Personnel File Shelf

The personnel file shelf is used for the management of personnel files and predefines the folder structure of personnel files.

Dashboard

• Personnel Files
  Shows the active and inactive personnel files of the personnel file shelf. Active means that an upright employment relationship with the company exists. Inactive means that the entry date is in the future (predefined personnel files) or the separation date is in the past.
• Inconsistent Personnel Files
  Shows inconsistent personnel files if the consistency check is configured.
• Active Employees
  Shows the number of active employees in the last twelve months.
• Entries/Leaves
  Shows the number of entries and leaves in the last twelve months.
• Turnover
  Shows the turnover of staff in the last twelve months (Schlüter formula).
• Scan Queue (only visible if at least one pre-captured document exists)
  Shows the pre-captured documents in which no scanned content has been uploaded.
  Note: Your system administrator has to configure the scanner software accordingly such that the documents can be imported via a web service.
• Report Results
  Shows the generated Excel/BIRT reports of the personnel file shelf (see section ).
• Closed Personnel Files
  Shows the closed personnel files of the personnel file shelf. Closed personnel files cannot be changed.
• Canceled Personnel Files
  Shows the canceled personnel files of the personnel file shelf.
  Note:
  • Canceled personnel files can be permanently deleted by users with “Full Control”, if no retention rules are violated.
  • If there are more than 2000 personnel files in the list, the oldest cancelled personnel files are archived.
• Thesauri
  Shows the thesauri in which terms for tagging of documents can be managed. At least one thesaurus has to be created in the personnel file configuration or personnel file shelf so that the tagging can be used. The default thesaurus for new terms is defined in the settings of the personnel file configuration or personnel file shelf. Thus, new terms can be created directly in the tagging process. If no standard thesaurus is specified, only the predefined terms in the thesauri can be used. The default thesaurus of the personnel file shelf is preferred to the default thesaurus of the personnel file configuration.

Note: The statistics are only available, if the setting Calculate Statistics of the personnel file shelf is activated. By default, the data is updated once a day. With the “Update Statistics” context menu command of the personnel file shelf the data can be updated manually.

Actions

You can execute following actions:

• Create Personnel File
  With the “Create Personnel File” action you can create new personnel files. For more information, see chapter “Create Personnel File”.
• Import Personnel Files
  With the “Import Personnel File” action you can import or update personnel files using a CSV file. For more information, see chapter “Import Personnel File”.
• Register Documents
  With the “Register Documents” action you can register documents (which are already in the system) to personnel files using a CSV file. For more information, see chapter “Registering Documents Automatically”.
• Download Birthdays Report
  The context menu action "Download Birthdays Report" can be used to download an Excel report that lists all birthdays for today and the next 10 days. To do this, you need "Change Access" or "Full Control".
  Note: The report can be updated via the "Update Statistics" context menu.
• Download Anniversaries Report
  The context menu action "Download Anniversaries Report" can be used to download an Excel report that lists all anniversaries for today and the next 10 days. To do this, you need "Change Access" or "Full Control".
  Note: The report can be updated via the "Update Statistics" context menu.
• Settings
  With the “Settings” action you can change the settings of the personnel file shelf. For more information, see chapter “Personnel File Shelf”.
• Permissions
  With the “Permissions” action you can define access rights for the personnel file shelf. For more information, see chapter “Define Permissions (Personnel File Shelf)”.

Unstructured Shelves

With the context menu entry "Use Queried Lists for Personnel Files" of a personnel file shelf, it is possible to change a shelf to an unstructured or query-based view. To switch back to the structured view, there is the context menu entry "Use Saved Lists for Personnel Files".

The following lists are now unstructured/query-based:

• Personnel Files
• Closed Personnel Files

The following menus are available in the query-based lists:

• Search
  The search function can be used to search for and restrict personnel files.
• Refresh
  The list of personnel files is updated.
• Further search functions
  Search patterns can be loaded, saved and reset.

Note:

• It only makes sense to switch to this display if there are more than 10,000 personnel files.
• The search only finds personnel files that are in the list. You cannot search for closed personnel files in the "Personnel files" list.
• If the search is not restricted, the first 10,000 personnel files are displayed in the lists.
• The following functions are not possible with an unstructured shelf:
  • Reports
    No reports from "All Personnel Files", "Closed Personnel Files", "Active Personnel Files" and "Active and Closed Personnel Files" can be generated if there is at least one unstructured shelf. This applies both to the evaluation area of the personnel file dashboard and to the evaluation area of the personnel file shelf.
  • Show Missing Qualifications
    The menu is no longer displayed if there is at least one unstructured shelf.
  • Perform Consistency Check
    The menu is no longer displayed on the shelf or on personnel files within this shelf if it is unstructured. If there were inconsistent personnel files before the switch to query-based view, these are no longer marked as inconsistent after the switch.
  • When registering a document, the hierarchy view is hidden in the "Personnel File" field if there is at least one unstructured shelf.