Personnel File Access

Employees or supervisors can be given access to personnel files. The access can be defined either permanently or temporarily.

The documents that employees or supervisors are allowed to view are determined by the assigned access rights.

Grant Access

The access can be granted the following way:

Permanent Access (Manually Managed in the Personnel File)

If it is configured that permanent access is manually managed in the personnel file, personnel file users can store the relevant employees or supervisors on the “Access” tab in the personnel file:

• Assigned User
  In this field, you can enter the employee to whom the personnel file is assigned. This allows viewing the documents intended for employees.
• Direct Supervisor
  In this field, you can specify the direct supervisor. This allows viewing the documents intended for supervisors.
• Supervisors
  In this field, you can specify all higher-level supervisors in the hierarchy. This allows viewing the documents intended for supervisors.

Permanent Access (Taken Over From the Organizational Structure)

If it is configured that permanent access is taken over from the organizational structure, the employees and/or supervisors are automatically entered in the “Access” tab of the personnel file.

Temporary Access

Personnel file users can grant access to personnel files to employees for a limited time. To do so, navigate to the desired personnel file and execute the “Advanced” > “Grant Temporary Access” context menu command.

Following fields are available:

• Permissions
  Defines the permissions for temporary access.
  Note: The selectable permissions are defined in the personnel file configuration.
• Grant Access for
  Access is granted to the specified users.
  Note: The users defined in the permissions are preselected.
• Start
  Start date for temporary access.
• End
  End date for temporary access.
• Enter Remark
  The entered remark will be displayed in the remarks of the personnel file.
• Add Attachments
  The added attachments will be displayed in the remarks of the personnel file.

In the properties of the personnel file, on the “Access” tab, in the Temporary Access field the granted accesses are listed. You can also remove entries by selecting the desired rows and executing the “Remove” context menu command.

Note: Temporary access can also be granted via the “Grant Temporary Access” workflow activity.

Restrict Access

For employees or supervisors with access, all documents of the personnel files are readable by default. By means of categories, for which special ACLs are defined, it is possible to control which documents are not viewable or which documents should be editable.

Further information can be found in chapter “Personnel File Access”.

Confirm Changes in the Organizational Structure

In general, the organization is not managed by personnel file users. If it is configured that the permanent access is taken over from the organizational structure, changes regarding the access of personnel files must therefore be confirmed by personnel file users. These personnel file users are defined in the personal file configuration or personal file shelf.

You can use the workflow activities “Review Access for Employee” or “Review Access for Supervisors" to accept the changes.

Use Cases for Users With Personnel Files Access

As an employee, the personnel files access provides you access to certain metadata and selected documents in your personnel file (for example, payslips). As a supervisor, you can view the personnel files of your employees. The following chapters explain how to use the personnel files access.

Using the Fabasoft Personnel File

All you need to be able to use the Fabasoft Personnel File is a web browser. However, it is recommended to install the Fabasoft Cloud Client to improve the ease of use. Please ask your administrator for the access data.

Dashboard

If you have been authorized for personal files access, the “Personnel Files Access” dashboard is available on “Home”. The dashboard is intended for employees and supervisors with personnel files access and is divided into the following areas:

• My Master Data
  Shows the master data of your own personnel file.
• My Personnel File
  Shows your own personnel file.
• Uploaded Documents
  Shows the documents uploaded by the employee (at least one document must be uploaded).
• Personnel Files With Access
  Shows the personnel files of your employees, if you have been granted permanent access.

Note: You can update the list of personnel files using the “Refresh” action, since it is updated only once a day.

Viewing Metadata

To view the metadata of a personnel file, perform the following steps:

1. Click the “Personnel Files Access” dashboard.
2. Click “Personnel Files With Access”.
3. Click the “Refresh” action, if the desired personnel file is not displayed.
4. Click the desired personnel file.
5. Click the “Properties” action.
6. Click the desired tab to display the corresponding metadata.
   Note: Sensitive metadata such as the social security number, gross income or denomination are not displayed to supervisors.
7. Click “Next”.

Viewing Documents

To view the documents of a personnel file that are available to you, perform the following steps:

1. Click the “Personnel Files Access” dashboard.
2. Click “Personnel Files With Access”.
3. Click the “Refresh” action, if the desired personnel file is not displayed.
4. Click the desired personnel file.
   The available documents are displayed in a list.
5. Click the desired document to view the preview of the document.
6. You can use the “Read” action to open the document in the corresponding third-party product.

Uploading Documents

The “Upload” action allows you to upload documents that can subsequently be registered by a personnel file user.

Note: The “Upload” action is only available if this functionality has been enabled in the configuration or shelf (Members/Employees Can Upload Documents option).

Using Follow-Ups

You can define follow-ups for personnel files or documents. When the follow-up date is reached, an e-mail with a link to the personnel file or document is sent to you. You can use this function, for example, if you want to check a document again in three months.

To define a follow-up, perform the following steps:

1. Navigate in the desired personnel file or document.
2. Click the “Manage Follow-ups” or “Create resubmission” action.
3. Click the “Create Follow-up” button, if you have previously used the “Manage Follow-ups” action.
4. Define the Date of the follow-up.
   Note: The Time Span field allows you to conveniently select the date for common time spans.
5. You can also enter a Message that should be included in the follow-up e-mail.
6. Click “Next”.

Using the Worklist

The personnel file provides the possibility to perform activities within a workflow. For example, an activity could be that your payslip has been stored in the personnel file. You can confirm the receipt and complete the activity by executing the “Noted” work step.

The worklist that is stored as standard on “Home”, takes you to your activities. The worklist is divided into the following areas:

• To Do
  Contains activities that you still have to process. An activity can consist of one or more work steps. A mandatory work step (shown in bold) must be carried out before the activity can be completed. Click on the desired step to perform it.
• Last Finished
  Contains the activities you have completed.
• Concerned Objects
  Contains objects that are assigned to current activities.
• Tracking
  Contains objects that are assigned to completed activities.