Adding data

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Code Library

Introduction to the Code Library

The Code Library, otherwise known as a Lookup Table is where the values in most of the drop downs can be found, updated and added to.

There are a limited number of Code Libraries that should NOT be Modified.
These are marked as being underlined in the Code Library list.

The Code Libraries that cannot be modified are:

  • Element Types
  • Message types
  • Nationality
  • Leave Accrued

Code Library Essentials

We recommend that you setup the following code libraries before using the system:

Category Code Library Name Related Function
Jobs Department Human Resources TAB > Jobs
  Division Human Resources TAB > Jobs
  Business Area Human Resources TAB > Jobs
Benefits Benefit Name Human Resources TAB > Benefits
  Benefits Type Human Resources TAB > Benefits
  Benefits Provider Human Resources TAB > Benefits
Property Company Property Condition Human Resources TAB > Property
Risks Risk Priority Human Resources TAB > Risks
  Risk Assessment Classification Human Resources TAB > Risks
  Risk Assessment Results Human Resources TAB > Risks
Cost Centres Cost Centre Human Resources TAB > Jobs

Adding values to an existing Code Library

  1. After logging into the Subscribe-HR HCM Platform, select the Maintenance Module from the left hand navigation menu.
  2. Select the Code Library Folder.
  3. You will see a list of Library Codes, locate the desired Library Code and select it.
  4. Select the Codes sub-folder from left hand navigation menu.
  5. Select the Create New button on the top left.
  6. Enter the desired code library name into the Library Entry Name field.
  7. If applicable, select the Sorting order, this will determine how the results of the drop down will appear.
  8. If applicable, enter the Library Entry Description, this is only visible internally.
  9. Select the Save button.

Mandatory fields are marked with Red Asterisk, the record will not be saved unless mandatory fields are filled in first.

Code Fields Explained

Field Name Description
Selected by Default If you want this value to be the default in the drop down then check this field.
Code System recognised code name.

The code field should be unique and not have any spaces in the name entered.
Example: fulltime NOT Full Time

This field is auto-generated if left blank.
Code name The value you wish to appear in the drop down
Code short name  
Code numeric representation  
Other name  
Category code  

Adding New Code Libraries

The purpose of adding new code libraries to the system is when there is a need for a new drop down or multi option box on a screen.
The newly create code library defines what will appear in this drop down or multi option box.

  1. Select the Maintenance TAB.
  2. Select the Code Library Folder.
  3. You will see a list of Library Codes.
  4. Select the [Add new record] button.
  5. Enter the name of the field you wish to add into the Library entry name field.
  6. Select Sorting order.
  7. You can provide a Description if you wish to.
  8. Select the Save button.

To enter codes into this Code Library

  1. Select the Codes SubFolder from the left menu.
  2. Select the Create New button.
  3. Enter the value into the Code name field. These are the options that will appear in the drop down menu.
  4. Select the [Save] button.

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