We need to store some additional information in Optimum, how can we do that?

User-defined fields can be created to store additional information about employees within Optimum.

When they have been defined, the fields are displayed on the HR Admin tab of the Employee Maintenance screen. The fields are displayed on the HR Admin tab in their Field ID order.

To set up a new user-defined field

1. Select User Fields from the menu.

2. Click New. The Field ID is completed automatically, with the next available ID number.

3. Enter an appropriate Field Name. This text will be displayed on the HR Admin tab.

4. Select a Field Type from the available options:

   • Character - select this for text or text/numerical data, such as a reference number, name or car registration

   • Date - selecting this will provide a drop-down calendar next to the field on the HR Admin tab

   • Decimal - select this to allow entry of negative values

   • Integer - select this to force the entry of positive whole numbers only, such as the age of a dependent

   • Logical - this creates a tick-box, and can be used for a "yes/no" situation, such as whether or not the employee can use a pool car

5. If you have selected a field type of character, decimal or integer, you need to specify a Field Length. For decimal fields, you should ensure that you allocate space for a minus sign and the decimal point (if needed), so -21.25 would need a field length of 6.

6. Field Format functionality is not yet used. Leave this field blank.

7. If required, specify a Default Directory. This will be used to display the contents of a directory which has the following path:

"absolute_path"/"optimum_dir"/"default_directory"/"employee_number"

where "absolute_path" and "optimum_dir" take the values assigned in the System Settings page.

This can be used to provide a link to documents that relate to the employee, such as appraisal forms.

8. If you have entered a Default Directory, tick the Link box. This will create a "View" hyperlink, allowing access to the contents of the default directory.

9. Click Save. You will receive a message advising that the record has been created, and the field will appear in the New Fields list on the left hand side of the screen.

Editing or deleting an existing user-defined field

1. Select User Fields from the menu.

2. Select the appropriate field from the list of New Fields on the left hand side of the screen.

3. If you need to delete the field, click Delete. You will be asked to confirm that you want to delete the field. If so, click Yes.

Note: You cannot delete a field if any employee has an entry in it.

If you need to edit the field, make the appropriate changes, and click Save. You will receive a message advising that the record has been updated.

Note: You cannot edit the field name or field ID.

 

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