upload actions.

  • Added Working with the OpenAir Navigation Drawer — Personalize the navigation drawer by changing the order of menu items, or adding them to your favorites.

  • Added Quick Actions from Home Screen — Existing content relocated from Navigating OpenAir Mobile.

• Added Adding Attachments from the OpenAir Dashboard under Working with Image Attachments on Expense Reports Receipts and Receipt drafts.

• Updated Timesheet Summary in List Views, Expense Report Summary in List Views, and Receipt Summary on Expense Reports — Pin timesheets, expense reports and receipts to your dashboard.

• Updated help topics throughout the guide — Navigation and toolbar changes with the introduction of the dashboard and navigation drawer in OpenAir Mobile 5.0.

NetSuite Integration

• Added OpenAir NetSuite Connector administration setting NetSuite custom fields for resource allocation records in field mapping for custom export.

• Updated Best Practice Guidelines under Exporting Records from OpenAir to NetSuite Using Custom Workflows — Include custom CRM field for NetSuite resource allocation records in your field mapping definitions when using a custom export workflow to export bookings from OpenAir to NetSuite as resource allocations.

Optional Features

Added Proxy Approver Notifications — Add proxy approvers as recipients in notification email messages about new transactions awaiting approval. Existing feature newly documented in this guide (available since September 18, 2010).

October 7, 2023

Additional Resources

• Updated Training Webinars — Added OpenAir 2023.2 Release New Feature Training (October 2023).

• Added NetSuite SuiteSuccess for Services Videos — View videos about OpenAir on the NetSuite YouTube Channel.

Administration Guide

Added Secured Short URLs — Control access to the online invoice URL that OpenAir generates automatically when an invoice is created. Existing feature newly documented (feature introduced in the OpenAir 2016.1 release).

NetSuite Integration

• Added Use 2023.1 communication endpoint and NetSuite 2023.1 Communication Endpoint — Support for the NetSuite 2023.1 communication endpoint. These help topics replace previous content about NetSuite 2020.1 endpoint.

• Added Verify credit (negative invoice) export — The Autorecovery feature is available for the Send OpenAir Credit (negative invoice) as NetSuite Credit Memo export workflow.

• Updated the following help topics with information for using a NetSuite as OIDC Provider Integration to replace the NetSuite Outbound Single Sign-On (SuiteSignOn), for which end of support is scheduled for the NetSuite 2024.2

  • OpenAir Within NetSuite

  • NetSuite Features Required for the Integration

    Enabling Access to OpenAir From Within NetSuite

  • Controlling Access to the PSA Center Tab

  • Configuring Real-Time Record Import from NetSuite into OpenAir

• Relocated information about using a NetSuite Outbound Single Sign-On (SuiteSignOn) integration. This content was subsequently deleted.

• Updated NetSuite OpenAir SRP Integration – Bundle ID 369637 (Previously 2851) – Version 4.0 will be available after the OpenAir production account upgrade to 2023.2 (date to be confirmed).

• Updated NetSuite OpenAir SRP Single Sign-On – Bundle ID 369619 (Previously 13512) – Version 7.0 will be available after the OpenAir production account upgrade to 2023.2 (date to be confirmed).

REST API

• Added the following resources:

  TimeEntry — See Time Entries and Time entry object properties.

• Added the following endpoints and methods:

  • GET​ /project-tasks​/{id}​/attachments/{attachment_id}/thumbnail — See Get the Thumbnail for an Attachment Associated with a Project Task

  • Added the following endpoints and methods:

    • PUT /expense-reports​/{id}/attachments — See Replace an Attachment to an Expense Report

    • PUT /projects​/{id}/attachments — See Replace an Attachment to a Project

    • GET​ /project-tasks​/{id}​/attachments/{attachment_id}/thumbnail — See Get the Thumbnail for an Attachment Associated with a Project Task

    • PUT /project-tasks​/{id}/attachments — See Replace an Attachment to a Project Task

    • PUT /receipts​/{id}/attachments — See Replace an Attachment to a Receipt

    • POST /time-entries/ — See Insert a Time Entry

    • GET /time-entries/ — See Get the List of Time Entries

    • GET /time-entries/{id} — See Get a Time Entry

    • DELETE /time-entries/{id} — See Delete a Time Entry

    • OPTIONS /time-entries/ — See Discover Available Methods and Fetch the Endpoint Reference for Time Entries

  • Updated the following help topics – The methods now support the Sorting feature.

    • GET​ /expense-reports​/{id}​/attachments/ — See Get the List of Attachments Associated with an Expense Report.

    • GET​ /projects​/{id}​/attachments — See Get the List of Attachments Associated with a Project

    • GET​ /project-tasks​/{id}​/attachments — See Get the List of Attachments Associated with a Project Task

    • GET​ /receipts​/{id}​/attachments/ — See Get the List of Attachments Associated with a Receipt.

Optional Features

• Added Custom Fields for Projects as Columns on Charges List Views — Add columns for custom fields associated with project records to charges list views.

• Added Use OAuth 2.0 for NetSuite Single Sign-On Integration and Real-Time Record Import — Use the NetSuite as OIDC Provider feature to access OpenAir from within the NetSuite UI and to allow real-time record import from NetSuite into OpenAir.

• Added Stricter Permission Control for Extended Fields Derived from Employee Cost Information — Extend standard access control for extended fields and custom calculations derived from employee cost information.

• Updated Attachment Viewer and Attachment Thumbnail — View attachment thumbnails and preview attachment files from expenses list views, click a thumbnail in the attachment viewer navigation bar to view the attachment file in the preview pane.

• Updated Inline-Editing in List Views — Use inline-editing in projects and saved reports list views. The topic is now located under Global.

Release Preview Guide

Migrated the Release Preview Guide for OpenAir in to the OpenAir Help Center.

User Guide

• Updated Inline-Editing in List Views — Use inline-editing in projects and saved reports list views.

• Updated List View Data and List View Icons with new action icons in saved reports list view.

• Updated Lazy Loading under Working with the Project Center View — Start where you left off with remembered vertical scrolling position.

• Updated Project Center Toolbar — Added an overview of the project toolbar, moved all subsections into separate help topics.

• Added Viewing Hours, Time Costs, or Time Charges in the Project Center — View time, time cost or time charges information in the project center.