Recording contact information

Use this page to record the contact information of the employee.

Ensure that you are in the "Create employee file" or “View available contact types” page.
Select the “Create Contact Information” hyperlink from the bottom of the page.

The “Record contact Information page” appears.

The system displays the following:

Date Format

The date that is applicable to the login user.

The system displays the following in the “Employee Details” group box:

HR Setup Unit	The HR Setup Unit applicable to the login employment unit.
Employee Code	The unique code and name of the employee. The system displays the value selected in the “Select Employee” page.
Employee Type	The type of the employee’s job. The employee type indicates whether the selected employee is a regular employee or has been hired on contract for a limited period or is a consultant.

You can specify the following contact information in the “Select a contact type” groupbox:

Note: By default, for a new contact information record, the fields and drop-down list boxes will be blank. For an existing record, the system displays the values specified previously.

Contact Type

The contact information type of the selected employee. For example, Communication, Holiday, Permanent or Residential. If you specify the contact type as “Holiday”, it indicates that the contact information being entered pertains to the contact address at which the employee can be contacted on a holiday. From the drop-down list box, select the required contact type.

Viewing Effective Dates

You can use the “History Details” group box to view the effective dates of the previous versions of the record.

Effective From	The date from which the corresponding version of the contact information record is effective.
Effective To	The date till which the corresponding version of the contact information record is effective.

Select the “Previous” pushbutton to view the effective dates of the previous version of the record.
Select the “Next” pushbutton to view the effective dates of the next version of the record.

Recording the contact details

Specify the following details in the “Contact details” groupbox:

Address	The address at which the employee can be contacted, under the specified contact information type. Enter the complete address pertaining to the specified contact type. For example, if the contact type specified is “Holiday”, enter the address at which you can contact the employee on a holiday.
Primary address	Check this box if the address entered above the official corresponding address of the employee.
Country	The name of the country in the specified address. From the drop-down list box, select the required country name.
State	The name of the state pertaining to the specified address. From the drop-down list box, select the required value. The system lists the names of states available for the country specified.
Postal Code	The zip number pertaining to the specified address. For example, if the city specified is Los Angeles, enter the applicable zip number.
Phone 1	The contact phone number at the address specified. You can give two phone numbers. Enter the first phone number beside this field.
Phone 2	The alternative contact phone number at the address specified. You can give two phone numbers. Enter the second phone number beside this field.
Fax	The fax number at the address specified.
Mobile	The mobile phone number of the employee.
Email	The email address of the employee.
Home Page	The web page address of the employee.
Comments	The remarks you want to enter about the contact information.

To enter comments

Select the Book icon beside the “Comments” field. The system displays a dialog box containing the comments that were entered previously, if any.
You can view, modify or delete the content.
Select the “OK” pushbutton to save the details and return to the previous page.
Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

Modifying the record

You can modify an existing contact information record using either the “Correct” or “Update” modification options. If you select the “Correct” option, the system modifies the record without changing the effective dates. If you select the “Update” option, you are to provide a new effective from date and time. The existing record will become ineffective from one minute previous to the new effective from value.

Specify the following.

Modification Option	Select the required modification option, either “Correct” or “Update” from the drop-down list box.
New Effective From	The date and time from which a new version of the record must be created, with the modifications you made.

Select the “Save” pushbutton to save the details entered.

The following details are displayed in the “Record Statistics” group box.

Created by	The name of the person who created the details pertaining to the contact information.
Created date	The date on which it was created
Last modified by	The name of the person who modified the contact details of the employee.
Last modified date	The date on which the contact details were last modified.