The Edit user dictionaries option is only shown on the system maintenance 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 user dictionary defines the record structure and is only used after the user file has first been defined within the Edit user file definitions option.
Warning: User files dictionaries may be altered after data has been created in the user file but the structure of existing data files should not be amended without first ensuring an up to date data back up has been taken.
Standard functionality exists that allows you to create and maintain records.
To access Edit user dictionaries
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select Edit user dictionaries option.
Select the System maintenance option.
The SYSTEM MAINTENANCE menu is displayed.
The Edit user dictionaries form is displayed.
The Edit user dictionaries form is displayed when you select the Edit user dictionaries option from the SYSTEM MAINTENANCE menu.
Dictionary to edit: Enter the five character file name of the user file.
Tip : Click on the Drop down
to select.
Note: If your own human resource password priority is less than the priority required to amend the user dictionary you will be shown a warning message Insufficient priority to edit this user dictionary.
Click within the field column to enter the following described fields.
Field: The eight character maximum field name should be entered ideally as letters of the alphabet only, the field name is automatically translated into upper case. Spaces entered in the middle of the field name are automatically stripped out.
Field Name: 20 character field name as seen within adhoc enquiry and reporting.
Type: The field type from the available options:-
Alpha.
Number.
Date.
Tip : Click on the Drop down
Format/length: For alpha string fields enter the length, for example, 30, for Number fields enter the image, for example, ###.##, date fields automatically skip this field.
Validation: This can either be left blank if no validation is required or enter the options to be selected from each separated with a comma, for example, Pass,Fail or A,B,C,D,E. Date fields automatically skip this field.
Once Save is selected the user data file is created or updated and verified.
If this is a new user file being created you should now use the User profiles option on the main Human Resources menu in order to define access to the data for users since all users will by default have no access to new user files.
