Human Resources Defined Windows Item
Use this Action Bar item in the Human Resources Profile page to set up pages for recording information beyond what is tracked in standard Human Resources employee records. You can define the following aspects of the pages:
- Page title and field names.
- Format and validation for fields.
- Data entry requirements for the page and each of its fields.
The PowerSchool ERP Human Resources System allows up to 32,000 user-defined pages. Four of these pages are already set up for you as part of the installation process: Employee Contract Current Year Data (page 30001), Employee Contract Next Year Data (page 30002), Employee Group Life Over 50K (page 31999), and State Retirement (page 32000). Additional employee pages may be set up for your site, depending on your information management needs.
If your site uses Applicant Tracking, you can set up user-defined pages for applicants and then roll over the applicant information to the corresponding user-defined employee pages.
Menu Path: System Administration > Administration > Profiles > Human Resources Profile >click Defined Windows
Action Bar Items
The following items display on the Action Bar when you access the page's tabs:
Help Text | Enables you to define a help message for a user-defined field. Access the field's row in the Non-Verified or Table-Verified tab, click Help Text, enter the message in the window that displays using up to 55 characters, and then click OK. |
Validate Text | Enables you to define valid entries for a user-defined field. Access the field's row in the Non-Verified or Table-Verified tab, click Validate Text, enter the values in the window that displays using up to 40 characters, and then click OK. For additional details, refer to the Validated field in the Fields section below. |
User-Defined Employee Pages and Applicant Tracking
If you use the Human Resources System's Applicant Tracking module, you can load applicant data into an employee record upon hiring the applicant. If you have user-defined employee pages that are meaningful for job applicants as well, you can create corresponding pages in Applicant Tracking.
Create Employee Pages with Counterparts in Applicant Tracking
Add the user-defined employee pages with the Human Resources Profile's Defined Windows item. Make note of the Page numbers for all employee pages you want available in Applicant Tracking.
Use the profile's Applicant Windows item to access the Applicant Tracking Screens page.
Add the user-defined pages that you need for carryover of applicant information into employee records.
- For each applicant page, enter the appropriate corresponding employee page's Page number.
- Select the Carryover checkbox for each page you need to transfer to an employee's record upon hiring an applicant.
When you tab past the Carryover field, the setup information defaults from the existing user-defined employee page. Save the applicant page with the setup from the employee page.
Create a User-Defined Employee Page
Select System Administration > Administration > Profiles > Human Resources Profile, and then click Defined Windows to display the Employee Defined Windows page.
Click Add New.
Complete the header section, and then click OK.
In the Non-Verified tab, set up the page's non-verified fields. You can create up to 10 fields. Each row in the tab represents a field in the page you are creating.
To define a help message for a field, use Action Bar's Help Text item.
To define valid entries for a field, use the action bar's Validate Text item.
To insert a blank field in the page between two data-entry fields, leave the appropriate row blank.
Click OK.
In the Table-Verified tab, set up fields that require codes from the User-Defined Codes table in Human Resources. You can define up to 10 fields, including both table-verified and non-verified fields.
To define a help message for a field, use Action Bar's Help Text item.
To define valid entries for a field, use the action bar's Validate Text item.
To insert a blank field in the page between two data-entry fields, leave the appropriate row blank.
Click OK.
Use the Comment Labels section to enter labels for the two free-text fields at the bottom of the user-defined page.
To define a help message for a comment field, use the Action Bar's Help Text item.
Click OK to save the employee page setup.
Fields
The Employee Defined Windows page has a detail section comprising four parts: header section, Non-Verified tab, Table-Verified tab, and Comment Labels section. Following are descriptions for each section's fields.
Header Section
Use these fields to define general information for the employee page:
Field | Description |
|---|---|
Page | Unique page number identifying this employee page. |
Title | Title of the employee page. This entry displays in the page’s title bar when accessed during an add or update of an employee record. Character/45 |
Required | Checkbox determining whether the page requires input when adding an employee record. Select the checkbox if the page is required. Otherwise, leave it blank. If you want user-defined employee pages to be required during the Add Employee procedure, you also need to use the Employee Add Setup item and make the individual user-defined employee pages required. If you do not do this, the system allows users to bypass user-defined pages, even those with the Required checkbox selected in the Employee Defined Windows page. For additional information, refer to Employee Add Setup Item. |
| PowerSchool ERP Defined | Checkbox determining whether the page was defined by PowerSchool to meet your data entry needs. Select the checkbox if this page was defined by PowerSchool. Otherwise, leave it blank. As part of the baseline Human Resources System, the following user-defined employee pages are provided: Employee Group Life Over 50K (page 31999) and State Retirement (page 32000). Additional employee pages may be set up for your site, depending on your information management needs |
Non-Verified Tab
Use this tab to set up fields that are not table-verified. You can add up to 10 fields. To include a blank field between two data-entry fields in the user-defined page, leave the appropriate row blank.
Field | Description |
|---|---|
Label | Field title as it should appear in the user-defined page. Character/14 |
Type | Setting indicating the type of data that can be entered in the field in the user-defined page. Select:
|
Required | Setting indicating whether the field being added is required. Select:
|
Help | Display-only field indicating whether a help message was added for the user-defined field. H - Yes displays here if a help message was set up. Otherwise, this field is blank. The help message provides text at the bottom of the user-defined page instructing the user on what to enter in a given field. To assign help text, access the appropriate row, click the Action Bar's Help Text item, enter the help message, and then click OK. Character/55 |
Validated | Display-only field indicating whether validation values have been specified for the user-defined field. V - Yes displays here if values were set up. Otherwise, this field is blank. Validation values identify the specific entries accepted in the field in the user-defined page. To set up the entries, access the appropriate row, click the Action Bar's Validate Text item, enter the values, and then click OK. Character/40 When setting up the validation values, use commas to begin and end the entry and to separate the values. For example, if you are defining values for a field labeled Contract Months, you might enter September, October, November, and December as follows:.9,10,11,12, |
Default | Value to default in the field in the user-defined page. For example, if this is a field for State, you can enter the state abbreviation you use most. The value can be changed in the employee page, if necessary. Character/20 |
Table-Verified Tab
Use this tab to set up fields that are verified against the User-Defined Codes table in Human Resources. You can add up to 10 fields, including fields that are not table verified. To include a blank field between two data-entry fields in the user-defined page, leave the appropriate row blank.
Field | Description |
|---|---|
Label | Field label or title as it should appear in the user-defined employee page. Character/14 |
Table | Code identifying the User-Defined Codes table for validating entries in the user-defined field. If this is a non-verified field, leave the Table field blank. Character/2
|
Type | Setting indicating the type of data that can be entered in the field in the user-defined page. Select:
|
Help | Display-only field indicating whether a help message was added for the user-defined field. H - Yes displays here if a help message was set up. Otherwise, this field is blank. The help message provides text at the bottom of the user-defined page instructing the user on what to enter in a given field. To assign help text, access the appropriate row, click the Action Bar's Help Text item, enter the help message, and then click OK. Character/55 |
Validated | Display-only field indicating whether validation values have been specified for the user-defined field. V - Yes displays here if values were set up. Otherwise, this field is blank. Validation values identify the specific entries accepted in the field in the user-defined page. To set up the entries, access the appropriate row, click the Action Bar's Validate Text item, enter the values, and then click OK. Character/40 When setting up the validation values, use commas to begin and end the entry and to separate the values. For example, if you are defining values for a field labeled Contract Months, you might enter September, October, November, and December as follows:.9,10,11,12, |
Default | Value to default in the field in the user-defined employee page. For example, if this is a field for State, you can enter the state abbreviation you use most. The value can be changed in the employee page, if needed. Character/20 |
Comment Labels Section
Use the following untitled fields to set up two text fields for the bottom of the user-defined page:
Field | Description |
|---|---|
Label | Title of the comment field. Character/40 |
Help | Display-only field indicating whether a help message was added for the comment field. H (for Help) displays here if a help message was added. Otherwise, the field is blank. The help message provides text at the bottom of the user-defined page instructing the user on what to enter in a given field. To assign help text, access the appropriate Label field, click the Action Bar's Help Text item, enter the help message, and then click OK. Character/55 |