Basic Settings | Custom Form Configuration and Custom Fields Setup

Basic Settings | Custom Form Configuration and Custom Fields Setup

Overview

Custom Screens and Fields allows you to create customised forms on company and employee level; and add additional custom fields on various existing screens on PaySpace. These customised forms and fields can be used to record extra information that you may need to store on payroll.



Edition

This feature is available on Master edition.
Navigate > Config > Basic Settings > Custom Screens and Fields > Custom Form Configuration

Custom Forms Configuration

When creating a Custom Form, you will first need to create a Custom Form Category, thereafter you will need to create the required fields for each Custom Form.



To create a Custom Form, the Custom Form Configuration Screen is used. This one screen will be used to complete both steps.

The Custom Form Configuration Screen


Step 1: Custom Form Categories

Custom Form Categories define the name, form type and placement of the Custom Form being created. On the Custom Form Configuration Screen, ensure that the Categories tab is selected.





Step 2: Custom Form Category Fields

Once the Custom Form Categories have been added, you can create the required fields that should be included on the custom form. On the Custom Form Configuration Screen, ensure that the Fields tab is selected.

The Custom Form Configuration Screen: Form Category Selected




Once a Field Element is added, you can specify certain parameters for each element.
Multiple field elements can be added to the Custom Form.



Once saved, the field elements will be visible in the Saved Custom Fields data grid.

Step 3: Employee Custom Form Capture

To access the Employee Custom Forms Screen:


Select the Custom Forms Data Category on the employees Custom Forms Screen.


Select the + Sign to add the relevant information and complete the fields.




Grouping of Custom Field Elements
By defining Field Groups on a custom field element, custom fields will be grouped together on the screen where they have been added. This allows you to add multiple custom fields and group them according to their purpose.
Security Permissions for Custom Forms on Employee Level Screens
Security access to Custom Forms will be applied according to the screen the form is attached to. Example: If the user has full access to the Basic Profile Screen, they will have access to the forms linked to the Basic Profile screen. Access can however be denied by selecting Deny to the Custom Forms option under Basic Profile.
To access the Company Security Roles Screen:

Accessing the Custom Forms via ESS
Should an employee have access to the Custom Form on the Employee Self Service (ESS) portal, the navigation path from the Left Menu will be as follows:
To access the Employee Custom Forms Screen:


Custom Forms Report
The captured employee Custom Form information can be extracted using the Custom Forms Report. The Category Name can be selected to extract information for a specific Custom Form.
To access the Report Screen:

Step 4: Company Custom Form Capture

To access the Employee Custom Forms 
Once you have created the Custom Form Category and Fields on company level, the information can be recorded on the Company Custom Forms Screen.
To access the Company Custom Forms Screen:

Deleting Custom Forms
Custom Forms that have historical information captured cannot be deleted. The field elements within the form can be deleted, but not the form itself.

Custom Fields Setup

Custom Fields allows you to accommodate the creation of additional fields on a variety of screens on the payroll. Custom Fields can be added on employee level and company level screens. To add custom fields to a screen, field elements first need to be setup on the Custom Fields Screen.

To access the Custom Fields Screen:


Select either the Employee or Company screen type from the drop down to activate the various screen types available in the Action Type drop down.


Once the screen where the Custom Fields should be created is selected from the Action Type drop-down, the field element can be configured. Custom Field elements and their fields were explained in the Custom Forms chapter.

Grouping of Custom Fields
By defining Field Groups on a custom field element, custom fields will be grouped together on the screen where they have been added. This allows you to add multiple custom fields and group them according to their purpose.

Editing Elements
To edit an element, you will first need to select the Screen Type and Action Type from the dropdowns where the element has been added previously. Once selected the element can edited.

Deleting Elements
Custom Field Elements can be deleted regardless of whether information has already been processed for that field.
If information has been processed for the field that you want to delete, you will receive a pop-up notification to confirm the deletion of the field.