View source for Settings in employee file


[[Category:Employee management|Employee management]]
[[Category:Settings|Settings]]
[[Category:Access rights in employee management|Access rights in employee management]]
[[Category:Events|Events]]
[[de:Einstellungen in Mitarbeiterakte]]
You can access these settings through the [[Employee file|employee file]]. This is where the basic user settings for the employee, such as language, access permissions, etc. are defined. This page is displayed for the [[User roles in the employee management system#HR expert|HR expert]] and [[User roles in the employee management system#System administrator|Administrator]] roles.

==Path==
Use the following path to configure employee settings:
From the '''Employees > Employee Directory''' tab, select the appropriate '''employee''',''' '''and then click on '''Settings''' in the employee file.

==Settings==
Various employee settings can be configured here:
===Personal settings===
* '''Language'''
: the employee's user language. This can be any of the [[Languages|languages]] defined in the main settings.

* '''Time zone'''
: The person’s time zone can be specified here. (If no time zone is explicitly indicated here, the system will automatically detect the browser’s time zone and assign it to the user.) 

* '''Role'''
: [[User roles in the employee management system|the employee's user role]] [[File:Schloss_16.png]]

* '''Is a setup administrator'''
: People who have this option enabled can make adjustments in [[Configuration mode]] within the scope of their other access rights (roles and permissions). <br> [[File:info.gif]] The import variable is [[Description User import|[CWCAdmin]]]; the export variable is [Benutzer.IstEinrichtungsAdmin]. <br>Please note that this setting is not available for administrators.

* '''Login data'''
: the user's login, and the date of the most recent password change and login by this user.

* '''Settings for Knowledge and Network'''
: indicates whether the employee may access [[Network groups|network groups]] module, and whether their profile should be displayed on the network. [[File:Schloss_16.png]]  The person is still visible to network administrators, but a note is added: "This person is only visible to network administrators." The reason for this is the need to control access rights for network users.

===Settings for events===
* '''Settings for instructors'''
:* ''Is an instructor''
:: Anyone marked here as "Is an instructor" will also be added to the list of [[Instructors|instructors]]. The subject area and the instructor's plan for the course can be maintained through his/her special [[Access as an instructor|access as an instructor]]. 
:* ''Can edit own events''
:: Indicate here whether the instructor is allowed to edit his/her own events or not. This setting can be imported by means of the variable '''[Person.IstReferentAdmin]''' — see [[Description Employee-Jobs Import|Description of employee jobs import]].

* '''Settings for instructors and event administrators'''
: An email notification for event administrators and instructors can be set up here; the notification is triggered when a participant changes to one of the participation statuses specified here. 
 
* '''Development program'''
: An employee can be assigned to participate regularly in certain events. Searches then help the employee and their manager to find events that fit with their [[Development program|development program]]. 

===Import settings===
* '''Import settings''' 
:* ''Key fields''
:: the person key, job key and source system key are the key criteria for the import and export. If you change these entries, the person will not be found in the next import; a new person and/or job will be created instead. If a person has been copied to a different source system, the keys may be modified here BEFORE the new import. The combination of source system key and person key is the deciding factor in finding the person. The combination of all three criteria is the deciding factor in finding the job in the import. If the keys are left empty when the employee is created, the employee's Umantis ID is automatically used as the event key. These values are used for exports and re-imports, and may not be left empty.
:* ''Deactivate import for the following fields''
:: Please select the employee settings that should not be subject to change via import.  If one of these fields is selected, it will no longer be overwritten by employee imports for this user. 

===Settings for employee review meeting===
* '''Activated content for the employee review meeting'''
: For each employee, you can specify which content should be available for the employee review meeting. Anything not set to "Yes" here will be hidden in the "Employee review meetings" tab for this employee.

* '''Default settings for employee review meeting'''
: Define the default settings that should apply to employee review meetings. Be sure to also observe the [[Modules & Accesses|Settings for employee review meetings]] specified in the main settings.

* '''ERM process control by the employee'''
: Under this point, you can specify the "scope of action" accorded to employees for their employee review meetings.
::O Employees can agree on contents and complete assessments.
::O Employees can complete assessments.
::O Employees can agree on contents. (default setting)
::O Employees may NOT approve content nor complete assessments on their own.
: [[File:attention.gif]] This specific setting overwrites the general main settings.

* '''Modifications to content or assessments in the employee review meeting made by the employee'''
: Specify what kind of modifications the employee is allowed to make to contents or assessments in the employee review meeting:	
::O Employees can modify agreed-upon content and completed assessments if needed. (default setting)
::O Employees can modify completed assessments if needed.
::O Employees can modify agreed-upon content if needed.
::O Employees may NOT modify agreed-upon content or completed assessments.
: [[File:attention.gif]]  This specific setting overwrites the general main settings.

==Access [[File:Schloss_16.png]]==
This is where accesses are defined for all users, except for the employee role. Default settings for newly created employees can be specified under [[Modules & Accesses|Modules & Accesses]] in the main settings.

===Access to modules===
Enter all the [[User roles in the employee management system#Access to modules|modules]] to which the user should have access. Unauthorized modules are automatically hidden from this user.

===Access to organizational units===
Use the "Configure organizational units" link to select all organizational units to which this person should have access in the manager view. Access to an organizational unit means that, in the manager view, the person has access to all employees who have been assigned to this organizational unit through their [[Job profile (employee management)|job profile]]. It also controls the selection list of organizational units for this employee. 

Access to organizational units is only available if the user has at least the role of [[User roles in the employee management system#Manager with access to direct subordinates and other organizational units|Manager with access to direct subordinates and other organizational units]], or the [[User roles in the employee management system#Events (administrators)|Events (Administrator)]] module role. Access to organizational units can only be granted by someone who can access that organizational unit him/herself.

The matrix organizational units can be used to construct a second, parallel access structure; for example, professional responsibilities from a matrix organization. Assignment works in the same way as for the primary organizational units.

* '''[[File:attention.gif]] If access to organizational units cannot be shared,'''
: check whether the name of the organizational unit contains disallowed characters. For example: $$

===Access to salary data===
Access to salary data can be defined separately. If none of the four options is selected here, the user will not be able to access any employee's salary data.

<div class="toccolours mw-collapsible mw-collapsed" style="width:400px"> Archive (PKI settings) <div class="mw-collapsible-content">
==PKI settings==
[[File:attention.gif]] '''''PKI not supported as of end 2018'''''

This view is displayed when "Use PKI" is checked under "SSO" in the [[Security settings|security settings]]. The values from the employee's user certificate can then be entered here. However, these values are usually imported by means of the [[Imports|employee master data import]].

</div></div>

==Linked users & access profiles==
For more details, see [[Linked user profiles or access roles|Linked user profiles or access roles]].

==Settings for aconso==
Employee settings for [[Aconso - Digital personnel file|aconso]] can be configured in the settings for individual employees.

==Profile links==
* ''Releasing personal links'' (1–3)
: Releasing a personal link causes various ([[Parse links|variable]]) links to be displayed in the action bar of the person’s [[Employee file#Business card|business card]].

'''''Employee profile created on (date)'''''

==Change log (settings)==
[[File:History.png]] '''Modification history'''<br>

A change log with the following information can be viewed here: 
* ''Modification history (“Person” settings)''
* ''Modification history (“Job” settings)''

This change log lists the history of changes made to settings for the person and the job. Once you have opened it, you can view the following information about each change/modification: 
:* The field that was modified (e.g. “Development potential” or “Risk of leaving”)
:* Previous value
:* New value
:* User who made the change
:* Date/Time of change

[[File:info.gif]] The change log is accessible to the following user roles (if [[Configuration mode|enabled for display]]):
* [[User roles in the employee management system#HR expert|HR expert]]
* [[User roles in the employee management system#System administrator|Administrator]]

==Actions==

; Login data
* [[Send a new password|Send new login data]]
* Set new password

; Reminders
* [[Enter new reminder|Create reminder for employee]]
[[File:GDPR.png|50px]]
; Access rights
* '''People with access to this job'''
: This link provides an overview of everyone who has access to this job.
* '''Block access to person'''

: Administrators can completely block access to a person profile through all profile views and for all permission levels, and unblock it again if needed. When access to a person is blocked, that person is no longer visible for anyone; as such, no one can view, edit or delete any information about the person. 
----
; Linked users & access profiles
* [[Linked user profiles or access roles|Set up alternate]]
* [[Linked user profiles or access roles|Set up additional access rights to this employee profile]]
* [[Linked user profiles or access roles|Set up access to another user profile in Employee Management]]
* [[Linked user profiles or access roles|Set up access to another user profile in Applicant Management]]
* [[Linked user profiles or access roles|Set up access to another user profile in a third-party system]]