This guide covers how to create and manage company-specific additional information fields for employees. The guide goes through the creation of new fields, their locations, reporting, and necessary access rights.
With the help of additional information fields for employees, company-specific information can be added to employee data as needed. 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
- 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 either text or date.
Additional information fields can be created in three different places in the employee's basic data. The additional information field created in different places has 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 three different places in the employee's data:
- Basic data
- Contact information
- Educational information
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.
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.
Keywords: additional information fields, employee, payroll, personnel, settings, reporting, access rights
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