Summary

Personnel Action Form Templates are used to set up the PAFs that Springbrook users will generate through the PAF Wizard. These templates can be set up to pre-populate a range of data in the resulting personnel action forms.

Step by Step

1     Open the PAF Template Selection window (HR> Personnel Action Forms> PAF Template).

• The PAF Template Selection window displays all of the PAF templates created in the application.
• Enter a PAF Type and click the Refresh icon to filter the displayed templates.
• Highlight a template and click the Delete icon or press DELETE to delete the selected template.
  • You cannot delete a PAF template that has been used to generate a PAF for an existing employee.
• Highlight a template and click the Modify icon or press ENTER to edit the selected template.
• Highlight a template and click the Copy icon to create a new template with all of the same details as the selected template.
  • This will open the copied template in the PAF Template Maintenance window. You will be required to enter a unique Type code for the copied template. All attachments associated with the original template will also be copied to the new template.
• Click the Create icon or press INSERT to create a new PAF template.

2     Complete the General tab of the new personnel action form.

• Enter a new Type for the PAF template.
  • This type code can be up to 16 characters long and must be unique.
• Enter an optional Description for the PAF template. This field can be up to 64 characters long.
• Enter a Narrative for the PAF template.
  • The contents of this field will appear on the first window of the PAF Wizard every time a user creates a personnel action form using this template. Because each new PAF created will include unique details, it may be useful to provide a general outline of the template's purpose or required steps in the Narrative field. When the template is used in the PAF Wizard to create a personnel action form, the user creating the PAF can update the general narrative with any details specific to that PAF.
  • This field can be up to 1064 characters long.
• Click the Attachments icon to attach a document to the template.
  • All documents attached to the template will be attached to any personnel action forms that are generated from the template.

3     Add Steps to the PAF template.

• The Steps section is used to attach PAF steps to the template. At least one step must be attached to the PAF in order to save.
• Click the Create icon   to add a step to the new PAF template. This will open the PAF Template Step window.
  • Specify the Step number on the new step.
    • This field will default to 1 for the first step, but can be changed before the PAF step is saved.
    • When creating additional steps, each step number will automatically be set to the next lowest available number.
  • Enter an optional Description for the PAF step.
    • This field can be up to 128 characters long.
  • Specify a Wait Time for the step. This value is in hours.
    • The system will send a notification to the user that created the PAF if the user responsible for the current step has not updated the step status within the time specified in this field.
  • Enter a Narrative for the step.
    • This field should be used to describe, in detail, the action required by the step. This will ensure that the individual responsible for completing the step understands what actions need to be taken.
    • This field can be up to 1024 characters long.
  • Select an Action for the step. This will determine how the application will behave when a user processes a step on the PAF Maintenance window (HR> Personnel Action Forms> PAF> Steps tab> Modify icon).
    • Select New to create a new PR employee record. This will open a new PR Employee Maintenance window when the step is processed.
    • Select Maintain to edit the employee record attached to the PAF. This will open either the HR or PR Employee Maintenance window when the step is processed.
    • Select Process to notify the person assigned to the step that some process needs to take place outside of the actual Springbrook application. This action can cover a variety of external tasks, such as issuing an ID badge to a new hire. This action will not result in any changes to the Springbrook system.
  • Select an Action Type for the step. This will determine where the action will take place in the application.
    • If New is selected in the Action field, the only option will be PR Employee. This step will create a new PR Employee record.
    • If Maintain is selected in the Action field, you can select either HR or PR Employee. This step will open either the HR or PR Employee Maintenance window for editing.
    • If Process is selected in the Action field, this field will be disabled.
  • Select an Assigned To Type for the step.
    • Select Function to assign the step to one of the four standard Springbrook functions: Department Head, Department Clerk, Receiving Clerk or Requisitions Clerk.
      • Functions are associated with Departments on the Role Maintenance window (SS> Security> Role).
    • Select Role to assign the step to an existing Role.
      • Roles are created and maintained on the Role Maintenance window.
      • If the selected role is associated with a single user, that user will be assigned the step. If the role is associated with a position, all employees in that position will be assigned the step.
    • Select Supervisor to assign the step to the supervisor specified on the employee record of the employee that is receiving the PAF.
      • If supervisor is selected on any step in the template, when the template is used in the wizard, an existing employee MUST be specified. If an existing employee is not specified, a supervisor cannot be specified and the step cannot be assigned.
    • Select User to assign the step to an individual Springbrook user.
      • Users are created and maintained on the User Maintenance window (SS> Security> User).
  • Click the Assigned To Code field label to select the specific individual or group of individuals that will be responsible for the step.
    • This will open a selection window for the Assigned To Type selected above.
    • If Function or Role is selected in the Assigned to Type above, this is a required field. If Supervisor is selected above, this field will be disabled.
    • If User is selected above, the Assigned To Code field will be active but a user does not need to be specified at this time. The user can be specified when the Template is used to process a PAF in the PAF Wizard.
  • Enter a Form Letter code or click the field label to select one from a list. This will attach a Word merge form letter to the PAF step.
    • Forms are created and maintained on the Form Maintenance window (SS> Maintenance> Form).
    • Once a Word Merge form is associated with a step, it can be printed from the Steps tab of the PAF Maintenance window.
  • Check the Hide attachments toggle to prevent users that process PAFs through the My Tasks window from accessing any attachments associated with the step.
    • Users that access the PAF through the PAF Display window (HR> Personnel Action Forms> PAF) will still have access to these attachments.
  • Check the Send notifications toggle if you would like the Springbrook user assigned to the step to receive a notification when the step is ready for their attention. The method of notification is determined by the individual user's User Preference settings.
    • When a user receives a PAF notification, they will be able to access the PAF and process their required steps through the My Tasks window on the main application menu.
    • The first notification will be generated when the personnel action form is created. As each step is completed and the step status changed to Approved, the next notification will be sent to the user responsible for the following step.
    • If the step has an assigned to type of Function, the notification will be sent to all users or positions attached to any roles that contain the specified Assigned To Code.
    • If Role is selected, the notification will be sent to the user associated with the role or all users associated with the position specified on the role.
    • If Supervisor is selected, the notification will be sent to the user or users associated with the role specified in the Supervisor field on the employee record.
    • If User is selected, the notification will be sent to the user specified on the step itself.
  • Check the Require approval toggle to require an electronic signature when the step status is changed to Approved or Rejected.
    • When the assigned user attempts to edit the status of the step, a window will display their login name and they will be required to enter their login password.
    • This toggle will only be enabled if the Send notifications toggle is checked as well.
  • Click the Create icon again or press ENTER to add the current step to the Steps list and begin entering the details for the next step. You do not need to exit the PAF Template Step window and save the PAF template every time you would like to create an additional step.
  • If this is the last step required for the template, click the Exit icon   to add the step to the Steps list and close the PAF Template Step window.
• Highlight a step and click the Delete icon to delete the selected step.
• Highlight a step and click the Modify icon to edit the selected step.
• Highlight a step and use the Up and Down icons to reorder the steps.

4     Complete the Miscellaneous tab.

• The Miscellaneous tab is used to specify required fields, disabled after entry fields and lookup tables.
• The Required section of the tab is used to specify which fields should be required when using the template in the PAF Wizard.
  • When a resulting PAF is created, the user will be required to enter a value in each of the toggled fields before the PAF can be saved.
• The Disable After Entry section of the tab is used to disable fields for editing after the template is used in the PAF Wizard.
  • Each field toggled in this section will be enabled for editing when the template is used to create a new PAF in the PAF Wizard. Once the PAF has been created, these fields will no longer be editable.
• The Lookup Table section of the tab is used to associate the miscellaneous character fields with HR or PR module entities.
  • Click the Create icon to create a new line item in the Lookup Table section.
  • Select a miscellaneous field from the Field drop-down menu and an HR or PR entity from the Lookup drop-down menu.
  • When the template is used in the PAF Wizard, the selected miscellaneous field will display a link label. When that link label is clicked, a selection window will open displaying all of the available instances of the HR or PR entity selected in the Lookup field.
  • Repeat this process for each miscellaneous field you would like to associate with HR or PR entity.
  • Highlight a line item and click the Delete icon to delete a lookup table.

5     Complete the Labels tab.

• The Labels tab is used to edit the miscellaneous field labels that will display on the personnel action form.
  • You are not required to rename all of the displayed labels. If a label is not renamed, the field will appear on the Miscellaneous tab of the PAF with the original label.
  • Any fields selected as Required on the previous tab will need to be renamed. You will not be able to save the PAF template until those fields are either renamed or removed from the required list.
• Click the Save icon to save the PAF template.