Selecting an employee file for authorization

Select “Authorize Employee File” from the left pane.
The “Select Employee File for Authorization” page appears.
The system displays the following details at the top right of the page.

Date Format

The date that is applicable to the login user. More Details.

Specify the following details.

To specify Employee Code Setup Unit

For selecting the required employee record, you are to specify the Employee Code Setup Unit applicable to the login employment unit. The employee code parameters are defined through the employee code setup component deployed in this organization unit, for all the employment units whose personal information components are interacting with it. The system fetches the employee record from the records available for the specified employee code setup unit.

Employee Code Setup Unit

The organization unit in which employee code parameters are defined for the login organization unit.

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Select the employee record, either through the “Direct Entry” group box or through the “Search Criteria” group box.

To select through Direct Entry

Use this method if you know the complete employee code of the required employee.

Enter the complete code of the employee whose file you want to authorize, in the “Employee Code” field.
Select the “Authorize Employee File” hyperlink beside.
The “Authorize Employee File” page appears. All details of the selected record are displayed.
To authorize employee file, refer to the topic “Authorizing Employee File”.

To select through Search Criteria

Use this method if you know only a few characters of the employee code. In the search option, you can specify search criteria, with or without wild cards, for a range of employee details. The system fetches the employee records that match the combination of search criteria specified.

For example, if you specify search parameters for the name and code of the employee, the system fetches the records that match these criteria. If in addition, you specify the dates to indicate the probable period during which the employee joined the organization, you can narrow your search to the closest matching records. To further simplify the search, you can search among records with a specific employee type. To increase the probability of finding the closest matching records, specify values for as many details as possible.

Enter the following search criteria values, in some or all of the following fields.

Employee Code	The unique code of the employee. To view all the employee codes containing specific characters, type in the starting character or characters of these employee codes.
	Alternatively, type in these characters in any combination with wild cards. Example: ECC1, will search for those employee codes that start with ECC1. Other examples are ECC1 and EC*C1.
Employee Name	The name of the employee. To view all the employee names containing specific characters type in the starting character or characters of these employee names.
	Alternatively, type in these characters in any combination with wild cards. Example. To get Jonathan, type in JO, to search for those employee names that start with JO. Other examples are NATHAN, JOAN, and JONATH.
Date of Joining From	The date on or after which the employee joined the organization. Enter a probable date to indicate. Example: If you enter 09/16/01, the system fetches the records of employees who joined after this date.
Date of Joining To	The date before which the employee joined the organization. Enter a probable date to indicate. Example: If you enter 11/11/01, the system fetches the records of employees who joined before this date.

Note: If you enter both the “Date of Joining From” and “Date of Joining To” details, the system fetches the record from the records of employees who joined during this period.

Employee Type	The type of the employee’s job, for example, Regular, Contract, Trainee, Consultant or Volunteer. The system lists in the drop-down list box the employee type values, applicable to the selected Employee Code Setup Unit. From the drop-down list box, select the required value. By default, the system displays a blank value.
Status	The authorization status of the employee file. The status indicates whether the record has been authorized, rejected or has not yet been authorized. The drop-down list box lists the values “Authorized”, “Pending Authorization” or “Rejected”. By default, the value will be “Select”. From the drop-down list box, select the required value. If you select,
	“Authorized”, you indicate that you want to view all employee files which have been authorized.
	“Pending Authorization”, you indicate that you want to view all employee files which have not yet been authorized.
	“Rejected”, you indicate that you want to view all employee files which have been rejected.

Select the “Search” pushbutton.

Note: If only one search criteria value is entered, the system will fetch the records that satisfy this value.
If more than one search criteria value is entered, the system will fetch the records satisfying all the specified values.
If you do not enter any value in the search criteria group box and select the “Search” pushbutton, the system will fetch all the records that are available for the selected employee code setup unit.

The system displays the following details in the multiline, for the employee records that satisfy the search criteria specified.

Employee Type	The type of the employee’s job. For example, Regular, Contract, Trainee, Consultant or Volunteer.
Employee Code	The unique code of the employee.
Employee Name	The name of the employee
Date of joining	The date on which the employee joined the organization.
Status	The status of the employee file.
	“Authorized”, indicates that the employee file has been authorized.
	“Pending Authorization” indicates that the employee file has not yet been authorized.
	“Rejected”, indicates that the employee file has been rejected.

To proceed

Select the data hyperlink on the name of the required employee to go to “Authorize Employee File” page which you can use to authorize the record.

6 Hyperlinked topics below

Page objective

Use this page to select an employee file for authorization.

What you can do in this page

Select the record through Direct Entry

Select the record through Search Criteria