User Guide - OpenAir

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User GuideApril 10, 2021

Copyright 2013, 2021, Oracle and/or its affiliates.This software and related documentation are provided under a license agreement containing restrictionson use and disclosure and are protected by intellectual property laws. Except as expressly permittedin your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast,modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by anymeans. Reverse engineering, disassembly, or decompilation of this software, unless required by law forinteroperability, is prohibited.The information contained herein is subject to change without notice and is not warranted to be errorfree. If you find any errors, please report them to us in writing.If this is software or related documentation that is delivered to the U.S. Government or anyone licensing iton behalf of the U.S. Government, then the following notice is applicable:U.S. GOVERNMENT END USERS: Oracle programs (including any operating system, integrated software,any programs embedded, installed or activated on delivered hardware, and modifications of suchprograms) and Oracle computer documentation or other Oracle data delivered to or accessed byU.S. Government end users are "commercial computer software" or "commercial computer softwaredocumentation" pursuant to the applicable Federal Acquisition Regulation and agency-specificsupplemental regulations. As such, the use, reproduction, duplication, release, display, disclosure,modification, preparation of derivative works, and/or adaptation of i) Oracle programs (including anyoperating system, integrated software, any programs embedded, installed or activated on deliveredhardware, and modifications of such programs), ii) Oracle computer documentation and/or iii) otherOracle data, is subject to the rights and limitations specified in the license contained in the applicablecontract. The terms governing the U.S. Government's use of Oracle cloud services are defined by theapplicable contract for such services. No other rights are granted to the U.S. Government.This software or hardware is developed for general use in a variety of information managementapplications. It is not developed or intended for use in any inherently dangerous applications, includingapplications that may create a risk of personal injury. If you use this software or hardware in dangerousapplications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and othermeasures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damagescaused by use of this software or hardware in dangerous applications.Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarksof their respective owners.Intel and Intel Inside are trademarks or registered trademarks of Intel Corporation. All SPARC trademarksare used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD,Epyc, and the AMD logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is aregistered trademark of The Open Group.This software or hardware and documentation may provide access to or information about content,products, and services from third parties. Oracle Corporation and its affiliates are not responsible for andexpressly disclaim all warranties of any kind with respect to third-party content, products, and servicesunless otherwise set forth in an applicable agreement between you and Oracle. Oracle Corporation andits affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or useof third-party content, products, or services, except as set forth in an applicable agreement between youand Oracle.If this document is in public or private pre-General Availability status:This documentation is in pre-General Availability status and is intended for demonstration and preliminaryuse only. It may not be specific to the hardware on which you are using the software. Oracle Corporationand its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect tothis documentation and will not be responsible for any loss, costs, or damages incurred due to the use ofthis documentation.

If this document is in private pre-General Availability status:The information contained in this document is for informational sharing purposes only and should beconsidered in your capacity as a customer advisory board member or pursuant to your pre-GeneralAvailability trial agreement only. It is not a commitment to deliver any material, code, or functionality, andshould not be relied upon in making purchasing decisions. The development, release, timing, and pricingof any features or functionality described in this document may change and remains at the sole discretionof Oracle.This document in any form, software or printed matter, contains proprietary information that is theexclusive property of Oracle. Your access to and use of this confidential material is subject to the termsand conditions of your Oracle Master Agreement, Oracle License and Services Agreement, OraclePartnerNetwork Agreement, Oracle distribution agreement, or other license agreement which hasbeen executed by you and Oracle and with which you agree to comply. This document and informationcontained herein may not be disclosed, copied, reproduced, or distributed to anyone outside Oraclewithout prior written consent of Oracle. This document is not part of your license agreement nor can it beincorporated into any contractual agreement with Oracle or its subsidiaries or affiliates.Documentation AccessibilityFor information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program websiteat http://www.oracle.com/pls/topic/lookup?ctx acc&id docaccAccess to Oracle SupportOracle customers that have purchased support have access to electronic support through My OracleSupport. For information, visit http://www.oracle.com/pls/topic/lookup?ctx acc&id info or visit http://www.oracle.com/pls/topic/lookup?ctx acc&id trsif you are hearing impaired.Sample CodeOracle may provide sample code in SuiteAnswers, the Help Center, User Guides, or elsewhere throughhelp links. All such sample code is provided "as is” and “as available”, for use only with an authorizedNetSuite Service account, and is made available as a SuiteCloud Technology subject to the SuiteCloudTerms of Service at www.netsuite.com/tos, where the term “Service” shall mean the OpenAir Service.Oracle may modify or remove sample code at any time without notice.No Excessive Use of the ServiceAs the Service is a multi-tenant service offering on shared databases, Customer may not use the Servicein excess of limits or thresholds that Oracle considers commercially reasonable for the Service. If Oraclereasonably concludes that a Customer’s use is excessive and/or will cause immediate or ongoingperformance issues for one or more of Oracle’s other customers, Oracle may slow down or throttleCustomer’s excess use until such time that Customer’s use stays within reasonable limits. If Customer’sparticular usage pattern requires a higher limit or threshold, then the Customer should procure asubscription to the Service that accommodates a higher limit and/or threshold that more effectively alignswith the Customer’s actual usage pattern.

Table of ContentsOpenAir Overview . 1Logging in to OpenAir . 2Navigating OpenAir . 7Navigation . 7User Center . 8View Button . 9Sidebar . 10Canvas . 11Working with Records, Forms and Lists . 13List View . 13Form . 16Grids . 20Working with Dashboards and Calendars . 23Home / Dashboard . 23Calendars . 26Working with Reports . 28Reports . 28Report Management and Report Editor . 28Creating a New Report . 33Editing Reports in the Report Editor . 35Personal Settings . 38General . 38Optional Features . 38Time Settings . 39Regional Settings . 39Print Settings . 40Page Layout . 40Dashboard Options . 40Timesheet Options . 41Expenses Options . 42Invoices Options . 43Projects Options . 43Scripting Studio Options . 43Display Options . 47Authorized Applications . 54Authorizing Applications to Access OpenAir on Your Behalf . 54References . 58Terminology . 58Icons . 58

OpenAir OverviewOpenAir OverviewWelcome to OpenAir!This guide will take you through the OpenAir product and how to use its interface and features.User Guide1

Logging in to OpenAirLogging in to OpenAirTo access OpenAir, go to the OpenAir login page and enter your login details. Use the following webaddress: https://auth.openair.com/login.The method you use to log in to OpenAir depends on your account configuration. For more information,see the following topics: Logging in to OpenAir with your OpenAir login details Logging in to OpenAir using Single Sign-On (SSO)Note: Depending on the Single Sign-On solution used in your company, you may need toenter your SSO details on your company SSO page first, then select the application you want toaccess. In this case, refer to your internal documentation for instructions.If you are logging in to OpenAir using your OpenAir login details, you may need to change your passwordthe first time you log in to OpenAir. See Changing your OpenAir Password.Passwords are valid for a limited period. The validity period depends on your account configuration. Youwill need to change your password periodically, before or when it expires. See Password Expiration.Depending on your account configuration you may also need to set up security questions. If this featureis enabled for your account, you can answer your security questions to reset your password and regainaccess, in case you are locked out of OpenAir. See Setting Up Security Questions and Resetting yourOpenAir Password.From time to time, we include important service announcements on the OpenAir login page. Pleasereview this panel regularly for information about planned service disruptions (during new releaseupgrades, for example).To check the availability of OpenAir at any time, click OpenAir System Status.User Guide2

Logging in to OpenAir with your OpenAir login detailsLogging in to OpenAir with your OpenAir logindetailsYou need the following information to log in to OpenAir: Your Company ID — This is the unique identifier for your company’s OpenAir account. Your User ID — This is your unique identifier as a user of your company’s OpenAir account. Your Password — This is the combination of characters that you have created.The combination of your Company ID , User ID and Password may be referred to as your OpenAir logindetails or user credentials in the OpenAir documentation.To log in to OpenAir using your login details:1. Go to the OpenAir login page — https://auth.openair.com/login.2. Enter your Company ID.3. Enter your User ID.4. Enter your Password.5. Click Log in.The OpenAir user interface appears.In case you forget your login details, you can get a reminder of your user ID and the hint you set up foryour password.To get a reminder of your login details:1. Click the link Forgot your password or ID?.2. Enter your email address associated with your OpenAir user account.An email is sent to your email address with a reminder of your user ID and the hint you set up foryour password.In case you are unable to log in to OpenAir, you can answer your security questions to reset yourpassword, or contact your account administrator. See Resetting your OpenAir Password.Logging in to OpenAir using Single Sign-On (SSO)Depending on your account configuration, you can log in to OpenAir using Single Sign-on (SSO).To log in to OpenAir using SSO:1. Go to the OpenAir login page https://auth.openair.com/login.2. Click SSO users can login here.3. Enter your Company ID.4. Enter your User ID.5. Click Log in.Your company Single Sign-on page appears.User Guide3

Changing your OpenAir Password6. Enter your Single Sign-on details. If your identity is verified successfully using SSO, you will beredirected to OpenAir.Changing your OpenAir PasswordYou may need to change your OpenAir password the first time you log in to OpenAir or when yourpassword expires. You can also change your password at any time.To change your password in OpenAir:1. Enter your Single Sign-on details. If your identity is verified successfully using SSO, you will beredirected to OpenAir.2. In OpenAir, go to the User Center and click Password.3. Enter your Current Password.4. Enter your new password in the Change Password field.5. Enter your new password again in the Confirm New Password field.6. Click Save.A message appears confirming that your password was changedIt is important to choose a password that cannot be compromised. Your password must meet minimumrequirements. The following minimum requirements apply to all OpenAir accounts by default. However, astricter password policy may be enforced for your account. The password must be at least characters 8 in length. The password must not be the same as your User ID. The password must contain at least one alpha and one numeric character. The password must contain at least three of these four character types: uppercase, lowercase,numeric, special characters (" !"# %&'()* ,-./:; ?@[\] { } "). Your new password must not be the same as one of your last two previous passwords.Tip: Create a password that is easy to remember and hard to guess.User Guide4

Password ExpirationPassword ExpirationPasswords are valid for a limited period. Your password validity period depends on your accountconfiguration.After your password expires, the password form appears automatically if you try to log in to OpenAir. Youmust change your password before you can access OpenAir. You can change your password at any timebefore it expires — see Changing your OpenAir Password.You will receive a password expiration notification email 14 days before the password expires, and 3 daysbefore the password expires, unless you change your password before. The notification email includesthe date your password will expire and instructions for changing your OpenAir password.Setting Up Security QuestionsDepending on your account configuration, you may need to set up security questions when you log into OpenAir for the first time. You may also be prompted to set up security questions when you changeyour password, if the Security Questions feature was enabled for you OpenAir account recently. Securityquestions are used to verify your identity if you are unable to access OpenAir. After you set up securityquestions in OpenAir, you can reset your password and regain access to OpenAir by answering a securitychallenge.You can select your three security questions from the dropdown list and write your answers in the fieldnext to each question.To set up your security questions:1. Log in to OpenAir. If you have not already set up security questions and the feature is enabled foryour OpenAir account, the Password form appears.2. Scroll down to the Security Questions section.3. For each question, select a question and enter your answers in the text field.4. Click Save.You can change your security questions and answers at any time.To change your security questions:1. In OpenAir, go to the User Center and click Password.The Password page appears.2. Scroll down to the Security Questions section.3. or each question, select a question and enter your answers in the text field.4. Click Save.User Guide5

Resetting your OpenAir PasswordNote: When setting up or changing your security questions, consider the following rules: You must answer all three questions. Your answers should be unique for each question.Resetting your OpenAir PasswordDepending on your account configuration, you can reset your OpenAir password yourself in case youforget your password or lock your OpenAir user account. You will need to answer the security questionsyou set up in OpenAir to verify your identity and regain access to OpenAir, if this feature is enabled foryour OpenAir account.To reset your password and unlock your access to OpenAir :1. In the OpenAir login page, click Reset password or unlock account.2. Enter your Company ID, User ID and E-mail address.3. Click Submit.If the details entered are valid, the security challenge form appears.4. Answer all three questions and click Submit. If you answer the questions correctly, you will receivean email with a temporary password.5. Log in to OpenAir using the temporary password.The password form appears. You will regain access to OpenAir after you change your password.See Changing your OpenAir Password.User Guide6

Navigating OpenAirNavigating OpenAirThis section introduces you to the elements of the OpenAir user interface (UI). It includes topics forcommon UI elements and tools.The following features are always available regardless of the screen you are working in. They are contextsensitive and adapt accordingly.1. Navigation — Three tier responsive menu gets you where you need to go. See also FormNavigation and Pagination.2. User Center — Draws together all user access and preference features into a common area.3. View Button — Allows you to swap quickly between the Standard and Full view. The Full view hidesthe Navigation, User Center and the footer to maximize the screen area available to display thecontent.4. The Create Button draws together all the OpenAir content creation actions into a common area.5. The Tips Button moves all the OpenAir tips into a more convenient location.6. Canvas — Displays business data, organized into various visual forms for easy and convenientuse.The Canvas is the display area for the various screens i.e. Form, List View, Grids, Reports, etc.NavigationNavigation is divided into three main levels.User Guide7

Navigation1. Main navigation — The top menu bar allows users to navigate between the available modules.Notice the use of spacing to logically group the modules.2. In-Module navigation — The second menu bar allows users to navigate through thefunctionality provided by the module.3. Screen specific — The third level of navigation is specific to the selected screen and may containone or more level of tabs with supporting controls.Navigation can be hidden by the View Button.Continuation MenuIf there is not sufficient space to display the full menu bar then a continuation drop down menu isdisplayed.Navigation ControlsSee also: Form Navigation — Allows you to quickly navigate around a large Form. Pagination — Allows you to quickly navigate within a large List View.User CenterThe User Center draws together all OpenAir user features into a common area.User Guide8

User CenterThe User Center displays the user name and role.Point to the User Center to access the User Center menu. Text size — Visual tool to set the text size used in the screens. Change Filter set — If you have multiple filters sets available, you will have the option to change yourcurrent filter set. Personal settings — Displays the screen to configure personal settings and optional features. See thechapter on Personal Settings for more information. My profile — Displays your resource profile. You can only view or modify your own resource profile ifyou have the relevant role permissions and if the feature is enabled on your account. Password — Displays the screen to change password and provide password hint. Help Center — Displays the OpenAir Help Center. Support — Displays the support screen where users can access SuiteAnswers, access the User Forumand view guides. Log in as — Log in or proxy in as another user. Log out — Log out and cancel your session.Note: Some of the User Center menu options are only available if the feature is enabled for youraccount and/or if your role permission enables you to access the feature.The User Center can be hidden by the View Button.View ButtonThe View button allows you to quickly swap between Standard and Full views.User Guide9

View ButtonThe Full view hides the Navigation, User Center and the footer to maximize the screen area available todisplay the content.SidebarThe Sidebar provides quick access to the most frequently used features.The Sidebar typically contains: Create Button Tips ButtonCreate ButtonThe Create button draws together all the OpenAir content creation actions into a common area.1. Search — Search is used to located a specific global create action. As you enter search text theGlobal create list is filtered instantly.2. Screen specific — List all create actions available for the current screen.3. Module specific — List all create actions available for the current module.4. Global create list — List all create actions from global settings.User Guide10

SidebarThe Create button is context sensitive. Click the button to display the Create New menu.Tips ButtonThe Tips button contains OpenAir tips in a convenient location.The Tips button contains information relevant to the screen or module you are in, and also containsspecial actions available to your role.CanvasThe canvas displays business data organized into various visual forms for easy and convenient use.Depending on the context and purpose, information is organized into Lists, Charts, or Worksheets for a“Big Picture” perspective and convenient access to data.Data items, such as Projects, Timesheets or Expense Envelopes, each have their own navigation to givedeeper and more precise control over the data configuration. This may be displayed as Forms, Lists, orGrids (Worksheets).The Home and Dashboard board screens combine useful information into clear and interactive portlets.These may include messages, reminders, overviews, and repositories of files or analytic data, presentedas colorful graphs.Calendars provide support for the main modules, such as the Resource Management module bydisplaying various types of data in a useful color-coded form.User Guide11

CanvasThe canvas can contain the following screen types: List View Form Home / Dashboard CalendarsUser Guide12

Working with Records, Forms and ListsWorking with Records, Forms and ListsList ViewThe List View presents bulk data in a linear way, providing a variety of helpful tools for productive work.Most List Views include a "Display/Toolbar Bar", which consist of various column configuration tabs,filtering options and other useful tools.List Options combine visual display settings, content configuration and data export options. Selectedrows, sorted and filtered columns are clearly highlighted in bright and positive colors.Rows containing total values are always displayed on the screen, without the need to scroll or otherwiselocate them.OpenAir includes a variety of useful illustrative ways to display various aspects and qualities of data, suchas the Progress Bar and Active Tick to indicate the project status at a glance.1. Screen-specific navigation2. Run bulk actions3. Row Header colors4. List Options5. “Active” tick6. Progress bar7. PaginationNote: Theicon is used for Run bulk actions and the CogFeatures: Screen specific navigation Run bulk actions button Row header colorsUser Guideicon is used for List options.13

List View14 List Options with new Density setting. Active Tick Progress Bar PaginationList OptionsThe List options button pulls together the previous List Menu and Rows per page features and has beenmoved to a more prominent position.DensityList ViewsSelect comfortable or compact from the List Options menu to control the density of the data displayed inlist views. In compact mode the margins are trimmed and headings wrap to make more data visible.User Guide

List ViewTimesheetsTimesheet grid density is set from User Center Personal Settings Display Options Data Density Control the data density displayed in timesheet grid with selected mode.Active TickThe Active tick provides a clear positive indication of an active item.Progress BarThe Progress bar combines a quick visual indication of completed status together with the numericalvalue.PaginationThe Pagination control is provided in the List View to allow you to quickly move to the item you needregardless of the size of the list.From the control you can clearly see your position in the list and move through the pages. Hover yourmouse over the control and click to jump to a specific page.User Guide15

Form16FormForms present editable data clearly.Forms have a 2 column layout, collapsible sections, and input fields to provide a positive and satisfyinguser experience.Form Navigation provides users with a quick and convenient way to navigate between form sections,which is especially important for editing complex data items, such as Projects. The currently displayedsection is clearly highlighted and adjusts automatically when the form is scrolled.Features: Form Navigation — Allows you to quickly navigate large forms. Form Signposting — Helps you keep your bearings when navigating complex forms. Action buttons — Buttons are generally green throughout the application, and the green colorindicates that they save data to the server. Blue buttons perform in-page functions which do not savedata on the server. Cancel and Delete buttons are exceptions and are show as text. Task Progress slider — Allows you to quickly view the current progress.Note: If enabled in your account, the slider also allows you to set the progress. On-Screen Error Messages — New on-screen error reporting features help you to quickly located andcorrect input errors. In-Form Notifications — Helps you to quickly find and resolve data entry issues. In-Form Popups — Enjoy the full functionality of NetSuite OpenAir without the need for popupwindows

Changing your OpenAir Password 4 6. Enter your Single Sign-on details. If your identity is verified successfully using SSO, you will be redirected to OpenAir.

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