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Custom fields

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Overview

Custom fields are user created fields which are not found in Talexio's default fields. These can be anything from a license, to a drop down field, to a date. 

Contents

  1. Permissions
  2. How to set up
  3. Custom field type
  4. Details page or Position history
  5. Custom fields by country
  6. Setting permission checks

Permissions

You need to ensure that you have the 'Manage custom fields' permission. 

How to set up

  1. Go to the Settings section
  2. Click on the Custom fields tab
  3. Click +Add custom field

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You can save custom fields in the employee's details section or in the employee's position history.


Custom Field type

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You may choose what type of field your custom field is. This can be:

  • a checkbox (i.e. yes or no);
  • a date (for example the date you acquired a particular licence); 
  • date and time;
  • a dropdown;
  • a number (for example, a licence number);
  • text; 
  • time.

If you select the dropdown option, you will need to input the different options. This can be done by typing and pressing 'enter' each time an item is added:

 

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Details page or Position history

When creating a custom field, you will need to select whether this is added to the employee's details page or to their position. The difference is that anything added to the details page will apply to the employee regardless of their position. Anything added to the employee's position will apply to the timeframe in which the employee occupies a position. 

So if, say, we had to add a custom field to the employee's position, and an employee holds 2 positions in a year (due to an increase in salary midway through the year, for example), then each of these 2 positions will include the option to add information to the custom field. So if the content of the custom field changed from one position to the other, this can be reflected accordingly. 

 

Custom fields by country

When selecting Position history, you may select a Country. When selecting a country, the custom field you create will only be visible on the position history of employees who have this country selected in their position history.

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Setting permission checks for custom fields

You may create any custom field you desire. However, some custom fields might contain sensitive data. To cater for that, you may make use of the 'contains sensitive data' switch. 

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This option is only available when selecting the 'position history' form. 

Go to an employee and fill in the newly created field and click save. This field will also be present in the People module in the “Edit columns” section.

Go to permissions, there are three permissions related to viewing custom fields and any one needs to be assigned to you in order for you to be able to view them.

  1. View Salary & Benefits
  2. Manage Employment History
  3. Manage Payroll

If you want to remove a user's permission to view a sensitive custom field, remove either of the above 3 permissions from their account.

For more information about setting up your account, click here.

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