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Getting Started with

ADP Workforce Now™

Quick Reference
ADP’s Trademarks
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 Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
What You Do as a Portal Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
How to Use This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Where to Find Guides in ADP Workforce Now . . . . . . . . . . . . . . . . . . . . . . . . 2
Where to Find Guides in the ADP Support Center. . . . . . . . . . . . . . . . . . . . . . 2
Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Log On to ADP Workforce Now. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Take Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Customize Your Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Task 1: Decide What You Want to Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Task 2: Add Your Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Task 3: Choose a Site Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Task 4: Determine Who Should See What . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Task 5: Set Up Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Task 6: Set Up New Hire Templates and Checklists . . . . . . . . . . . . . . . . . . . 14
Task 7: Set Up Employee Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Roll Out ADP Workforce Now . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Task 1: Test Your Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Task 2: Announce Your Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Task 3: Use Promotional Items to Build Web Site Awareness . . . . . . . . . . . 18
Task 4: Develop a Way to Gather/Address Feedback . . . . . . . . . . . . . . . . . . 18
Task 5: Consistently Evaluate and Update Your Site. . . . . . . . . . . . . . . . . . . 18
Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Customizing Your Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Using Your Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Running a Registration Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Distributing Company Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Installing Adobe Reader. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

ADP Workforce Now i Getting Started

 Contents

Getting Started ii ADP Workforce Now

Introduction
ADP Workforce Now™ is a web-based, fully integrated workforce management solution
that gives your organization a single point of access to payroll, HR and benefits, and
time and attendance information. This secure, easy-to-use solution gives you everything
you need to maximize your workforce and communicate with your employees.
ADP Workforce Now is tailored to meet the needs of your business. Therefore, menus
and menu options that you see will vary based on your role and the services your
company is using.

Customize ADP Workforce

Now with your company’s
information, which can include
graphics, text, and links.

What You Do as a Portal Administrator

As an ADP Workforce Now portal administrator, you set up your site so that employees
can access important company information and receive additional benefits such as the
ability to view personal information and, if possible, update it. In addition, you can
customize your site with graphics, colors, and fonts that match the look and feel of your
own company’s branding.
You also have the important task of controlling what your employees see based on their
job responsibilities.

How to Use This Guide

Getting Started with ADP Workforce Now™: Quick Reference outlines the setup tasks
you perform as a portal administrator. Use this guide in conjunction with the ADP
Workforce Now™ Portal Administrator Guide, which provides detailed instructions to
help you complete most of these setup tasks.

ADP Workforce Now 1 Getting Started

Where to Find Guides in ADP Workforce Now
The Getting Started with ADP Workforce Now™: Quick Reference and the ADP
Workforce Now™ Portal Administrator Guide are both available on the ADP Workforce
Now site. To access them, do the following:
1 Point to the Role Selector and select Portal Administrator.

Important: You must have the Portal Administrator role selected to access
administrator resources.

2 Point to Home and select Administrator Resources.

3 View the documents in the News & Information area of the page.
Select your role here.

View and download

portal administrator
resources here.

Where to Find Guides in the ADP Support Center

The Getting Started with ADP Workforce Now™: Quick Reference and the ADP
Workforce Now™ Portal Administrator Guide are both available in the ADP Support
Center. To access them, do the following:
1 In ADP Workforce Now, point to the Role Selector and select Portal Administrator.

2 Click Support Center in the header at the top right of the site.

Getting Started 2 ADP Workforce Now

 3 In the Support Center, select any module tab.

This is a module tab.

4 In the Product Documentation area, click ADP Workforce Now.

Select ADP Workforce Now

here.

ADP Workforce Now 3 Getting Started

 5 Locate your resources in the Client Guides area.

View and download your

guides here.

Getting Started 4 ADP Workforce Now

Before You Begin

Log On to ADP Workforce Now

Important: Pop-up blockers may interfere with the display of valid pop-up windows
(confirmations, forms, reports). ADP recommends that you disable pop-up blockers or set
up your pop-up blocker to allow pop-ups for this site.

After you download your digital certificate, you can log on to ADP Workforce Now. For
information about how to download your digital certificate, refer to the ADP Netsecure
Digital Certificates Quick Reference Card.

Important: Be sure to log on the computer where you downloaded your digital certifi-
cate. If you use a different computer, you will not be able to log on.

1 Go to: https://portal.adp.com

2 Click Administrator Login.

3 In the Choose a digital certificate window, select the certificate that was issued to you
for your access to ADP Workforce Now, and click OK.

The digital certificate is

labeled with your first name,
last name, ADP, and the expi-
ration date of the certificate.

ADP Workforce Now 5 Getting Started

 4 In the Connect window, enter your user ID and password, and then click OK.

This check box is disabled for

added security. You cannot
select this option.

Result: The ADP Workforce Now home page is displayed.

5 Save the address in your Favorites list for quick and easy access. (In Internet Explorer,
select Favorites, and then select Add to Favorites.)

6 Depending on how your company is set up, for additional security, you may be asked
to verify your identity the first time you attempt to log on to ADP Workforce Now.

Note: This information is only used to verify your identity. It is not used for any other
purpose.

Trouble logging on?

If you have trouble logging on to ADP Workforce Now, try the following:
1 If you forgot your password, contact your client support specialist.
2 Check the spelling and spacing of your password. Passwords are case sensitive.

3 Close your browser and try logging on again.

If you cannot successfully log on after doing all of the above, contact your client support
specialist and ask to have your password reset. After your password is reset, you will
receive an e-mail message containing a temporary password.

Take Training
ADP Workforce Now provides you with online training to assist with setting up and using
your site effectively. Training is available on Learn@ADP to help you complete portal
administrator tasks. To access this training, do the following:
1 Point to the Role Selector and select Portal Administrator.

Important: You must have the Portal Administrator role selected to access
administrator training and customize your site.

2 Point to Home and select Administrator Resources.

Getting Started 6 ADP Workforce Now

 3 In the Resources area of the page, click Learn@ADP.

Role Selector

Learn@ADP link

You can also access training for portal administrators in the ADP Support Center. Here,
you can find guides, training materials, and additional support information. To get to the
ADP Support Center, point to the Role Selector in ADP Workforce Now and select Portal
Administrator. Next, click Support Center in the header at the top right of the site.

Assistance for Other Users

ADP Workforce Now offers task assistance for employees, managers, and practitioners.
Task assistance is an easy-to-use reference that contains information on job-related or
personal tasks. For example, managers may use task assistance to learn how to
promote an employee. Newly married employees may use task assistance to find out
how to make changes to their personal information.

ADP Workforce Now 7 Getting Started

 Users access task assistance from the Support menu in the header at the top right of
the site. The content they see is based on their role.

Employees view this screen

after they select the task
assistance option from the
Support menu.

Tip: To make employees aware of task assistance, distribute the Employee

Task Assistance quick reference card. This resource is located in the ADP Support Center.
(Refer to “Where to Find Resources in the ADP Support Center” on page 16 for help
getting to the ADP Support Center and accessing quick reference cards.)

Getting Started 8 ADP Workforce Now

Customize Your Site
The following tasks need to be completed to set up ADP Workforce Now for your
company. Your ADP Workforce Now™ Portal Administrator Guide provides detailed
instructions for completing most of these tasks, unless specified otherwise in this
section. Your client support specialist can assist you or answer any questions you may
have.

Task 1: Decide What You Want to Display

On the Home menu, review the Welcome and Resources pages to get an idea about
information your company may want to include on the site. For example, after reviewing
the sample site, you may decide to include your mission statement, latest news or
events, and company policies.

The Welcome page displays a

sample mission statement.

Task 2: Add Your Content

Click to select the Edit page content check box in the header at the top left of the site.
Configure (pencil) icons display to indicate the areas you can customize.

ADP Workforce Now 9 Getting Started

 Add the company information you want on the site by clicking (Configure) in the
area of the page you want to update. For details, refer to your ADP Workforce™ Now
Portal Administrator Guide.

Select this check box to view all

the areas you can customize.

Click the Configure icon in the

area of the page you want to
customize.

Task 3: Choose a Site Theme

With ADP Workforce Now, you can change the colors that display throughout the site.
You can choose from three standard themes that ADP provides for you: the ADP Classic
Theme, the Blue Theme, and the Silver Theme. By default, the ADP Classic Theme is
applied to your site. You can also create your own theme by customizing the text and
background color in your header, choosing a Role Selector style, and changing the bar
color in certain areas of the page (portlets).

Getting Started 10 ADP Workforce Now

ADP Classic Theme
Header
header

Role Selector

Bar color

Custom Theme
Header

Role Selector

Bar color

ADP Workforce Now 11 Getting Started

Task 4: Determine Who Should See What
One of your most important tasks as a portal administrator is to assign your employees
to the correct security groups. Doing so controls who in your organization sees what
information. For example, you may not want your employees to access manager tasks.
To help with this activity, ADP provides the following default security groups:
• Employee - Users in this group view and update personal information.
• Manager - Users in this group supervise employee tasks and manage work events.
• Practitioner - Users in this group add and modify content related to HR and benefits,
payroll, and time and attendance data.
• Administrator (Portal Administrator) - Users in this group control user privileges and
the appearance of the ADP Workforce Now Web site.
ADP may also provide automatically created custom security groups, depending on the
combination of modules your company is using. The menus and menu options that users
see in ADP Workforce Now are based on the security group(s) to which they are
assigned.
You can change permissions for a security group or create your own custom security
groups. For details, refer to your ADP Workforce Now™ Security Guide.

Getting Started 12 ADP Workforce Now

Sample Employee Role

Employees may be able to

enter their direct deposit
information, depending on
how their company is set up.

Sample Practitioner Role

Practitioners may be able to

change tax information for
employees, depending on how
they are set up.

ADP Workforce Now 13 Getting Started

Task 5: Set Up Workflows
A workflow controls the approval and routing of events in ADP Workforce Now. It
enables you to establish checks and balances appropriate for your company. Your ADP
Workforce™ Now Portal Administrator Guide provides detailed instructions for defining
work groups and setting up workflows.

Task 6: Set Up New Hire Templates and Checklists

Important: To perform this task, your company must be set up with the New Hire
feature.

The ADP Workforce Now New Hire feature allows you to set up templates that
designated practitioners use to enter new hires in the New Hire Wizard. Information
entered in the New Hire Wizard flows to the appropriate modules, so employees are
hired in one, unified way.
When you set up a new hire template, you can specify details such as which steps are
required and the order they will be performed, which practitioners will complete each
step, and whether approval is required to complete a new hire.
The New Hire feature also allows you to create checklists to track new hire tasks, such
as ordering a computer or providing training manuals to a new hire. Checklists are
assigned to a specific user or security group.
For details, refer to your ADP Workforce Now™ Template Management Quick Reference
and ADP Workforce Now™ New Hire Custom Template Fields Quick Reference Card.

Task 7: Set Up Employee Events

You can set up employee events to distribute company policies to employees, help new
employees complete new hire tasks, and verify existing employees’ information at
important times of the year. You can specify an end date for completing an event, send
notifications to assigned employees, and view reports to monitor employee progress.

Getting Started 14 ADP Workforce Now

 Employees receive events that are assigned to them on the start date you provide.
These events are displayed in their Employee Activities list on the Message Center page.
For details, refer to your ADP Workforce Now™ Portal Administrator Guide.

This example shows what

employees see when they open
a company policy event.

Employees view the content

here. They can read the actual
policy by clicking the policy
name.

ADP Workforce Now 15 Getting Started

Roll Out ADP Workforce Now
Before you roll out your site, speak with your client support specialist so he or she can
answer any questions that you may have. After you speak to your client support
specialist, perform the following tasks.

Task 1: Test Your Site

Check the security groups you set up and make sure that your employees can see only
what you want them to view on the site. Introduce your site to a few employees from
different security groups, then evaluate and implement any feedback you receive.

Task 2: Announce Your Site

The ADP Support Center provides several resources to help you announce your site,
such as e-mail templates and quick reference cards. For example, a company-wide
e-mail can be sent to tell employees how they can register online and log on to the site.
The ADP Workforce Now™ Self Service Registration quick reference card can be
included in the new hire package.
Many of these resources can be printed out and shared with employees and managers.
A kick-off meeting can also be held, during which these quick reference cards are
distributed:
• Employee Tips for Navigating ADP Workforce Now
• Registering and Logging On to ADP Workforce Now
• Employee Task Assistance

Where to Find Resources in the ADP Support Center

To access resources in the ADP Support Center, do the following:
1 In ADP Workforce Now, point to the Role Selector and select Portal Administrator.
2 Click Support Center in the header at the top right of the site.

Getting Started 16 ADP Workforce Now

 3 In the Support Center, select any module tab.

This is a module tab.

4 In the Product Documentation area, click ADP Workforce Now.

Select ADP Workforce Now

here.

ADP Workforce Now 17 Getting Started

 5 Locate your resources.

Templates you can

customize

Materials to help you

advertise your site

Cards you can give to

your employees as needed

Task 3: Use Promotional Items to Build Web Site Awareness

Promotional items, such as posters, tent cards, and other customizable giveaways that
contain your company logo can serve as a vivid way to enhance your site announcement
message.

Tip: Place promotional items in high-traffic areas, such as in the cafeteria, in the main
hallway, next to the elevator, and in the Human Resources Department.

Task 4: Develop a Way to Gather/Address Feedback

Gathering feedback will help you address employee needs and make the site more
effective. Some ways of gathering feedback can include sending a survey or
questionnaire to your employees, or placing suggestion boxes in high-traffic areas.

Task 5: Consistently Evaluate and Update Your Site

Allow some time each week to evaluate your site. Review feedback you have received
and update your site whenever you have new information for your employees.

Getting Started 18 ADP Workforce Now

Frequently Asked Questions

Customizing Your Site

Q: Can I customize section headings?
A: No, but you can customize content in any area of a page that has a Configure icon ( )
displayed. To view Configure icons, click to select the Edit page content check box in the
header at the top left of the site.

Q: What can I do if I do not want to display any content under a heading?

A: You can “white out” an area under a heading if you do not want to display content in it. Type
text in the content area, highlight it, and then make it white. Choose to make the content visible,
and then save your changes.

Q: Where can I get images for my site?

A: Many sites, such as Microsoft, offer free images. To get free images, go to www.office.micro-
soft.com/clipart. You can also go to www.microsoft.com and type clip art in the search
field.

Q: In what formats can I provide files?

A: You can use many formats, such as DOC, DOCX, PDF, GIF, JPEG, JPG, PNG, and TIFF. Refer to
the ADP Workforce Now™ Portal Administrator Guide for a complete list of acceptable file
formats.

Q: Why am I having trouble uploading a file?

A: If you are having trouble uploading a file, try the following:
• Reduce your file size. The maximum size you can use for each file is 5 megabytes.
• Check your file type. Refer to the ADP Workforce Now™ Portal Administrator Guide
for a complete list of acceptable file formats.

Q: Why is my logo not displaying properly after I upload it?

A: Your logo cannot be larger than 150 width x 45 height pixels prior to upload. If you go beyond
this size, the logo will be cropped to fit after you upload it, so the full logo will not be displayed.

Using Your Site

Q: Can I create links to non-ADP products?
A: Yes, you can create links to non-ADP products.

Running a Registration Status Report

Q: How do I run a report to see which employees have registered for ADP Workforce
Now?
A: You can run a registration status report in ADP Netsecure. Point to Security Access and select
Netsecure User Administration. Click Reports to open the reporting menu.

ADP Workforce Now 19 Getting Started

Distributing Company Policies
Q: How can I distribute a company policy to employees in ADP Workforce Now?
A: When a company policy is ready to be distributed, you work with your HR practitioner to deter-
mine which employees should receive it, when they should receive it, and whether or not they
need to acknowledge it. Distributing a company policy to employees involves two steps:
(1) setting up the company policy and (2) setting up an event to roll out the policy to employees.
You and the practitioner can set up the company policy. Only you can set up the event.
You can notify employees about the new policy by setting up a message that they will see
when they log on to ADP Workforce Now. You can also send them an e-mail.
Detailed instructions on managing company policies are provided in the ADP Workforce Now™
Portal Administrator Guide.

Installing Adobe Reader

Q: How can my employees install a free version of the latest Adobe® Reader®?
A: Your employees can go to the Adobe Web site at www.adobe.com and then follow the
instructions for downloading a free, current version of Adobe Reader.

Getting Started 20 ADP Workforce Now