Phones
The Phones button opens a screen to add, edit, or view employee telephone numbers.
On the schedule screen, only one employee phone number is displayed. The displayed number must meet the following criteria:
- The number must be effective on at least one day within the open schedule.
- The number must have a classification of "HOME".
Note: If more than one number meets both criteria, the record with the lowest "priority" value is selected. For example, if there is a record with priority set to 1 and another set to 2, the priority 1 record is selected. If more than one phone number has the same priority value, the phone record with the earliest effective date is displayed.
Click the card arrow to open and view the details.
The following icons are displayed to show the input Source of the record:
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Manual
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This record was manually added to the system or was manually edited after it was added by another source.
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Download
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This record was added as a result of a download from a third party system
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Replication
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This record was added as a result of replication from the Navigator system.
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System
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This record was added as result of a system process.
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Action Buttons
The following Action buttons are available in the left pane:
Add
Click on the Add button to open a screen to configure a new record.
Complete the following steps to add a new record:
- Click on the Add button in the left pane. The corresponding New Record screen is displayed.
- Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
- If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
- Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
- When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.
Delete Selected
The Delete button is used to remove one or more records from a screen.
To delete a record, complete the following steps:
- Click on the selection box to the left of each record to be deleted.
A check mark is displayed
- Click the Delete button.
- If a single record is open, select the Delete button (there are no boxes to select the record).
- A message is displayed verifying the record should be deleted. Click on Yes to continue.
Area Code
The three-digit prefix indicating the telephone area code.
Availability
The time of day that the employee can be reached at this number (e.g. anytime, evening, weekdays, nights, etc.).
Classification
Indicates the type of phone number this is (e.g. home, fax, office, etc.).
Country Access Code
The numeric prefix code that must be entered when dialing a telephone number in another country.
Effective Date
If an Add or Update is made to this page, this is the date the value(s) in this record are scheduled to take effect. (Today's date is defaulted.)
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Expiration Date
The date when this is no longer a valid number for the employee, if applicable.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Extension
The employee extension number at the current phone number, if applicable.
Number
The seven-digit telephone number to contact the employee.
Priority
Indicates the order these phone numbers should be called to try to reach the employee. The lower the number in this field, the higher the priority.
Note: One hierarchy of numbers is used to sort all phone numbers, regardless of the classification. There is not a separate hierarchy sort within each classification.
SMS (Short Message Service) Enabled
Indicates whether or not this number is set up for SMS (Short Message Service). (Yes/No)
This field also determines if the phone number in the Workforce app is available via text message.
