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The Storage Volume Registry screen is used to create "containers" for storing employee audit, time card, and W2 information when running the Close Pay Period processing. These storage volume containers make it easier to find and retrieve this archived information.
Note: A storage volume container is created for each year. At the end of year, the storage volume container should be set to Open = No, so it can no longer have archives added to it. It should always remain Active so the data can be used for reporting.
During processing, the user selects the storage volume where the data should be stored. For example, when running the Close Pay Period wizard, the user is asked to select a storage volume during the Archive Time Card Reports and Archive Employee Audit Reports steps.
The list of storage volumes to select from includes those that match the Classification of the archive process being run (e.g. Audit Report, Time Card Report, or W2 Report) and are both Active and Open.
Indicates whether the data in this storage volume is from Time Card Reports, Audit Reports, W2 Reports, or the Retro Calculator. The value entered here determines the process where this storage volume is available for selection (e.g. Archive Time Card Reports, Archive Employee Audit Reports, etc.)
The following sections are available in the Storage Volume Registry screen:
Includes basic information on this Storage Volume Registry record, including name and partition dates. |
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Lists archive events in this Storage Volume Registry including the pay period dates. |
Record Management:
Depending on the user authorization level, the following actions may be available. Click on the link below for more information on each action. Click on the link a second time to close the information box.
Authorized users can Add a New Record by completing the following steps:
Note: For more information, see Adding a New Record in the Help section>Record Management.
Authorized users can make Edits to add or update information in existing records.
The Field Look Up Values are displayed in the right pane.
The List Selector icon to the right of a field opens a listing of valid values for a field from the related configuration screen.
The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field.
A Calendar is available in the Field Look Up Values in the right pane for date fields. If there is no right pane, the Date Selector icon is displayed.
Note: For more information, see Editing a Record in the Help section>Record Management.
To Open and View existing records, complete the following steps:
Note: For more information, see Opening and Viewing a Record in the Help section>Record Management screen.
The Search page is the default page when a screen is opened. This screen is used to filter criteria when searching for a specific record.
Note: For more information on searching for an existing record, see Searching for a Record in the Help section. For more information on the Action buttons available in the left pane after the search is completed, see Search Action Buttons. For more information on setting the check boxes default to be checked or unchecked, see the Preferences section>My Preferences card>List screen.
Action Buttons
The following Action buttons may be available in the left pane, depending on the page that is open:
Click on the Add button to open a screen to configure a new record.
Complete the following steps to add a new record:
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.
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.
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.
Note: For more information and screen prints, see Adding a New Record.
The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.
The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.
Group by Application
Groups the audit records by the application where the changes were made.
Group by Audit Date
Groups all the audits by the date when changes were made.
Group by Audit Description
Groups the audit report by the description of the edits that were made.
Group by Classification
Groups the audit records by whether the record was inserted, updated, or deleted.
Group by Who Modified
Groups the audit records by the user who made the updates.