Vista Visual Settings Guide

1. Connection Credentials

Connection credentials are not part of the integration settings modal for Vista Hosted — they are configured with the Mosaic Solutions team during initial onboarding. The modal itself shows only the Connection Name setting below.

In Mosaic

Connection Credentials allow Mosaic to authenticate against your replicated Vista SQL Server database. Enter the fields below to establish the connection.

In Vista: Vista data is mirrored to a SQL Server replica that your DBA provisions. A dedicated SQL Server login is created on that replica with read-only access to the replicated tables. See the SQL Server Integration Requirements for replication setup.

Fields

The Server URL and Port are provisioned by your Mosaic Solutions team as part of the replication setup — they are not entered in this form. Port defaults to 1433.

To Get Started

1. Confirm SQL Server replication of your Vista database is set up per the SQL Server Integration Requirements.
2. Ensure your DBA has created a dedicated SQL Server login on the replicated database with read access to all Vista tables Mosaic relies on (see Vista Integrated Data for the full list).
3. Enter the credentials in the form and save.

After saving credentials, the agent will connect to the replica using the credentials above on port 1433 (or whatever port was provisioned with the server URL).

If the connection fails, double-check your credentials and confirm that the SQL Server login has been granted read access on the replicated database. Common issues include expired passwords, incorrect database names, or missing permissions on the replicated tables.

Credentials may expire or rotate over time. Periodically return to this section to update your credentials so syncing is not interrupted.

2. Connection Name (optional)

In Mosaic

An optional name for this connection. It distinguishes this connection from other Vista Hosted connections on the same team, and appears wherever the connection is referenced in Mosaic. Leave it blank to show none.

This is a text input with a 50-character limit — for example, Houston Office.

1. Standard Roles

Definition

Standard Roles are the org-wide list of Roles (job titles / labor categories) that exist in Vista Hosted. This setting controls whether that list is transferred into Mosaic's Roles list.

Setting Options

• Transfer updates from today forward — Vista Hosted Standard Roles will be transferred to Mosaic after changes in Vista Hosted. Required for syncing Labor Billing Terms. This setting will overwrite Standard Roles on Mosaic.
• Do not transfer (Recommended) — Vista Hosted Standard Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Transferred Roles appear under Settings > Roles in Mosaic and become selectable on Projects, Phases, and Rate Groups. Transferring Standard Roles is required if you want Labor Billing Terms to sync — Role Rate Groups have nothing to attach rates to without them.

Roles are matched by name. Renaming a Role in Mosaic does not rename it in Vista Hosted, and the next sync may recreate the original name.

2. Default Roles

Definition

A Member's Default Role is the org-level Role assigned to that person in Vista Hosted. This setting controls whether that assignment is carried into Mosaic.

Setting Options

• Transfer updates from today forward — Vista Hosted Member Default Org Roles will be transferred to Mosaic after changes in Vista Hosted. This is required for syncing Labor Billing Terms. This setting will overwrite Member Default Org Roles on Mosaic.
• Transfer one time at first link — Vista Hosted Member Org Roles will only be transferred to Mosaic when the Vista Hosted Member is first linked.
• Do not transfer (Recommended) — Vista Hosted Member Org Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

The Default Role drives a Member's default rate and the Role shown next to them across Mosaic. Transfer one time at first link seeds the Role when the Member is first linked and then leaves it alone, which suits teams that manage Role assignments in Mosaic. Transfer updates from today forward keeps Mosaic in step with Vista Hosted on every change.

This setting depends on Standard Roles — a Member cannot be assigned a Role that has not been transferred into Mosaic.

3. Bill Rates

Definition

A Member's Bill Rate is the org-level hourly rate that person bills at. This setting controls whether Vista Hosted Bill Rates are transferred to Mosaic as Member Default Bill Rates.

Setting Options

• Transfer updates from today forward — Vista Hosted Bill Rates will be transferred to Mosaic after changes in Vista Hosted. This setting will overwrite Member Default Bill Rates on Mosaic. Note that new rates are not passed down to existing projects.
• Do not transfer (Recommended) — Vista Hosted Bill Rates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Transferred rates land on the Member's org-level Bill Rate under Settings > Members. They set the default for Projects created after the transfer; they do not flow down into Projects that already exist. Use Bill Rate Override below to change that behaviour.

Vista Hosted sources Bill Rates from the budEmpRates table. If that table is not present in your replica, no rates are available to transfer.

4. Bill Rate Override

Definition

When a Member's Bill Rate changes in Vista Hosted, this setting decides whether the new rate is pushed onto Projects and Phases that already have a rate for that Member.

Setting Options

• Override all existing rates (Recommended) — When Vista Hosted Member Bill Rates are updated, they will override all existing Mosaic Project- and Phase-level Member Bill Rates.
• Do not override — When Vista Hosted Member Bill Rates are updated, only new Projects created after the update will use the new Member Bill Rates in Mosaic.

In Mosaic

Override all existing rates keeps every Project and Phase in step with Vista Hosted, which is what most teams want when Vista is the rate system of record. Do not override freezes rates on existing Projects so that historical work keeps the rate it was planned at, and only new Projects pick up the change.

This setting only does anything when Bill Rates above is set to transfer. With Bill Rates on Do not transfer, no rate updates arrive to override anything.

5. Employee Archive Status

Definition

In Vista Hosted, employees can be marked as archived or inactive. This setting determines whether that archive status flows into Mosaic to archive the corresponding Member.

Setting Options

• Transfer all + updates — Vista Hosted Employee Archive Statuses will be transferred to Mosaic for all currently transferred Members. Additional updates in Vista Hosted will also be transferred. This setting will overwrite Archive Status on Mosaic.
• Do not transfer (recommended) — Vista Hosted Employee Archive Statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer all + updates, archiving an employee in Vista Hosted archives the corresponding Member in Mosaic, removing them from active member lists and project staffing. Reactivating the employee reverses the archive on the next sync.

When set to Do not transfer, Member archive status is managed manually in Mosaic under Settings > Members.

Archiving a Member in Mosaic does not delete their historical project assignments, time entries, or rate records — it only removes them from active lists and prevents future staffing.

1. Default for new Projects

Definition

The Mosaic Portfolio that Projects imported from Vista Hosted are added to.

In Mosaic

This is a Portfolio picker, not a set of options — choose one of your existing Mosaic Portfolios from the dropdown. Every Project that the integration creates is filed under it. Because Vista Hosted does not send Portfolio information, this is the only way imported Projects get a Portfolio.

You can move a Project to a different Portfolio in Mosaic at any time afterwards; the integration will not move it back.

Set this before the first sync. If it is left empty, imported Projects arrive without a Portfolio and have to be filed by hand.

1. Linking Method

Definition

Controls whether Vista Hosted Projects (Jobs) are linked to Mosaic Projects automatically, or only when someone links them by hand.

When Automatically linked is selected, an Automatic Linking Filter appears underneath. It narrows which Vista Hosted Projects qualify. Vista Hosted supports these Project filters:

Setting Options

• Manually linked — No Projects will be automatically linked.
• Automatically linked (Recommended) — All Projects that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Projects that do not meet the criteria may be manually linked.

In Mosaic

Automatically linked is the normal choice: the integration keeps checking Vista Hosted for Jobs that match your filter and links them without anyone doing anything. Manually linked leaves every Project unlinked until it is linked from the Integration page in Mosaic.

Vista Hosted does not send a created-at timestamp for Projects, so there is no Date Created filter. Use Status, Name, or Ref # rules instead.

The Companies List above applies first. A Project in a company that is not on that list is never a candidate for linking, whatever this filter says.

2. Linked Project and Phase Titles

Definition

Controls whether Vista Hosted Project and Phase names overwrite the titles on the Mosaic Projects and Phases they are linked to.

Setting Options

• Overwrite (Recommended) — Mosaic Project and Phase titles will match the Vista Hosted Project and Phase titles after changes in Vista Hosted. If a linked Mosaic Project or Phase title is edited in Mosaic, it may not match the title of the Vista Hosted Project or Phase until any value of the Project or Phase is changed in Vista Hosted.
• Do not overwrite — If a Mosaic Project or Phase title is edited, it may not match the Vista Hosted Project or Phase title making it hard to uniquely identify matching Projects.

In Mosaic

Overwrite keeps names identical on both sides, which makes linked records easy to find. Do not overwrite lets your team rename Projects in Mosaic without the integration undoing it — at the cost of the two systems drifting apart by name.

3. Linked Project and Phase Ref #s

In Mosaic

Reference numbers (Ref #s) uniquely identify Projects and Phases. This setting controls whether the Vista Hosted Project and Phase numbers overwrite the Ref #s on linked Mosaic Projects and Phases.

This setting is being rolled out gradually. If you do not see it in your integration settings yet, contact your Customer Success Manager.

Setting Options

• Overwrite (Recommended) — Mosaic Project and Phase Ref #s will match the Vista Hosted Project and Phase Ref #s after changes in Vista Hosted. If a linked Mosaic Project or Phase Ref # is edited in Mosaic, it may not match the Ref # of the Vista Hosted Project or Phase until any value of the Project or Phase is changed in Vista Hosted.
• Do not overwrite — If a Mosaic Project or Phase Ref # is edited, it may not match the Vista Hosted Project or Phase Ref # making it hard to uniquely identify matching Projects.

4. Project and Phase Fee

Definition

Controls whether Vista Hosted Project and Phase Fees are transferred to Mosaic at all.

Setting Options

• Transfer updates from today forward (Recommended) — Vista Hosted Project and Phase Fees will be transferred to Mosaic after changes in Vista Hosted. This setting will overwrite Fees on Mosaic.
• Transfer one time at first link — Vista Hosted Project and Phase Fees will only be transferred to Mosaic when the Vista Hosted Project or Phase is first linked.
• Do not transfer — Vista Hosted Project and Phase Fees will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

This setting is the on/off switch; the Project and Phase Fee Source setting below decides which Vista field the value is read from. With this on Do not transfer, Fees are managed by hand in Mosaic and the Fee Source choice has no effect.

Set this and Fee Source together. Changing Fee Source after the initial sync moves fee values between Projects and Phases on linked records.

5. Companies List

In Mosaic

The Companies List controls which Vista companies the integration reads from. Every fetch query is scoped to this list — projects, phases, time entries, employees, rates, and bill rates are only pulled when their JCCo, PRCo, or Co value is in the list.

In Vista: Vista organizes data by Company (Co). Job Cost tables use JCCo, Payroll tables use PRCo, and shared tables (like budEmpRates) use Co. Most customers have one or two production companies, but multi-company customers can have many.

Setting Options

This is an array of integers. Enter the Vista Co IDs the integration should read from (e.g. [1], [1, 2], [10, 11, 20]).

• At least one company is required.
• Any company not in the list is excluded from sync — projects, phases, time entries, etc. for those companies will not appear in Mosaic.
• When the same project / phase / bill rate exists in multiple companies, Mosaic deduplicates and keeps the lowest-numbered company's copy.

If you need to add or remove a company after go-live, coordinate with your CSM — re-sync may be needed for previously-excluded records to show up.

6. Project and Phase Fee Source

In Mosaic

The Fee Source determines where Mosaic pulls Project and Phase Fees from in Vista.

In Vista: Vista does not have a single canonical "fee" field. Mosaic supports two sources:

• Contract Amount — sourced from bJCCM.ContractAmt. Available on Projects only — Phases do not have a contract amount in Vista.
• Total Cost — sourced from SUM(bJCCP.CurrEstCost) aggregated per phase. Available on Phases only — Project fee is then rolled up from phases by Mosaic.

Setting Options

• Contract Amount (Project Only) (Recommended) — Project fee will equal the Vista Contract Amount. Phases will not have a fee set when this option is selected.
• Total Cost — Phase fee will equal the Vista Total Cost value. Projects fees will not be set.

This is a one-or-the-other choice — Project Fee and Phase Fee will never both have a source-set value. Pick the source that matches how your team thinks about fees: the lump contract value at the project level, or the bottoms-up phase rollup.

7. Project and Phase Budget Source

In Mosaic

The Budget Source determines where Mosaic pulls Project and Phase budget estimates from. Budget is used for spent-vs-budget reporting separately from Fee.

In Vista: Same two sources as Fee:

• Contract Amount — bJCCM.ContractAmt, Projects only.
• Total Cost — SUM(bJCCP.CurrEstCost), Phases only.

Setting Options

• Contract Amount (Project Only) (Recommended) — Project budget will equal the Vista Contract Amount. Phases will not have a budget set when this option is selected.
• Total Cost — Phase budget will equal the Vista Total Cost value. Projects budgets will be the sum of the imported phase budgets.

Contract Amount is the recommended option in the settings modal for both Fee Source and Budget Source. Teams that budget bottoms-up from phase costs often prefer Total Cost for Budgets while keeping Contract Amount for Fees — the contract amount represents what has been sold to the client, and the cost rollup represents the internal budget. Confirm the right combination with your CSM before applying.

8. Project Status Matching

In Mosaic

Maps each Vista project status to a corresponding Mosaic Project status. The mapping is applied any time a project's status changes in Vista.

In Vista: The source field is bJCCM Contract Status (bJCCM.ContractStatus). This field holds the numeric status code for each job contract.

Default Mapping

For each Vista status, select the Mosaic Project status that should be applied. The change is applied when the status is updated in Vista.

How it works

• Each Vista status is matched to a Mosaic status. The list of source statuses comes from your connected tool, so you'll need a tested connection before you can edit.
• Unmapped statuses sync as Active — if a status isn't listed, Mosaic sets the project or phase to Active.
• Click Reset to default at any time to restore Mosaic's recommended mapping for this integration.
• Changes apply on Save (the button reads Done when there are no changes). Updates affect future syncs; already-synced records keep their current status until they next change in Vista.

For a full walkthrough of the mapping editor, see Project & Phase Status Matching.

1. Linking Method

Definition

Controls whether Vista Hosted Phases (Job Phases) are linked to Mosaic Phases automatically, or only by hand.

When Automatically linked is selected, an Automatic Linking Filter appears underneath. Vista Hosted supports these Phase filters:

Setting Options

• Manually linked — No Phases will be automatically linked.
• Automatically linked (Recommended) — All Phases that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Phases that do not meet the criteria may be manually linked.

In Mosaic

Automatically linked links qualifying Phases under any linked Project as soon as they appear in Vista Hosted. Manually linked leaves them for someone to link on the Integration page.

A Phase is only linked if its parent Project is linked. Excluding a Project excludes all of its Phases regardless of the Phase filter.

2. Order

Definition

Controls how Phases are sorted underneath a Project in Mosaic.

Setting Options

• Phase Ref# (Task Order) — Orders Phases using the Phase's reference number from smallest to largest from Vista Hosted after changes in Vista Hosted. This setting will overwrite Phase order on Mosaic.
• Phase Name — Orders Phases alphabetically by the Phase's name from Vista Hosted after changes in Vista Hosted. This setting will overwrite Phase order on Mosaic.
• Set on Mosaic (Recommended) — Vista Hosted Phase order will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Mosaic re-sorts a Project's Phases whenever the source values change in Vista Hosted. Phase Ref# (Task Order) follows the Vista Phase numbering, which is usually the order your team already reads phases in. Set on Mosaic leaves ordering to project managers, who can drag Phases into any order they like.

Vista Hosted does not send an explicit phase order field, so the Phase Order option that other integrations offer is not available here.

3. Phase Status Matching

In Mosaic

Maps each Vista phase status to a corresponding Mosaic Phase status. The mapping is applied any time a phase's status changes in Vista.

In Vista: The source field is ActiveYN on the Vista phase record. This field indicates whether the phase is currently active.

Default Mapping

For each Vista status, select the Mosaic Phase status that should be applied. The change is applied when the status is updated in Vista.

How it works

• Each Vista status is matched to a Mosaic status. The list of source statuses comes from your connected tool, so you'll need a tested connection before you can edit.
• Unmapped statuses sync as Active — if a status isn't listed, Mosaic sets the project or phase to Active.
• Click Reset to default at any time to restore Mosaic's recommended mapping for this integration.
• Changes apply on Save (the button reads Done when there are no changes). Updates affect future syncs; already-synced records keep their current status until they next change in Vista.

For a full walkthrough of the mapping editor, see Project & Phase Status Matching.

1. Transfer

In Mosaic

This setting controls whether Time Entries are transferred between Vista and Mosaic.

Setting Options

• Transfer one-way from Vista Hosted to Mosaic (Recommended) — Vista Hosted Time Entries will be transferred one-way to Mosaic after changes in Vista Hosted. Mosaic Time Entries will not be transferred to Vista Hosted.
• Do not transfer — Time Entries will not be transferred to or from Vista Hosted. Select this option if manual management in Mosaic is preferred.

2. Hourly Rates

Definition

Controls whether the hourly rate Mosaic derives for each Vista Hosted Time Entry is written onto the matching Mosaic Time Entry.

Setting Options

• Transfer updates from today forward (Recommended) — Vista Hosted Time Entry hourly rates will be transferred to Mosaic after changes in Vista Hosted. This setting will overwrite hourly rates on Mosaic.
• Transfer one time at first link — Vista Hosted Time Entry hourly rates will only be transferred to Mosaic when the Vista Hosted Time Entry is first linked.
• Do not transfer — Vista Hosted Time Entry hourly rates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

This setting is the on/off switch; the Bill Rate Source setting below decides how the rate is derived. With this on Do not transfer, synced Time Entries arrive without a rate and Mosaic falls back to its own rate tables for revenue reporting.

This setting only appears if your Vista replica can supply a rate — either a bJCCD.ActualCost column or the bill rate tables. If neither is present, the agent reports hourly rates as unsupported and the setting is hidden.
Known display issue: in the settings modal, the Do not transfer option currently shows the Transfer one time at first link description. The option behaves as its label says — no hourly rates are transferred.

3. Bill Rate Source

In Mosaic

Enter the name of the Vista table that contains the Time Entry Bill Rate source. If this setting is empty, Actual Hours and Cost will be used.

This is an optional text field — type the table name (placeholder: Type bill rate source table name). Only letters, numbers, and underscores are accepted; any other character is rejected with an error when you save.

In Vista: There is no single "hourly rate" field on a Vista cost detail row, so Mosaic derives one of two ways:

• Left empty — the rate is computed from the cost detail row directly: bJCCD.ActualCost / bJCCD.ActualHours. If your Vista instance has no ActualCost column, the calculated rate will be null.
• A table name (most commonly budEmpRates) — Mosaic looks up the most recent BillableRate in that table effective on or before the Time Entry's date for the employee. Time entries with no matching bill rate are skipped (logged as a warning).

Naming a table that does not exist in your Vista instance will cause time entries to drop from sync. Confirm the table is present before entering it.

Both posted and unposted time entries are synced from Vista regardless of this setting — there is no filter on PostedDate.

1. Rate Groups

Definition

A Rate Group is a named table of rates. This setting controls whether Vista Hosted Rate Groups, and the rates inside them, are transferred to Mosaic.

Setting Options

• Transfer updates from today forward — Vista Hosted Rate Groups will be transferred to Mosaic after changes in Vista Hosted. This setting will overwrite Rate Groups on Mosaic.
• Do not transfer (Recommended) — Vista Hosted Rate Groups will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Transferred Rate Groups appear under Settings > Rates in Mosaic. Leave this on Do not transfer if your team maintains rate tables in Mosaic and does not want them overwritten.

Vista Hosted does not send a Rate Group association on Projects or Phases, so transferred Rate Groups arrive as a standalone list. Attaching them to Projects is done in Mosaic.

Turning this on overwrites Rate Groups in Mosaic, including any rates edited there since the last sync. Confirm with your CSM before switching it on for a live integration.