General Overview of the Viewpoint Vista Integration

This article is a high-level summary of the SmartBarrel and Viewpoint Vista Integration powered by App Xchange

How It Works

The integration between SmartBarrel and Viewpoint Vista is powered by the App Xchange platform. App Xchange ensures seamless data synchronization. Each app has a connector into App Xchange. The integration and business logic is housed on App Xchange where it will control the data transfer between each system

Data Map

Frequency of Data Exchange

• SmartBarrel → App Xchange: Instant

• App Xchange → SmartBarrel: Every 15 minutes

• App Xchange ↔ Viewpoint Vista: Instant

⚠️Data should always be assumed to be at least 15 minutes old when syncing from Vista to SmartBarrel. The time it takes to complete the sync will be controlled by the flow runs in App Xchange. The flow runs are affected by multiple factors and may be completed instantly or may take an undetermined amount of time. If you find data missing from your sync, please wait 15 minutes and try syncing again.

⚠️Timesheet syncs from SmartBarrel will be triggered to run in App Xchange on a 15-minute schedule. This means it may take up 15 minutes for the timecard sync process to start from the time you click "Sync Timesheet" in SmartBarrel

Key Configuration Settings

Company Settings

• Enable “Week Start Date” – Aligns with pay periods in Vista to determine the PR (payroll) end date when creating and clearing a batch.

Project Settings

• Only Sync Approved Shifts – Ensures only approved shifts are synced from SmartBarrel to Vista

• Auto Sync Cost Codes – Automatically syncs cost codes when enabled.

Sync Employees <> Workers

This process uses SmartBarrel's Unified Worker Sync, ensuring that employee data is correctly mapped between systems:

• First Name* → First Name

• Last Name* → Last Name

• Employee Number* → Payroll ID

• Cell Phone Number* → Phone Number

• Email → Email

Sync Jobs <> Projects

• All active JC Jobs from Viewpoint Vista are imported

• SmartBarrel Users select which jobs to create as projects in SmartBarrel or merge with existing projects.

Sync Phase Codes <> Cost Codes

• Users filter cost codes by cost type in company settings.

  • Example: Filter by Cost Type "1" to only sync Labor cost codes

• Every sync imports active phase codes, ensuring alignment with Vista.

Sync Timesheets <> Timecards

• Users will sync their timesheets daily from the project page

• Syncing a timesheet creates a new batch in Vista and cancels previous batches for the same pay period.

• Each sync will create a new batch with all of the newly synced data and all of the previously synced data from the same pay period.

• Only one open batch per pay period should be allowed. Each batch should contain the timecards from every project that has been synced in the pay period.

• Users should sync only approved shifts for accuracy.

• Practically, this process should operate as if you are building a batch day-by-day and project-by-project over the course of a pay period. Admins can monitor this process from the Sync Dashboard in the integration menu.