Employee Groups

The approval group setup for Human Resources Workflows enables you to assign multiple employee groups for each workflow type. Using a group method for employees rather than an organization chart structure will prevent constant maintenance of your approval groups as employees transfer throughout your organization. The Employee Groups table allows you to:

• Search for employee groups by ID, name, or description.

• Add, update, or delete employee groups.

• Define rule definitions for an employee group and preview the results of the rules you create.

• View the approval groups associated with the employee group once they are linked in the approval groups table.

• Print the Employee Group Table Report.

Menu Path

From the System Administration menu, select Workflow (Legacy). From the Human Resources Workflow Tables menu, select Employee Groups.

Action Bar

The following items display on the Action Bar after you generate a list of employee groups:

If you are adding or updating an employee group, two additional action items are available when you are on the Rule Definition tab:

Rule Definitions

Employee groups are defined by rule definitions. Rule definitions use the same logic as the Advanced Search function. An advanced search lets you define criteria using a wide range of fields associated with a particular type of record. You define advanced search criteria using search statements and logical operators.

It is important to map out your employee groups to make sure employees fall into the rule definitions you define.

• When the rule for a group has multiple statements, an employee must match each statement to be included in the group. Note, however, that some statements may be connected by the "Or" operator, in which case, the employee would have to satisfy only one of the connected statements.

• If an employee does not match a statement or does not have a record for the areas referenced in the rule, the employee will not be included in the group.

Following are the procedures for adding, updating, copying, previewing, and deleting employee groups, as well as for generating the Employee Group Table report.

Add an Employee Group

1. Open the Employee Groups page.

2. Click Add New. The Employee Group ID field displays the word AUTO and cannot be accessed. When a group is saved, the system assigns an ID number to this field that is the key to identifying the group.

3. In the Details tab Employee Group Name field, enter a title for the group, and then enter the group Description.

4. On the Rule Definitions tab, define the rules for the employee group.

5. Click Accept to save the group.

Update an Employee Group

1. Open the Employee Groups page.

2. In the Search Criteria section, enter criteria identifying the employee groups to list, and then click Search.

3. In the List section, select a group, and then click Accept.

4. Update the fields in the Details and Rule Definitions tabs as needed.

5. Click Accept to save the record.

Copy Employee Groups

Use this procedure to copy an existing group, and then modify its values to create a new group. This is especially useful when you have to set up numerous groups and the differences between them are relatively small. For example, each group would need a different name and description, but perhaps only the department name in its rule definition would have to be changed. In that case, you could re-use all the other statements in the rule definition.

1. Open the Employee Groups page.

2. In the Search Criteria section, enter criteria identifying the employee groups to list, and then click Search.

3. In the List section, select the group you want to copy. From the action bar, click Copy. With the Copy item, you are put in add mode. All the information from the employee group you selected defaults to the Details and Rule Definitions tabs. The only difference is that the word COPY displays in front of the original text in the Employee Group Name field to indicate the copy is occurring. Edit as needed.

4. On the Details and Rule Definitions tabs, enter your changes to set up the new employee group.

5. Click Accept.

Preview Employee Groups

The preview is not available for employee groups that use New Hire as the Area in their search statements, but in this case, the preview can be used to view the SQL Text, as described in Step 3.

1. Open the Employee Groups page.

2. In the Search Criteria section, enter criteria identifying the employee groups to list, and then click Search.

3. In the List section, select the group to preview. From the action bar, click Preview. The Employee Group Preview page displays a list of all employees that match the criteria defined by the rule definitions. The page's SQL Text field shows the SQL statement that was created from the rule definition. The SQL statement cannot be changed on the preview page; however, you can copy the statement if needed.

4. Click Back.

Delete Employee Groups

1. Open the Employee Groups page.

2. In the Search Criteria section, enter criteria identifying the employee groups to list, and then click Search.

3. In the List section, select the group to delete.

4. Click Delete.

5. In the Confirmation dialog, click Yes.

Generate the Employee Group Table Report

1. Open the Employee Groups page.

2. In the Search Criteria section, enter criteria identifying the employee groups to include in the report, and then click Search.

3. Click Print.

4. In the Print window, specify how to generate the report, and then click OK. The report's default file name is empgrprpt.rpt.

Fields and Descriptions

Details Tab

Rule Definitions Tab

Approval Groups Tab

This tab is display-only. The employee group is linked to an approval group through the Approval Groups option. For details, refer to Approval Groups.