Creating New Locations

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(Created page with '{{page.name: Maintenance: Locations - Subscribe-HR Wiki}} {{page.head: Creating New Locations}} __TOC__ ==Creating New Locations== Locations will be linked to Jobs, when you se…')
 
 
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{{page.name: Maintenance: Locations - Subscribe-HR Wiki}}
 
{{page.name: Maintenance: Locations - Subscribe-HR Wiki}}
 
{{page.head: Creating New Locations}}
 
{{page.head: Creating New Locations}}
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<br><span style="color:red">< < < Page No Longer Used > > ><br>See [[Setting-up-locations-in-Subscribe-HR|Setting-up-locations-in-Subscribe-HR]]</span><br><br>
  
 
__TOC__
 
__TOC__
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=Locations=
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Locations will be linked to Jobs, when you set Jobs up. It is important to link locations to Jobs so that when you link employees to jobs, the reporting structure is accurate.<br>
  
 
==Creating New Locations==
 
==Creating New Locations==
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Locations will be linked to Jobs, when you set Jobs up. It is important to link locations to Jobs so that when you link employees to jobs, the reporting structure is accurate.
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# After logging into the Subscribe-HR portal, select <b>Maintenance</b> TAB.
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# Select the <b>Locations</b> Folder.
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# If Modifying an existing Location, you will see a list of the Locations you can select.
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# If Creating a new Location, then select the [Add new record] button.
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# Provide details for all the fields listed below in the table.
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# Select the [Save] button.
  
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===Location Fields Explained===
 
<table border="1" width="700px" id="table3" cellspacing="0">
 
<table border="1" width="700px" id="table3" cellspacing="0">
 
<tr>
 
<tr>
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</tr>
 
</tr>
 
<tr>
 
<tr>
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<td width="232">Location Name</td>
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<td width="232">Location Name</td>
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<td width="458">Mandatory Field where you can enter the Location Name</td>
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<td width="458">Mandatory Field where you can enter the Location Name. <i><b>Example:</b> Sydney Head Office</i></td>
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</tr>
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<tr>
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<td width="232">Branch</td>
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<td width="458">Put Alternate Location information here (Branch Name). <i><b>Example:</b> Head Office</i></td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
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<tr>
 
<tr>
 
<td width="232">Address 1</td>
 
<td width="232">Address 1</td>
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<td width="458">Put Address Details here</td>
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<td width="458">Address Line 1 of this location</td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
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<td width="232">Address 1</td>
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<td width="232">Address 2</td>
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<td width="458">Put Address Details here</td>
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<td width="458">Address Line 2 of this location</td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
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<td width="232">Branch</td>
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<td width="232">City / Suburb</td>
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<td width="458">Put Alternate Location information here (Branch Name)</td>
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<td width="458">Suburb the location resides in</td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
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<td width="232">State</td>
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<td width="232">Country</td>
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<td width="458">Select State</td>
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<td width="458">Country the location resides in</td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
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<td width="232">Country</td>
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<td width="232">State / Province / Region</td>
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<td width="458">Select Country</td>
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<td width="458">Area the location resides in</td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
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<td width="232">Post Code</td>
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<td width="232">Zip / Postal Code</td>
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<td width="458">Type Post Code in</td>
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<td width="458">Post Code of Location</td>
 
</tr>
 
</tr>
 
<tr>
 
<tr>
 
<td width="232">Phone</td>
 
<td width="232">Phone</td>
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<td width="458">Type Phone Number in here</td>
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<td width="458">Main phone number for the location</td>
 
</tr>
 
</tr>
 
</table>
 
</table>
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<br>
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<b>Mandatory fields are marked with Red Asterisk, the record will not be saved unless mandatory fields are filled in first.</b>
  
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===Recording Employee Information===
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Please also refer to [[Creating-workflow-tasks-in-Subscribe-HR|Creating Workflow Tasks in Subscribe-HR]] for details about Location Manager Workflow Set-up.
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# After logging into the Subscribe-HR portal, select the Human Resources TAB.
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# Select the '''Employee''' folder.
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# Select the desired employee.
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# Select the Employee sub-folder
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# Fill in the fields as defined below.
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# Select the '''Save''' button.
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'''Mandatory fields are marked in bold, the record will not be saved unless mandatory fields are filled in first.'''
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===Employee fields explained===
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<br><br>[[File:subscribehr_logo.gif]]
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<table border="1" width="700px" id="table3" cellspacing="0">
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<tr>
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<td width="232"><b><font face="Arial" size="2">Field Name</font></b></td>
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<td width="458"><b><font face="Arial" size="2">Description</font></b></td>
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</tr>
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<tr>
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<td width="232">Employee Code</td>
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<td width="458">Unique code that identifies the employee in the
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system</td>
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</tr>
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<tr>
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<td height="23" width="232">Location</td>
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<td height="23" width="458">Work location</td>
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</tr>
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<tr>
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<td width="232">Photo</td>
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<td width="458">Photo of the employee</td>
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</tr>
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<tr>
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<td width="232">Title</td>
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<td width="458">Title of the employee</td>
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</tr>
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<tr>
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<td width="232">First Name</td>
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<td width="458">Employees first name</td>
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</tr>
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<tr>
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<td width="232">Surname</td>
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<td width="458">Employees surname</td>
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</tr>
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<tr>
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<td width="232">Middle Name</td>
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<td width="458">Employees middle name</td>
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</tr>
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<tr>
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<td width="232">Initials</td>
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<td width="458">Employees Initials (this is automatically worked
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out for you) from the First letter of the first name and first
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letter of the surname.</td>
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</tr>
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<tr>
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<td width="232">Known As</td>
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<td width="458">Nickname, Alias or other name (example: Jimbo)</td>
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</tr>
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<tr>
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<td width="232">Gender</td>
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<td width="458">Employee gender</td>
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</tr>
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<tr>
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<td width="232">Other Names</td>
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<td width="458">Other names for the employee</td>
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</tr>
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<tr>
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<td width="232">Date of Birth</td>
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<td width="458">Employee date of birth</td>
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</tr>
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<tr>
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<td width="232">Age</td>
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<td width="458">Employee's age</td>
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</tr>
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<tr>
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<td width="232">Maiden Name</td>
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<td width="458">employee's maiden name (if appropriate)</td>
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</tr>
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<tr>
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<td width="232">Marital Status</td>
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<td width="458">employees marital status</td>
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</tr>
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<tr>
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<td width="232">Appointed </td>
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<td width="458">date the employee was appointed a position
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within the organisation</td>
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</tr>
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<tr>
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<td width="232">Start Date</td>
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<td width="458">date the employee starts work</td>
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</tr>
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<tr>
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<td width="232">Employment Type</td>
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<td width="458">type of employment offered, Full Time, Part Time</td>
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</tr>
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<tr>
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<td width="232">Probation Months</td>
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<td width="458">employee probation period in months</td>
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</tr>
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<tr>
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<td width="232">Probation End</td>
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<td width="458">date the probation period ends</td>
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</tr>
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<tr>
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<td width="232">Probation Documents Sent</td>
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<td width="458">date the probation documents were sent</td>
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</tr>
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<tr>
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<td width="232">Tax File Number</td>
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<td width="458">employee tax file number</td>
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</tr>
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<tr>
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<td width="232">Phone Extension</td>
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<td width="458">employee's work phone extension</td>
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</tr>
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<tr>
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<td width="232">Mobile</td>
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<td width="458">employee mobile number</td>
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</tr>
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<tr>
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<td width="232">Email Address Home</td>
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<td width="458">employee's home email address</td>
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</tr>
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<tr>
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<td width="232">Email Address Work</td>
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<td width="458">employee's work email address</td>
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</tr>
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<tr>
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<td width="232">Employee Agreed Data</td>
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<td width="458">employee agreed to the data being correct</td>
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</tr>
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<tr>
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<td width="232">Employee Agreed Data Date</td>
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<td width="458">date the employee agreed data is correct</td>
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</tr>
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<tr>
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<td width="232">Manager Reference</td>
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<td width="458">who the employee's manager is</td>
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</tr>
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<tr>
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<td width="232">Manager</td>
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<td width="458">is this employee a manager</td>
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</tr>
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<tr>
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<td width="232">Nationality</td>
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<td width="458">employee's nationality</td>
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</tr>
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<tr>
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<td width="232">Payroll Number</td>
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<td width="458">employee's payroll number</td>
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</tr>
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<tr>
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<td width="232">Retirement Age</td>
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<td width="458">employee's retirement age</td>
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</tr>
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<tr>
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<td width="232">Attachments</td>
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<td width="458">attachments</td>
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</tr>
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</table>
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<br><br>
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===Core-HR Outlook Plugin===
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The Subscribe-HR outlook Plugin can be used to automatically copy Employee Outlook e-mail correspondence directly into Subscribe-HR. This tool will send the e-mail details automatically into the relevent Employee File and store the information under Employee Contact History. This is done by right Clicking on the selected e-mail and then sending into Subscribe-HR. The e-mail address of the employee is used as the unique identifier.
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<br><br><br>
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===Core-HR Word Plugin===
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The Subscribe-HR Word Plugin is available for Word 2007 Users. This will allow you to Merge Fields From Subscribe-HR and also set-up Correspondence Templates to send to Print. Then, to create Templates, simply go into the relevant Object, e.g. Employees and then click Template Button which is Located Just below the "General Tab" in the Employee Master fule (e.g.) To Activate this Feature:
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# Select Maintenance
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# Select Groups
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# Select the Relevant Group E.g. System Administrator
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# Select Permissions
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# Under Components Choose Document Templates
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This will then Activate a "Create Document" Button in all Objects. Please note, you need to Install the Plug-in first, then when you create Documents (Templates) you will be able to merge Subscribe-HR Database Fields into the Template. Once the Template is Created, you can then re use the template e.g. Sending Employment Contracts.
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<br>
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[[File:Document_Create.png]]
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<br><br><br>
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<youtube v="Ul5axISPoxY" />
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<br><br><br>
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[[File:subscribehr_logo.gif]]
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Latest revision as of 02:05, 22 April 2013


< < < Page No Longer Used > > >
See Setting-up-locations-in-Subscribe-HR

Locations

Locations will be linked to Jobs, when you set Jobs up. It is important to link locations to Jobs so that when you link employees to jobs, the reporting structure is accurate.

Creating New Locations

  1. After logging into the Subscribe-HR portal, select Maintenance TAB.
  2. Select the Locations Folder.
  3. If Modifying an existing Location, you will see a list of the Locations you can select.
  4. If Creating a new Location, then select the [Add new record] button.
  5. Provide details for all the fields listed below in the table.
  6. Select the [Save] button.

Location Fields Explained

Field Name Description
Location Name Mandatory Field where you can enter the Location Name. Example: Sydney Head Office
Branch Put Alternate Location information here (Branch Name). Example: Head Office
Location Manager You can select a Location Manager which will be from Employees that you have recorded as Managers. This field will be able to be used in Workflow and Security set-up if you need cascading access to employee records based on the location manager instead of the actual reporting line manager
Address 1 Address Line 1 of this location
Address 2 Address Line 2 of this location
City / Suburb Suburb the location resides in
Country Country the location resides in
State / Province / Region Area the location resides in
Zip / Postal Code Post Code of Location
Phone Main phone number for the location


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

Please also refer to Creating Workflow Tasks in Subscribe-HR for details about Location Manager Workflow Set-up.



Subscribehr logo.gif

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