This guide covers the deletion and anonymization of old employee data, new features in Netbox, and mass deletion of employee attachments in the payroll system.
CONTENT
- Summary of new functionalities
- Deleting employee data
- New Netbox functionalities
- Mass deletion of employee attachments
- Frequently asked questions
Summary of new functionalities
Functionalities have been added to the system for anonymizing and deleting old employee data. At the same time, the management of Netbox messages has been improved with mass actions, and a mass deletion option has been created for employee attachments.
Deleting employee data
The function is intended for deleting old employee data. Currently, it involves anonymizing employee personal data and only deleting certain data. Payroll entries are not deleted to keep reports intact, but the linked person is anonymized.
You can perform the function by selecting Pay > Employees > Employee actions > Delete former employee data.
How?
- Open the employee listing.
- Select "Employee actions" from the top right corner.
- Select "Delete former employee data".
- Select the employees whose data you want to delete. The view shows groups where the user has data to be deleted.
- Press "Delete data".
- Confirm the action.
- Wait for the process to complete.
Who can?
- Only payroll accountants can use the functionality.
What can be deleted?
You can delete the data of employees who meet the following conditions:
- The employee is not active.
- The employee does not have valid employment contracts.
- 10 years have passed since the end date of the employee's last employment contract from the last day of the fiscal year.
Outcome:
The following data is completely deleted:
- Netbox messages and attachments
- Employee attachments
- Files related to payslips
- Files related to income register reports
- Materials related to bank transfers for payroll payments
- Materials related to bank transfers for expense payments
- Information related to international situations
- Attachments of working hours records
- Attachments added by the employee for travel expense reports
- Files of holiday payslips
- Internal comments of employment contracts, occupational title, professional category, reason for termination.
- Employee change history. NOTE. Also clears the user's change history!
The following data is anonymized:
- Employee personal data
The following views still show the employee's payroll information, but under the name "Deleted employee":
- Holiday pay debt
- Holiday accruals
- Taken and paid (holidays)
- Holiday year prices and holiday payslips
- Payroll process
- Payslips and periods
- Working hours efficiency management
- Working hours approval
- Obligations/ Monthly tracking view
- Settlements
- Payroll reports
- Working hours reports
- Earning payment reports
- Payroll lists
- Payroll cards
- Payroll approval
- Reconciliation of earning payment reports
- Open travel and expense reports
- Travel and expense recording
- Approve travel and expense reports
- Payment view
New Netbox functionalities
- Use the new category: All messages.
- Perform mass archiving or mass deletion according to the selected category. The function handles all messages loaded into the view.
- Choose whether to show or hide deleted messages.
- Filter messages by date.
Mass deletion of employee attachments
You can delete employee attachments that are at least a year old in mass. At the same time, you can change the category of the attachment. You can only delete categorized attachments; uncategorized attachments must be categorized first.
You can perform the function by selecting Pay > Employee listing > select employees > Actions > Delete data > Delete employee attachments.
- Open the employee listing.
- Select the desired employees.
- Select "Delete data" from the actions.
- Select "Delete employee attachments".
- Review the quantities of attachments to be deleted grouped in the modal that opens.
- If necessary, drill down into the employee's information via the link to review the attachments.
Who?
- Only the payroll accountant can delete attachments.
Frequently asked questions
Q: Are payroll entries deleted when employee data is deleted?
A: No, payroll entries are not deleted to prevent reports from breaking. Only personal data is anonymized.
Q: Can anyone delete employee attachments?
A: No, only the payroll accountant has the right to delete attachments.
Keywords: anonymization, employee deletion, Netbox, mass deletion, attachments, payroll accountant, personal data
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