Maintaining employee records has never been easier with the easy-to-navigate People Profile. As you learned earlier, role-based permissions are vital in defining who can access whose data. As an administrator with full permissions, there are several ways to update and initiate employee data changes. In this lesson, you will learn how to manage data using the employee's profile.
To initiate employee changes, navigate to the individual's profile. Users with edit permissions to the non effective-dated blocks, such as national ID Card, can click the pencil icon to open the block in edit mode.
Users with full permissions to effective-dated blocks, such as Home Address, have several ways to initiate changes.
Clicking on the Pencil Icon allows you to insert a new dated entry into the Employee’s file. If Event Reason Derivation is enabled, then they will be determined based on the change being made. Each new record added to the employee’s file must be connected to a date in the past, present, or future. This action can trigger an approval process, which will need to be completed before the record is active in the system.
The Insert New Record bypasses workflows, even if workflow derivation rules are implemented. For Job and Compensation Information, manual selection of event and event reason is required. Therefore, users with this privilege need to be familiar with events and event reasons in their system.
The Edit option in the history UI enables an administrator or user to correct errors in existing records without triggering an approval. For example, Marcus Hoff moved on January 5, 2023, but accidentally entered the incorrect zip code. Use the Edit option to correct the zip code. The record row will show the corrected zip code only; however, you can still see the change was made in an audit report.
The Delete option must be used sparingly. The delete action deletes a record row, doesn't trigger an approval, and cannot be undone.
