Action Buttons

When a search or edit screen for a record is open, there are action buttons available in the left pane. Depending on the screen loaded, one or more of the following Action Buttons may be available.

Add

Click on the Add button to open a screen to configure a new record.

Complete the following steps to add a new record:

1. Click on the Add button in the left pane. The corresponding New Record screen is displayed.
2. 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.

3. 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.
4. 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.
5. 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.

Advanced/Basic

The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.

Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.

Advanced/Single

The Advanced search is used to find records that are children under the structure level of the entered organization unit. For example, if values are filled in down to level 5, the results list includes all structure levels 6-9 that meet the entered criteria.

When the Single button is selected, the search results list the specific organization unit.

Accept

The Accept button is available when the trade request has been entered by the submitting employee, but the approving employee has not yet approved the trade. By clicking on this button, the user is accepting the trade for the second employee.

Approve

Select Approve to approve an employee's request.

To approve one or more records, complete the following steps:

1. Select each request you want to approve.
2. Click Approve.

   For transaction requests, a Time Off informational message appears by default if other employees in the department or unit have overlapping time off.
   
   Click the link in the message to show a list of the employees.

   The status of the request is updated to Approved. In the schedule grid, the request is removed from the Requests tab and the request icon in the schedule grid updates to the appropriate calendar symbol.

Assign: Common Data

The Assign: Common Data button is used when assigning multiple records that need values entered. This indicates that all the selected records should be assigned the same values.

For example, when adding Pool Code assignments to an employee, if the Active status and the employee's Reference Number are the same for all pool assignments, select Assign: Common Data. The user only needs to add these values once and they are assigned to each record.

Note: If records should have different values, select Assign: Individual Data, and each record is opened separately to add values.

Assign: Individual Data

The Assign: Individual Data button is used when assigning multiple records that need values entered. This indicates that the selected records should be assigned different values.

For example, when adding Pool Code assignments to an employee, if the Active status and the employee's Reference Number should be different for some (or all) of the pool assignments, select Assign: Individual Data. Each record is open to add values.

Note: If all records should have the same values, select Assign: Common Data, and the values only need to be entered once.

Assign Selected

To assign records to another record, check the boxes to the left of each record and click on the Assign Selected button.

Audits (Action Button)

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.

Basic/Advanced

Click on the Basic button to load the abbreviated search criteria mode, with limited fields for locating a record. When the basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic. These buttons only display when there is an Advanced search mode available.

Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.

Cancel Reset

The Cancel Reset button cancels the reset process to change preference values to the System Preferences. The preferences set up by users on the My Preferences card are left intact.

Cancel/Cancel Selected

The Cancel or Cancel Selected status is used to withdraw one or more previously submitted requests.

To cancel request records, complete the following steps:

1. Click on the selection box to the left of each record to be canceled.

   A check mark is displayed.

2. Click on the Cancel or Cancel Selected button in the left pane.

   The status of the request is updated to Canceled and the following icon is displayed .

Note: Depending on the record type, check boxes may not be available when a single record is open.

Copy Schedule

The Copy Schedule button creates a duplicate record of the currently open Schedule Incentive record. This feature can be used to create a new record with all the attributes of the original, and then modify certain values, such as the profile or activity code.

Delete/Delete Selected

The Delete or Delete Selected button is used to remove one or more records from a screen.

Complete the following steps:

1. If there are multiple records, click on the selection box to the left of each record that is to be deleted. Note: If this is a single record, there are no check boxes to select. Skip to step 3.

   A check mark is displayed in each selected box.

2. Click on the Delete Selected button for multiple records or the Delete button for a single record.
3. The system does a validation check to make sure the record is not linked to any other records. If it is, a warning message is generated and the record cannot be deleted.
4. If there are no children records, the record is deleted.

   Note: For more information, see Deleting a Record.

Deny

Select Deny to inform employees that their requests are not allowed.

To deny one or more records, complete the following steps:

1. Select each request you want to deny.
2. Click Deny.

   The status of the request is updated to Denied. In screens that display an icon, the denied request is represented with .

Disable Password

The Disable Password button de-activates an employee password, so that the employee is not able to log in to the system using that password.

Note: This button is available in the Employee Record>General screen and in the Configuration section>Employee card>Manage Employee Password screen.

Disable PIN

The Disable PIN button de-activates an employee PIN, so that the employee is not able to access input devices.

Note: This button is available in the Employee Record>General screen and in the Configuration section>Employee card>Manage Employee PIN screen.

Enable Password

The Enable Password button re-activates an employee password that has been disabled, for example, due to maximum unsuccessful login attempts.

This button is available in the Configuration section>Employee card>Manage Employee Password screen.

Enable PIN

The Enable PIN button re-activates an employee Personal Identification Number (PIN) which has been disabled.

Force Password Change

The Force Password Change button requires selected users to change their password after they successfully log into the system. A screen displays for the user to enter the new password and then re-enter to confirm the entry. If the selected employees are logged into the system when the Force Password Change button is selected, a screen is displayed to enter and confirm a new password.

Note: This button is available in the Employee Record>General screen and in the Configuration section>Employee card>Manage Employee Password screen.

Force PIN Change

The Force PIN Change button requires the selected employee(s) to change their PIN after successful access to the system. A screen displays for the user to enter a new, four-digit number as the PIN and then re-enter it to confirm the entry.

Note: This button is available in the Employee Record>General screen and in the Configuration section>Employee card>Manage Employee PIN screen.

Mark as Read

To indicate that a message has been read, check the box to the left of the message and then click on the Mark as Read button. The message no longer appears on the My Unread Messages card on the Home page.

To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

Mark as Unread

To change the status of a Read message back to Unread, check the box to the left of the message and then click on the Mark as Unread button. The message now appears again on the My Unread Messages card on the Home page.

My Time Card

The My Time Card button is used to open the employee record of the logged in user, so the user does not have to enter search criteria.

This button is available in the left pane when the Employee button is selected from the tool bar.

New Message

Click on the New Message button to open a wizard to create and send a new message.

For more information on creating a new message, see Steps for Adding a New Message.

Pending Review Selected

The Pool Approve Selected button sets the status of all selected pool transactions to Approved.

To approve a pool record, complete the following steps:

1. Click on the selection box to the left of each record to be approved.

   A check mark is displayed.

2. Click on the Pool Approve Selected button.
3. A message is displayed verifying the record should be approved. Click on Yes to continue.

Pool Unapprove Selected

The Pool Unapprove Selected button changes the status of all selected pool transactions from Approved back to an unapproved state.

To remove approval for one or more pool records, complete the following steps:

1. Click on the selection box to the left of each record to be approved.

   A check mark is displayed.

2. Click on the Pool Unapprove Selected button.
3. A message is displayed verifying the record should be approved. Click on Yes to continue.

Pending Review Selected

The Pending Review status is used to let employees know that their request has been seen, but has not yet been handled.

To set the status of a record to Pending Review, complete the following steps:

1. Click on the selection box to the left of each record to be set to this status.

   A check mark is displayed.

2. Click on the Pending Review Selected button.
3. If a single record is open, click on the Pending Review button (there are no boxes to select the record).
4. A message is displayed verifying the record should be set to this status. Click on Yes to continue.

Publish

Click on the Publish button to share selected customized LaborView records with other users. Only the creator of a LaborView can publish and share that record.

Replace

Opens a screen to update one or more field values for all the records selected.

To replace a value, click on the Replace button. Then click on the box to the left of each field to be changed, and update the field.

For more information, see Replacing Record Fields.

Replicate

For certain types of screens, existing records cannot be edited. However, an existing record can be Replicated, which means a User Defined duplicate record with all the attributes of the original is created. This replicated copy can be edited and assigned.

An example of this can be found on the Preferences section>My Preferences card>Employee LaborView screen. An existing LaborView record can be copied and modified.

To replicate an existing record, complete the following steps:

1. Using the Search criteria for the related screen, search for and open the record to be replicated.
2. Click the Replicate button in the left pane. A copy of the original assignment code is created, with all the settings of the original.
3. Enter a new Code to differentiate the replicated record from the original.
4. The Description and other fields can be updated.
5. Update any of the indicators, parameters, and/or other settings on any of the screens of the replicated record.
6. Click on the Save button to save the changes to the new record.

Reselect Data

Click on the Reselect Data button to reload the previous search results, so the user can select which records to display.

Reset All Users

Click on the Reset All Users button to reset the preferences values for all users back to the system defaults. These default values are set up on the System Preferences card and will replace the user values set up on the related screen in the My Preferences card.

Reset Password

The Reset Password button changes the password of the selected employees. The new password is set up in the Authentication configuration screen. Depending on indicator settings, this may be a default password or a password created using employee information.

This feature can be used if the employee forgets his or her password. If the selected employees are logged into the system when this button is selected, they are logged out of the system when they move to a new screen.

Note: This button is available in the Employee Record>General screen and in the Configuration section>Employee card>Manage Employee Password screen.

Note: If the System indicator for automatic password creation (Authentication Indicator System Standard 2) is set to N, this Reset Password option is not available.

Reset PIN

The Reset PIN button changes the selected employees' Personal Identification Number to the automatically created PIN as set up in the Authentication configuration screen.

Note: If the System indicator for automatic PIN creation (System Standard 6) is set to N, this Reset PIN option is not available.

Note: This button is available in the Employee Record>General screen and in the Configuration section>Employee card>Manage Employee PIN screen.

Revert Sort Order

The Revert Sort Order button changes the sorting order of the records back to the sequence they were in before the numbers were changed. This button must be selected before the Set Sort Order button. Once the Set Sort Order button is selected, the new order is already saved and cannot be reverted. (You can manually change back the sort order.)

Save

Click on the Save button to save the new or updated information in the current screen.

The system does a validation on fields to verify a valid value has been entered. If the value is not valid, a warning message is generated, and the record is not saved.

Set Default

The Set Default button sets the selected style as the default. This option is automatically loaded when the schedule is open. The default is indicated with a check mark under the Default column in the grid.

Note: Only one record can be set as the default. To change the existing default, check the box to the left of the desired record and click on the Set Default button. The default is updated.

Set Number Order

The Set Number Order button saves the priority sorting of the records to the numbers indicated in the Priority box. Depending on the type of record, this sort order could be the order the records are processed, displayed in reports, etc.

To change the sort order, select a record to be adjusted and enter the appropriate number in the Sort Order box record. Records with a larger sort order value will be automatically adjusted to display in the next available sort order.

To save the sort order changes, click on the Set Number Order button in the Actions section. To set the order back to the previous sequence, click on Revert Number Order.

Note: The Revert Number Order button must be selected before the Set Number Order button. Once the Set Number Order button is selected, the new order is already saved and cannot be reverted. (You can manually change back the sort order.)

Set Reduce Order

Click on the Set Reduce Order button to save the current sequence of the reduce order displayed on the screen.

Set Requested Selected

The Set Requested Selected button is used to change a request that was previously set to Pending Review back to the status of Requested.

To assign one or more requests to this status, complete the following steps:

1. Click on the selection box to the left of each record to be set.

   A check mark is displayed.

2. Click on the Set Requested Selected button.
3. A message is displayed verifying the record should be reset. Click on Yes to continue.

   The status is updated.

Set Sort Order

The Set Sort Order button saves the priority sorting of the records to the numbers indicated in the Priority box. Depending on the type of record, this sort order could be the order the records are processed, displayed in reports, etc.

To change the sort order, select a record to be adjusted and enter the appropriate number in the Sort Order box record. Records with a larger sort order value will be automatically adjusted to display in the next available sort order.

To save the sort order changes, click on the Set Sort Order button in the Actions section. To set the order back to the previous sequence, click on Revert Sort Order.

Note: The Revert Sort Order button must be selected before the Set Sort Order button. Once the Set Sort Order button is selected, the new order is already saved and cannot be reverted. (You can manually change back the sort order.)

Show All

Click on the Show All button to display all the instructors currently set up in the system.

Note: Instructors must be previously identified through the Employee record>General screen>Classification tab by setting the Instructors field to Yes.

Show Assigned

Click on the Show Assigned button to display the instructor(s) who have already been selected as default instructors for this course.

Show Available

Click on the Show Available button to display only instructors who are available (without conflicting schedules) during the time frame of the class.

Show Qualified

Click on the Show Qualified button to display the instructors who are qualified to teach this class, as selected when the corresponding course was set up.

Note: For more information, see the Configuration section>Education Tracking card>Course/Competency screen>Instructors section.

Show Qualified

Click on the Show Qualified button to display the instructors who are qualified to teach this class. To indicate that an instructor is qualified to teach the course, check the box to the left of the employee name and click on the Toggle Qualified button.

Single/Advanced

When the Single button is selected, the search results list a specific organization unit included in the search criteria.

The Advanced search is used to find records that are children under the structure level of the selected organization unit. For example, if values are filled in down to level 5, the results list includes all structure levels 6-9 that meet the entered criteria.

Toggle Visibility

The Toggle Visibility button reverses the visibility status of the selected records. Those records that are not currently visible become visible; those records previously visible are no longer visible.

An example is found in the Preferences section>My Preferences card>Employee LaborView screen.