The Edit user file definitions option is only shown on the main human resources menu if your human resources priority is greater or matching the human resources system parameter priority to edit user file definitions, this parameter is by default set to priority 8.
User files allow you to record information specific to your own requirements that have not been provided for in the main human resource record.
The human resources system allows for many user files to be created, each with their own subject area. Further, each user file may be defined such that there is either only a single user file record per employee or the user file may allow more than one record per employee.
The information within each user file is maintained by first selecting the User Files TAB on the human resource record and then by choosing the particular user file from a selection drop down list.
Warning: User files may still be defined at a later stage but care should be taken when allocating the priorities linked to the user file.
Standard functionality exists that allows you to create and maintain records.
To access Edit user file definitions
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select the System maintenance option.
The SYSTEM MAINTENANCE menu is displayed.
Select Edit user file definitions option.
The Edit user file definitions form is displayed.
The Edit user file definitions form is displayed when you select the Edit user file definitions option from the SYSTEM MAINTENANCE menu.
To create a user file, first use the Edit user file definition option to define the file name, function and access, then use the Edit user file dictionary option to define the record layout for each user record.
User file definition set up :-User File Name: A 5 character name for the user file. This file name should ideally be an abbreviation of the file function, for example, bonus for bonus information.
Standard human resource files should not be used - achct, acheq, achev, achit, apben, appli, appno, appst, aprea, apvac, asmap, aurea, benct, benef, bhols, calcd, caldc, calnd, cclog, ccpur, ctrls, dfrea, discp, disex, disnl, disrs, dlcod, dlcon, docum, emgrp, empee, empst, ethor, fclut, fctrl, field, fuela, grade, gradu, holgr, jcben, jcode, jhist, jtitl, lhist, locat, marit, medst, natio, opdiv, pppsc, refst, regio, rleav, rsour, secur, skill, systm, tabid, useph, usept, users, usrdf, vaccy, vacre and valid.
Tip: Click the Ellipsis button
to search for a user file name.
File Enabled: Tick this to allow use of this file once set up has been completed.
Multiple records: Tick this if more than one record is allowed within this user file per employee.
Auto create record: Tick this if a default user record is to be automatically created when creating the HR record. This record will in turn have any field control updates performed on it.
User ID of creator: System maintained - the user ID that created the user file definition record.
Date created: System maintained - the date the user file definition record was created.
Timed created: System maintained - the time the user file definition record was created.
Dictionary editing
Priority required to edit dictionary: The minimum priority for a human resources user to be able to amend the user file dictionary, this is by default your own human resources priority but may be amended from 1 to 8 or if required set to the software supplier priority 9 by your software supplier.
Warning: It is recommended you keep the priority required to edit a dictionary as high as possible.
User ID of last edit: System maintained - the user ID that last amended the user file dictionary record.
Date dict edited: System maintained - the date the user file dictionary record was amended.
Time dict changed: System maintained - the time the user file dictionary record was amended.
Once a user definition has been created it is necessary to complete the following steps before the data file may be used within the human resources system :-
Use the Edit user dictionaries option to define the record structure.
Use the User profiles option to control the access permissions to the user file.
