This guide explains how to create and manage company-specific additional information fields for employees. The guide covers creating new fields, their locations, reporting, and the required access rights.
With employee additional information fields, company-specific information required for employees can be added to employee data. Additional information fields can be used, for example, to assist in reporting employee-specific information.
CONTENT
- Employee additional information fields
- Creating a new additional information field
- Employment relationships section additional information fields
- Reporting additional information fields
- Access rights
- Frequently asked questions
Employee additional information fields
You can open the view by selecting Payroll > Settings > Payroll settings > Employee additional information fields.
Creating a new additional information field
Create a new additional information field as follows:
- Click the "New additional information field" button.
- Enter the "Additional information field name" and, if necessary, language translations.
- Define the "Location" of the additional information field.
- Define the "Content type", which can be text, date, or selection (dropdown).
Additional information fields can be created in four different places in the employee’s basic data. Additional information fields created in different places have different access rights, so choose the location of the field according to the intended use.
Locations of additional information fields
Additional information fields can be created in four different places in the employee’s data:
- Basic data
- Contact information
- Educational information
- Employment relationships
Additional information fields added to "Basic data" and "Contact information" can be edited by each user themselves, making it easier to save information and ensure it is up to date.
Additional information fields stored in "Educational information" can only be edited by a person with the "payroll accountant" role, but they can also be reported with the "personal details handler " role.
Fields added to "Employment relationships" are visible and can be edited in the Employment relationship management view when the field has been activated in the settings.
Employment relationships section additional information fields
You can open the view or perform the action by selecting Payroll > Settings > Payroll settings > Employee additional information fields > Employment relationships.
Employment relationships is a new location for additional information fields that enables flexible storage of information related to the employment relationship. Create your own fields as follows:
- Click "+ New additional information field" in the same way as for other locations.
- For the Employment relationships section, set the content type to selection (dropdown).
- Define the options you want for the field.
Default fields
The following default field has been created in advance for the Employment relationships section in all environments:
Job requirement group
By default, the field has the status "Available: No". Activate the field as follows:
- In the settings, change the status to "Available: Yes".
- After this, the field is activated and becomes visible in the Employment relationship management view.
Activating fields
Define the visibility of fields in the Employment relationship management view according to the following conditions:
- If "Available: Yes" is selected for the field in the settings, the field is active and visible in the Employment relationship management view.
- If "Available: No" is selected, the field is not visible in the employment relationship data.
Reporting additional information fields
Report additional information fields in the employee listing. You can open the view by selecting Payroll > Personnel > Employee listing. You can display the desired fields by selecting them from the "show columns" menu.
Access rights
Creating and managing additional information fields
Access to the "Employee-specific additional information fields" view requires read or edit rights to "employee management" from the payroll function-specific rights. Additionally, a "payroll accountant" or "personal details handler " role is required.
Viewing and editing information
"Payroll accountant" role can view and edit all additional information fields of all employees.
"Personal details handler " role can view all additional information fields of employees according to hierarchy rights through the employee listing. However, the "Personal details handler " role can only edit additional information fields located in basic data or contact information according to hierarchy rights. Additional information fields located in educational information can be viewed through the employee listing, but no changes can be made to the information.
"Employee" profile can view and edit additional information fields located in basic data or contact information. Additional information fields in educational information cannot be edited by themselves.
Frequently asked questions
What are employee additional information fields used for?
They allow you to add and report company-specific information needed about employees.
How do I create a new additional information field?
Go to the view Payroll > Settings > Payroll settings > Employee additional information fields. Click "New additional information field", name the field, and define its location and content type.
Who can edit the information stored in additional information fields?
Edit rights depend on the location of the field and the user's role. For example, "Payroll accountant" can edit all information. "Employee" can only edit fields added to their own basic data and contact information.
Can I change the name or location of an additional information field? What happens to the stored information then?
Yes, you can change the name and location of an additional information field. The values previously stored in the field remain unchanged and move to the new location.
Are additional information fields only available in Finnish?
No. You can provide translations for the additional information field name in English and Swedish. The field name is displayed according to the user's chosen interface language.
What are the default fields in the Employment relationships section?
The Employment relationships section includes a predefined field "Job requirement group", which by default has the status "Available: No". The field is activated from the settings as needed.
Keywords: additional information fields, employee, payroll, personnel, settings, reporting, access rights, employment relationships, job requirement group, default field
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