This guide provides instructions on using NetBox for secure communication and transmission of payroll information. The guide covers notification management, sending messages, responding, archiving, and search functions.

CONTENTS

NetBox is a secure communication tool for transmitting payroll information. The feature is available to all Netvisor users when either the Payroll or Travel service is active in the company. With GDPR, sending sensitive personal data is no longer allowed via unprotected email, so NetBox was created for this purpose. With this feature, Netvisor users can send payroll material such as medical certificates to payroll accountants completely securely and in compliance with GDPR.

Attachments in NetBox containing sensitive information (e.g., medical certificates) should be destroyed immediately after they are no longer needed.

Netbox notifications and email communication

Netvisor top bar > NetBox icon

All individuals handling payroll material are automatically included in message distribution, so you don't need to worry about who to send the material to, for example, due to holiday cover. NetBox is not an email or chat service but a communication module built into Netvisor.

You can find NetBox in the top bar of Netvisor. The icon shows the number of incoming messages if there are new unread messages in NetBox. If more than one person in the company can read NetBox messages, the number of new messages disappears when even one user has opened the messages.

Your name > Your basic settings > Communication > Communicated matters

The payroll accountant can receive email notifications of messages arriving in NetBox if desired. Enable the notification as follows:

  1. Click your name on the Netvisor homepage.
  2. Select Your basic settings.
  3. Go to the Communication tab.
  4. Make selections under Communicated matters.

The selection is company-specific, so, for example, an accounting office's payroll accountant can choose which client company's messages arriving in NetBox they want notifications for.

Note that reminder messages for NetBox messages sent to email are sent from the program approximately every fifteen minutes. If a user with the payroll accountant role opens NetBox before the reminder message has been sent, the program will no longer send it. This is because the program interprets the message as read and no longer reminds about an already read message.

Sending a message

You can write a new message at the bottom of the NetBox view. Proceed as follows:

  1. Give the message a title.
  2. Write the message text.
  3. Add an attachment if necessary by dragging the file directly to the text area or by clicking the paperclip icon and selecting the desired file from your files.

  1. When the message content is ready, click the Send button.
  2. Wait for the message to be sent successfully, and do not close the view prematurely. If the view is closed too quickly, the message will not be sent to the recipient.

Once you have sent the message, it appears in green for a few seconds, during which the message sending can still be canceled. The message sent in NetBox is visible to all individuals with the payroll accountant role for that company.

Responding to a message

You can respond to a message as follows:

  1. Click the blue arrow icon next to the message.
  2. Write the text in the opened text field.
  3. Drag the attachment to the text field or add it from the paperclip icon.
  4. Send the message by clicking the green button.

When the payroll accountant responds to a user's message, the message is visible not only to the original sender but also to all other users with the payroll accountant role.

Archiving messages

Once the message content has been processed, archive it using the Archive button visible in the message thread. We recommend archiving also because new messages can be received when there are many messages.

The name of the archiver remains in the archived message, making it easy to see who has processed the matter. Both the original sender of the message and payroll accountants can delete archived messages and attachments, so the retention period for sensitive information can be limited in this regard.

Search functions

Use search functions to select which types of messages are displayed. Additionally, you can use a keyword or part of a word to search for a specific message.

Frequently asked questions

What restrictions are set for attachments?

The maximum allowed size for an attachment is 10 megabytes, and all common image and text file types, as well as Excel files, are supported as attachment types. Multiple attachments can be added to one message. NetBox will notify of an error when adding attachments if they cannot be saved.

Can an employee use NetBox?

NetBox can be used by individuals added to the Netvisor "Users and roles" listing who can log into Netvisor via a computer browser. NetBox can be used to send sensitive information, and the employee can trust that only users granted the payroll accountant role in that company can read the messages.

Why is NetBox not working?

If the user has sufficient rights to see messages sent to NetBox but this is not happening, try another browser. Updating the browser, clearing the cache, and deleting cookies can also resolve the issue. If none of these actions fix the problem, you can send a support request to tuki.netvisor@visma.com. Please remember to provide all relevant details and include a screenshot of the issue. This speeds up and facilitates the investigation.

Keywords: NetBox, communication, data security, GDPR, payroll material, attachments, payroll accountant, email notification

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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