[1OFFICE] PERIODIC FEATURE UPGRADE ANNOUNCEMENT – OCTOBER 2025

1Office would like to sincerely thank you for your trust and for using our services. To enhance product quality, we are constantly striving to research and develop new features to ensure that you are always served with the best possible product.

In October 2025, we are upgrading the following features:

1. Digital Signature

1.1. Allow downloading attachments along with signed documents

Purpose:

To ensure complete document management when downloading, saving time and minimizing user actions.

Change Details: 

On the Digital Signature Documents screen, when using the Download Document action, the system now provides two options:

• Download signed documents: This option downloads only the digitally signed files.
• Download all documents: This option allows you to download all signed files and their attachments.

1.2. Add a Digital Signature setting to allow signing without selecting a signature template

Purpose:

To help users reduce steps and save time, making the digital signing process faster and simpler.

Change Details: 

On the Digital Signature Settings screen, a new toggle setting has been added: “Allow skipping signature selection when signing.”

• When enabled, if the signer has only one signature and one signature template, the system will automatically use that template and skip the signature selection step.
• When disabled, even if there is only one signature template, the signer must still manually select it before digitally signing.

2. Requests

2.1. Allow GPS timekeeping for business trip requests

Purpose:

To allow users to easily clock in via GPS even when on business trips outside the office, ensuring accurate recording of actual working hours.

Implementation Details:

On the new business trip request form, users enter the business trip address into the “Timekeeping Location” field.

Upon arriving at the registered location, users simply need to perform GPS timekeeping as usual. The system will automatically record the location and time of clock-in and save this information in the software to ensure accuracy and transparency in managing business trips.

2.2. Allow setting maximum overtime hours by department

Purpose:

To provide users with the flexibility to set separate maximum overtime hour limits for each department, aligning with specific job requirements and internal company policies.

Implementation Details:

In the Request Settings → Overtime Request section, the system allows users to select a specific department and enter the maximum overtime hours by year, month, week, and day. This setting helps customize overtime limits to match the specific regulations of each department.

When a user creates a new overtime request, the system will display the maximum remaining overtime hours the user is allowed to work, based on the previously configured overtime limit settings.

2.3. Add a yes/no “finalize” field to the overtime request approval conditions

Purpose: 

To enable flexible approval workflows for overtime requests based on the “finalize” or “do not finalize” selection, ensuring requests are routed to the correct approver for each case.

Implementation Details:

In the Condition node of the overtime request approval workflow, users can select the Finalize field and set its value to Yes or No, then click Update for the system to branch the approval workflow according to the corresponding selection.

Note: When creating an overtime request with multiple different shifts, users must select the “Finalize” field for all shifts with the same value (Yes or No) to ensure the approval workflow functions correctly.

3. Timekeeping

3.1. Add a “Notes” column when directly editing leave days

Purpose:

To allow users to clearly record the reason and time when directly adjusting an employee’s number of leave days, ensuring transparency and convenience for future review.

Implementation Details:

In the Annual Leave Summary Table, the system adds a “Notes” column in the Edit Leave popup for each employee, allowing users to specify the reason and time when adjusting the number of leave days.

3.2. Display employees on flexible shifts in the supporting department’s timesheet

Purpose:

To help users track the complete timekeeping information of employees on flexible shifts, displayed directly on the supporting department’s timesheet for convenient management and reconciliation.

Implementation Details: 

When an employee is assigned a flexible shift to support another department, the system will display that employee’s timekeeping information on the supporting department’s timesheet.  In the company-wide timesheet:

• If row splitting by position/department is enabled: the employee on a flexible shift will be displayed in two rows—one for the primary department and one for the flexible shift department they are supporting.
• If row splitting is not enabled: the system will only display the employee in a single row under their primary department.

Example:

Employee Le Thi Thuy Nga is assigned a flexible shift to Thuy Kieu Company

The timesheet for Thuy Kieu Company displays the information for employee Le Thi Thuy Nga

The company-wide timesheet displays split rows for employee Le Thi Thuy Nga:

• One row for the primary department: 1Office Company
• One row for the flexible shift department: Thuy Kieu Company

3.3. Allow setting up annual bonus leave

Purpose:

Helps users set up bonus leave based on seniority for long-serving employees, ensuring accurate and automatic recording of leave entitlements based on their length of service.

Implementation Details:

In the Leave Settings tab of the Timekeeping module, users can enable the Allow bonus leave option and proceed to set up the application conditions.

3.4. Add keywords to calculate total hours and workdays for employees in a day

Purpose:

Helps users set up the calculation for total hours and workdays for employees working multiple flexible shifts within the same workday, ensuring accurate and consistent time tracking.

Change Details:

The system has added two keywords: TOTAL_CAL_WORKHOUR and TOTAL_CAL_WORKDAY. Users can view these keywords in the Keywords popup on the timesheet screen and use them to set up formulas for calculating total work hours and total workdays for employees working multiple flexible shifts.

• TOTAL_CAL_WORKHOUR is the total actual working hours of an employee in a day
• TOTAL_CAL_WORKDAY is the total actual workdays of an employee in a day

4. Automatically apply allowances based on benefit packages when converting a candidate to an employee

Purpose:

Helps synchronize allowances from candidate to employee, ensuring data consistency and saving data entry time.

Implementation Details:

In the Benefit Package tab within the HR Module Settings, users can configure the corresponding positions and titles eligible for allowances. When converting a candidate to an employee profile, the system will automatically apply and fill in the allowance information according to the configured settings.

5. Calculate salary by intervals for employees on flexible shifts

Purpose:

Helps accurately calculate salaries for employees working flexible shifts, ensuring full recognition of actual work time and intervals.

Implementation Details: 

In the Timekeeping Module Settings, a new setting has been added: “Automatically use main salary for flexible shifts”. 

• If the setting is enabled: the system automatically uses the employee’s main salary for flexible shifts.
• If the setting is disabled: users need to configure the flexible shift salary value in the employee’s profile. If not configured, the system will default the flexible shift salary to 0.

To configure the flexible shift salary value in an employee’s profile, users should go to the employee profile of the staff member assigned to flexible shifts, then navigate to Salary → Flexible Shift Salary to set up a separate salary and allowance for these shifts. Here, users can enter information such as department, position, salary type, allowances, etc., and click Update to save the data.

Note: For allowances set up in a previous period, if you do not want to apply them in the new period, you must enter the allowance amount as 0.

If a user deletes an allowance line (by clicking the “x” icon) without entering a value of 0, the system will automatically retain (inherit) the allowance value set in the previous period.

After completing the setup, the system will automatically calculate the employee’s salary based on each type of work shift:

• For mobile shifts: the employee’s salary will be displayed in the payroll of the supporting department
• For main work shifts: the salary will be displayed in the payroll of the main department
• In the company-wide consolidated payroll: the employee’s salary will be split into two lines, corresponding to the salary from the main department and the salary from the mobile shift department

6. Display all employee timekeeping logs

Purpose:

Helps users quickly track check-in/out times and methods as they occur.

Change details:

In the Check-in/Check-out widget, users can now instantly view all employee timekeeping entries without waiting for the system to process and update the data.

7. Add the “New total salary and allowances” keyword in the Salary Adjustment Decision

Purpose:

Allows users to add and display new salary and allowance information in the Salary Adjustment Decision.

Change details: 

On the Salary Adjustment Decision screen, the keyword “New total salary and allowances” has been added.