Creating and Managing Employee Info Records

Creating a New Employee Info Record

Typically, users with the 'Human Resources' role or 'Admin' role can create new Employee Info records.

1. Navigate to the Users section in the Administration panel.
2. Locate and open the specific user record for whom you want to add employee information.
3. Access the "Employee Info" tab.
4. From here, initiate the creation of a new Employee Info record.

The new Employee Info record will start in the Draft state.

Workflow States

Employee Info records move through the following workflow states:

• Draft: The initial state when a record is first created. Information can be entered and saved. It is not yet considered an active employee record. The record remains editable. To activate the record, it must be submitted.
• Active: The record is considered current and complete. Most information may be read-only unless a user has specific edit permissions. To make changes, an edit function might be required.
• Archived: The record is no longer active (e.g., for former employees). It is kept for historical purposes.

Key Actions & Permissions

• Creating Records: Primarily handled by 'Human Resources' and 'Admin' roles.
• Editing Records:
  • In the Draft state, records are generally editable by those who can create them and potentially other roles with specific permissions.
  • In the Active state, editing is typically restricted to 'Human Resources' and 'Admin' roles.
• Reading Records: Access is usually available to 'Human Resources', 'Admin', and 'Injury Manager' roles. Other roles may have read access to certain fields depending on the record's state.
• Deleting Records: This permission is usually restricted to 'Human Resources' and 'Admin' roles.
• Importing/Exporting Records: This is generally an 'Admin' function.

Submitting and Archiving

• Submitting (Draft to Active): Once all required information in a 'Draft' record is complete, use the "Submit" button (or similar workflow action) to move the record to the 'Active' state.
• Archiving (Active to Archived): An 'Archive' function or workflow step should be available to move 'Active' records to 'Archived' when they are no longer current (e.g., if an employee leaves the organization).

Always ensure all mandatory fields, typically indicated on the form, are completed before submitting a record.