Sage HRMS
Getting Started
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Table of Contents
Start your system ........................................................................................................... 1
To Start Sage HRMS ............................................................................................................................................1
Log On to Sage HRMS ........................................................................................................................................1
Log On Using Sample Data .........................................................................................................................1
Log On Using Live Data ..............................................................................................................................2
Use the Initialization File ....................................................................................................................................2
Rebuild System Files ...........................................................................................................................................2
Uninstall Sage HRMS ..........................................................................................................................................3
To Uninstall Sage HRMS .............................................................................................................................3
Sage HRMS Setup Checklists ....................................................................................... 5
Sage HRMS Setup Checklist...............................................................................................................................5
Time Off Setup Checklist ....................................................................................................................................5
Training Setup Checklist ....................................................................................................................................7
Navigate Sage HRMS .................................................................................................... 9
Access Activities in Sage HRMS ........................................................................................................................9
The Main Menu ............................................................................................................................................9
The Quick Launch Toolbar ..........................................................................................................................9
The Organizer ...............................................................................................................................................9
The Scheduler.............................................................................................................................................. 10
Using the Sage HRMS Desktop ....................................................................................................................... 10
Use the Navigation Pane .................................................................................................................................. 11
Hierarchy in the Navigation Pane ............................................................................................................ 12
Use the Main Menu ........................................................................................................................................... 12
The File Menu .................................................................................................................................................... 12
The Edit Menu.................................................................................................................................................... 13
The Help Menu .................................................................................................................................................. 13
The Employer Filter List ............................................................................................................................ 14
The Help Button ......................................................................................................................................... 14
Move Around in a Page .................................................................................................................................... 15
Use Tabs ....................................................................................................................................................... 15
Select From a Drop-Down List Box.......................................................................................................... 15
Enter Text in a Text Box ............................................................................................................................. 16
Shortcut Keys ..................................................................................................................................................... 18
Accessing the Main Menu ......................................................................................................................... 18
Getting Started
i
Using the Tab Key ...................................................................................................................................... 18
Using the Edit Keys .................................................................................................................................... 19
Keyboard Shortcuts .................................................................................................................................... 19
Find an Employee ....................................................................................................................................... 20
Advanced Find ........................................................................................................................................... 21
Employee Information Bar ............................................................................................................................... 22
Fields and Buttons on the Employee Information Bar .......................................................................... 22
Use the Quick Launch Toolbar ........................................................................................................................ 23
Quick Launch toolbar buttons .................................................................................................................. 23
Use the Organizer and the Scheduler ............................................................................................................. 24
To Use the Organizer ................................................................................................................................. 24
Move Around in the Organizer ................................................................................................................ 24
Use the Organizer Toolbar ........................................................................................................................ 25
Use the Organizer Lists ............................................................................................................................. 26
Use the Information List ............................................................................................................................ 27
Use the System Event List ......................................................................................................................... 28
Use the Scheduler .............................................................................................................................................. 29
To Schedule an Item ................................................................................................................................... 29
Schedule a Task or Information Item....................................................................................................... 30
Select the Task's Activity ........................................................................................................................... 30
Select the Task's Product ........................................................................................................................... 30
Select the Task ............................................................................................................................................. 30
Select the Sub-Task ..................................................................................................................................... 30
Select the Employer .................................................................................................................................... 30
Select a Subject ............................................................................................................................................ 30
Enter a Description ..................................................................................................................................... 31
Add a Note .................................................................................................................................................. 31
Schedule the Date To Be Done .................................................................................................................. 31
Automatic Advancement of Uncompleted Items .................................................................................. 31
Select the User for Whom the Item is Scheduled ................................................................................... 31
Set the Priority ............................................................................................................................................ 32
Set the Frequency ....................................................................................................................................... 32
Repeat Items ................................................................................................................................................ 32
Maintain the Day of the Week .................................................................................................................. 33
Move to Closest Date ................................................................................................................................. 33
Forward to Next Available Date .............................................................................................................. 33
Backward to Last Available Date ............................................................................................................. 33
Schedule a Task in Microsoft Outlook..................................................................................................... 34
Schedule a System Event ........................................................................................................................... 34
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Sage HRMS
Mark an Item as Complete ........................................................................................................................ 35
Set Up the Enterprise ................................................................................................... 37
Understand the Enterprise ............................................................................................................................... 37
Enterprise as a Time-Saver ........................................................................................................................ 37
Enterprise as the Panoramic View ........................................................................................................... 38
Set Up the Enterprise ........................................................................................................................................ 38
Define Enterprise Options ......................................................................................................................... 38
Define Organization Titles ........................................................................................................................ 40
Select the Enterprise Logo ......................................................................................................................... 40
Set Up the Audit Trail ................................................................................................................................ 41
Define User-Defined Code Table Titles ................................................................................................... 43
Add an Employer .............................................................................................................................................. 43
To Add an Employer.................................................................................................................................. 43
Modify an Employer .................................................................................................................................. 44
Delete an Employer .................................................................................................................................... 44
Set Up User Preferences.................................................................................................................................... 45
General Preferences Tab ............................................................................................................................ 45
Setup Interviews Tab ................................................................................................................................. 47
Code Tables Overview ...................................................................................................................................... 47
Benefits of Using and Defining Code Tables .......................................................................................... 48
Build Code Tables ...................................................................................................................................... 48
Set Up Code Tables ........................................................................................................................................... 49
Working with Sage HRMS Code Tables ................................................................................................. 49
To Copy Code Tables ................................................................................................................................. 49
To Add Codes ............................................................................................................................................. 50
To Edit Codes .............................................................................................................................................. 50
To Delete Codes .......................................................................................................................................... 51
Add Codes From Details ........................................................................................................................... 51
Set Up Page Security ......................................................................................................................................... 51
Set Up Security............................................................................................................................................ 52
Security Concepts ....................................................................................................................................... 52
Group Security ............................................................................................................................................ 52
User Security ............................................................................................................................................... 52
Establish Access Rights .............................................................................................................................. 53
Set Group Security............................................................................................................................................. 54
Security Levels ............................................................................................................................................ 54
To Add a Group.......................................................................................................................................... 55
To Edit a Group .......................................................................................................................................... 56
Getting Started
iii
To Delete a Group ...................................................................................................................................... 56
Set User Security ................................................................................................................................................ 57
To Add a User with a Sage logon ............................................................................................................. 57
To Add a User with their Windows logon authentication ................................................................... 58
To Edit a User.............................................................................................................................................. 58
To Delete a User.......................................................................................................................................... 58
Set Field Level Security ..................................................................................................................................... 59
Field Level Access ...................................................................................................................................... 59
Set Field Level Security.............................................................................................................................. 60
Set Product Group Filters ................................................................................................................................. 60
Field .............................................................................................................................................................. 61
Relationship................................................................................................................................................. 61
Operators ..................................................................................................................................................... 61
Value ............................................................................................................................................................ 61
Verify the Expression ................................................................................................................................. 62
To Edit or Delete a Product Group Filter ................................................................................................ 62
Set Ad Hoc Reporting Security ........................................................................................................................ 62
How Access Levels Work .......................................................................................................................... 63
Allow All Users Access to All Fields ....................................................................................................... 63
Restrict User Access to Fields ................................................................................................................... 64
To Set Access Levels................................................................................................................................... 64
Set a Group's Ad Hoc Reporting Security Level ........................................................................................... 65
To Set a Group's Ad Hoc Reporting Security Level .............................................................................. 65
Change a Password .................................................................................................................................... 65
Quick Launch Toolbar Security ................................................................................................................ 66
Index ............................................................................................................................ 67
iv
Sage HRMS
Start your system
After you install the system, you are ready to start Sage HRMS and begin to learn about and use the
system’s features.
To Start Sage HRMS
1.
From the Start menu, select All Programs > Sage > Sage HRMS Client > Sage Abra SQL HRMS
Client.
2.
The Logon page opens. You can log on in two different ways:
• To log on as MASTER, clear the Windows Logon check box and enter the logon for the
MASTER user.
• To log on with Windows Authentication, select the Windows Logon check box and enter
your Windows account user name and password. Be sure to include the domain in the
Username field (for example, FLSAGE\lizp, where FLSAGE is user lizp's domain).
3.
Select to use sample or live data. If you also installed Abra Link, you can log on to Abra Link
right from the logon page.
4.
Click Logon to open the application.
Log On to Sage HRMS
When logging on to Sage HRMS, you can select sample data or live data. The sample data includes
employees and scheduled tasks in the Organizer, which mimic how an actual company may use Sage
HRMS. If you are new to Sage HRMS, the sample data allows you to familiarize yourself with entering
data and using features without adversely affecting your company’s production (or live) data.
Note: Press Ctrl + U on the Logon page if you want to update system files before logging on to Sage
HRMS.
When logging on to Sage HRMS, you must log on with your Windows authentication or enter a user
name and password to access either database.
Log On Using Sample Data
Sage HRMS provides a default user name for logging on to sample data.
1.
Select Use Windows Logon to log on with your Windows authentication. Otherwise, enter
MASTER in the Username field.
2.
Leave the Password field blank.
3.
Select Sample Data.
4.
Click Logon.
Getting Started
1
Use the Initialization File
Log On Using Live Data
Live data is your company's production database, which contains employee information and other
company data. Sage HRMS provides a default user name and password for you to log on for the first
time. After logging on, change the login credentials and set up security according to your company's
requirements.
1.
Select Use Windows Logon to log on with your Windows authentication. Otherwise, enter
your user name in the Username field. If you are logging on for the first time, enter
MASTER.
2.
Enter your password in the Password field. If you are logging on for the first time, leave the
field blank.
3.
Select Live Data.
4.
Click Logon.
After logging on to Sage HRMS, you can switch between live and sample data anytime. This is useful
if you want to see how a feature or process works in the sample data before implementing it in your
live data. To switch between live and sample data, select File > Logout in Sage HRMS.
Use the Initialization File
Sage HRMS provides the Sage HRMS initialization (ABRAWIN.INI) file to customize your environment
according to your needs. This feature provides additional capabilities for using Sage HRMS on Local
Area Networks (LANs).
After installing Sage HRMS, you can use the ABRAWIN.INI file to specify any directory for the following
items: live data, sample data, temp file directory, and export directory.
Photos (.jpg, .gif, or .bmp files) displayed on the Demographics page are, by default, stored in
…\Sage\SageAbraSQLHRMSServer\Data\Photos. You can also use the ABRAWIN.INI file to provide a
different storage location by entering the appropriate path.
If you are using a LAN, you can keep the Sage HRMS programs (executable files) on your local PC for
fast access and then obtain information from a common server. By using the ABRAWIN.INI file, you can
assign the required paths to locate the information.
Rebuild System Files
When you first install Sage HRMS or start Sage HRMS, the system automatically initializes your system
and rebuilds your system files for you. This ensures you can access the features that you are registered to
use.
There might be times, such as with a power failure, when you need to rebuild your system files to ensure
you can access your installed options.
Note: Press Ctrl + U on the Logon page if you want to rebuild system files before logging on to Sage
HRMS.
2
Sage HRMS
Uninstall Sage HRMS
To rebuild System Files,
1.
From the Navigation Pane, select Setup > System > Maintenance > Rebuild System Files.
2.
Click Yes. The process begins and requires no other action on your part. When the process is
complete, you are returned to the log-in page.
Uninstall Sage HRMS
Warning: If you set up the enterprise and added employers using live data, you should back up all
the files located in the \DATA subdirectory of your Sage HRMS system. If necessary, you can restore
the files and access the data after re-installing Sage HRMS.
To completely uninstall Sage HRMS, you must uninstall the clients and the server. If your system
includes Payroll, there are several payroll modules that will also be uninstalled.
To Uninstall Sage HRMS
To uninstall Sage HRMS, remove the following programs, in the order listed. You must have
administrator privileges to uninstall.
Important! You can only use the Add/Remove Programs function to uninstall the Sage HRMS
application. You cannot use setup.exe to uninstall.
1.
Go to Add/Remove Programs.
2.
Remove Sage HRMS Client. Note that when the client is uninstalled, all Payroll modules are
also removed.
3.
Remove Sage HRMS Server.
Getting Started
3
Uninstall Sage HRMS
4
Sage HRMS
Sage HRMS Setup Checklists
Sage HRMS Setup Checklist
Before you begin using Sage HRMS you must complete several steps. These setup steps allow you to
customize the system to meet your employer's requirements precisely.
1.
Set up the enterprise. Consider the enterprise as the parent company of your organization. The
enterprise contains the standards for your system. You can insert a logo and specify organization
titles as you set up the enterprise.
2.
Set up the audit trail for the enterprise. The Audit Trail gives you the ability to track changes
made to the system databases. You can select the database files and fields to audit as well as
choose to enable or disable the audit.
3.
Add employers. Before you can set up an employer, you must add an employer to the system. You
enter its name and address as you want them to appear on reports. You can also define the way
your employer pays most of its employees, including frequency and units.
4.
Set up employers. For each Sage HRMS product you are using (Sage HRMS and Time Off), you
must define unique parameters for each employer you add to your system.
5.
Set up Code Tables. Your system uses codes to manage and store information in files. These codes
provide abbreviated and standard references to specific information. This step enables you to
modify or add to those codes as you customize Sage HRMS to the way you do business.
6.
Set up Benefits. Sage HRMS uses the guidelines you define for employee benefits. This step
allows you to easily manage even the most complex benefit plan, including your employer's
insurance and savings plans as well as any rate tables used by the plans.
7.
Set up security. The system provides an extensive, flexible and easy-to-use security system to help
you protect your data. During this final step in the setup procedure, you establish security limits
and privileges for all system users. The security system breaks out functions by product, employer,
activity, task, and step. When you set up security, you assemble users in security groups and
establish passwords for each user.
Time Off Setup Checklist
Time Off uses the records in Sage HRMS to help you build your attendance tracking system so you can
administer attendance benefits and track employee absences.
After you set up your enterprise, employers, code tables, and security in Sage HRMS, you are ready to
provide Time Off with the basic information necessary to start tracking and accruing employee absences
and benefits.
Getting Started
5
Time Off Setup Checklist
You must complete several steps before you begin using Time Off.
1.
Set up the enterprise. Consider the enterprise as the parent company of your organization. The
enterprise contains the standards for your system. You can insert a logo and specify organization
titles as you set up the enterprise.
2.
Set up the audit trail for the enterprise. The Audit Trail gives you the ability to track changes
made to the system databases. You can select the database files and fields to audit as well as
choose to enable or disable the audit.
3.
Add employers. Before you can set up an employer, you must add an employer to the system.
You enter its name and address as you want them to appear on reports. You can also define the
way your employer pays most of its employees, including frequency and units.
After adding your employer, you can begin setting up the employer and your code tables. You
must first set up your employer and codes in Sage HRMS.
4.
Set up an employer for Time Off. For each Sage HRMS product you are using (Sage HRMS and
Time Off), you must define unique parameters for each employer you add to your system.
5.
Set up code tables. Your system uses codes to manage and store information in files. These codes
provide abbreviated and standard references to specific information. This step enables you to
modify or add to those codes as you customize the system to the way you do business.
6.
Set up security. After setting up your employers and code tables, you are ready to set up
security. The system provides an extensive, flexible, and easy-to-use security system to help you
protect your data. During this final step in the setup procedure, you establish security limits and
privileges for all system users. The security system breaks out functions by product, employer,
activity, task, and step. When you set up security, you assemble users in security groups and
establish passwords for each user.
7.
Set up attendance plans. Attendance plans define types (vacation, sick leave, etc.), calculation
methods, and other information required to track time off. Optionally, you can configure Sage
Time Off to use rules and data from Payroll to calculate maximum available hours, maximum
carryover hours, and total carryover hours. This approach ensures that Time Off calculations
based on hours worked reflect actual hours as recorded in Payroll.
After you complete the preceding steps, you are ready to enroll employees into attendance plans. Use the
Attendance Summary page to enroll each employee in an attendance plan, include year-to-date absence
and attendance benefits information, enter the previous year’s carryover units and modify the
information as needed. Time Off provides the procedures and utilities to assist you as you fulfill your
employer’s attendance tracking requirements.
6
Sage HRMS
Training Setup Checklist
Training Setup Checklist
These setup steps are a one-time procedure. After you complete these steps, you will be ready to begin
using the Training feature.
1.
Set up the enterprise. Consider the enterprise the parent company of your organization. The
enterprise contains the standards for your system. You can insert a logo and specify organization
titles as you set up the enterprise. See Setting Up the Enterprise.
2.
Set up the audit trail for the enterprise. The Audit Trail gives you the ability to track changes
made to the system databases. You can select the database files and fields to audit as well as
choose to enable or disable the audit. See Setting Up the Enterprise.
3.
Add an employer. Before you can begin using the system, you must add an employer. You enter
the employer’s name and address as you want them to appear on reports.
4.
Select a Training Employer. If you have multiple employers in your system, decide whether you
want to store all training information in a single employer, called the Training Employer, or
whether you want to keep training information separate for your different employers.
5.
Set up code tables. Training uses codes to manage and store information in files. For example,
every course, certification and program is assigned its own code to uniquely identify it. You can
modify or add to the codes in Training to tailor the system to meet your needs.
6.
Set up security. The system provides an extensive, flexible, and easy-to-use security system to
help you protect your data. You can establish security limits and privileges for all system users.
When you set up security, you assemble users in security groups and establish passwords for
each user. See Setting Up Security.
7.
Define titles for the miscellaneous fields in Training. Training provides miscellaneous fields for
you to record information specific to your needs. You can define your own titles for these fields.
Getting Started
7
Training Setup Checklist
8
Sage HRMS
Navigate Sage HRMS
Access Activities in Sage HRMS
Sage HRMS provides different ways to access activities. Activities perform the same functions, regardless
of how they are accessed. Use whichever feature is most convenient for you.
The Main Menu
The main menu appears at the top of the page. It is always visible and provides access to all activities.
The Quick Launch Toolbar
The Quick Launch toolbar provides access to the Organizer, your installed Sage products, Sage Abra
Live Chat, Sage University, and your installed Microsoft Office applications.
Note: If you do not have a product installed, the product icon or name does not appear on the
Quick Launch toolbar.
The Organizer
The Organizer enables you to schedule and carry out tasks. You can also record information and plan
system events. All uncompleted activities and information are rolled over from day to day. Access
the Organizer by clicking the Organizer icon on the Quick Launch toolbar.
Getting Started
9
Using the Sage HRMS Desktop
The Scheduler
The Scheduler enables you to schedule new tasks, information items or system events for yourself or
someone else. When you schedule these items, they appear in the Task, Information, or System Event
list in the Organizer.
Using the Sage HRMS Desktop
The Sage HRMS Desktop allows you to view and perform your HR, Payroll, Training, and
Attendance tasks. The desktop can be customized to suit the way you work.
The desktop is divided in five areas
10
•
Main Menu
•
Toolbars - For Employees, Training, and Time Off (if installed)
•
Navigation Pane - Use the Navigation Pane along the left side of the window to access modules
like Employee, Benefits, Payroll, Training, Reports, and System Setup
•
Work Area - Displays information related to the module you selected
•
Status Bar - Displays status messages
Sage HRMS
Use the Navigation Pane
Use the Navigation Pane
The Navigation Pane on the left hand side of the desktop provides quick and easy access to the major
features of the application.
Note: Groups, tasks, and processes for which you do not have security access do not display on
the Navigation Pane.
Getting Started
11
Use the Main Menu
Hierarchy in the Navigation Pane
There is a hierarchy in the Navigation Pane; you will need to select them in the following order.
1.
Group - For example, Employees, Time Off, Training, Reports
2.
Subgroup - You don't have to click on a subgroup to access the corresponding tasks, but you
can expand and collapse a list of tasks in a subgroup by pressing
3.
Task
4.
Links
Use the Main Menu
When you start Sage HRMS, the Main Toolbar appears and is always visible.
This toolbar provides access to all items in the Actions, Processes, Analysis, Reports, Rules, Details,
and Query menus. When you select an item from these menus, a list opens that contains all the
products installed on your system. Some menus include a System selection which includes activities
relating to the entire system rather than an individual product.
Each product has its own set of actions, processes, analyses, reports, rules, and details. Move the
mouse pointer over a product to drop down the next list. Click an item to select it.
Note: Activities or tasks for which you do not have security access do not appear on menus or
on the Navigation Pane. For more information, see Set Up Security.
The File Menu
The following table describes these menu items in the File menu.
Menu Item
Function
User Preferences
Opens the User Preferences dialog box so you can set specific preferences for how you want
to use Sage HRMS.
Logout
Log out of Sage HRMS. You will be returned to the Logon page.
Restart Sage
HRMS
Automatically restarts your system. Use this after you make certain changes, such as
changing the employer filter or the default view in User Preferences.
Printer Setup...
Opens the Windows Print Setup dialog box. Refer to your Microsoft Windows
documentation to set up your printer.
Note: If you want to change printers while working in Sage HRMS and the
File Menu items are disabled, click the Windows Start Menu > Settings >
Printers. Right-click on the printer you want and choose Set As Default.
Exit
12
Sage HRMS
Closes the Workspace, Organizer, and all open pages and exits the system.
The Edit Menu
The Edit Menu
The Edit menu contains standard commands generally found in all Windows products (such as Cut,
Copy, Paste, and Delete).
These edit commands are handy when you type in large amounts of text, such as adding comments
or notes to employees. Select the text, and then choose to cut, copy, paste, or delete it.
In addition, it enables you to access the Employee Find command to search for an employee.
The Help Menu
The Help menu contains standard commands, most of which are found in all Windows products.
The following table describes these menu items.
Menu Item
Function
Contents
Opens the Table of Contents for online Help, where you can click the topic for which you
want Help.
Search for Help on
Opens the Index for online Help. Enter a keyword or phrase and then click Display.
Additional
Documentation
Opens the Help folder (at C:\Program Files\Sage Software\Sage
HRMS\10.10\Programs\Help by default) included with your Sage HRMS installation,
where you can access additional documentation about Sage HRMS.
Sage Web Site
Opens the Sage North America Web site in Microsoft Internet Explorer. If you do not have
Internet Explorer installed, this option is disabled.
Sage HRMS
Customer Support
Opens the Sage Customer Support Web site using Internet Explorer. If you do not have
Internet Explorer installed, this option is disabled.
Sage HRMS
Training
Opens the Sage Training Web site using Internet Explorer. If you do not have Internet
Explorer installed, this option is disabled.
Product Feedback
Opens the Sage HRMS portal on the IdeaScope web site, where you can provide feedback
and comments about Sage HRMS.
Show Welcome
Page
Opens the Welcome Page
About Sage HRMS
Opens the About Sage HRMS dialog box for you to view information about your system or
read the End-User License Agreement.
If you want to be removed from the Product Enhancement Program, select the I want to opt
out of the Product Enhancement Program check box.
If you want to be removed from the Product Survey Program, select the I want to opt out of
the Product Survey Program check box.
Tip: You can also access context-sensitive Help at any time by clicking the Help
button.
Getting Started
13
The Help Menu
The Employer Filter List
To set the Employer Filter, click the down arrow and select the Enterprise or the employer you want
to work with. The list displays each employer's description and three letter code.
The system lets you set up more than one employer in your enterprise. All the employees you add to
your employers exist in the database. Before you find the employee you want to work with, use the
Employer Filter list to filter your employers so it is easier to find the employee.
Note: After you add a new employer, you must log out of the system and log back on in order
to see the new employer in the Employer filter drop-down list.
For example, suppose you set up four different employers in your enterprise with a total of 2,500
employees. You want to start processing employee records for just one employer, Z-Systems, Inc.
(ZSI). Instead of searching through all 2,500 employees, you can select ZSI from the Employer Filter
list to work with only employees assigned to ZSI.
If you set your employer filter to ZSI, only ZSI and its employees are available in the following areas
of the system:
• Employee Find. When working with detail pages or actions, the system searches through
only the records in ZSI to find the employee. Note that each time you change the employer
filter and search for an employee, the system adjusts the record set to match the selected
filter.
• Standard reports. When selecting criteria for reports, only ZSI appears in the Employer
drop-down list on the Standard Criteria tab.
• Rules. When adding or editing code tables, only ZSI appears in the Employer drop-down
list.
• Analyses. Only ZSI data appears in the selection tree.
The Help Button
The Help button
is always accessible to the far right of the Main Menu. Click it to open the online
Help for Sage HRMS. Refer to Use Sage HRMS Help to learn how to use online Help.
14
Sage HRMS
Move Around in a Page
Move Around in a Page
A page contains several fields into which you enter data or select data from a list. When you work inside
a page, you move from field to field to enter information. When you highlight the field, you can enter
information into it. The following table lists some ways to move around in a page.
Use this
To Perform this Task
Tab
Move forward from field to field (left to right and top to bottom).
Shift + Tab
Move from previous field to field (right to left and bottom to top).
↓↑→←
Move the selection cursor from field to field or within a field.
Mouse
Place the selection cursor in a field or within a text box.
Use Tabs
Many pages contain two or more tabs. Each tab contains different fields. For example, the
Demographics page contains three tabs:
• Address and Phone - Contains the employee’s address and phone number.
• Personal - Contains the employee’s personal information.
• Photo - Contains the employee’s photograph.
To move to another tab, click on the tab label. For example, click the Personal tab label to view the
Personal page. You can also press the Right Arrow→ key on your keyboard to move to the next tab
or the Left Arrow← key to move to the previous tab.
Select From a Drop-Down List Box
To fill in a field, select from a drop-down list box. A drop-down list box lets you select one item from
a list of several items. The following figures show examples of a closed and open drop-down list.
Closed
Open
Getting Started
15
Move Around in a Page
The following table describes how to open and select items from a drop-down list box. Make sure
you highlight the field on which you want to work before you perform the following actions:
To Do This
Do This
Open the list using the keyboard
Press the Spacebar.
Open the list using the mouse
Click the arrow.
Close the list using the keyboard
Press the Spacebar.
Close the list using the mouse
Select an item or click outside the list.
Select an item using the keyboard
From either an open or closed list, type the first letter of
the item, or press ↑or ↓to find the item.
Select an item using the mouse
From an open list, click the item.
Enter Text in a Text Box
For a description of the database files used by Sage HRMS, including field names and lengths,
refer to the Data Dictionary Overview.
Entering information in a text box is another way to fill in a field. Each text box limits the number
of characters or digits you can enter. The Data Dictionary contains the limit for each database
field. The following figures show empty and filled text boxes.
Empty
Filled
Note: If you are using the add-on import/export application, Abra Link, to export your data
to ADP PC/Exchange, be aware that some fields can accommodate more characters than ADP
can accommodate. For a description of these fields, refer to your Abra Link manual.
The following table describes the different functions you can perform inside a text box.
16
To Do This
Do This
Enter information in a blank field
Type characters and digits up to the field maximum.
Replace information in a field
Click and drag the mouse over the field to highlight; then type
characters and digits up to the field maximum.
Delete all characters in a field
Click and drag the mouse over the field to highlight and click
Delete.
Delete one character in a field
Place the cursor to the left of the character to delete and click
Delete.
Sage HRMS
Move Around in a Page
To Do This
Do This
Insert one character in a field
Place the cursor to the right of the insertion point and type.
To Enter a Date in a Text Box
Entering a date in a text box is a bit different from entering text in a text box. A date always
contains the month, day, and year. Therefore, the slashes between the month and day are
permanently included in the text box. An example of a date text box appears below.
•
To type a date into a text box, highlight the field. Then, type two digits for the month,
two digits for the day, and four digits for the year. For example, we typed "01111953" for
the figure above.
•
As an alternative to typing the date, you can click the right mouse button. A calendar
control opens enabling you to select a date from the calendar display. The calendar opens
displaying the current date circled in red. Click a date to select it and close the calendar.
Selected dates are highlighted in gray.
•
Clicking the arrows in the top left or top right of the calendar displays the previous or
next month. Click on the month to display a pop-up menu that lists all months within the
year. Select a month from the list.
− Click on the year to display arrows which enable you to move the year up or down.
Return to the current day by clicking Today at the bottom of the calendar.
− Click OK to close the calendar. The date you selected appears in the text box.
To change an existing date, right-click the field to open the calendar, or highlight the date and do
one of the following:
•
Type the new date
•
Click + or - to increase or decrease the date
Close and Resize pages
To close a page, click the Close button
located in the top right-hand corner of the page title
bar. If you have made changes, the system will ask whether you want to save your changes. Yes
saves the changes and close the page; No closes the page without saving the changes.
To enlarge a page, click the Maximize button located in the top right-hand corner of the title bar.
If the page is already enlarged, you can reduce its size by clicking the Restore button.
Access Context-Sensitive Help
You can access Help for each page by clicking the Help button
on the actual page on which
you are working. This provides information about the page with which you are working.
Getting Started
17
Shortcut Keys
Shortcut Keys
Sage HRMS is designed to be used with a mouse pointing device. By using the mouse, it is easier to point
to and select fields and buttons on the page. However, in some situations, you might find it easier to use
your keyboard. Sage HRMS adheres to the Microsoft Windows standard for mouse-equivalent
keystrokes.
Accessing the Main Menu
Instead of using the mouse, you can use the keyboard to access and select items from the Main Menu.
For instance, instead of clicking on Analysis, you can hold down Alt and press L. To access Processes,
hold down Alt and press R. The underlined letter in each menu category indicates the letter to press
to select the menu category.
Press This
To Select this Menu Item
Alt + F
File
Alt + E
Edit
Alt + I
Actions
Alt + P
Processes
Alt + L
Analysis
Alt + R
Reports
Alt + U
Rules
Alt + D
Details
Alt + Q
Query
Alt + H
Help
After you have selected a Main Menu item, you can use the keyboard to do one of the following:
• Press ↓ to navigate to the other options for the selected menu item.
• Press → to highlight the next menu category.
• Press one of the underlined letters to display the corresponding drop-down menu.
• Press Enter to open the selected menu item.
• Press Esc to cancel your action and return to the task on which you were working.
Note: Certain hot keys may change when you access certain pages in Sage HRMS. If
there is more than one item with the same hot key, you can press the hot key again to
toggle between them. Press ↓ to access the options for the selected menu item.
Using the Tab Key
Use the Tab key to move from one field to another within a page or dialog box. For example, as you
complete the Record New Hire action, the Add New Employee page enables you to enter a first,
middle, and last name for the new employee. After you enter the first name, press Tab to move to the
18
Sage HRMS
Shortcut Keys
middle name field. You can also press and hold down Shift and press Tab to move up or backwards
one field.
This feature is particularly useful when you are working on a page which contains many fields. You
can keep your hands on the keyboard while you navigate around the fields in the page using the Tab
key.
Using the Edit Keys
You can use the standard Windows edit features to cut, copy, and paste selected text.
Press This
To Open this Edit Function
Ctrl + X
Cut
Ctrl + C
Copy
Ctrl + V
Paste
Ctrl + F
Employee Find
Keyboard Shortcuts
You can use the keyboard shortcuts to open pages and move from one page to another.
Note: The list of shortcut keys might be different for a customized system or if you do not have
access to every page.
Press This
To Open this Edit Function
F1
Context Sensitive Help
Ctrl + R
Absence Transactions
Ctrl + E
Time Off Summary
Ctrl + J
Current Job
Ctrl + P
Current Pay
Ctrl + D
Demographics
Ctrl + B
Dependents and Beneficiaries
Ctrl + H
HR Status
Ctrl + I
Insurance Benefits
Ctrl + O
Job History
Ctrl + L
Leave of Absence
Ctrl + S
Savings Benefits
Ctrl + T
Termination
Ctrl + U
Custom Details
Press Ctrl + U on the Logon page if you want to update system files before
logging on to Sage HRMS
Ctrl + M
Employee Activity
Ctrl + 4
Employee Payroll
Ctrl + Y
Transaction History
Getting Started
19
Shortcut Keys
Find an Employee
The Employee Find enables you to search for an employee by status, last and first name, ID and
Social Security Number.
You will need to find an employee before you can view details and perform tasks.
Fields on the Employee Find
The following fields are available on the Employee Find:
Search Field
Definition
Last Name
Enter a value to search by the last name.
When searching by Last Name and First Name, the Last Name field acts as a
"go to" feature navigating you to the matching name on the list.
First Name
Enter a value to search by the first name.
When searching by Last Name and First Name, the First Name field acts as
filter, narrowing down your search to the employees with that value you enter
in the field.
ID
Enter a value to search by the employee ID.
SSN
Enter a value to search by the Social Security Number.
Active
Select this option to include active employees.
Terminated
Select this option to include terminated employees.
LOA
Select this option to include employees on leave of absence.
Other
Select this option to include other statuses like COBRA dependents or nonemployees
Find an Employee
1.
From the Navigation Pane, select Employees > View/Edit Employee. The Employee Find
page will display.
Note: To open the Employee Find page, you can also use the shortcut key
combination CTRL+F.
2.
Select the statuses you want to work with (Active, Terminated, LOA, or Other). Disable
the ones you don't want to include in the search. The number of Records Found will be
based on status.
3.
Enter the search criteria in the fields. As you type the values in the field, the system will
highlight the matching record, or closest matching record in the search results.
Note: If you enter a value and the system does not find a match, "Not Found" will
display next to the search field.
4.
20
Sage HRMS
After you have found the employee you are searching for, you can double click the
employee name, or click OK. The employee detail page will display for the selected
employee.
Shortcut Keys
Navigating through a list of Employees while on Detail Pages
You have the ability to navigate through the list of employees from your initial search by using
the First, Previous, Next, and Last buttons on the Employee Information Bar.
Advanced Find
The Advanced Find is accessed by selecting More Options on the Employee Find page. With the
Advanced Find you can further narrow your search by entering additional criteria about organization
levels, supervisor, employee type, as well as other fields.
When using Advanced Find, the search results expand to display the additional criteria fields.
Note: Collapsing the Advanced Find saves the search criteria for the next time you open the
Advanced Find. However, when it is collapsed, the Advanced Find search criterion does not
affect the navigation.
Fields on the Advanced Find
The following fields are available.
Search Field
Definition
Organization
Levels (1 thru 5)
Search by organization levels that you have specified in Enterprise Setup.
If All is selected, all records are considered in the search results.
If None Specified is selected, only employees without values in the
corresponding fields are considered in the search results.
If an Organization Level Title does not exist, the label will display as None.
Supervisor
Search by a list of primary supervisors
Employee Type
Search by the employee type.
If All is selected, all records are considered in the search results.
Salaried/Hourly
Search by the employee’s salary or hourly status.
Job Title
Search by job title by the following methods:
Choose Contains and enter a specific search string. All employees whose job
title contains the search string are found.
Choose Exact and select a specific job title from the drop-down list.
State
Search by state.
Last Hire Date
Search by last hire date. Enter a From and To Date to search by.
If From and To dates are entered, the search results display all employees
with the matching criteria.
You have the option to search only with a From or only with a To date.
Using the Advanced Find
1.
From the Navigation Pane, select Employees > View/Edit Employee. The Employee Find
page displays.
2.
Select More Options.
Getting Started
21
Employee Information Bar
3.
Enter criteria in the fields to narrow your search. Results will display in the list with the
closet matching record.
Employee Information Bar
The Employee Information Bar appears on Detail Pages and enables you to quickly invoke the
Employee Find or navigate through a list of employees you have searched for.
Fields and Buttons on the Employee Information Bar
Field/Button
22
Definition
Employee
Displays the employee name
SSN
Displays the employee’s Social Security Number
Status
Displays the employee’s status
Find
Opens the Employee Find
First
Navigate to the first record on the search results list
Previous
Navigate to the previous record you were viewing
Next
Navigate to the next record on the search results list
Last
Navigate to the last record on the search results list
Sage HRMS
Use the Quick Launch Toolbar
Use the Quick Launch Toolbar
The Quick Launch toolbar at the bottom of the desktop window provides shortcut buttons that allow you
to quickly access Sage HRMS features, office applications, links, interfaces, and other product
functionality.
Quick Launch toolbar buttons
Sage HRMS provides the following buttons on the Quick Launch toolbar:
•
•
Organizer - Allows you to access the Organizer.
Who's Online - Click this button to open the Who's Online page, which allows you to
see the list of users currently logged on to Sage HRMS.
• Crystal
• Office - Click this button to open a menu that displays shortcuts to your installed Microsoft
Office applications. Click a shortcut to launch that application.
Note: Icons for the following Microsoft Office products will appear if the products are
installed on your hard drive or on a network and registered in your Windows registry
file: Word, Excel, PowerPoint, Outlook, and Internet Explorer. If you have none of these
applications installed, the Office button will not appear.
• Links - Access the links or interfaces you have registered on your system. Available links are
Sage HRMS for MAS 90 Link, Sage MAS 200 G/L Interface (Payroll systems only), Sage Abra
X3 G/L Interface (Payroll systems only).
• Sage University
• Employee Self Service - Click this button to launch Sage Employee Self Service (if installed).
• Sage OrgPlus
Getting Started
23
Use the Organizer and the Scheduler
Use the Organizer and the Scheduler
The Organizer shows you tasks and information items scheduled for you. The Organizer includes the
Scheduler, which allows you to plan tasks for yourself or someone else.
Click the Organizer icon
on the Quick Launch toolbar to open the Organizer.
Note: Select the Organizer in the Default View field on the User Preferences page if you want the
Organizer to open in the workspace after you log on to Sage HRMS.
To Use the Organizer
The Organizer you see when you use Sage HRMS is your own personal Organizer; all scheduled
tasks and information items are yours.
The Organizer first opens to the current date and provides three lists: tasks, information, and system
events. It displays all tasks, messages, and events scheduled for the current date.
Using the Organizer lists, you can schedule and carry out tasks. You can also record information and
plan system events. All uncompleted activities and information are rolled over from day to day.
Move Around in the Organizer
Use any of the following methods to move around the calendar:
• To jump to the current date, click the Date button on the Organizer toolbar.
• To move to a different day in the current month, click the day in the calendar.
• To move to a different month, right-click the month. A list drops down from which you can
select a new month.
24
Sage HRMS
Use the Organizer and the Scheduler
• You can also move to the previous month by clicking the first date in the calendar or any date
belonging to the previous month, or move to the next month by clicking the last date in the
calendar or any date belonging to the next month.
• To move to another year, right-click the year. A list drops down from which you can select a
different year.
You can also use the keyboard to move to a different date, as described in the following table.
To
Press This
Move to the previous day
←
Move to the next day
→
Move to the previous week
↑
Move to the next week
↓
Move to the beginning of the month
Home
Move to the end of the month
End
Move to the previous month
Page Up
Move to the next month
Page Down
Use the Organizer Toolbar
The Organizer toolbar, located just above the Organizer, enables you to start tasks, jump to today’s
date, schedule items, delete or edit items in the lists, and update the Organizer.
The Organizer toolbar contains six buttons.
Button
Button Name
Description
Execute a Task
Use this button to complete a specific task in the Task list. To
start a task, click the task description and click the Start
button.
Tip: Instead of using the Start button, you can also
double-click the task to start it.
Depending on what the task is, the first scheduled step in the
task appears. For example, if you scheduled the Record New
Hire action as your task and you start the task, the Add New
Employee dialog box opens for you to enter the name of the
new employee. This is the first step for recording a new hire.
Note: The only type of item you can start is a task.
However, you can edit or delete all types of items,
including tasks, information items, and system events.
Jump to Today’s
Date
The Date button enables you to quickly jump to the current date.
Getting Started
25
Use the Organizer and the Scheduler
Button
Button Name
Description
Add Item to
Scheduler
The Scheduler lets you schedule a new task, information item
or system event. To access the Scheduler, click the Scheduler
button.
Delete Item in
Scheduler
The Delete button deletes a task, information item, or system event.
As a precaution, the system asks you to confirm the deletion. To
delete an item, highlight it, and then click the Delete button.
Note: A system event can be deleted only by the user for
whom it is scheduled.
Edit Item in
Scheduler
The Edit button enables you to change information for a specific
item. To edit an item, highlight it and click the Edit button.
The Scheduler opens for you to edit the item's information.
Note: A system event can only be edited by the user for
whom it is scheduled.
Refresh
Organizer
The system frequently refreshes your Organizer and brings it up to
date with items other users might have scheduled for you.
Additionally, you can click the Update button any time you want to
refresh your Organizer.
Use the Organizer Lists
Consider these your "to-do" lists. You use the Scheduler to place items on these lists. At a glance, you
can browse through all tasks, information items and system events that were placed on your
Organizer for the selected day.
Items on the list are either completed or uncompleted. All uncompleted tasks and information items
scheduled for dates prior to the current day are rolled over when you log on to the system.
There are three lists in the Organizer:
Use the Task List
A task is an Action, Process, Report, Analysis, Rule, or Detail. When you schedule a task, it
appears on your Organizer or another user's Organizer if you scheduled it for someone else.
The Task list shows all tasks scheduled for you. At the time you complete the scheduled task, the
Completed field is automatically selected, indicating the task has been completed.
26
Sage HRMS
Use the Organizer and the Scheduler
The following table describes how to work with the Task list.
To
Do This
Start a Task
Click the task and click the Execute a Task button.
-orDouble-click the task.
Edit a Task
Click the task and click the Edit Item in Scheduler button.
-orClick the + button next to the task.
The Scheduler appears. Change the necessary information.
Delete a Task
Click the task and click the Delete Item in Scheduler button.
Confirm the deletion.
-orClick the + button next to the task. The Scheduler appears. Click
Delete. Confirm the deletion.
Display the task's Note page
Right-click the task.
The Notes page opens. Edit the information as necessary. Click OK
to save your changes and return to the Organizer.
Note: You can also edit Notes in the Scheduler.
See tasks that extend beyond
the list
Use the vertical and horizontal scroll bars.
Change status to Completed
Select the Completed check box.
-orClick the task and click the Edit button to open the Scheduler. Select
the This Item is Complete check box.
-orThe system detects when the item is complete and automatically
selects the Completed check box.
Change status to not
completed
Clear the Completed check box.
-orClick the task and click the Edit button to open the Scheduler. Clear
the This Item is Complete check box.
Note: You can only clear a Completed check box for
tasks completed on the current day. When viewing past
dates, you cannot change the status to not completed.
Use the Information List
Use the Information list to schedule any type of information. You can use this as a personal to-do list
to remind yourself of anything from scheduling a meeting to making hotel reservations for your next
business trip.
Like the Task list, the Completed field indicates the completion status. However, an information item
is not an Action, Process, Analysis, Report, Rule, or Detail, so your system cannot detect whether or
not it is complete. You must change an information item's status.
Getting Started
27
Use the Organizer and the Scheduler
The following table describes how to work with the Information list.
To
Do This
Edit an Information Item
Click the information item and click the Edit Item in Scheduler
button to open the Scheduler.
-orClick the + button next to the item to open the Scheduler. Change
the necessary information.
Delete an Information Item
Click the information item and click the Delete Item in Scheduler
button. Confirm the deletion.
-orClick the + button next to the item. The Scheduler appears. Click
Delete. Confirm the deletion.
Display the item’s Note page
Right-click the Information item. The Notes page opens. Edit the
information as necessary. Click OK to save your changes and return
to the Organizer.
Note: You can also edit Notes in the Scheduler.
Display the item’s Note page
Right-click the Information item. The Notes page opens. Edit the
information as necessary. Click OK to save your changes and return
to the Organizer.
Note: You can also edit Notes in the Scheduler.
See items that extend beyond the
list
Use the vertical and horizontal scroll bars.
Change status to Completed
Select the Completed check box.
-orClick the information item and click the Edit button to open the
Scheduler. Select the This Item is Complete check box.
Change status to not completed
Clear the Completed check box.
-orClick the information item and click the Edit button to open the
Scheduler. Clear the This Item is Complete check box.
Use the System Event List
If you need to schedule a task that pertains to the entire system, you can schedule a system event.
You can schedule any task to be a system event, that is, any Action, Process, Analysis, Report, Rule,
or Detail.
You can also schedule an information item as a system event if you like. For example, you can remind
everyone to back up their databases every Friday.
28
Sage HRMS
Use the Scheduler
The following table describes how to work with the System Event list.
To
Do This
Edit a system event
Click the system event and click the Edit Item in Scheduler button
to open the Scheduler.
-orClick the + button next to the event to open the Scheduler. Change
the necessary information.
Note: Only the user for whom the system event is
scheduled can edit it.
Delete a system event
Click the system event field and click the Delete Item in Scheduler
button. Confirm the deletion.
-orClick the + button next to the event. The Scheduler appears. Click
Delete. Confirm the deletion.
Note: Only the user for whom the system event is
scheduled can delete it.
Display the system event's Note
page
Right-click the system event. The Notes page opens. Edit the
information as necessary. Click OK to save your changes and return
to the Organizer.
See items that extend beyond the
list
Use the vertical and horizontal scroll bars.
Use the Scheduler
The Scheduler lets you schedule tasks, information or system events for yourself or someone else. When
you schedule these items, they appear in the Task, Information, or System Event list on the Organizer.
Note: Tasks can only be scheduled for users who have access to the tasks. For example, you might
want to schedule your coworker, Liz, to delete several employees from the database. However, Liz
does not have security access to the Delete Employee Record action. Therefore, you cannot schedule
this task for her.
The Organizer first displays the lists according to the item's priority you designate when you schedule
the item. Items with the highest priority appear at the top of the list while items with the lowest priority
appear at the bottom. The Organizer then sorts the items in the order in which they were scheduled.
An item appears on your Organizer until it is completed or deleted.
To Schedule an Item
With the Organizer open, click the Add Item to Scheduler button on the toolbar to open the
Scheduler.
Getting Started
29
Use the Scheduler
Schedule a Task or Information Item
Click the appropriate radio button, either Task or Information, for the type of item you are
scheduling.
When you select Information, the Activity and Product fields are disabled because they do not apply
to information items.
Select the Task's Activity
This field specifies the activity containing the task. For example, if you schedule the Mass Update
task, select Process. Or if you are scheduling the Rehire Employee task, select Action. These two
tasks, Mass Update and Rehire Employee, are a process and an action, respectively.
Select the Task's Product
All Sage HRMS products appear in this list, as well as System. System includes activities pertaining
to your entire system rather than an individual product.
Select the Task
This field contains the task you are scheduling. The list contains all the tasks included in the selected
task's activity and product. The list changes when the task's activity and product change.
If you are scheduling an information item, the Task field is disabled.
Select the Sub-Task
Some tasks have associated sub-tasks. A sub-task is simply another level of task within the task you
select. If sub-tasks do not apply to your selected task, the field is disabled.
Select the Employer
For most tasks, you are required to select an employer. For example, if you are working with Sage
HRMS and select the Record Performance Review action, you must select which employer contains
the employee for whom you want to record a performance review.
The Employer field is disabled if there is only one employer set up in your enterprise or if the task is
an Information item.
Select a Subject
Tasks require specific information before they are processed. For example, the Rehire Employee
action requires an employee's name. The items in the list change according to the task you select. If
you forget to select a subject, the system warns you when you click OK to close the Scheduler.
If you are scheduling an information item, the Subject field is disabled.
30
Sage HRMS
Use the Scheduler
Enter a Description
This is a short description of the task, information item or system event. The description appears on
the Organizer of the user for whom the item is scheduled. If you are scheduling a task, the system
fills in the description automatically by combining the task (or sub-task, if one is selected) and the
subject.
You can change the Description field as necessary, but you cannot leave it blank. If you accidentally
leave the Description field blank, the system fills it in for you.
Add a Note
The Notes text area of the Scheduler enables you to fully describe the item. You can enter an
unlimited number of characters. Use the scroll bars as necessary.
When you work with the Organizer and want to see the note associated with a task, information item
or system event, right-click the item to read and edit the note.
Schedule the Date To Be Done
This is the date on which the item is scheduled for completion. The item appears on the Organizer on
this date. Sage HRMS automatically schedules the item for the day currently selected in the calendar,
but you change the date.
Enter the To Be Done date in mm/dd/yyyy format. For example, enter March 27, 2012 as 03272012
(slashes are preformatted).
The Scheduled date is the date on which the item is being scheduled. It defaults to the current date
and cannot be changed.
Automatic Advancement of Uncompleted Items
If tasks or information items are not completed on the scheduled dates, the system automatically rolls
them over to the next time the user logs into the system. For example, a task on Lynn’s Organizer
should be completed on the 18th, but Lynn cannot complete the task on the 18th. She doesn’t use her
system again until the 23rd. The task rolls over to the 23rd and stays on her Organizer until she either
completes or deletes the task.
Note: Unlike tasks and information items, system events are not moved forward.
Select the User for Whom the Item is Scheduled
The Scheduled For list contains users who are assigned user IDs and passwords when security was
set up for your system. If you are scheduling a task, only the users who have security rights to
perform that task appear in the list. For more information, see Setting Up Security.
Getting Started
31
Use the Scheduler
Note: The name of the user who is scheduling the item is shown in the Scheduled By field and
cannot be changed. This is the user who logged into the system.
Set the Priority
You can choose from five levels of item priority: very high, high, medium, low, and very low. This
indicates the importance of the item you are scheduling. The selected priority determines the order in
the Organizer’s tasks and information lists.
Set the Frequency
The Frequency indicates how many times the item should occur. The list includes Once, Daily,
Weekly, Bi-Weekly, Monthly, Bi-Monthly, Quarterly, and Yearly. If you want the task to repeat,
select any frequency other than Once.
For example, you might want to archive terminated employees once a month. In this case, select
Monthly as the Frequency.
When you select a frequency, the Repeating Task dialog box automatically opens for you to describe
the task's repeat frequency.
The text entered in the Scheduler's Description text area appears in the Task Information field. The
Scheduled Date and Repeat Frequency carry over from the Scheduler. These three fields cannot be
changed.
Repeat Items
The Repeat This Item field lets you specify the number of times to repeat this item. Except for a
Repeat Frequency of Daily, you can repeat an item as many times as required up to a five year limit.
For a daily repeat frequency, you can repeat an item up to 365 times.
The Repeat Frequency is the number of times an item will appear on the Organizer in addition to the
first date you schedule. For example, if you schedule an item to be done on Tuesday, 4/12, and the
repeat frequency is weekly and the number of times you want to repeat the item is three, then your
Organizer shows the item on 4/12 (the first occurrence), 4/19, 4/26, and 5/3.
Use the arrows to select the repeat number or type a number in the text box. However, if you type a
number exceeding the Repeat Frequency limit, the number automatically changes to the allowable
limit. For example, if you type 6 for the number of years an item is to occur, the number
automatically changes to 5, the allowable limit.
Tip: Each time you schedule an item to be repeated, the repeat occurrence of the item is a
separately scheduled item. If you edit a repeat item, the Frequency field on the Scheduler is
disabled. If you find you need to change the repeat frequency of an item that is already scheduled
to repeat, do not edit the item. Rather, schedule a new item and its related repeat frequency.
Then, delete the old item.
32
Sage HRMS
Use the Scheduler
Maintain the Day of the Week
You can choose to maintain the day of the week the item repeats. For example, if you always want to
repeat the item on a Thursday, select the check box and select Thursday from the drop-down list.
If maintaining the day of the week does not matter, clear the check box. The item then repeats on the
same numerical date of the month. For example, if you schedule an item on April 15 and you want it
repeated every month, the next occurrences will be May 15, June 15, July 15, and so on, regardless of
the day of the week.
If the box is selected, the Move to Closest Date, Forward to Next Available Date, and Backward to
Last Available Date options become enabled.
Note: The Maintain Day of Week check box and drop-down list are disabled when your
Repeat Frequency is daily, weekly, or biweekly, because they do not apply. In turn, the related
radio buttons are disabled.
Move to Closest Date
This selection instructs the Scheduler to repeat the task on the date falling closest to the next date to
repeat the task while at the same time maintaining the day of the week. This selection lets the
Scheduler choose the next date to repeat the task. It either chooses a date previous to or following the
scheduled repeat date. Move to Closest Date is the default value.
For example, suppose you want to repeat an item monthly and always want it to be done on
Wednesday. Schedule the first task for Wednesday, 11/17. In December, the 17th falls on a Friday.
The Move to Closest Date selection tells the Scheduler to move this task to Wednesday, 12/15
because it is only two days from the 17th, whereas the 22nd, also a Wednesday, is five days from the
17th.
Forward to Next Available Date
This selection instructs the Scheduler to repeat the task on whatever the date is that matches the
specified day of the week and follows the date on which the task is to be repeated. Unlike Move to
Closest Date or Backward to Last Available Date, the Scheduler must move forward to select the
repeat task date.
Using the same example as above, you want to repeat an item monthly and always want it to be done
on Wednesday. You scheduled the first task to be done Wednesday, 11/17. In December, the 17th falls
on a Friday. The Forward to Next Available Date selection tells the Scheduler to move this task to
Wednesday, 12/22, because it must move forward to the 22nd, not backward to the 15th.
Backward to Last Available Date
This selection instructs the Scheduler to repeat the task on whatever the date is that matches the
specified day of the week and precedes the date to repeat the task. Unlike Move to Closest Date and
Forward to Next Available Date, the Scheduler must move backward to select the repeat task date.
Getting Started
33
Use the Scheduler
Using the same example as above, you want to repeat an item monthly and always want it to be done
on Wednesday. You scheduled the first task to be done Wednesday, 11/17. In December, the 17th falls
on a Friday. The Backward to Last Available Date selection tells the Scheduler to move this task to
Wednesday, 12/15, because it must move backward to the 15th, not forward to the 22nd.
When you complete setting values for the Repeating Task dialog box, click OK to save the changes
and return to the Scheduler.
Schedule a Task in Microsoft Outlook
When you schedule a task in the Scheduler, you can also schedule it in Outlook. User Preferences
enables you to set the check box as always selected.
When the Schedule Task in Microsoft Outlook check box is enabled, an e-mail of the task is sent to
the person for whom it is scheduled. When they accept the task, it is scheduled in their Outlook Task
Manager.
If the person declines the task in Outlook, an e-mail is sent to the person who scheduled the task;
however, the task is not updated in the Scheduler.
After the task is completed in Sage HRMS, it is automatically marked as completed in Outlook.
Note: Refer to the Microsoft Outlook online help for further information regarding the features
of Outlook.
Schedule a System Event
You can schedule a system-wide item, a System Event, pertaining to all users on the system. To
schedule a System Event, select System Event from the Priority drop-down list.
Scheduling a System Event is a bit different from scheduling a Task or Information item. When you
schedule a System Event, it is automatically placed on your Organizer in the System Event list and it
is placed on every Sage HRMS user's Organizer as well. This allows you to convey a message to all
other users on the system.
Here are two examples of a system event:
Suppose you want to perform the Mass Update process in Sage HRMS on December 5 at 5:00 PM.
You need all other users on the system to exit Sage HRMS before 5:00 so you can run the process.
34
1.
In Sage HRMS, schedule the Mass Update process for yourself (the default) with the Priority
as System Event. Schedule the process to be done 12/5/07. Add a message in the Note text
area: "Mass Update will occur at 5:00 today, December 5. Please exit Sage HRMS by 4:55 PM."
2.
The Mass Update process appears on everyone's Organizer in the System Event section on
December 5. Each user can view the note by clicking the + button next to the item to open the
scheduler, or by right-clicking the item. That way, all users know to exit Sage HRMS before
5:00. However, the Mass Update process only appears in the Task section of the person
scheduled to complete it.
Sage HRMS
Use the Scheduler
Let's say you routinely perform E-mail maintenance every Friday at 5:30 and want all users to exit Email before you begin maintenance work.
1.
Since this is not a system task, schedule this as an Information item. Specify the Frequency as
Weekly and the Priority as System Event. Add a message in the Note text area: "Please exit
E-mail by 5:30 today for weekly maintenance."
2.
The Information item is placed on everyone's Organizer each Friday. Users can view the note
by clicking the + button next to the item to open the scheduler, or by right-clicking the item.
Note: Only the user for whom the system event is scheduled can edit, delete, or reschedule the
system event.
Mark an Item as Complete
The Task has been completed check box in the lower left corner of the Scheduler indicates if the item
is complete. When you edit a Task or an Information item, the Scheduler opens with this check box
enabled.
To signify the item is complete, select the check box. If you are editing a task you have completed, the
system automatically marks the item as complete. When you click OK to return to the Organizer, the
item's Completed check box is selected.
The Task has been completed check box is disabled when you:
• Schedule a new task or information item.
• Schedule a system event, as there is no completed status for a system event.
• Edit an item completed prior to the current day.
Getting Started
35
Use the Scheduler
36
Sage HRMS
Set Up the Enterprise
Before adding employers and setting up their different requirements, you must set up the enterprise. The
Sage HRMS enterprise feature lets you handle a group of employers as one. The enterprise is an efficient
time-saver used to manage multiple employers. The enterprise has no employees, but it does provide
access to code tables that set the standards for your system.
Understand the Enterprise
The enterprise lets you group employers together and handle them as one. An enterprise is not actually
an employer, even though it appears in a list of employers on your system. The enterprise has no
employees, but it does help you establish standards for all the employers in your system.
Think of the enterprise as the "corporate level," encompassing all employers under a single umbrella. You
have only one enterprise in your system, but you can have numerous employers.
Each employer can have different setup specifications, such as different codes for the jobs in the company
or different salary grade structures. When you set up your employers, you can specify different sets of
specifications for each employer.
The enterprise feature helps you in two ways:
•
You save time because it allows you to manipulate several employers' data at one time rather
than working with individual employers to complete identical tasks one at a time.
•
The information from all your employers is available to you when you are viewing data or
printing reports.
Enterprise as a Time-Saver
The enterprise feature saves you time when you are setting up and managing multiple employers.
For example, you have an umbrella corporation called National Systems, Inc., with three subsidiary
employers called A Corp., B Corp., and C Corp. The umbrella company, National Systems, and its
three subsidiaries all have the same benefit plans.
If you are using Sage HR, all the codes in the enterprise benefit plan code table apply to all employers
in your system, unless you set up a different plan for a particular employer.
Therefore, when you first set up your three corporations, A Corp., B Corp., and C Corp., they
automatically use the enterprise benefit plan code tables. You do not have to set up separate benefit
plans for each employer because they all conform to the enterprise standards.
If you need to set up a unique plan for one of your employers, the enterprise still saves you time.
Copy an enterprise benefit plan to the employer, make your changes and save the benefit table with
an employer code. Now you have a unique benefit plan for this employer and you did not have to
create it from scratch.
The enterprise also efficiently handles changes to your setup. For example, if you have a rate change
in a dental plan and three employers use the enterprise dental plan, simply change the rate once in
Getting Started
37
Set Up the Enterprise
the enterprise dental plan rather than three times. The rate change you make at the enterprise level
affects every employer in your system except those who have unique dental plans.
Enterprise as the Panoramic View
Use the enterprise feature to see a panoramic view of information in Sage HRMS. For example, when
you print a report, select the enterprise and Sage HRMS prints information from all your employers
in one report. When using the filter feature to control the information you want to use, select the
enterprise to give yourself access to data for all employers in the system.
Set Up the Enterprise
Log on to Sage HRMS. From the Navigation Pane, select Setup > System > Setup > Enterprise Setup.
After you define the enterprise setup information, click OK to accept your changes and close the
Enterprise Setup page. You can also click Apply to save your changes but remain on the page. For
example, you may want to enter information on the Enterprise Options tab, click Apply to save your
changes, and then move to the Organization Titles tab.
Define Enterprise Options
The Enterprise Options tab of the Enterprise Setup page contains general setup information for your
system.
Country. Select the country that represents the employers in your enterprise. The country you select
determines what information is displayed in your Sage HRMS system. For example, if an entire
Detail page or a particular field on a Detail page does not apply for a country, it either does not
display or it is disabled for an employer in that country.
38
Sage HRMS
Set Up the Enterprise
• Select U.S. if all employers in the enterprise are United States employers.
• Select Canada if all employers in the enterprise are Canadian employers.
• Select Both if there are both United States and Canadian employers in the enterprise.
The first time you log on to Sage HRMS, the system asks you for a country setting for your
employers. If you need to change the country setting after the initial setting, you can do so on the
Enterprise Setup page. When you change the country setting, you must exit Sage HRMS and log on
again to complete the country setting change.
Note: After initial setup of your enterprise, if you re-register with a new installation code to
either add U.S. payroll to a Canadian payroll system or add Canadian payroll to a U.S. payroll
system, you must change the Country setting to Both after re-registering and restarting Sage
HRMS.
Field
Description
Enterprise Name
Enter the name of the enterprise. This name is shown on reports and forms
Address and City
Enter up to two street addresses and the city.
State/Province and Zip/Postal
Code
If the country setting is set to U.S., select the state and enter the zip. If the
country setting is set to Canada, select either State or Province, select the
appropriate state or province from the next drop-down list, and then enter
the Zip code or postal code.
The State/Province is a required field.
Phone
Enter the telephone number
Training Employer
If you are using Training, you can select a Training Employer. If you are
not using Sage Train, this field is disabled
Fed Tax ID/Business Number
Enter either a Federal Tax Identification number (for a U.S. company) or a
Business Number (for a Canadian company)
Phone Number Format
Select the format in which you want the employee telephone numbers to
display.
SSN Masking Format
Choose the format that the SSN will appear on your pages. You can select
to display the entire number (123-45-6789), mask (hide) the entire number
(XXX-XX-XXXX), or mask all, but the last four digits of the SSN (XXX-XX6789)
Report Footer
When you generate reports, the date appears at the bottom of each page.
You can choose to display both the date and time, or only the date.
Benefit History
Choose to show or hide the employee's social security number (for U.S.) or
social insurance number (for Canada) in the top section of each employee
Detail page.
Automatically Recalculate
Benefits
Choose to show or hide an employee's union affiliation.
Show Inactive Codes
Choose to enable or disable historical benefit information for employees.
Getting Started
39
Set Up the Enterprise
Field
Description
Benefit History
Choose to automatically calculate benefits:
Daily – to update benefits only when the user logs into Sage HRMS. If you
select this option, Sage HRMS will not update benefits when the user
changes Employee pages.
By Employee – to update benefits only when the user makes changes on
Employee pages that trigger Sage HRMS to update benefits. If you select
this option, Sage HRMS will not update benefits when the user logs into
Sage HRMS.
Daily and By Employee – to update benefits when the user logs into Sage
HRMS and when the user makes changes on Employee pages that trigger
Sage HRMS to update benefits.
Never – to manually update benefits.
Tip: When setting up your system, select Daily or Never to prevent
the system from updating after every change.
Automatically Recalculate
Benefits
As you set up employer or enterprise job codes, organization codes, and
reason codes, you set them as active or inactive. When you set Show
Inactive Codes to No, codes set as inactive are not included in the list of
codes available for selection and assignment to an employee. When you set
Show Inactive Codes to Yes, codes set as inactive are included in the list of
codes available for selection and assignment to an employee.
Define Organization Titles
The Organization Titles tab of the Enterprise Setup page enables you to define up to five
organization levels for your enterprise. Use these levels as a way to organize your employees.
For example, Richard Miller accepts a marketing position with Multimedia Communications. You
add the new employee (Richard Miller) to one of your employers, Multimedia Communications. You
specify the department as Marketing and the division as Central. For this example, you define two
Organization Titles: Department and Division.
After defining the organization titles, set up the codes for each organization title in your Organization
code tables. In the above example, Marketing is a code under the Department organization title and
Central is a code under the Division organization title.
Enter titles for up to five organization levels.
When you set up your Organization code tables, you can choose from this list of titles for your
enterprise's organization levels and then set up the codes for each organization level.
Select the Enterprise Logo
The reports you generate within Sage HRMS can include the name and address of your employer as
well as a logo for your enterprise. The Logo Setup tab of the Enterprise Setup page enables you to
select your logo.
40
Sage HRMS
Set Up the Enterprise
Before selecting a logo, you must be able to access it as a bitmap file, a file with the .BMP extension. A
bitmap is a collection of picture elements arranged in a pattern resembling a picture.
Note: You can create a bitmap file from scratch using any graphic editing package, such as
Microsoft Paint. You can also scan your logo and save it as a bitmap file.
If you are working with live data (rather than sample data), the Logo Setup tab is blank the first time
it is opened.
If you are working with sample data, the Logo Setup tab contains the ZSI logo the first time it is
opened.
To Select a Logo
To select a logo, click Select. A dialog box opens so you can select the appropriate logo. Select the
correct path and name of your logo's bitmap file. Only those files with a .BMP extension appear.
Click Select. The bitmap appears on the Logo Setup tab.
To Remove a Logo
To remove a logo from your system, click Remove on the Logo Setup tab. When you remove a
logo, you do not remove the bitmap file from your disk, only from the Sage HRMS database. You
can select the file again any time you want.
Set Up the Audit Trail
The Audit Trail Setup tab of the Enterprise Setup page enables you to set up the audit trail.
The audit trail provides the ability to track changes a user makes to an action or page. This is an
extremely useful tool for safeguarding Sage HRMS data. Auditing changes enables you to:
1.
Check who is making changes to the system and if the correct changes are being made
2.
Measure users’ performance
3.
Determine the number of changes users make and how often corrections are being made
The audit trail provides a before and after image of changes. It also keeps track of the date and time
and the user who made the change.
The following standard reports are available to monitor the audit trail. To access the audit trail
reports, select Reports > Audit Trail Reports from the Navigation Pane.
• The Audit Trail Report by User provides a list of audit trail records sorted by the users who
implemented the changes.
• The Audit Trail Report by Date provides a list of audit trail records sorted by the date on
which the changes were made.
• The Audit Trail Report by File/Field provides a list of audit trail records sorted by the files
and fields in which the changes were made.
To Set Up the Audit Trail
Getting Started
41
Set Up the Enterprise
1.
Click the Audit Trail Setup tab on the Enterprise Setup page.
2.
In the Enable Auditing field, select Yes to turn the Audit Trail on and to enable the rest of
the fields on the tab.
Note: Turning the Audit Trail on or off does not affect the audit status of your selected
files and fields. You can choose to audit any files and fields by setting their Audit Status
to Yes or No. If you turn the Audit Trail on, the selected files and fields will be audited. If
you turn the Audit Trail off, the files and fields will not be audited, but their audit status
is maintained.
3.
In the Select File to Audit field, scroll through the list of databases and click a database
containing the fields you want to audit. As you select databases, the list of fields in the lower
portion of the page changes to display the fields in the selected database.
4.
If you want the system to audit the selected database file, select the Enable File Audit check
box. Otherwise, clear the check box. The database file is preceded by a Yes (the file will be
audited) or No (the file will not be audited); depending on whether you chose to audit the
file.
5.
The system provides three ways in which you can enable or disable auditing for the fields in
the selected database file.
a.
To enable auditing for all the fields in the selected database file, select Yes from the
Audit All Fields in File drop-down list. A check appears in the Audit column next to
each field in the file to indicate the audit status is Yes.
b.
To disable auditing for all the fields in the selected database file, select No from the
Audit All Fields in File drop-down list. The check is removed from the Audit
column next to each field in the file to indicate the audit status is No.
c.
To enable or disable auditing for individual fields in the selected database file, select
or clear the check box in the Audit column next to the field for which you want to
change the audit status.
Note: You can set audit status to Yes for any editable field in a database. However, the
system only audits the field if you have enabled auditing on the database file that
contains the field. For example, you set your audit status to Yes for the Performance
Review Rating field in the Employee Personnel database file. However, you did not
enable file audit for the Employee Personnel database file. In this case, the system will
not audit the Performance Review Rating field (or any field in the Employee Personnel
file).
6.
42
When you have finished your audit trail setup, click OK to save your changes and close the
page, or click Apply to save your changes and remain on the page. The system proceeds to
modify the audited fields list.
Sage HRMS
Add an Employer
Define User-Defined Code Table Titles
The User Defined Code Table Titles tab enables you to define titles for your user-defined code
tables.
Add an Employer
After setting up your enterprise, you are ready to start working with your employers. Setting up your
employers is much easier if you gather all the required information beforehand.
You can have as many employers as you like. Each of these employers can have different specifications,
such as different codes for jobs in the company, or different salary grade structures. When you set up
your employers, you define different sets of specifications for each employer.
When adding an employer to your system, you must define some basic information, such as your
employer’s name and address. The employer's name is at the top of most pages and prints on most
standard reports.
You can also define setup information for each Sage HRMS product you are using. The system provides
the Add Employer action so you can add an employer at any time.
If your system is Sage HRMS U.S. or Canadian Payroll, you must first set up a SQL Database before you
add an employer with these steps. Go to Configuring Sage Payroll Link for setting up a new database,
and then return here to add the payroll employer in Sage HRMS.
To Add an Employer
1.
From the Navigation Pane, select Setup > System > Setup > Add Employer to open the Steps
for Add Employer Task page.
2.
Select the steps you want to complete. Depending on the products you installed, you must set
up the employer for each product you are using. Complete each step now or schedule steps
for yourself or another user to do later. Add Employer is a required step.
3.
Click OK to start moving through the steps. The Employer Setup page opens.
4.
If your installation is configured to support companies in multiple countries, the Employers
Country field is enabled. Select the country in which this employer does business.
5.
Enter the Employer Code that uniquely identifies the employer. You must enter three
characters.
6.
Enter the Employer Name. This field is required because the name appears at the top of
pages and prints on most reports. You can also add the employer’s street address, city, state,
zip, telephone number and fax number. The City and State fields are required.
7.
Select the Pay Frequency used for the majority of the employees.
8.
In the Normal Units field, enter the hours or units per pay period worked by most
employees. For example, if employees are paid each week for a 40-hour week, enter 40.00. If
employees are paid every two weeks for a 37.5-hour week, enter 75.00.
9.
Select the employer's main spoken language.
Getting Started
43
Add an Employer
Note: The selections you make for steps 7-9 are the defaults when you add new
employees to this employer. When adding employees, you can change these as
necessary.
10. If you have Payroll installed, the Payroll Database ID and Payroll DB Name fields appear.
The Payroll Database ID is dynamically populated with the Employer Code you entered in
Step 5 and is disabled. In Payroll DB Name field, enter the name of the SQL payroll database.
When you click OK in the next step, Sage HRMS will verify that the database is present and
automatically create a company profile in the database. A series of "Activating Application"
messages display indicating the progress of the activation.
11. When you finish, click OK.
12. A message displays that the Add Employer process was successful. Click OK to restart the
system. After restart, you are returned to the Home page.
Modify an Employer
To Modify an Employer
1.
From the Navigation Pane, select Setup > System > Setup > Modify Employer. If you have
more than one employer defined, you must select the employer you want to modify.
2.
Review and edit the information as necessary. You cannot change the employer's Country or
Code.
3.
If you are using Sage Payroll, you must enter the ID for the payroll database you created in
SQL Enterprise Manager, in the Payroll Database ID field.
4.
Click OK to save your changes.
5.
A message displays that the Modify Employer process was successful. Click OK to restart the
system. After restart, you are returned to the Home page.
Delete an Employer
You can delete any employer added to your Sage HRMS system, for example, an employer you
added by mistake.
The system provides two options to delete an employer:
• Delete the employer and employee information but maintain the security information and
employer setup information.
• Delete all employer and employee information (including security options and employer
setup information).
Warning: Deleting an employer permanently deletes all the related employee
information. Before deleting an employer, back up the employer’s databases. If you need
to restore information, you can restore the databases from the backup.
44
Sage HRMS
Set Up User Preferences
Note: If you are using Sage Payroll, employee information will only be deleted from
Sage HRMS databases, not Payroll databases.
To delete an Employer
1.
From the Navigation Pane, select Setup > System > Setup > Delete Employer.
2.
Select the employer you want to delete and select the appropriate option for deleting the
employer information.
3.
Click OK to delete the employer. The system asks you to confirm the deletion.
4.
Click Yes to delete the employer.
5.
A message displays that the Delete Employer process was successful. Click OK to restart the
system. After restart, you are returned to the Home page.
Set Up User Preferences
Sage HRMS allows you to customize specific features to suit your needs. The system tracks these
preferences for each user logging on to Sage HRMS.
For example, you can select which Navigation Pane group opens when you log on to Sage HRMS. From
the Main Menu, select File > User Preferences to open the User Preferences page.
The User Preferences page contains two tabs on which to enter information: General Preferences and
Setup Interviews.
General Preferences Tab
Use the fields on the General Preferences tab to select your user preferences.
Default View
Select the Navigation Pane group or feature that you want to open in the workspace when you
log on to Sage HRMS.
Note: By default, the Welcome to Sage HRMS page opens in the workspace after you log on
to Sage HRMS. If you want to hide the Welcome to Sage HRMS page and display only the
item you select in this field after you log on, select Do not show me this page again on the
Welcome to Sage HRMS page.
Getting Started
45
Set Up User Preferences
Employees Toolbar Default
Select the employee-related page you want to automatically open when you log on to Sage
HRMS.
Note: The Employees Toolbar Default list includes only the pages to which you have
security access. If you select a default page that the system administrator might later restrict
you from accessing, Sage HRMS assigns the next available page in the list as the default. If
the restricted page was last in the list, Sage HRMS assigns the first page in the list as the
default.
Training Toolbar Default
Select the training-related page you want to automatically open when you log on to Sage HRMS.
This field does not display if you do not have Training installed.
Note: The Training Toolbar Default list includes only the pages to which you have security
access. If you select a default page that the system administrator might later restrict you from
accessing, Sage HRMS assigns the next available page in the list as the default. If the
restricted page was last in the list, Sage HRMS assigns the first page in the list as the default.
Default Employee Status Selection
By default, the Employee Find function searches through all employees, regardless of their status,
when you look for an employee. This is because, by default, all statuses are selected for the
Default Employee Status Selection user preference.
You can change the default status selections by selecting or clearing the appropriate check boxes:
Active, LOA, Terminated, or Other.
For example, if you select Active and clear all other status selections, the Employee Find only
searches through employees with a status of Active. However, you can override the default
Employee Status Selection by changing the status selections directly on the Employee Find dialog
box.
US Payroll Employer Default
This drop-down list shows all US Payroll employers that have been set up in your system (with
the assigned Payroll Database ID). The employer you select here is the one that will be used
when non-employee level payroll pages are opened, regardless of whether the Employer Filter is
set to Enterprise. For example, if you are working with payroll processes and your default US
Payroll Employer is US/ABC, the data used in the payroll processes will be for employer
US/ABC.
46
Sage HRMS
Code Tables Overview
Canadian Payroll Employer Default
This drop-down list shows all Canadian Payroll employers that have been set up in your system
(with the assigned Payroll Database ID). The employer you select here is the one that will be used
when non-employee level payroll pages are opened, regardless of whether the Employer Filter is
set to Enterprise. For example, if you are working with payroll processes and your default US
Payroll Employer is Can/ABC, the data used in the payroll processes will be for employer
Can/ABC.
When selected, all tasks listed in Scheduler will be communicated through Microsoft Outlook to
the assigned user.
Note: An e-mail address for the assigned user must be previously entered in User Security.
Opt out
If you do not want to participate in the Product Enhancement or Product Survey programs, select
the check boxes on the General Preferences tab.
Setup Interviews Tab
Enable or disable setup interviews at the user level. If you enable a Setup Interview, Sage HRMS asks
you if you want to use the setup interview to help you set up an insurance plan or savings plan.
On this tab, select if you want to enable the interview for the Insurance Plan Setup and the Savings
Plan Setup.
Code Tables Overview
Sage HRMS uses codes to manage and store information in files. These codes provide abbreviated,
standard references to specific information. Sage HRMS stores these codes and their associated
descriptions in code tables.
A list of state and province abbreviations is an example of a code table. Instead of typing or re-entering a
state name (such as Mississippi) in a field, you can select the appropriate code (MS) from a list of
predefined codes contained in a code table. Instead of typing British Columbia, you can select the code
BC. Code tables contain one column for the code and a second column for the code description.
A drop-down list provides information for a field related to a code table. For instance, if a page contains a
field for the state, a drop-down list provides a list of state codes, such as MO, IA, and FL, from which you
can choose.
Getting Started
47
Code Tables Overview
Benefits of Using and Defining Code Tables
Code tables provide several advantages. Using code tables allows you to:
• Customize information to meet your employer's needs. For example, you can define unique
divisions, departments and locations specific to your employer.
• Save time. When you enter information for hundreds of employees, it is much easier and
more efficient to type or select RFT for each employee rather than type Regular Full Time.
• Ensure accuracy and consistency. Without a uniform coding scheme, a data entry clerk
might enter a department code in several different ways (ENGDEPT, ENGRDEPT, ENG or
ENGR) for several different employees. Even though the clerk describes the same
department, Sage HRMS interprets the entries as four different pieces of information for four
different departments. If the entries are inconsistent, Sage HRMS will not be able to calculate
department totals accurately.
Build Code Tables
Most code tables in Sage HRMS are two-column tables containing codes in the left column and brief
descriptions in the right column. However, some tables are more complex (benefit plans, for instance)
and contain more information than can fit in two columns. The instructions for copying, adding,
editing, and deleting codes are identical, whether you work with two-column or multi-column tables.
Most code tables have recommended default values. You can add, edit, or delete values to suit your
employer’s needs.
All of the predefined code tables in Sage HRMS are enterprise code tables. You can adjust these code
tables to contain the codes most frequently used by the employers in your system. These codes then
become the standard for your system.
When you initially set up a code table, the codes are blank. As long as the Codes area is blank, an
individual employer uses the codes from the enterprise code table. As soon as you add a new code,
the system recognizes you are creating a code table that no longer references the enterprise code
table. To add a code for a specific employer from the list of enterprise codes, copy the enterprise code
table to the employer code table and then add the unique code to the employer’s code table.
For example, if two of three employers in your system use the same codes, edit the enterprise code
tables to accommodate the two employers. When you then set up codes for the two employers who
share common codes, they automatically use the enterprise codes unless you create new codes in
their code tables.
For the third employer who uses a slightly different set of codes, you can copy the enterprise code
table and then make whatever minor changes are necessary to meet the third employer’s coding
requirements. Therefore, you save time by not having to create a whole new set of codes from scratch,
yet you are still able to customize the code table to the third employer’s specifications.
48
Sage HRMS
Set Up Code Tables
Set Up Code Tables
Sage HRMS allows you to quickly and easily add, edit, copy, and delete codes so you can meet each
employer's specific coding requirements. For instance, you might want to change a previously defined
code to reflect a change in your organization.
Notes: After you save a code, the following fields are disabled.
•
Benefit Rate Tables
•
Benefit Savings Plans
•
Attendance Plans
•
Absence Reason Codes
•
FMLA Event Reason Codes
Working with Sage HRMS Code Tables
Sage HRMS allows you to quickly and easily add, edit, copy, and delete codes so you can meet each
employer's specific coding requirements. For instance, you might want to change a previously
defined code to reflect a change in your organization. The following sections describe how to work
with Sage HRMS code tables.
To Copy Code Tables
1.
From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > click
the link for the type of codes with which you want to work. The code table you selected
opens.
2.
Select the employer with whom you want to work.
3.
Click Copy. Only those employers with codes defined in the current table appear in the
selection list. The employer with whom you are working does not appear in the list because
you cannot copy codes from an employer to itself.
4.
Highlight the enterprise or employer whose codes you want to copy and click OK. For most
code tables, the Select Codes to Copy page opens. The Available list shows all the defined
codes for that code table. The Selected list shows those codes you select.
Note: When copying some codes you are first shown a dialog box informing you of the
related codes which will be updated to correspond with those you are copying (see Job
Codes below). Click Yes to continue or click No to return to the code table page.
5.
From the Available list box, double-click the codes you want to copy. The selected codes
appear in the right list box. If you want to remove a code from the Selected list, highlight it
and click Remove.
6.
Click OK. The system checks to see if the codes to be copied are the same as any which
already exist for the employer receiving them. If there are any duplicates, Sage HRMS asks
whether you want the old code to be overwritten with the new. Select Yes or No.
Getting Started
49
Set Up Code Tables
7.
The new codes are copied to the employer with which you are working. To adapt the code
table to this employer’s needs, you can add additional codes to the list.
8.
Click the Close button after you finish making your changes.
To Add Codes
1.
From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > Click
the link for the type of codes with which you want to work. The code table you selected
opens.
2.
Select the employer with whom you want to work.
3.
Click Add. The codes detail page opens.
4.
Enter at least a code and description. Some code tables ask for additional information to be
supplied for the added code. Other setup options are:
5.
•
Some code tables contain a blank code described as None Specified. This allows you to
leave a field blank when you are entering information. To provide this option for your
own code tables, include a blank code along with the description None Specified.
•
Code tables for Jobs, Organizations, and Reasons provide the ability to make the code
active or inactive. When the code is active, it displays in the code selection list when the
user needs to select a particular code on a detail page. However, when the code is
inactive (and the Show Inactive Codes setting on the Enterprise Setup page is set to No),
the code does not display in the code selection list.
Click OK. Sage HRMS checks for duplicate codes and saves the changes if no duplicate
exists. If a duplicate is found, the system prompts you to enter a different code.
To Edit Codes
1.
From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > Click
the link for the type of codes with which you want to work. The code table you selected
opens.
2.
Select the employer with whom you want to work.
3.
Highlight the code you want to edit and click More…. The detail page for the code you
selected opens.
Notes: Codes that have been set up in the following code tables cannot be changed. If
you need to change a code name, create a new code and delete the old one.
4.
50
•
Benefit Rate Tables
•
Benefit Savings Plans
•
Attendance Plans
•
Absence Reason Codes
•
FMLA Event Reason Codes
Edit the information and click OK.
Sage HRMS
Set Up Page Security
To Delete Codes
1.
From the Navigation Pane, select Setup > Employees, Time Off, Payroll, or Training > Click
the link for the type of codes with which you want to work. The code table you selected
opens.
2.
Select the employer with whom you want to work.
3.
Highlight the code you want to delete and click Delete. Sage HRMS prompts you to confirm
the deletion. Also, deleting a code could affect history files and reports that contain the code.
4.
Click Yes to delete the record, or click No to cancel the deletion.
5.
Click the Close button when you finish.
Add Codes From Details
You can also directly add codes to a code table when you are working with details pages. For every
field that references a code table, Sage HRMS provides a drop-down list of codes. For example, on the
Current Job page, the Job Code field accesses the Job Codes table.
Sage HRMS provides an option that enables you to add a new code while you are entering
information on the page. When working with Sage HRMS, you can add codes from pages for all Sage
HRMS code tables except for the Benefit Insurance Plans, Benefit Savings Plans, and Benefit Rate
Tables. You must access these code tables in Rules to work with them.
To add a code from a detail
1.
Open the drop-down list for the field that references the code table you want to update.
2.
Scroll to the bottom of the list and select Add New Code. A page opens so you can add a new
code.
3.
Enter the information for the new code and click OK. Sage HRMS adds the code to the list
and selects the new code for the field.
Set Up Page Security
When setting up security for your system, you can define the access rights for specific pages. Different
users might have different kinds of security access to specific pages. When you find an employee from a
page, the only employees who appear are those you have permission to view.
For example, there are two security rules defined for a user named Joan Martin:
•
Martin can view the Current Pay pages for employees in employer ABC and employer DEF.
•
Martin can view the Wellness pages for employees only in employer ABC.
When Joan Martin is working on the Current Pay page and wants to find an employee, she can see all
employees in ABC and DEF. However, if she is working on the Wellness page and wants to find an
employee, she is only able to see the employees in ABC. She cannot view or work on the Wellness page of
any employee in employer DEF because the system denies her access to that information.
Getting Started
51
Set Up Page Security
Set Up Security
Sage HRMS has an extensive, flexible, and easy-to-use security system to protect your data. You have
complete precision in restricting access because the security system breaks down functions within
Sage HRMS by employer, product, activity, task, step, and groups of employees.
If you are the system administrator or the sole user of your system, you can set up Sage HRMS to
have access to all security options. Usually an organization’s system administrator sets up and
changes security privileges for all Sage HRMS system users. For instance, as the system
administrator, you can allow a user access to all employee information except current pay data. Or,
you can give a user the ability to enter only demographic information for new employees.
As a normal user, you are assigned a user ID and password which establish your ability to view,
change, and process data. In this capacity, you are limited to changing your own password.
Security Concepts
Each person accessing Sage HRMS has a user ID, and each user ID is associated with a password.
You probably want to establish the same level of security access for a group of users (not just one
user), and the Sage security system lets you create security groups and establish different access
rights for each group.
Group Security
A security group is a collection of one or more users with the same access rights. Each security group
has a name (assigned when you create the group), and each user (other than the system
administrator) is a member of a group. As the system administrator, you assign access rights to the
group and not to an individual user. The group a user belongs to determines the access rights of an
individual user. As the system administrator, you automatically have access to all functions.
Note: The sole purpose of the security system is to restrict access to various areas within Sage
Abra. The system does not keep track of failed attempts to access system features or report on
the functions accessed by users.
User Security
Each security group contains one or more users assigned to that group. Each user must have a user
name, ID, and password to have access to the security group. There are two ways a user can log on to
the security group:
• Sage HRMS user name, ID, and password. To assign a user to a security group, you will
need an ID, name, and password of the user.
• Windows logon and password. To assign a user to a security group, you will need to add a
user's Windows logon credentials to the security group.
52
Sage HRMS
Set Up Page Security
Before You Begin
Prior to setting up access rights for your users, you must set up several components in your
Sage HRMS system.
1.
Set up the enterprise.
2.
Add and set up your employers.
3.
Design any custom pages you want to use with your Sage products.
Establish Access Rights
Establish access rights if you want to restrict any portion of the Sage HRMS system to one or more
users. However, it might not be necessary for you to set up security for your Sage HRMS system.
Consider the following two situations, neither of which require any security setup.
• You are the system administrator and you are the only one using Sage HRMS. You do not
need to set up security. When you sign on using MASTER as the user ID, you automatically
have access to the entire system.
• You want all users to have unrestricted access to the system. Rather than setting up any
security, have each user log on using MASTER as the user ID. Each user can access the entire
system.
Note: If you receive updates to Sage HRMS that include new features, the MASTER user
ID is automatically updated and always has access to all features. For any additional
security groups you created previously, you must update the security group information
to provide access to the new features. This provides a safeguard so you can always
decide who can access the new features.
This next situation requires security setup. You are the system administrator and install the following
products on your system: Time Off, Sage HRMS, and Training. You want to set up two users for the
employer ZSI.
The first user can only enter new employees into the system. The second user has access to the entire
system but cannot view or update certain fields. You must:
• Set Up a Security Group for User #1
• Set Up a Security Group for User #2
• Set Up Users
If you must further restrict your users and disallow access rights to specific employee records, refer to
Product Group Filters.
Getting Started
53
Set Group Security
Set Group Security
A security group is a collection of one or more users with the same access rights. Each security group has
a name (assigned when you create the group), and each user (other than the system administrator) is a
member of a group. As the system administrator, you assign access rights to the group and not to an
individual user. The group a user belongs to determines the access rights of an individual user. As the
system administrator, you automatically have access to all functions.
Note: The sole purpose of the security system is to restrict access to various areas within Sage
HRMS. The system does not keep track of failed attempts to access system features or report on the
functions accessed by users.
Security Levels
When you (as the system administrator) set up security for a group, you can establish access rights at
the following levels:
• Employer
• Product
• Activity
• Task
• Step
• Field
The employers include all the employers you set up in your enterprise.
You assign access rights to products depending on the products you have installed and set up on
your HRMS system. The System is treated as a separate product to help organize tasks.
Note: You must first select N/A for the employer before you can select System as a product.
The activities you can assign access rights to include: Action, Analysis, Detail, Process, Report, and
Rule. There is a different set of tasks for each activity and a different set of steps for each task.
You can also set view and update rights for groups of specific fields in an employee’s record, such as
address and phone, salary, or EEO information.
Setting the Ad Hoc Reporting Security Level enables you to establish an access level for Crystal and
Abra Secure Query. This access level determines which fields in the Sage HRMS system databases are
able to be accessed by the security group’s users whenever they use Crystal or Abra Secure Query.
54
Sage HRMS
Set Group Security
To Add a Group
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
To add a group, click Add. In the New Group Name field enter the name of the group you
are adding (up to 20 letters and numbers). Click OK.
3.
Click Yes to verify you are adding the group. The program builds the access rights structure
for this group. The Security Group page opens.
4.
Initially a new group has no access rights. Accordingly, the page has no entries in any of the
columns. The Modify button at the bottom of the Employer column is enabled, indicating
you can modify access rights at the employer level. All other Modify buttons are disabled.
5.
Click Modify. The Employer Selection dialog box opens. The Allow Access column for each
employer is initially set to No.
Note: The Employer list also contains the N/A option. Change the access to Yes for N/A
in order to access System in the Product column on the Security Group page.
6.
Double-click the employer to change the access to Yes.
Warning: If you allow a security group to access Group Security under System Rules,
users in that group can change their own security access rights. They can let their security
group (and any other security group) access all features, which is the same as no security
at all. We recommend limiting the access rights of all security groups to only one security
feature: Change Password. The MASTER user ID has access to all HRMS system features.
7.
Click OK. The system rebuilds the information on the Security Group page.
8.
Click Modify in the Product column to open the Product Selection dialog box. The Allow
Access column for each product is initially set to Yes.
Note: If you have U.S. Payroll and Canadian Payroll installed and want to restrict access
to either U.S. Payroll or Canadian Payroll, you must set the security in two steps. Let us
say you want to restrict access so that users will only be able to access Canadian Payroll.
In the Product Selection dialog box, set the Allow Access to Yes for Canadian Payroll.
Then set the Allow Access to No for Payroll (which is U.S. Payroll). It is imperative that
you set the access correctly for both U.S. Payroll and Canadian Payroll.
9.
Double-click the products to change the access to No.
10. Click OK to return to the Security Group page.
11. Select the product for which you are setting security. All activities, tasks, and steps appear in
the related columns.
12. Click Modify in the Activity column to open the Activity Selection dialog box. The Allow
Access column for each activity is initially set to Yes.
13. Double-click the activity to change the access to No.
14. Click OK to return to the Security Group page.
15. Select the activity for which you are setting security. The tasks and steps appear in the related
columns.
Getting Started
55
Set Group Security
16. Click Modify in the Task column to open the Task Selection dialog box. The Allow Access
column for each task is initially set to Yes.
17. Double-click the task to change the access to No.
18. Click OK to return to the Security Group page.
Note: If a user has a task assigned on their Scheduler, the security system does not allow
you to restrict that user’s access to that task. Therefore, because the user is a member of a
security group, the security system does not allow you to restrict that group’s access to
that task.
19. Select the task for which you are setting security.
20. Click Modify in the Step column to open the Step Selection dialog box. The Allow Access
column for each step is initially set to Yes.
21. Double-click the step to change the access to No. If you selected Detail in the Activity
column, double-click the steps to change access to View, Update, or None.
22. Click OK to return to the Security Group page.
23. Repeat steps 4 through 22 to set access rights for another employer, product, activity, task, or
step.
24. Click OK to return to the Security Groups dialog box.
To Edit a Group
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
Select the group with whom you want to work.
3.
Click More…. The Security Group page opens.
4.
Edit information as necessary.
5.
Click OK.
To Delete a Group
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
Highlight the group you want to delete and click Delete.
3.
Confirm the deletion.
4.
If there are no users in the group, the system deletes the group.
5.
If there are users in the group, the system alerts you and asks you to confirm the deletion
again. If you select Yes, the group and any users within the group are deleted.
6.
If a user within the group has tasks scheduled on their Organizer, the system alerts you and
does not allow you to delete the group. Click OK to display the user’s task schedule.
Note: Before deleting the group, remove the scheduled tasks from the user’s Organizer.
Delete the user or assign the user to another security group. Repeat the above procedure
to delete the group.
56
Sage HRMS
Set User Security
Review the list of tasks. To print the tasks for easy reference, click Print. Click the Close button to
return to the Group Security dialog box.
Set User Security
Each security group contains one or more users assigned to that group. Each user must have a user name,
ID, and password to have access to the security group. There are two ways a user can log on to the
security group:
•
With their Sage user name, ID, and password. To assign a user to a security group, you will need
the user's ID, name, and password.
•
With their Windows logon and password. To assign a user to a security group, you will need to
add the user's Windows logon credentials to the security group.
To Add a User with a Sage logon
1.
From the Navigation Pane, select Setup > System > Security > User Security.
2.
Click Add. The User Security dialog box opens.
3.
In the Group field, select the security group to which you are adding this user.
4.
In the Authentication field, select Abra.
5.
Enter up to ten characters for the User ID. You can enter the user’s initials, the first name,
and the first letter of the last name or any other suitable abbreviation. The system converts all
characters to upper-case.
6.
Enter up to 25 numbers or characters for a user name. It can be any combination of uppercase and lower-case letters and numbers. The user name should contain the user's full first
and last name. It is used in the scheduler for task assignments.
7.
Enter up to 10 characters for the user’s password. For security reasons, you will not see the
password that you enter. Only asterisks appear in the field. The system automatically
converts all characters to upper-case.
8.
Enter up to 64 characters for the e-mail address assigned to the user.
9.
If you are also using Abra Link, you can choose to Allow Access to Abra Link. If you do not
want this user to have access to Abra Link, click No. Otherwise, click Yes.
10. Click OK. The Password Verification dialog box opens.
11. Enter the user's password again for verification and click OK. The system records the
password and returns to the User Security page.
12. Repeat steps 2 through 10 to set up additional users. When you finish, close the Security
Groups dialog box.
Note: The MASTER user will always use the Sage authentication. If the MASTER user tries
to use the Windows Logon when logging on to the application, they will receive an invalid
user name/password message.
Getting Started
57
Set User Security
To Add a User with their Windows logon authentication
1.
From the Navigation Pane, select Setup > System > Security > User Security.
2.
Click Add. The User Security dialog box opens.
3.
In the Group field, select the security group to which you are adding this user.
4.
In the Authentication field, select Windows.
5.
Click the Search Windows User
6.
Scroll or use search criteria to find the user and click OK to return to the User Security
window. The User ID and User Name fields show the user's Windows authentication. Note
that the domain is included as necessary. The Password field is blank as the user will provide
this when they log on.
7.
Enter up to 64 characters for the e-mail address assigned to the user.
8.
If you are also using Abra Link, you can choose to Allow Access to Abra Link. If you do not
want this user to have access to Abra Link, click No. Otherwise, click Yes.
9.
Click OK. The user you added displays in the User Security list. The Authentication column
indicates the type of logon set for the user.
button to open the Select a user window.
10. Repeat steps 2 through 9 to set up additional users. When you finish, close the Security
Groups dialog box.
Note: You must repeat this process in Sample data if the user is to be able to access Sample
data using Windows Authentication. Additionally, if you are also using Sage Employee Self
Service, you must set up Windows Authentication separately from within (Undefined
variable: SageVariables.ESS Short).
To Edit a User
1.
From the Navigation Pane, select Setup > System > Security > User Security.
2.
Select the user with whom you want to work.
3.
Click More…. The User Security dialog box opens.
4.
Edit information as necessary.
Note: If you are editing a user and changing the security group to restrict the user’s
access, make sure you reassign the tasks this user is no longer able to perform due to
restricted access. For information about assigning tasks, see Use the Scheduler.
5.
Click OK.
To Delete a User
Before deleting the user, remove the scheduled tasks from the user’s Organizer. After deleting the
tasks, repeat the above procedure to delete the user.
58
1.
From the Navigation Pane, select Setup > System > Security > User Security.
2.
Select the user you want to delete.
Sage HRMS
Set Field Level Security
3.
Click Delete. If the user is not scheduled to perform any tasks, confirm the deletion. If the
user has tasks scheduled on their Organizer, the HRMS system alerts you and does not allow
you to delete the user. Click OK to display the user’s task schedule.
4.
Review the list of tasks. To print the tasks for easy reference, click Print. Click the Close
button
to return to the User Security dialog box.
Set Field Level Security
Field Level Security lets your limit access to certain categories of data for a specific employer. It is
available for Crystal Reports, Abra Secure Query and some Sage HRMS detail pages. Field Level Security
is set at the group level, and all the users you assign to the group must adhere to the type of security you
select for each category.
When you initially add a security group, the group does not have access to view or update fields
containing information in the following categories: Address/Phone, Salary, and EEO. You can provide
access to view or update these fields through field level security.
Note: Field security is not available for standard reports. If you need to prevent certain employees
from viewing specific fields on standard reports, consider removing the entire report from the menus
to which the employees have access (use group security to remove reports from menus).
Field Level Access
Fields in the Address/Phone category pertain to home, not business information. This information is
located on the Demographics page and includes the telephone number, street address, city, state and
zip code, county, and country.
Fields in the Salary category are found on the Payroll Status page in Payroll and the Current Pay
Status page in Sage HRMS. Information includes the
• unit pay rate
• pay period salary
• hours/units worked per pay period
• pay frequency
• annual pay
• shift premium
• last pay change amount or percent bonus amount (if applicable)
• salary grade
• frequency of the employee’s contribution to savings plans
The EEO category controls access to EEO information and includes marital status, ethnic origin,
gender and disability.
Note: Not all these fields are contained in the Sage HRMS system databases. Therefore, for
some fields, you can only set field level security if you selected products other than the Sage
HRMS system.
Getting Started
59
Set Product Group Filters
Set Field Level Security
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
Select the group with whom you want to work.
3.
Click More…. The Security Group page opens.
4.
Click the Field Level Security tab.
5.
Select an employer from the Employer Selection list.
6.
For each applicable category, select the appropriate access level by selecting one of the
options listed in the following table. Access rights to fields containing Address/Phone, Salary,
or EEO information initially default to Not View.
Open
Description
Not View
Restricts users from viewing and updating the data. When users access
areas of the system containing these fields, the word Hidden is displayed.
Note: If users cannot view a field which appears on a report,
they are restricted from generating that report.
View
Enables users to view the data but restricts them from updating it
Update
Enables users to view and update the data.
7.
Click Apply to save your changes. You can then select another employer and set field
security for that employer.
8.
When you are finished setting field security for employers, you can move to another tab on
the Security Group page or click OK to close the page.
Set Product Group Filters
In addition to restricting access to specific fields with the field level security function, you can select
specific employees you want the security group users to access. For example, if you want users of a
security group to access only employees whose original hire date is prior to June 1, 2002, the Sage HRMS
system lets you set a product group filter allowing access to only employees fitting that criteria.
To Set a Product Group Filter and define which database records you want a security group’s users to be
able to access, build an expression on the Product Group Filters tab of the Security Group page.
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
Select the group you want to work with.
3.
Click More…. The Security Group page opens.
4.
Click the Product Group Filters tab.
5.
Select the product you are using for this group filter.
Note: If Payroll is included with your system, any product group filters you set for HR
automatically apply to Payroll. Therefore, if you select Payroll as your Product Selection, the
Fields listed are disabled and cannot be specifically selected for Payroll.
6.
60
Build the expression. An expression consists of a field, relationship, and value. The following
sections step you through building an expression.
Sage HRMS
Set Product Group Filters
Field
The Fields list contains every field in the master file corresponding to your product. For example, for
Sage HRMS, the list includes every field in the Employee Personnel file.
Use the scroll bar in the Fields list to locate the field and double-click to select it. The field appears in
the Expression box.
Relationship
The Operators list contains the mathematical operators signifying the relationship in our expression.
Operators specify a relationship between the field and the value. Refer to the following Operators
table to see the valid operators and their descriptions.
Use the scroll bar to locate the operator and double-click to select it. The operator is added to the
expression in the Expression box.
Operators
Operator
Description
=
Equal to
!=
Not equal to
>
Greater than
>=
Greater than or equal to
<
Less than
<=
Less than or equal to
AND
And - for compound expressions
OR
Or - for compound expressions
+
Add - used when computing a value
-
Subtract - used when computing a value
*
Multiply - used when computing a value
/
Divide - used when computing a value
Value
Enter the expression’s value directly into the expression. For example, you want users of a security
group to access only employees whose original hire date is prior to June 1, 2002. Place your cursor to
the right of the operator. Enter the date in numeric form and enclose it in braces. Your expression
reads:
P_ORIGHIRE < {06/01/2002}
The expression is complete.
Note: The maximum length of an expression is 200 characters.
Getting Started
61
Set Ad Hoc Reporting Security
Verify the Expression
Click Verify to make sure your expression is built in a format the system can interpret. The system
indicates if the expression is valid. If it is not, determine your error, place your cursor in the
Expression box, and then correct the error. Use the Backspace and Delete keys to clear the expression
as necessary.
When your expression is correct, click Apply to save your changes and remain on the Security Group
page, or click OK to save your changes and close the Security Group page.
Note: You can also build a compound expression. For example, if you want to limit access to
employees whose original hire date is between April 1, 2002 and June 1, 2002, your expression
reads:
P_ORIGHIRE > {03/31/2002} AND P_ORIGHIRE < {06/02/2002}
Tip: The format of expressions is consistent with the Xbase programming language standards,
except the AND and OR operators do not need to be enclosed with periods. If you are familiar
with formatting expressions, you might find it easier and faster to enter the complete expression
simply by clicking in the expression box and typing the entire expression.
To Edit or Delete a Product Group Filter
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
Select the group with whom you want to work.
3.
Click More…. The Security Group page opens.
4.
Click the Product Group Filters tab.
5.
Select the product for which you want to edit or delete the group filter.
6.
Place your cursor in the Expression box and edit the expression as needed. If you want to
delete the filter altogether, use the Backspace and Delete keys to clear the entire expression.
7.
Click Apply to save your changes and remain on the Security Group page, or click OK to
save your changes and close the Security Group page.
Set Ad Hoc Reporting Security
Crystal Reports for Sage and Abra Secure Query enable you to design and generate your own queries and
reports using system database files. Any user who has access to Crystal or Abra Secure Query can view
any field without restrictions. Ad Hoc Reporting Security lets you restrict the database files and fields
available to a security group using Crystal or Abra Secure Query.
When you set up security for a group, you can assign an Ad Hoc Reporting Security Level to each
security group. To further restrict access to the user, Ad Hoc Reporting Security lets you assign an access
level to each field included in your Sage HRMS databases.
Note: The access levels you assign here affect access only in Crystal and Abra Secure Query and do
not impact the rest of the system.
62
Sage HRMS
Set Ad Hoc Reporting Security
How Access Levels Work
Before changing access levels, you need to understand how access levels work. This section illustrates
why you would change access levels for your database fields.
The Ad Hoc Reporting Security page displays.
Each field in each database file contained in your Sage HRMS system is listed on this page. The fields
are grouped alphabetically by database file. Each line item displays the database file name, the field
description, and the field’s access level. There are nine access levels (one through nine). Initially, all
fields are set to the same access level, one.
Allow All Users Access to All Fields
Working in conjunction with Ad Hoc Reporting Security is the Ad Hoc Reporting Security Level
feature on the Security Group page.
Initially, when you set up security for a group, the Ad Hoc Reporting Security Level is set to one, just
as each field in Ad Hoc Reporting Security is set to one (1). This means the group’s users can access
all the fields set to one.
If you want all users to have access to all fields when they generate reports using Crystal or Abra
Secure Query, maintain one as your Ad Hoc Reporting Security Level and you do not have to change
anything in Ad Hoc Reporting Security.
Note: The MASTER user ID has an Ad Hoc Reporting Security Level of nine and can access all
fields.
Getting Started
63
Set Ad Hoc Reporting Security
Restrict User Access to Fields
To restrict a user’s access to specific fields in a database, change the field’s access level as well as the
Ad Hoc Reporting Security Level for the user’s security group. The combination of a group’s Ad Hoc
Reporting Security Level and a field’s access level set in Ad Hoc Reporting Security determines if the
field is accessible by a user. Consider the following example:
We have two security groups and one user in each group. The first group, Data Entry, has a user
called DE. The second group, Pay Manager, has a user called PM. Except for one restriction; we
want these users to have the same capabilities generating custom reports in Crystal and Abra
Secure Query. However, we do not want DE to have the capabilities to generate a custom report
containing the Earnings/Deductions Code field.
In Ad Hoc Reporting Security, we change the access level for the Earnings/Deductions code to
five. We leave the Ad Hoc Reporting Security Level at one for the Data Entry group, and change
it to five for the Pay Manager group.
Now, when DE (a member of the Data Entry group) accesses Crystal or Abra Secure Query, DE
cannot create a report containing the Earnings/Deductions Code field. DE’s security group is set
at access level one, which prohibits DE from accessing any Sage HRMS fields with an access level
higher than one.
In order to access the Earnings/Deductions Code field, a user’s group must have an Ad Hoc
Reporting ADA Security Level of at least five. Consequently, user PM can access this field. In
addition, if we set the Ad Hoc Reporting Security access level to six for the Earnings/Deductions
Code field, even PM is unable to use that field in Crystal or Abra Secure Query, because PM's
access level is only five.
To Set Access Levels
The Ad Hoc Reporting Security page has the means to quickly and easily change access levels for
fields in your databases. Before setting access levels, determine to which fields you want to restrict
access.
You can set the access level of all fields in all database files, all fields within one database file or one
field at a time. The database files and the fields within the files are listed alphabetically. Use the
product’s Data Dictionary to help you locate a specific field within a database file.
64
1.
From the Navigation Pane, select Setup > System > Security > Ad Hoc Reporting Security.
2.
Set the access levels as necessary.
3.
To set all fields in all database files, enter a number from one to nine in the All Fields number
box at the top of the page. You can also use the arrows to set the level. All fields change to the
access level you set.
4.
To set all fields within one database file, locate the database file and click any line item within
the file. Enter a number from one to nine in the Fields for Selected File number box at the
top of the panel. You can also use the arrows to set the level. All fields within the selected
database file change to your selected access level.
Sage HRMS
Set a Group's Ad Hoc Reporting Security Level
5.
To set one field at a time, use the scroll bar to locate the field. To set the access level, click the
line item to select it and enter a number from one to nine.
Tip: Set the access level for all fields in all database files first. If you want a different
access level for specific files, set them next. Remember, setting an access level for all
fields overrides any previously established field settings.
Set a Group's Ad Hoc Reporting Security Level
Setting a group’s access level for Crystal and Abra Secure Query works in conjunction with setting the Ad
Hoc Reporting Security. When you set security for Crystal and Abra Secure Query, you can define access
rights at the field level, and each field in your Sage HRMS system is assigned its own level of security.
When you set up security for a group using Setup > System > Security > Group Security from the
Navigation Pane, you establish an access level for Crystal and Abra Secure Query. This access level
determines which fields in the Sage HRMS system databases are able to be accessed by the security
group’s users whenever they use Crystal or Abra Secure Query.
For example, if you set the Ad Hoc Reporting Security Level to one, users can only access database fields
with an access level of one. If you set the Ad Hoc Reporting Security Level to two, users can access
database fields whose access levels are one or two. Following this logic, if you set the Ad Hoc Reporting
Security Level to nine, users can access all database fields and have access to levels one through nine.
To Set a Group's Ad Hoc Reporting Security Level
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
Double-click the group you want to work with to open the Security Groups page.
3.
Set security for Employer, Product, Activity, Task, and Step.
4.
If necessary, set a product group filter and field level security.
5.
Change the Ad Hoc Reporting Security Level by entering a number from one to nine or use
the arrows to change the number.
6.
Click OK to save your changes and return to the Security Groups dialog box.
7.
Click the Close button
to close the Security Groups dialog box.
Change a Password
As system administrator, you might want to change a user’s password. Individual users can also
change their own passwords unless it is restricted by their security.
If you are the system administrator, log on to the system as MASTER, and change the password of a
system user by accessing the User Security dialog box. See the section Setting User Security.
Getting Started
65
Set a Group's Ad Hoc Reporting Security Level
If you are a non-administrator, follow the next set of instructions to Change a Password.
1.
From the Navigation Pane, select Setup > System > Maintenance > Change Password.
2.
Enter up to ten characters (this includes alphanumeric upper and lower case characters, as
well as special characters).
Note: Spaces are not permitted when creating or changing a password.
3.
Click OK. To help maintain security, the password does not appear on the page as it is
entered.
4.
Enter your new password again for verification. Click OK. The system records your new
password.
5.
Click OK.
Quick Launch Toolbar Security
You can establish or remove access rights to any application, including the Microsoft Office
applications, on the Quick Launch toolbar.
To Set Up Quick Launch Toolbar Security
66
1.
From the Navigation Pane, select Setup > System > Security > Group Security.
2.
Select the security group with whom you want to work.
3.
Click More…. The Security Group page opens.
4.
Select N/A under the Employer, System under the Product, Quick Launch under the
Activity, and the application to restrict access to under Task.
5.
Click Modify in the Step column to open the Step Selection dialog box. The Allow Access
column for each application is initially set to Yes.
6.
Double-click the applications to change the access to No.
7.
Click OK to return to the Security Group page.
Sage HRMS
Index
setting up, 49
A
company logo
Abra authentication, 57
removing, 40
access rights in Sage Abra, 52
selecting, 40
activities
ways to access, 9
Activity Center
D
details
accessing, 15
setting defaults, 45
Ad Hoc Reporting Security page, 63
adding codes from, 49
add employer, 43
defining field level security, 59
Attendance
entering information into, 15
moving around in, 15
setup checklist, 5
opening Help, 15
audit trail
audit status, 41
resizing, 15
setting up, 41
selecting default panels, 45
Authentication, Abra, 57
Authentication, Windows, 57
E
Edit menu, 13
C
employee
code tables, 49
finding, 20
adding codes from pages, 49
employer filter, 14
adding: editing and deleting codes, 49
employers, 43
advantages of using, 47
adding, 43
building, 47
deleting, 44
copying codes, 49
modifying, 44
defining titles for user defined code tables, 43
overview, 43
defining titles for user-defined code tables, 43
selecting for scheduling a task or event, 29
overview, 47
entering information on details, 15
Getting Started
67
enterprise
relationships, 60
advantages of setting up, 38
defining organization titles, 40
values, 60
group security, 54
Enterprise Setup, 38
overview, 54
removing the logo, 40
setting up, 54
selecting the logo, 40
setting up, 38
H
setting up the audit trail, 41
Help button, 14
setup overview, 37
Help menu, 13
enterprise logo
HR
removing, 40
setup checklist, 5
selecting, 40
establish access rights, 53
I
Expressions
Information list, 27
building for product group filters, 60
editing and deleting information, 26
F
L
field level security, 59
live data, 1
File menu, 12
find preferences, 45
log on using, 1
logging in
finding employees, 20
FMLA Event Reason code table, 49
to live data, 2
logging on, 1
to sample data, 1
G
logo
general user preferences, 45
removing, 40
group filters, 60
selecting, 40
building an expression for, 60
Logon authentication, 57
editing or deleting, 60
68
fields, 60
M
operators, 61
main menu, 9
Sage HRMS
menus in Sage Abra
Edit menu, 13
P
password
File menu, 12
Help menu, 13
changing, 65
product group filters, 60
Main menu, 12
building an expression for, 60
editing or deleting, 60
O
fields, 60
Organizer
operators, 61
completing a task, 35
relationships, 60
editing and deleting information, 24
values, 60
Information list, 27
jumping to current date, 24
lists provided, 24
Q
Quick Launch toolbar, 23
moving around in, 24
accessing details, 15
overview, 24
accessing Microsoft Office applications, 23
System Event list, 26
overview, 23
Task list, 26
product buttons, 23
updating, 24
setting security for, 66
using the lists, 26
using, 23
Organizer lists, 26
completing items on, 26
definitions, 26
editing items on, 26
R
rebuilding system files, 2
removing programs, 3
Information list, 27
System Event list, 26
Task list, 26
Organizer toolbar
Edit button, 26
Scheduler button, 26
S
Sage Abra
initialization file, 2
sample data, 1
log on using, 1
Scheduler, 10
Getting Started
69
overview, 24
ad hoc reporting security, 62
repeating a task, 29
add employers, 43
scheduling a task or item, 29
audit trail, 41
system events, 31
code tables, 49
using, 33
defining organization titles, 40
security
field level security, 59
before you begin setup, 52
group security, 54
changing a user password, 65
overview of enterprise setup, 38
concepts, 52
product group filters, 60
deleting a group, 54
security levels, 52
deleting a user, 57
selecting enterprise logo, 40
group security, 54
setting up the audit trail, 41
overview, 52
setup checklist, 5, 7
password, 65
user security, 57
Quick Launch toolbar, 66
setting up security, 52
security groups, 55
setting user preferences, 45
selecting applications to access, 66
setup checklists, 5, 7
setting a group's ad hoc reporting security level, 65
Setup Interview
setting ad hoc reporting security, 62
setting field level, 59
setting user preferences, 45
shortcut keys, 18
setting group filters, 60
access the menu, 18
setting up, 53
edit keys, 19
user ID, 65
function keys, 19
user name, 65
tab key, 18
user security, 57
starting Sage Abra
security groups
using sample or live data, 1
adding, 55
using the initialization file, 2
deleting, 56
Setting up ad hoc reporting security, 62
setting up page security, 51
setting up Sage Abra, 43
70
Sage HRMS
System Event list, 26
editing and deleting events, 26
system events, 35
marking as complete, 35
scheduling, 30
toolbars
System Event list, 26
system files, 2
Quick Launch toolbar, 9
Train
rebuilding, 2
setup checklist, 7
T
U
Task list, 26
uninstalling, 3
changing task status, 26
user name
editing and deleting tasks, 26
starting tasks, 26
ID and password, 57
user preferences, 45
tasks, 29
general preferences, 45
adding a note, 29
setup interviews, 47
changing task status, 26
time sheet layout, 45
deleting, 26
user security, 65
editing, 26
changing a password, 65
marking as complete, 35
deleting a user, 57
repeating, 32
overview, 57
scheduling, 30
starting, 24
W
sub-tasks, 30
Windows authentication, 57
Task list, 26
time sheet layout
setting user preferences, 45
Getting Started
71
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