Configure Return to the Workplace
Prerequisites
The environment needs to have all Return to the Workplace components in place with the model-driven apps, canvas apps, and Power BI dashboards.
Configure the Return to the Workplace solution
This article provides step-by-step instructions to IT administrators for configuring the Return to the Workplace solution. IT administrators are responsible for making sure the facility manager can guide their facilities throughout the phases. The following steps are required for the configuration:
Manage location
Facilities are an important part of the Return to the Workplace solution. By default, the solution includes two facility types—buildings and conference centers. The IT administrator is responsible for creating, updating the existing facility types, and importing records. There are 4 steps to managing locations:
Create countries
Select Countries in the left pane, and then select New.
Provide a Name and ISO Short code (optional)
Create states
Select States in the left pane, and then select New.
Provide a Name, State code (optional) and assign a country to the state.
Create facility groups
Select Facility Groups in the left pane, and then select New.
Provide a Name, Description (optional), Status and assign a Parent facility group (if applicable when creating a hierarchy of facility groups)
Define facility types
By default, two facility types are provided as an example.
Select Facility Types in the left pane, and then select New.
Enter appropriate values in the fields:
Column Description Type Enter a name for the type of facility. Description Enter the description for the facility type. 
Select Save & Close. The newly created record is available in the Active Facility Types view.
To edit the record, select it, update the values, and then select Save & Close.
Import facilities
The facility sample data file is available in the package. When you want to import your own facilities, you can download a template to use for data import.
To import sample facility data to the Facility table:
On the left pane, under Facility Management, select Facilities.
Select Import from Excel, and then select the facilities data file.
After the sample data is imported, you'll see the imported records in the table.
Import or create workers
To bulk import and export data from Microsoft Excel or CSV files, use the Get Data from Excel file and Export Data features for updated Dataverse environments. To download a template for data import, you can download a template to use for data import.
To manually create a new contact:
In the Solution setup area, select Workers on the left pane.
Select New.
Fill in the fields:
Field Description UserID Used to provide a unique identifier specific to the organization for the employee. First Name Worker's first name. Middle Name Worker's middle name. Last Name Worker's last name. Company Worker's company. Default facility Used to associate a facility to the worker. Health and safety plan Periodic test plan assigned to the worker. Current to plan Whether the worker is current to plan, not current to plan, whether plan is not assigned or or the plan is expired. Accommodation status Whether the worker is accommodated or not. This field can also be imported from external systems.. Contact type Whether the worker is an employee or a guest. Requires portal access Used to send a portal invite to the worker. Note
The current to plan status is calculated based on the test date of the last submitted test results and the frequency from the health and safety plan assigned to the worker. The status is updated from four triggers:Cloud flow that is scheduled to run dailyWhen a new or different health and safety plan is assigned to the workerWhen a new test result is submitted by the workerWhen a test result status changes (for example, when it's approved or declined)
Plan reopening
Reopening workplaces safely requires planning in phases to ensure the safety of the employees. Within these phases, you need to define goals, metrics, and readiness factors. In the model-driven app, you select the Solution Setup module, which allows you to configure the plan. There are 4 steps to planning the re-opening and day-to-day safe operations for facilities:
Define key metrics
By default, the solution provides and tracks five key metrics. You can define more metrics if you want.
To create a new key metric:
Select Key Metrics in the left pane, and then select New.
Enter a meaningful name for the metric.
Select Save & Close. The newly created record is available in the Active Key Metrics view.
To edit the record, select it, update the values, and then select Save & Close.
Set up readiness categories
Readiness categories organize the readiness factors. By default, six categories are defined.
To create a new readiness category:
Select Readiness Categories in the left pane, and then select New.
Enter a meaningful name for the category.
Select Save & Close. The newly created record is available in the Active Categories view.
To edit the record, select it, update the values, and then select Save & Close.
Define readiness factors
Readiness factors are used to determine whether the workplaces can move through phases. Some readiness factors are defined in the solution by default.
To create a new readiness factor:
Select Readiness Factors in the left pane, and then select New.
Enter appropriate values in the fields:
Column Description Factor Enter a name for the factor. Description Enter the description for the readiness factor. Category Select the appropriate category to assign your readiness factor to. 
Select Save & Close. The newly created record is available in the Active Readiness Factors view.
To edit the record, select it, update the values, and then select Save & Close.
Set up a reopen phase
In the reopening plan, you define phases that guide a facility to safely reopen the workplace. The phases are defined in the solution by default.
Create or edit a reopen phase
Select Reopen Phases in the left pane, and then select New.
Enter appropriate values in the fields:
Column Description Index Enter a unique index number to place the phase in the order you want. Name Enter a name for the reopen phase. Description Enter the description for the phase. Capacity Limit Percentage Enter the percentage of capacity for this phase. Process Stage Select the appropriate process stage to assign the new reopen phase to. This identifies which stage in the business process flow should be activated. 
Select Save & Close. The newly created record is available in the Active Reopen Phases view.
To edit the record, select it, update the values, and then select Save & Close.
Set the goals and readiness factors for a phase
Select Reopen Phases in the left pane, and then select the reopen phase record for which you want to add a new goal (in this example, we use the Initial Return phase).
Under Key Metrics, select New Goal.
Enter appropriate values in the fields:
Column Description Reopen Phase The name of the phase you're adding a goal to. Key Metric Select a key metric for the goal. Type Select an appropriate goal type from the list. Value Enter a numerical target value for the goal. 
Select Save & Close. The newly created record is available in the Key Metrics view.
To edit the record, select it, update the values, and then select Save & Close.
To set readiness factors for a phase
Select the Readiness Factors tab.
Select Add Existing Readiness Factor.
Select the readiness factor that you want to add to your reopen phase record. You can select multiple records.
Select Add to complete the selection process to add the selected readiness factors to your Reopen Phase record.
Set up vaccination confirmation
As part of vaccination confirmation functionality, you can define a list of available vaccines or boosters. This list will be available to employees at the stage when an employee submits a vaccination confirmation request.
Out of the box, we provide a sample listing, but it may be not suitable for countries and regions outside the US or as US vaccine authorizations change. Customers are responsible for verifying and updating the list of available vaccines or, if applicable, boosters in accordance with information, guidance, and decisions issued by the applicable public health organizations and health regulatory authorities.
To create or edit a vaccination type:
Select Vaccination types in the left pane, and then select New.
Enter appropriate values in the fields:
Column Description Name Enter a name of vaccination type that will be rendered in the Employee app. Manufacturer Enter the manufacturer of the vaccination. Code Enter the vaccination code as issued by the applicable public health organization. Lapse period Enter the lapse period for this vaccination confirmation in days, if known. The employee vaccination confirmation will auto-expire when the lapse period has passed, based on receipt of the last vaccination dose. If the lapse period field is empty, the employee vaccination confirmation will not auto-expire. 
Select Save & Close. The newly created record is available in the Active Vaccination types view.
To edit the record, select it, update the values, and then select Save & Close.
Set up test results
Setting up the test results feature has three steps:
Create test types
Set up the test types that will part of the health and safety plan
Navigate to the Solution setup area.
In the left pane, select Test types
Enter the appropriate values in the fields below.
Column Description Name Name of the test that will be part of the worker's periodic test plan Description Description of the test type Select Save & Close to save the test type record.
Create health and safety plans
Set up periodic health and safety plans that you can assign to workers.
Navigate to the Solution setup area.
From the left pane, select Health & Safety Plan
Enter the appropriate values in the fields below:
Column Description Name Name of the health and safety plan Description Description of the healthcare service Start Date Start date of the plan End Date End date of the plan Frequency Frequency at which the worker needs to get tested Test type Associated test type Select Save & Close to save the Health and Safety Plan record.
Assign health and safety plans to workers
Navigate to the Solution setup area.
From the left plan, select Workers
Under the Health and safety plan, search and add the plan.
Select Save & Close to save the record.
Specify solution settings
The overall solution requires certain configurations to ensure that the user has the correct information. You can use solution settings to configure your own terms of agreement, health terms of agreement, and contact email. You can also use themes to tailor the experience to your company branding.
When setting up the solution, do the following:
Set solution settings
With solution settings, you define system settings unique to your company. Solution settings are linked to a facility group or to the entire organization, which makes it possible to differentiate them for facilities in that group. One solution setting will act as the default and will be applicable for every facility, which will be the solution setting record that has an empty facility group. For a solution setting to apply for a specific facility or facility groups, assign a Facility Group to the solution setting.
Important
Solution settings apply by facility group. Ensure that workers have been assigned a facility and that the facility is part of a facility group.
The solution setting record that applies is found by matching the facility group of that user's default facility to settings. If no record is found or the user has no default facility set, the default solution settings record is used.
Select Solution Settings in the left pane, and then select New.
Enter the appropriate values in the fields.
General tab
General
| Column | Description |
|---|---|
| Name | Name of the solution settings record. |
| Facility Group | Applicable facility group, leave empty for default. |
| Company Name | Name of the company for solution settings. |
Employee app settings
These settings pertain to the specific features that are available on Employee App only
| Column | Description |
|---|---|
| Allow Employee Sentiment | Capture employee sentiment information in the Employee app. |
| Use 24-Hour Format | Switches between 24-hour or 12-hour time format on the passes. |
Return To Work Portal settings
These settings pertain to the specific features that are available on RTW Portals only
| Column | Description |
|---|---|
| Resource Text | Information around the resource. |
Day pass tab
Global Settings
| Column | Description |
|---|---|
| Store health check records when day pass is denied | When disabled, negative attestations registered in the Employee app are not stored. |
| Allow QR codes | Enables QR code on the pass in the Employee app and Employee portal. |
| General terms & agreement | Shown in the Employee & Portal apps during the booking process. |
| Health terms & agreement | Shown in the Employee & Portal apps during the booking process. |
Return To Work Portal settings
These settings pertain to the specific features that are available on RTW Portals only
| Column | Description |
|---|---|
| Enable day pass | Enable or disable the Create pass functionality in the portal app. |
| Allow on behalf of attestations | Allow attestation on behalf a guest. |
| "Day pass denied" message | Instructions provided when a day pass cannot be issued to a worker. |
| Model-driven app and canvas app | Base |
Employee app settings
These settings pertain to the specific features that are available on Employee App only
| Column | Description |
|---|---|
| Allow guest registrations | Enables employees to register guests on their bookings in the Employee app. |
| Allow share guest registration | Enables employees to share passes with guests. |
| Health & safety email | Email address shown when the employee doesn't attest to Health & Safety Instructions in the Employee app. |
| Health & safety instructions | General instructions provided to employee in the Employee app when access is blocked by the case manager. |
| Guest privacy terms & agreement | Shown in the Employee app during the guest registration process. |
| Guest health terms & agreement | Shown in the Employee app during the guest registration process. |
Vaccination confirmation tab
Global settings
| Column | Description |
|---|---|
| Enable vaccination confirmation | Enables a worker to submit their vaccination confirmation |
| Health attestation required to create a day pass | Indicates if the vaccinated worker is required to attest to the General & Health Terms and Conditions to get their daily pass in the employee app. |
| Enable manual verification | Enables manual verification for vaccination confirmation submissions. If set to No, the vaccination confirmation will be auto approved. |
| Vaccination confirmation terms and conditions | Terms and conditions that workers will view before submitting a vaccination confirmation. |
Test results tab
Global settings
| Column | Description |
|---|---|
| Enable test result | Enables a worker to submit their test result |
| Enable manual verification of test results | Enables manual verification for test result submissions. If set to No, the test result will be auto approved. |
| Test results terms and conditions | Terms and conditions that workers will view before submitting a test result. |
Set duplicate detection rules for employee cases
For active employee cases, the number of cases can be limited to one active case per employee. When you want to enable this, you need to create a Duplicate rule.
Go to the Power Platform admin center.
Select the environment in which the app is located.
On the command bar, select Settings.
Expand Data management, and then select Duplicate detection rules.
Select New and enter the appropriate values in the fields.
Column Description Name Enter a name for the rule. Base Record Type Select Employee Case. Matching Record Type Select Employee Case. Field Select Employee. Criteria Select Exact Match. Select the Exclude inactive matching records check box.
Select Save and Close.
Select the newly created rule from the list of rules, and then select Publish.
Define a theme
You can use a theme to enhance the user experience.
Select Settings, and then select Customizations.
Under Customizations, select Themes.
From the list, select the default theme.
You can select different colors from the theme.
Bulk record deletion
You can create bulk record-delete jobs to delete personal data after a certain period. Also, to reduce storage, you can delete deactivated share guest registrations or employee attestations after a certain period of time.
To create bulk record-delete jobs
Select Settings, and then select Data Management.
Under Data Management, select Bulk Record Deletion.
Select New.
Go through the Bulk Deletion Wizard.
Select the appropriate table and criteria.
Add a name and a schedule for the bulk record-delete job to run.
Submit the bulk record-delete job.
Scaling send email flow
There are certain limitations on flows per day and per user that you should be aware of in case you need to scale up. The primary limits are as follows:
- Flow limits: Assuming that you have a "Per flow" license, flow steps in 24 hrs = 500,000
- Connector limits
- Outlook connector: 300 requests per 60 seconds (432,000 per day)
- SendGrid connector: 1200 requests per 60 seconds (1,728,000 per day)
- Custom connector: 500 requests per 60 seconds (720,000 per day)
More information: Limits for Power Automate flows
By default, the flows in Return to the Workplace use the Outlook connection to send email, which has a 10,000 emails per day limit per mailbox. You can use other email providers to increase the email capacity.
| Strategy | Description |
|---|---|
| Scaling up Send Email flow | Each send email flow has five steps, which means it can be run up to 100,000 times per day (500,000/5). Therefore, you can send a maximum of 100,000 emails per day. |
| Scaling out Send Email flow | Users can duplicate the flow to scale out the email sending as per their requirements. |
| Third-party connector | Another option to scale Send Email flow is to use a third-party connector with higher daily limits. For example: SendGrid You might still need to scale out, depending on how many steps the flow has. |
Note
Microsoft Exchange Online is not a bulk email service. It has a limit of 10,000 emails per day per mailbox, which will not suffice for typical email volumes required for Return to the Workplace scenarios.
Feedback about the solution
To provide feedback about Return to the Workplace, visit aka.ms/rtw-community.