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FS-VCT-XXX-RN-201609-A-RVCT.00

Fairsail Victoria Release Notes

Fairsail Victoria Release Notes © Fairsail 2016 2

© Fairsail 2016. All rights reserved.

This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail.

Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations.

Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document.

Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us.

This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended.

All trademarks and service marks mentioned in this document belong to their corresponding owners.

FS-VCT-XXX-RN-201609-A-RVCT.00

Contents


Contents

Fairsail Collaboration Portal: Customer Notice 5

About these Release Notes 6

Related Information 7

Fairsail HCM Configuration Guide 7

Fairsail WX Configuration Guide 7

Fairsail WX: Guide for Users 7

Fairsail Recruit: Guide for Administrators 8

Fairsail Recruit: Guide for Recruiters 8

Fairsail Payflow Implementer's Guide 8

Which Guide do I Need? 8

Release Summary 9

Known Issues 11

Contents


Release Content 12

Enhanced Absence Features 13

Switching on Enhanced Absence Features 14

Setting Up Multiple Carry Over Periods 15

Setting Up Carry Over Payout 30

Setting Up and Changing Vacation Deduction Order 30

Multiple Carry Over Periods in the HR Manager Portal 32

Multiple Carry Over Periods in WX 34

Absence Adjustments and Absence Accruals Related Lists 35

Creating Absence Accruals Automatically 39

Field Sets: Vacation/Absence 43

Translation Workbench: Vacation/Absence 44

Add New Hires through a Single Page 50

Setting Up Single Page New Hire 51

Using Single Page New Hire 52

Talent Plan 9 Box Grid View 56

Talent Plan Configuration 61

Payflow Enhancements 65

Adding a New Payflow Service 66

Configuring a Download 68

Configuring an Upload 78

Mapping Fairsail Fields to a Download File 81

Vacancy Approval Action through WX 89

New Vacancy Approval 89

Field Sets: Vacancies 91

Enhanced New Vacancy Process 92

Configuring New Vacancies 92

New Vacancy 93

Changes Summary 98

Recent Platform Enhancements 99

Creating a Custom Action Event 100

Example Custom Action Event: Pre-boarding 101

Example Custom Action Event: Pre-boarding to Team Member 110

Glossary of Terms 119

Index 121


Fairsail Collaboration Portal: Customer Notice

Fairsail is ending support for the Collaboration Portal interface in 2017.

For more information see help.fairsail.com help.fairsail.com/Customer Notices/Collaboration Portal Sunset.pdf.


About these Release Notes

Welcome to the Fairsail Victoria Release!

These Release Notes provide full information on what has changed in this release:

A brief, high level summary of the functionality.

Step by step set up and usage information:

indicates a completely new feature for this release.

indicates a significantly enhanced feature for this release.

Highlighted text indicates other enhancements.

To make it easier for you to find enhancements to the parts of Fairsail that you use most often, information is ordered by product area. Select the links in the Release Summary, use the bookmarks, or navigate using the contents list.

VIctoria was one of five ships in the 16th century Spanish Armada de Molucca expedition commanded by the Portuguese explorer Ferdinand Magellan. The expedition was intended to find a western route from Europe to the Spice Islands, part of the Indonesian archipelago, and at the time the only source of nutmeg, mace, and cloves, three spices that were highly prized and an important motivation for European colonial expansion. The expedition left Spain in September 1519, with the Victoria returning alone in September 1522 having traveled over 42,000 miles (68,000 km), and becoming the first ship to circumnavigate the world.

The expedition crossed the Atlantic, rounded the southern tip of South America through what has since become known as the Straight of Magellan, and then crossed the Pacific. Magellan was killed in the Philippines in the Battle of Mactan in 1521 and command passed to Juan Sebastian Elcano. The fleet arrived in the Spice Islands in November 1521, and the Victoria returned alone across the Indian Ocean, rounding the Cape of Good Hope in May 1522 and returning to Spain with its cargo of cloves and cinnamon. The entire voyage had taken three years.

The voyage was recorded by Antonio Pigafetta, an Italian who traveled with Magellan and was one of only 18 men to return with the Victoria, from an original crew for the five ships of around 265.

About these Release Notes Related Information


Related Information

Full documentation supporting Fairsail Victoria is available in the following guides:

Fairsail HCM Configuration Guide

Coverage summary

How to set up, manage, and maintain the Fairsail HCM system. Includes detailed configuration information.

Typical target audience

You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers.

Fairsail WX Configuration Guide

Coverage summary

How to set up, manage, and maintain the extra functionality delivered with Fairsail WX. Includes detailed configuration information. The information builds on that supplied in the HCM Configuration Guide.


You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers.

Fairsail WX: Guide for Users

Coverage summary

How to use Fairsail WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances.


You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports.

About these Release Notes Related Information


Fairsail Recruit: Guide for Administrators

Coverage summary

How to set up Fairsail Recruit to support recruitment in your organization. Includes setting up Agency and Candidate Portals, posting to Job Boards, and configuring supporting features such as approval processes and recruitment forms.


You have responsibility for setting up and maintaining the recruitment process in your organization, as implemented through Fairsail Recruit. You provide first line support for hiring managers and recruiters running individual recruitment campaigns.

Fairsail Recruit: Guide for Recruiters

Coverage summary

How to set up and edit Vacancies, manage Candidates and Applications. Includes Agency management, uploading resumes, and conducting skill searches.


You have responsibility for running recruitment campaigns for your organization.

Fairsail Payflow Implementer's Guide

Coverage summary

How to set up, manage, and maintain data flows between Fairsail and other systems, typically for data related to compensation and benefits. The guide includes sections on setting up a benefit selection system on Fairsail.


You have responsibility for implementing an interface between Fairsail and one or more external services.

Which Guide do I Need?

The guide to use for each part of the release is indicated in the Release Summary.


Release Summary

Feature

Select the link to jump to full description.

See the guide for related information.

No setup WX/Collab. Portal

HR/Recruit Manager Portal

HR/Recruit Admin.

Contact Fairsail

Switchable Setup Setup

Note 1 Note 2 Note 3 Note 4 Note 5

Major functional enhancements

Enhanced Absence Features

Extended, switchable functionality enabling multiple carry over periods, payout for expired

carry over, and configurable deduction order (see page 13).

Fairsail HCM Configuration Guide Fairsail WX Guide for Users

Single Page New Hire processing

Add New Hire details to Team Member, Employment Record, Salary, Benefit, and

Absence records through a single page (see page 50).

Fairsail HCM Configuration Guide Fairsail HCM Guide for HR Managers

Talent Plan 9 Box Grid view

Greatly increased Talent Plan functionality

offering performance against potential 9 box grid view for teams in addition to org chart view (see page 56).

Fairsail HCM Configuration Guide Fairsail WX Guide for Users

Release Summary Related Information


Feature

Select the link to jump to full description.

See the guide for related information.

No setup WX/Collab. Portal

HR/Recruit Manager Portal

HR/Recruit Admin.

Contact Fairsail

Switchable Setup Setup

Other enhancements

Auto Enrolment process in WX

Information and options specific to the United Kingdom's legally required and regulated workplace pension programme.

Vacancy Approval Actions through WX

Assigned approvers now receive an Action to

approve vacancies - Administration access is no longer required (see page 89).

Fairsail WX Guide for Users

Enhanced New Vacancy Process

More options for Vacancy template selection

and use, including the option to require template use (see page 92).

Fairsail Recruit Guide for Administrators Fairsail Recruit Guide for Recruiters

Payflow enhancements

Reclaim space by deleting Payflow Lines

along with old Payroll batches (see page 65).

Specify fields to ignore when assessing

record changes (see page 65).

Fairsail Payflow Implementers Guide

Notes

1. Features are present and require no setup to use.

2. Features appear in WX/Collaboration Portal and can be switched on or off using a Policy setting.

3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured.

4. Features are available to the HR or Recruit Administrator and require configuration.

5. Contact Fairsail if you wish to use these features.

No new features force you to use them.

Choosing to use the new features can greatly enhance your Fairsail experience, but you can continue to use your existing system in its current form.

None of your customizations are affected.


Known Issues

Known issues are those which:

Are not major; any major issues are resolved before release.

May impact Fairsail implementations in some practical way.

Are planned to be fixed as soon as possible.

This release has no known issues.


Release Content

The following pages provide full information on what has changed in this release, arranged by feature as listed in the Release Summary.

Release Content Enhanced Absence Features


Enhanced Absence Features

You can configure two extensions to Absence Accrual functionality in Fairsail WX:

Enabling multiple carry-over periods.

Employment legislation in some countries allows, or dictates, extended carry over from one leave year to the next. For example, Swedish legislation enables employees to carry over unused vacation days for up to 5 years, and unused leave at the end of a carry over cycle must be bought back by the employer using a carry over payout formula.

Fairsail WX supports:

o Multiple carry over periods up to a total of 99 months (see page 15).

o Carry over payout for unused carry over (see page 30).

Control over the order used when deducting absence.

By default, Fairsail deducts vacation requests from available leave categories in a standard order:

a. Time in lieu

b. Carry Over

c. Accrued entitlement

Extended functionality gives you complete control over the order of deduction, including the order for multiple carry over periods (see page 30).

A Field Set on the Absence Accrual object enables you to control the editable fields displayed to the HR Manager when creating an Absence Accrual. You can use the field set:

To display multiple carry over periods as well as accrual and time in lieu values.

To control the order in which those fields are displayed, enabling you to copy the deduction order to be followed when an absence is booked.



Switching on Enhanced Absence Features

1. Go to Setup > App Setup > Installed Packages.

2. Find the Fairsail Human Capital Management package and select Configure.

3. On the Configure page scroll down to the bottom of the Setup section and select New Absence Features.

4. Select Save.



Setting Up Multiple Carry Over Periods

You can configure the number of months after the annual reset date that a carried over absence entitlement remains available. Use the Carry Over Months field on the Absence Accrual Rule. You can set Carry Over Months to zero or any whole number value from 1 to 99. When the number of carry over months exceeds 12, it is subdivided into carry over periods, with each period containing up to 12 months. For example:

Carry Over Months Carry Over Periods Labels

3 1 Carry Over 1

12 1 Carry Over 1

13 2 Carry Over 1

Carry Over 2

18 2 Carry Over 1

Carry Over 2

24 2 Carry Over 1

Carry Over 2

36 3 Carry Over 1

Carry Over 2

Carry Over 3

48 4 Carry Over 1

Carry Over 2

Carry Over 3

Carry Over 4

60 5 Carry Over 1

Carry Over 2

Carry Over 3

Carry Over 4

Carry Over 5

To control the order in which an absence is deducted from multiple carry over periods use the Deduct Order button on the Absence Accrual Rule Detail page (see page 30).

To specify a maximum carry over for an accrued value, use the Maximum Carry Over field on the Absence Accrual Seniority. The value you specify applies to each carry over period.



Carry Over 1 holds carry over from the most recent leave year. On the reset date, any carry over value remaining in Carry Over 1 is transfered to Carry Over 2, any remaining Carry Over 2 value is transfered to Carry Over 3 and so on.

Changing the value of Carry Over Months on the Absence Accrual Rule resets deduction order to the default:

a. Time in lieu

b. Carry Over

c. Accrual

Creating a New Absence Accrual Rule

Each Absence Accrual Rule defines one category of absence or vacation. Absence Accrual Rules are grouped in an Absence Accrual Pattern. Primary settings for each rule are:

Type: Absence or Vacation.

Reason: the category of absence or vacation, such as sickness, planned vacation, maternity.

Default: if this Reason is the default for this Type. One Reason must be designated as the default for Absence, and one as the default for Vacation.

Additional Fieldset: if there is an additional set of fields to be displayed for absences of this Reason.

Is Paid: if absence for this Reason is paid or not.

Is Private Default: if absence for this Reason is to have the reason displayed in the Team View or not.

In addition, a wide range of other settings enable you to define:

The rate at which accruals are earned.

When and how values are reset.



If absences of this type default to having provisional end dates when booked.

Multiple carry over periods.

For how long carried over values remain usable.

How accruals are handled for Team Members who work less than full time.

How accruals are treated during periods of paid and unpaid absence.

If balances are displayed in the Collaboration Portal and WX for Team members booking absence or vacation.

To create an Absence Accrual Rule:

1. Select the Absence Accrual Patterns tab.

Fairsail displays the Absence Accrual Patterns Home page.

2. Select the Name of the Absence Accrual Pattern for which you want to add a rule.

Fairsail displays the Absence Accrual Pattern Detail page:



3. In the Absence Accrual Rules section, select New Absence Accrual Rule.

Fairsail displays the New Absence Accrual Rule Edit page:



4. Complete the fields as follows:

Field Description

Information section

Absence Accrual Pattern

The name of the Pattern for which you are defining this rule. To change to a different

pattern, select Absence Accrual Pattern lookup to find and select the pattern you want.

Type Picklist. The overall type of absence to which this rule applies.

Select the picklist and select from:

Absence Use Absence for incidental absences that are not subject to accrual. For example, sickness, compassionate.

Do not enter values in the fields on this page that apply to accrued absence.

Vacation Use Vacation for all types of absence where there is an entitlement that accrues over time. For example, PTO, annual leave, parental leave. Setting Type to Vacation enables the accrual rules and logs to work correctly.

Reason The category of absence, for example sickness, planned vacation, compassionate.

The value you enter here must also be in the picklist values for the Absence object Reason field. By default, picklist values are:

Planned Vacation

Unplanned Vacation

Sickness

Compassionate

Late

Maternity

Paternity

Leave

You can change the default values through Setup > App Setup > Create > Objects.

Default Checkbox. To designate this Reason as the default Reason for this absence type. The Default Reason is the one that is displayed by default in the Reason field when a Team Member clicks selects New for Absence or Vacation in the Collaboration Portal and WX. Non default reasons are selected from the Reason picklist.

Designate one Reason as the default for Absence, and one as the default for Vacation.

If checked, the Reason acts as the default value for this absence Type when entering a new absence.

If unchecked, the Reason does not act as the default value for this absence Type when entering a new absence.

End Date Provisional Default

Checkbox. If checked, when booking an absence of this reason the End Date Provisional Yes/No flag is set to Yes by default.

If unchecked, when booking an absence of this reason the End Date Provisional Yes/No flag is set to No by default.

Provisional end dates are typically used when an absence is not predicted, for example, for sickness.



Field Description

Rate Per Picklist. The frequency at which absences of this Reason are accrued.


Not Accrued

Day

Week

Biweek

Semimonth

Month

For example, planned vacation entitlement may be accrued at a rate of 1/12 of total annual entitlement per completed month of service. In this case, set Rate Per to Month.

If you set Rate Per to any value other than Not Accrued, make sure you set Rate in the Accrual Parameters section of the Absence Accrual Seniority for this rule.

Front Load Checkbox.

If checked, the entitlement to absence of this reason is added at the start of the accrual period. For example, if vacation entitlement is earned at a rate of 1.5 days per month, an additional 1.5 days vacation is available at the start of each month.

If unchecked the entitlement to absence of this reason is added at the end of the accrual period. For example, if vacation entitlement is earned at a rate of 1.5 days per month, the Team Member must work the complete month before an additional 1.5 days vacation is available.

To give employees a fixed amount of available absence at the start of an absence period, use Seniority and Rate Base settings on the Absence Accrual Seniority.

Start Part Period Picklist. The accrual rate to apply to part periods at the start of the accrual period. Typically used to determine how much vacation entitlement is earned by a Team Member starting in the middle of an accrual period for that initial part period.


Full

Pro Rata, based on the proportion of time worked in the accrual period.

None

End Part Period Picklist. The accrual rate to apply to part periods at the end of the accrual period. Typically used to determine how much vacation entitlement is earned by a Team Member ending employment in the middle of an accrual period for that final part period.


Full

Pro Rata, based on the proportion of time worked in the accrual period.

None



Field Description

Example: 22 days full annual entitlement

New Hire: Start Part Period setting

Full 22 days

Pro Rata (8/12) x 22 = 14.67 days

None 0 days

Termination: End Part Period setting

Full 22 days

Pro Rata (6/12) x 22 = 11 days

None 0 days

Accrue During Paid Absence

Picklist. How entitlement to absence of this reason is to accrue during an accrual period that contains paid absence.


Full. Accrue at the full rate throughout the period.

None in Period. Do not accrue for the accrual period that includes paid absence.

Partial. Accrue at the full rate if part of the accrual period is paid absence; do not accrue if the complete period is paid absence.

Pro Rata. Accrue at the full rate for that part of the accrual period that is not paid absence; do not accrue for that part of the accrual period that is paid absence.

When a paid absence falls in more than one accrual period, the selected option applies to each period in which the absence falls.



Field Description

Accrue During Unpaid Absence

Picklist. How entitlement to absence of this reason is to accrue during an accrual period that contains unpaid absence.


Full. Accrue at the full rate throughout the period.

None in Period. Do not accrue while the Team Member is on paid absence.

Partial. Accrue at the full rate if part of the accrual period is unpaid absence; do not accrue if the complete period is unpaid absence.

Pro Rata. Accrue at the full rate for that part of the accrual period that is not unpaid absence; do not accrue for that part of the accrual period that is unpaid absence.

When an unpaid absence falls in more than one accrual period, the selected option applies to each period in which the absence falls.

Use Rounding Checkbox. Switches rounding for accrued balances on or off.

If checked, accrued balances are rounded as specified by Rounding to Nearest and Rounding Mode.

If unchecked, accrued balances are displayed as calculated with no rounding applied.

Rounding to Nearest A decimal value. Must be a a value with a whole number reciprocal. For example:

0.1, giving a reciprocal of 10, and rounding accrued balances to a tenth.

0.2, giving a reciprocal of 5, and rounding accrued balances to a fifth.

0.25, giving a reciprocal of 4, and rounding accrued balances to a quarter.

0.5, giving a reciprocal of 2, and rounding accrued balances to a half.

Direction of rounding is controlled by Rounding Mode.



Field Description

Rounding Mode Picklist. Used with Rounding to Nearest to define how balances are rounded. Select from:

None Rounding is not used.

Ceiling Rounds up to the nearest value above, as specified by Rounding to Nearest. For example:

Rounding to Nearest 0.5:

o 9.11 is rounded to 9.5

o 20.37 is rounded to 20.5 Rounding to Nearest 0.25



Floor Rounds down to the nearest value below, as specified by Rounding to Nearest. For example:



o 20.37 is rounded to 20.0 Rounding to Nearest 0.25



Half Up A tie-breaking mode. Rounds to the nearest neighboring value, as specified by Rounding to Nearest. When the unrounded value is mid-way between values, rounds up to the nearest value above. For example:





Half Down A tie-breaking mode. Rounds to the nearest neighboring value, as specified by Rounding to Nearest. When the unrounded value is mid-way between values, rounds down to the nearest value below. For example:





Both Half Up and Half Down round to the nearest neighboring value, which can be above or below the unrounded value, except when the unrounded value falls mid-way between neighboring values.



Field Description

Reset On Service Anniversary

Checkbox. An alternative to setting a reset date using Reset Day and Reset Month.

If checked, accruals are reset to the Base Rate on the anniversary of the Continuous Service Date. If Continuous Service Date is not available, the anniversary of the Start Date is used as the reset date.

If not checked, accruals use the reset date defined by Reset Day and Reset Month.

Reset Day Picklist. Used with Reset Month to give the annual reset date on which accruals are reset to the Base Rate. Accruals up to the reset date are added to the carry over value.

Select the picklist and choose the day of the month.

If you set Reset Day and Reset Month to None, values accrue continuously from a Team Member's start date.

Reset Month Picklist. Used with Reset Day to give the annual reset date on which accruals are reset to the Base Rate. Accruals up to the reset date are added to the carry over value.

Select the picklist and choose the month of the year.

If you set Reset Day and Reset Month to None, values accrue continuously from a Team Member's start date.

Use Accrual From Previous Year

Checkbox.

If checked, absence of this reason is accrued in one year to be used in the next year. The year starts from the Reset Date. For example, vacation entitlement for the 2013-14 vacation year is earned in the 2012-13 vacation year.

If not checked, absence of this reason is used in the year in which it is accrued.

Carry Over Months Number of months. The length of the period in which any carried over amount must be used.

If Carry Over Months is blank, any Carry Over amounts expire at the next Reset Date.

Zero Negative Accrual On Reset

Checkbox.

If checked, any negative values accrued for absence of this reason are set to zero on the Reset Date.

If unchecked, any negative value accrued for absence of this reason is preserved through the Reset Date and carried forward as a negative starting balance to the new accrual period.

Seniority Change On Reset

Checkbox.

If checked, the Reset Date is used as the trigger for changes resulting from Seniority rules.

If unchecked, individual Team Member anniversaries can be used to trigger changes resulting from Seniority rules.

For example, a Seniority rule awarding an extra day's annual vacation to Team Members completing one year of employment works as follows:

Team Member start date 1 July 2013, Reset Date 1 January

o Seniority Change On Reset checked: Additional vacation entitlement earned from 1 January 2015, when the Team Member has completed a full year of employment plus 6 months.

o Seniority Change On Reset unchecked: Additional vacation entitlement earned from 1 July 2014, when the Team Member has completed a full year of employment.



Field Description

Rolling Months Number of months. The length of time to look back when calculating if a defined limit has been reached. Set limits in the Absence Accrual Seniorities for this rule. Typically used for tracking non-accrued absence types such as sickness or family leave.

If you leave Rolling Months blank, the last Reset Date is used as the starting point when calculating if a defined limit has been reached.

Do not use Rolling Months for accrued types of absence because totals are reset to zero at the start of the rolling months period, overwriting accrued totals.

Adjust Rate For FTE Checkbox.

If checked, the Rate is multiplied by the FTE (Full Time Equivalent) unit for the Team Member for absences of this reason. For example, for a Team Member working 3 days out of a 5 day work week the Rate is multiplied by 0.6 (=3/5) to calculate a pro rata rate of accrual.

If unchecked, FTE is ignored and the rate is applied as specified.

Set the Rate in the Absence Accrual Seniorities for this rule.

Adjust Base For FTE Checkbox.

If checked, the rate Base is multiplied by the FTE (Full Time Equivalent) unit for the Team Member for absences of this reason. For example, for a Team Member working 3 days out of a 5 day work week, a Base for annual vacation allowance of 1 is multiplied by 0.6 (=3/5) to give a pro rata adjusted Base of 0.6; the part time employee has a starting value for their annual vacation allowance of 0.6 days.

If unchecked, FTE is ignored and the base is applied as specified.

Set the Rate Base in the Absence Accrual Seniorities for this rule.

Adjust Limits for FTE Checkbox.

If checked, all limits for this rule are multiplied by the FTE (Full Time Equivalent) unit for the Team Member for absences of this reason. Limits specify trigger values for alerts, evidence required, and blocks.

If unchecked, FTE is ignored and the limits are applied as specified.

Set limits in the Limit Parameters section of the Absence Accrual Seniorities for this rule.

Adjust Carry Over For FTE

Checkbox.

If checked, the Maximum Carry Over value for absences of this reason is multiplied by the FTE (Full Time Equivalent) unit for the Team Member.

If unchecked, FTE is ignored and the Maximum Carry Over value is applied as specified.

Set Maximum Carry Over in the Accrual Parameters section of the Absence Accrual Seniorities for this rule.

Adjust Minimum Accrual For FTE

Checkbox.

If checked, the Minimum Accrual values for absences of this reason are multiplied by the FTE (Full Time Equivalent) unit for the Team Member.

If unchecked, FTE is ignored and the Minimum Accrual values are applied as specified.

Set Minimum Accrual and Minimum Year End Alert and Block values in the Limit Parameters section of the Absence Accrual Seniorities for this rule.

Base Date Date. A date with which to synchronize accrual periods. For example, set a base date so that weekly or biweekly periods can be aligned with payroll dates.

Select in the field to display a calendar and select a date, or select today's date beside the field to insert today's date.

If left blank, the Team Member's start date is used as the base date.



Field Description

Is Paid Checkbox.

If checked, Team Members are paid during absences of this reason. For example, planned vacation/PTO is typically paid for full time employees.

If unchecked, Team Members are not paid during absences of this type. For example, leave Is Paid unchecked for an absence of type Unpaid Leave.

Length Limit In Calendar Days

Checkbox.

If checked, the length limits defined in the Absence Accrual Seniorities for this rule are expressed in:

Calendar days instead of working days for Absence Accrual Patterns using Day as the Rate Unit.

Total hours instead of working hours for Absence Accrual Patterns using Hour as the Rate Unit.

If unchecked, the length limits defined in the Absence Accrual Seniorities for this rule are expressed in working Rate Units.

Rate Units are defined for the Absence Accrual Pattern.

Is Parental Leave Checkbox. Controls the display of Parental Leave fields in the Collaboration Portal and WX. Parental Leave fields are held in the Parental Manager and Parental Team Member Field Sets. Parental Leave is leave associated with the birth or adoption of a child, such as maternity or paternity leave.

If checked, this absence reason is classed as Parental Leave. When this absence reason is selected in the Collaboration Portal and WX, fields in the Parental... field sets are displayed for entry. Set date parameters and limits in Absence Accrual Seniority.

If unchecked, this absence reason is not classed as Parental Leave. When this absence reason is selected in the Collaboration Portal and WX, fields in the Parental... field sets are not displayed.

Additional Fieldset API Name. The set of fields to be displayed when entering absences of this Reason.

Is Private Default Checkbox. Sets the default value for individual instances of absence of this type when entered in the Collaboration Portal and WX. Use in conjunction with the Show Absence Unless Private setting in the Policy.

If Show Absence Unless Private is checked:

Check Is Private Default to class absences of this reason as private by default when entered in the Collaboration Portal and WX, and so not visible to colleagues or reports in the calendar team view.

Uncheck Is Private Default to class absences of this reason as not private by default when entered in the Collaboration Portal and WX, and so viewable by all in the calendar team view.

You can choose to display or hide the Is Private checkbox in the Collaboration Portal and WX by including or excluding it from the relevant Absence object field sets.

Show Calculated Days Checkbox. If checked, requests for a new absence include the calculated number of days for the absence, taking into account any non-working days recorded in the Work Days Pattern allocated to the Team Member.

You can adjust the calculated number if necessary.



Field Description

Show Accrual Log Checkbox.

If checked, the Accrual Log is displayed in the Collaboration Portal and WX as part of the Absence process.

Defaults to checked.

Show Time in Lieu Checkbox. If checked, the Accrual Log includes a column with Time in Lieu values.

Show Carry Over Checkbox. If checked and Carry Over Months is greater than zero and less than 13.:

The WX Absence Calendar includes the current carry over balance when it is greater than zero. The value does not include future time off requested or approved.

The WX Accrual Log includes a column with Carry Over values.

The Absence Calculator in the HR Manager Portal includes a column with Carry Over values.

If checked and you have multiple carry over periods enabled (see page 15), with Carry Over Months set to a value from 13 to 99 inclusive:

The WX Absence Calendar includes the total current carry over balance when it is greater than zero. The value does not include future time off requested or approved. Carry over for multiple carry over periods is summed to give a single value.

The WX Accrual Log includes columns with values for each Carry Over period.

The Absence Calculator in the HR Manager Portal includes columns with values for each Carry Over period.

Carry Over is time-off earned in a previous period and retained for use in the current period. Local employment law may specify maximum values and for how long carry over must be retained.

By default, any available Carry Over time-off is drawn down after Time in Lieu and before

accrued entitlement. The default deduction order can be changed (see page 30).

Show Total Available Carry Over

Checkbox. If checked, the WX Absence Calendar includes the total available carry over, calculated as:

Total current carry over - Future time off approved and time off requested in the current leave year.

To avoid confusion, choose either Show Total Available Carry Over or Show Carry Over.

Show Accrued Total Checkbox. If checked, the Absence display includes the current total time due to the Team Member. The total includes accrued entitlement, time in lieu, and carry over, minus any time taken, all for the current period.

Show Accrued Balance

Checkbox. If checked, the Absence display includes the accrued time due to the Team Member without time in lieu or carry over, and minus any time taken in the current period.

Show Year End Balance

Checkbox.

If checked, the projected Year End Balance including carry over and time in lieu and after deducting the current request is displayed in the Collaboration Portal and WX when Team Members display the New Vacation or Absence request page.

Defaults to checked.

Show Carry Over Year End Totals

Checkbox. If checked, and multiple carry over periods are configured, the WX Absence Calendar displays a table of the carry over year end balances for each carry over period.



Field Description

Show Carryover Payout

Checkbox. If checked, the Absence Calculator in the HR Manager Portal includes a section for Carryover Payout, including the amount and date of the most recent payout.

Carry Over Payout is an amount of money paid in compensation for unused carry over entitlement at the end of a carry over cycle.

Messages section

Alert Message Text. The Alert Message is displayed to the Team Member and manager when a defined value for this absence reason is reached. Set values as limits in the Absence Accrual Seniorities for this rule.

Evidence Message Text. Used when evidence is required to support an absence. The Evidence Message is displayed to the Team Member's manager when a defined value for this absence is reached. Set values as limits in the Absence Accrual Seniorities for this rule.

Ensure that the required fields are in the Absence Manager Evidence Field Set; these fields are included in the manager's Collaboration Portal page and WX when the Evidence Trigger has been set.

Block Message Text. The Block Message is displayed when a defined limit for this absence is reached, and the limit is set so that the latest entry is not permitted and cannot be saved. Set limits in the Absence Accrual Seniorities for this rule.

Parental Leave Message

Text. The Parental Leave Message is displayed when any of the Parental Leave limits are reached.

System Information section

Show Rate Per Year Checkbox. If checked, the Rate per Year value is displayed on the Accrual Log.

Show Rate Per Year Pro Rata

Checkbox. If checked, adjusted values for Amount and Accrual in line with the Team Member's pro rata ratio are displayed on the Accrual Log.

Pro Rata amounts are displayed when the Team Member:

Has an FTE (Full Time Equivalent) value other than 1. For example, a part time employee working four days per week with an FTE of 0.8 shows pro rata amounts calculated by multiplying a full annual entitlement by 0.8.

Has a Start Date part way through a leave year. For example, starting 9 months into a leave year gives a leave entitlement of (0.25 * full annual entitlement).

Has a change of seniority part way through a leave year. The pro rata value shows the calculated entitlement combining the old and new seniority values. For example, moving from 15 days to 18 days annual entitlement 6 months into a leave year gives a pro rata entitlement of ((15 * 0.5) + (18 * 0.5)) = 16.5 days.

Has an addition to their accrual with an adjustment.



5. Select Save.

Fairsail displays the Absence Accrual Rule Detail page with the rule summarized:

You are now ready to define Seniority accrual and limit parameters for the rule.



Setting Up Carry Over Payout

In some countries it is a requirement to compensate employees for carried over absence entitlement that could not be taken within the permitted period and has expired. The compensation payment is typically known as a Carry Over Payout. The Carry Over Payout amount is typically calculated by a formula that includes the number of days or hours that have expired.

Carry Over values that have expired following the end of a carry over cycle and the date of expiry are held in the Absence Carryover Bucket object:

The Amount field holds the Carry Over value for which payment was due. Carry Over value is in days or hours, depending on the Rate Units used by the Absence Accrual Rule.

The Expiry Date field holds the date the carry over expired.

To record Carry Over Payout values, check the Show Carryover Payout checkbox on the Absence Accrual Rule. Carry Over Payout values are then displayed in the Absence Calculator for each Team Member (see page 32).

Setting Up and Changing Vacation Deduction Order

When booking an absence, Team Members may have access to more than one category, typically including time in lieu, carry over, and accrual. By default, Fairsail deducts vacation requests from available categories in a standard order:

1. Time in lieu

2. Carry Over

3. Accrued entitlement

You can control deduction order for each absence type as defined by the Absence Accrual Rule:

1. Open the Absence Accrual Rule.

2. On the Absence Accrual Rule Detail page, select Deduct Order:



Fairsail displays the Absence deduction order page:

The picklist shows the categories of absence available for this Absence Accrual Rule, including multiple carry over periods when these have been configured (see page 15).

3. To change the deduction order, select a category and use the Up and Down arrows.

4. Select Save.

The Absence Calculator uses Deduction Order to control the order of the columns when displaying a Team Member's absence calculation. For example, an absence deduction order of:

1. Time in Lieu

2. Carry Over 1

3. Carry Over 2

4. Accrual

...displays as:

Deduction order reverts to the default order when you change the value of Carry Over Months on the Absence Accrual Rule.

To display Deduction Order on the Absence Accrual Rule Detail page:

1. On the Absence Accrual Rule Detail page, select Edit Layout.

Fairsail displays the Absence Accrual Rule Layout page.

2. Select the Deduct Order field, drag and drop it onto the page layout.

3. Select Save.



Multiple Carry Over Periods in the HR Manager Portal

When an Absence Accrual Rule is set up with a Carry Over Months value of 13 or more, multiple carry over periods are automatically created.

In the HR Manager Portal, the Absence Calculator for Team Members allocated to an Absence Accrual Pattern including the Rule shows columns for each category of absence, including columns for each carry over period. Columns are displayed left to right in the order of deduction:

Bracketed dates following Carry Over values are expiry dates for that Carry Over.

The Absence Calculator uses colors to help interpretation:



If the Absence Accrual Rule has the Show Carryover Payout checkbox checked, the Absence Calculator includes the Carryover Payout section:

o Amount displays the Carry Over value for which payment was due. Carry Over value is in days or hours, depending on the Rate Units used by the Absence Accrual Rule.

Amount is updated on the Reset Date, or if an adjustment is made to the absence accrual (see page 35), overriding Amount with a blank value.

Amount is stored in the Amount field on the Absence Carryover Bucket object.

o Date is the date the carry over expired.

Date is stored in the Expiry Date field on the Absence Carryover Bucket object.



Multiple Carry Over Periods in WX

When Fairsail is configured to carry over absence entitlement for 13 months or more, WX displays additional information. Carry over is broken down into year long periods, so:

A 13 month carry over produces two carry over periods, Carry Over 1 and Carry Over 2.

A 25 month carry over produces three carry over periods, Carry Over 1, Carry Over 2, and Carry Over 3.

The Absence Accrual Log includes columns for each carry over period, and uses color coding for additions, subtractions, and resets:

The Absence Calendar includes the current total carry over entitlement for all carry over periods:



Absence Adjustments and Absence Accruals Related Lists

At the bottom of the Absence Calculation section are related lists for Absence Adjustments and Absence Accruals for this Team Member's Employment Record:

Absence Adjustments and Absence Accruals can also be displayed as related lists directly on the Employment Record.

New Absence Adjustment enables you to apply changes to the Absence Accrual Rules for this Team Member.

To apply a new adjustment to this Employment Record, select New Absence Adjustment.

New Absence Accrual enables you to set specific values for accrual, carry over, and time in lieu for this Team Member, typically as part of setting up the system for a new or returning Team Member, or to provide new values from a given date.

To apply a new set of accrual values to this Employment Record, select New Absence Accrual:



Fairsail displays the New Absence Accrual Edit page:

The fields in the Accrual Settings section are controlled by the Create Absence Accrual Field Set on the Absence Accrual object.



If you have configured multiple carry over periods (see page 15), the Create Absence Accrual page includes an additional Carry Over section:

o The Carry Over section includes a field for each Carry Over period and the Expiry Date for each. Expiry The section is populated when you enter the Absence Accrual Rule number.

o Use the individual Carry Over period and Expiry Date fields to set values for this Team Member from the Effective Date.

o The Carry Over field in the Accrual Settings section is not used. Any value entered in this field is ignored.

o To avoid confusion, remove the Carry Over field from this page by amending the Create Absence Accrual Field Set on the Absence Accrual object.



Complete the fields as follows:

Field Description

Employment Record # The Employment Record number for this Team Member. Automatically completed by Fairsail.

Name The Team Member's name. Automatically completed by Fairsail.

Effective Date The date you want the new values to apply. Accruals work from the Effective Date onwards using the new values as starting values.

Absence Accrual Rule The number of the Absence Accrual Rule you are using as the base for the new values.

Select Absence Accrual Rule Lookup to find and select the Rule.

Type The Absence type for this Absence Accrual Rule. Automatically completed by Fairsail and displayed to confirm you have selected the Rule you intended.

Reason The Absence Reason for this Absence Accrual Rule. Automatically completed by Fairsail and displayed to confirm you have selected the Rule you intended.

Accrual Settings section

Fields displayed in this section are controlled by the Create Absence Accrual Field Set on the Absence Accrual object.

Accrual Number. The number of units of time you want to be treated as Accrued for this Team Member from the Effective Date.

Next Accrual Number. The number of units of time you want to be treated as Accrued for this Team Member for the accrual period following the current one.

Carry Over Number. The number of units of time you want to be treated as carried over from the previous period. Set this value to apply with an Effective Date of the first day of the period into which the carry over is made.

Time In Lieu Number. The number of units of time you want to be treated as Time In Lieu for this Team Member from the Effective Date.


Creating Absence Accruals Automatically

Automatically create an absence accrual for all Team Members assigned to an Absence Accrual Pattern at a specific date, enabling accrued values up to that date to be preserved and not recalculated from the start of each record. Typically used before a change to an Absence Accrual Rule or Seniority, avoiding the need to set Team Member values individually.

Examples

Changing carry over to expire after 6 months instead of 12 months for all employees, with effect from the first of January this year. Absence records up to the end of last year are preserved, and continue to show carry over values and deductions against carry over as they occurred in the past.

Reducing contractual hours and pro rata vacation entitlement from 100% to 80% for a group of Team Members assigned to a specific Absence Accrual Pattern, from a given date. Vacation accrual rates and associated absence records before the change date are preserved at full value. The accrual rate and earned vacation entitlement is reduced by one fifth (20%) from the effective date.

To be included, Team Members must have active employment records and not be designated as has left.

You can also use the Create Accruals option to set values for accrual, carry over, time in lieu, and next accrual.

To use the Create Accruals option:

1. Add the Create Accruals button to the Absence Accrual Rule Detail page:

a. Go to Setup > App Setup > Create > Objects

b. Select the Absence Accrual Rule label.

c. Go to Page Layouts and select Edit for the Absence Accrual Rule Layout.

d. In the left panel, select Buttons.

e. Drag and drop the Create Accruals button on to the Custom Buttons area of the page layout.

f. Select Save.

The Create Accruals button is added to the Absence Accrual Rule Detail page and is displayed next time you open an existing rule.

2. Select the Absence Accrual Pattern hosting the Team Members with the accruals you want to change:

a. Select the Absence Accrual Patterns tab.

b. On the Absence Accrual Patterns Home page, select the Pattern Name you want.

Fairsail displays the Absence Accrual Pattern Detail page.

3. In the Absence Accrual Rules Related List, select the Rule Name for which you want to create an accrual:

Fairsail displays the Absence Accrual Rule Detail page.



4. Select Create Accruals:

Fairsail displays the Create Absence Accrual for Team Members page:



If you have configured multiple carry over periods (see page 15), the Create Absence Accrual for Team Members page includes an additional Carry Over section:

o The Carry Over section includes a field for each Carry Over period, along with the Expiry Date for each. Expiry Date values are displayed when you enter an Effective Date.

o Use the individual Carry Over period fields to set values for all Team Members assigned to this Absence Accrual Pattern from the Effective Date.

o The Carry Over field in the Calculation Override section is not used. Any value entered in this field is ignored.

o To avoid confusion, remove the Carry Over field from this page by amending the Create Absence Accrual Field Set on the Absence Accrual object.




Effective Date Team Member accruals up to this date are used as the starting values for accruals after this date.

For example, if Effective Date is set to 31 December 2015, Team Member accrual values at 31 December 2015 are used as the base values for accruals into 2016.

Calculation Override section

These fields are optional. Use to override calculated values for all Team Members assigned to an Absence Accrual Pattern from the Effective Date.

Accrual The value of the Accrual you want to set as the value for all Team Members assigned to the selected Absence Accrual Pattern from the Effective Date.

Carry Over The value of Carry Over you want to set as the value for all Team Members assigned to the selected Absence Accrual Pattern from the Effective Date.

Time In Lieu The value of Time in Lieu you want to set as the value for all Team Members assigned to the selected Absence Accrual Pattern from the Effective Date.

Next Accrual The value of the Accrued Balance for the next absence year you want to set as the value for all Team Members assigned to the selected Absence Accrual Pattern from the Effective Date.

6. Select Submit.

Fairsail displays a progress message:

7. Select OK.

Fairsail creates the accrual and sends you an email to confirm that the re-calculation has completed with no errors.

If errors occur during the re-calculation they are itemized in the email - for example:

Team Member names are links to take you directly to the Team Member page.

Results are available immediately on the Absence Calculator for each Team Member assigned to the Absence Accrual Pattern.



Field Sets: Vacation/Absence

Absence Object

Field Set Purpose

Absence Manager Fields displayed in the Collaboration Portal Absences page for a Manager entering absence for a team member.

Absence Manager Alert Additional fields displayed in the Collaboration Portal Absences page for a Manager entering absence for a team member when an absence alert has been triggered.

An absence alert is triggered when the total period of absence for the team member in the Absence Alert Period is greater than the Absence Alert Above value.

Absence Alert Period and Absence Alert Above values are defined in the policy for the team member.

Absence Manager Evidence Additional fields displayed in the Collaboration Portal Absences page for a Manager entering absence for a team member when an evidence alert has been triggered.

An evidence alert is triggered when the period of absence for the current entry is greater than the Absence Evidence Above value.

The Absence Evidence Above value is defined in the policy for the team member.

This field set prompts the manager to request evidence for the absence, such as a medical certificate or self certification.

Absence Team Member Fields displayed in the Collaboration Portal Absences page for a Team Member reporting absence.

Parental Manager Fields displayed in the Collaboration Portal Absences page for a Manager entering Parental Leave for a Team Member.

Parental Team Member Fields displayed in the Collaboration Portal Absences page for a Team Member requesting Parental Leave.

Vacation Manager Fields displayed in the Collaboration Portal Vacation / Paid Time Off page for a manager entering vacation for a team member.

Vacation Team Member Fields displayed in the Collaboration Portal Vacation / Paid Time Off page for a team member entering a vacation request.

Absence Accrual Object

Field Set Purpose

Create Absence Accrual Fields displayed on the Create Absence Accrual page, in the Accrual Settings section.



Translation Workbench: Vacation/Absence

Absence Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Default Field Label Field Label Override Field Type

Absence Accrual Seniority Lookup (Absence Accrual Seniority)

Action Formula (Text)

Action Date Formula (Date)

Actual Arrival Date Date

Alert Trigger Checkbox

Approval Date Date

Approved Checkbox

Back To Work Interview Date Date

Back To Work Interview Required Checkbox

Certified Date Date

Confirmed Date Date

Days Taken By Partner Number (6,0)

Days/Hours Number (3,2)

Earliest Parental Leave End Formula (Date)

Earliest Parental Leave Start Formula (Date)

Employment Record Master-Detail (Employment Record)

End Date Date

End Date Provisional Checkbox

Evidence Trigger Checkbox

Expected Arrival Date Date

Is Parental Leave Checkbox

Is Private Checkbox

Last Modified Accrued Balance Number (4,2)

Last Modified Balance Number (4,2)

Last Modified Reason Rolling Days/Hours

Number (5,2)

Last Modified Reason Year Days/Hours Number (5,2)

Last Modified Type Rolling Days/Hours Number (5,2)

Last Modified Type Year Days/Hours Number (5,2)

Latest Parental Leave End Formula (Date)

Latest Parental Leave Start Formula (Date)



Absence Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Manager Action Formula (Text)

Manager Action Date Formula (Date)

Medical Certificate Required Checkbox

Months Since End Formula (Number)

Notes Long Text Area (32000)

Notification Date Date

Notification Type Picklist

Paid Checkbox

Picture Text (20)

Rate Units Formula (Text)

Reason Picklist

Rejected Date Date

Return Intent Picklist

Self Certificate Required Checkbox

Show Team Formula (Text)

Start Date Date

Status Formula (Text)

Still Birth Checkbox

Team Member Formula (Text)

Team Member Name Formula (Text)

Type Formula (Text)



Absence Accrual Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Accrual Pattern Name Formula (Text)

Absence Accrual Rule Lookup (Absence Accrual Rule)

Accrual Number (4,4)

Carry Over Number (4,4)

Effective Date Date

Employment Master-Detail (Employment Record)

Next Accrual Number (4,4)

Reason Formula (Text)

Time in Lieu Number (4,4)

Type Formula (Text)

Absence Accrual Pattern Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Hours to Days Conversion Factor Number (2,3)

Inherits From Lookup (Absence Accrual Pattern)

Rate Units Picklist

Absence Accrual Rule Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Accrual Pattern Master-Detail (Absence Accrual Pattern)

Accrue During Paid Absence Picklist

Accrue During Unpaid Absence Picklist

Additional Fieldset Text (80)

Adjust Base For FTE Checkbox

Adjust Carry Over For FTE Checkbox

Adjust Limits For FTE Checkbox

Adjust Minimum Accrual For FTE Checkbox

Adjust Rate For FTE Checkbox

Alert Message Text (255)





Base Date Date

Block Message Text (255)

Carry Over Months Number (2,0)

Deduct Order Text (255)

Default Checkbox

End Date Provisional Default Checkbox

End Part Period Picklist

Evidence Message Text (255)

Front Load Checkbox

Is Paid Checkbox

Is Parental Leave Checkbox

Is Private Default Checkbox

Length Limit In Calendar Days Checkbox

Parental Leave Message Text (255)

Rate Per Picklist

Reason Text (80)

Reset Day Picklist

Reset Month Picklist

Reset On Service Anniversary Checkbox

Rolling Months Number (3,0)

Rounding Mode Picklist

Rounding to Nearest Number (5,4)

Seniority Change On Reset Checkbox

Show Accrual Log Checkbox

Show Accrued Balance Checkbox

Show Accrued Total Checkbox

Show Calculated Days Checkbox

Show Carry Over Checkbox

Show Carry Over Year End Totals Checkbox

Show Carryover Payout Checkbox

Show Rate Per Year Checkbox

Show Rate Per Year Pro Rata Checkbox

Show Time In Lieu Checkbox

Show Total Available Carry Over Checkbox





Show Year End Balance Checkbox

Start Part Period Picklist

Type Picklist

Use Accrual From Previous Year Checkbox

Use Rounding Checkbox

Zero Negative Accrual On Reset Checkbox

Absence Carryover Bucket Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Accrual Master-Detail (Absence Accrual)

Amount Number (4,4)

Expiry Date Date

Absence Accrual Seniority Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Accrual Rule Master-Detail (Absence Accrual Rule)

Alert Maximum Length Number (4,2)

Alert Maximum Occurrences Number (4,0)

Alert Maximum Total Number (4,2)

Alert Minimum Accrual Number (4,2)

Alert Minimum Year End Number (4,2)

Block Maximum Length Number (4,2)

Block Maximum Occurrences Number (4,0)

Block Maximum Total Number (4,2)

Block Minimum Accrual Number (4,2)

Block Minimum Year End Number (4,2)

Earliest Parental Leave End Number (3,0)

Earliest Parental Leave Start Number (3,0)

Evidence Maximum Length Number (4,2)

Evidence Maximum Occurrences Number (4,2)



Absence Accrual Seniority Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Evidence Maximum Total Number (4,2)

Latest Parental Leave End Number (3,0)

Latest Parental Leave Start Number (3,0)

Maximum Accrual Number (4,2)

Maximum Carry Over Number (4,2)

Rate Number (4,4)

Rate Base Number (4,2)

Seniority Number (10,0)

Absence Adjustment Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Accrual Rule Lookup (Absence Accrual Rule)

Employment Record Master-Detail (Employment Record)

End Date Date

Rate Adjust Number (4,4)

Rate Rule Picklist

Rationale Text Area (255)

Reason Formula (Text)

Start Date Date

Type Formula (Text)

Release Content Add New Hires through a Single Page


Add New Hires through a Single Page

Use a single page on the Fairsail HCM HR Manager Portal to:

Create the Team Member record.

Create the Employment Record.

Create the link to the line manager.

Create initial compensation records including:

o Salary amount

o Salary start date

o Projected bonus as a percentage of salary

Allocate a Benefit Set.

Calculate the pro-rata vacation allowance for new hires who start part way through a leave year.

Select the process by checkbox - you can revert to the alternative multi-page New Hire entry by unchecking (see page 51).



Setting Up Single Page New Hire

1. Go to Setup > App Setup > Installed Packages.

2. On the Installed Packages page, select Configure for the Fairsail Human Capital Management package.

3. On the Configure page, scroll down to the New Hire Wizard section and select Use New Hire Process.

4. Select Save.

The Single Page New Hire Process is now invoked when you select New on the Team Member home page.

Single Page New Hire uses existing Field Sets to present new hire fields under a set of tabs:

Tab Field Set

Object > Field Set

Team Member Team Member > New Hire

You can add fields to the Team Member > New Hire Field Set from Team Member, Manager, and Policy objects to add to those displayed on the Team Member tab.

Fields added to the Field Set from the Current Employment Record do not show on the Team Member tab.

Employment Details Employment Record > New Hire

Salary Salary > New Hire

Benefits Employment Record > New Hire Benefits

Make sure that the Field Sets include the fields you want to present for completion as part of the process.

Empty Field Sets result in empty tabs.

If you use Field Set Mapping, use your own custom Field Sets within HCM to replace the defaults.



Using Single Page New Hire

1. In the HR Manager Portal select the Team Members tab.

2. On the Team Members Home page, select New.

Fairsail displays the Team Member New Hire page:


Field Description

First Name Mandatory. Text, up to 80 characters. The Team Member's given name.

Last Name Mandatory. Text, up to 80 characters. The Team Member's family name or surname.

Start Date Mandatory. The date the Team Member's employment is to start. Select today's date to the right of the field, or select the field to display a calendar, then choose the Start Date.

Department Mandatory. Picklist, showing the Departments you manage. Departments you do not manage are not listed. Select the picklist and choose the Department hosting the new Team Member. The Department sets the Manager and Policy for the Team Member.

Policy (Optional Override)

Optional. Picklist. To override the Policy linked to Department, select the picklist and choose the Policy you want to apply to this Team Member.



4. Select Save and Continue to create the basic Team Member record and continue with the New Hire Process.

Fairsail displays the Team Member New Hire tab page:

o Team Member, Employment Details, Salary, and Benefits tabs use existing Field Sets to control content (see page 51), so the fields you see depend on the Field Sets.

o Complete the fields you need to add detail to the new Team Member records.

o To delete all your entries including the basic Team Member record at any stage of the process, select Delete. You are asked to confirm:

Select Yes to delete the New Hire.



o If you enter dates that are incompatible, for example, a salary start date that is before the employment start date, Fairsail displays a Warning:

You can Confirm that the dates are as you intend and continue the process, correct the date(s) and then Confirm, or Delete the complete record.

If the warning relates to the Continuous Service Date and you change the date before Confirming, select Save and then Confirm again to create the Team Member.

5. On the Team Member tab:

o You can edit the Start Date, First Name, and Last Name you entered on the first page.

o You cannot change Policy or Department.

Team Members link to a Policy through an HR Department. To set a different Policy or Department for the New Hire, Delete the New Hire and start again.

6. On the Salary tab:

o If you enter a value in Currency, Amount, or Annual Multiplier, you must enter values in all three.



7. On the Absence tab:

o Amending the Start Date recalculates and redisplays the Year End Balances to give an accurate pro-rata value.

o You can use the Work Days Pattern (Optional Override) picklist to select an alternative Work Days Pattern. The default is taken from the Policy associated with the Department selected, or the Policy override provided, on the first page.

o You can use the Absence Accrual Pattern (Optional Override) picklist to select an alternative Absence Accrual Pattern. The default is taken from the Policy associated with the Department selected, or the Policy override provided, on the first page. Changing the Absence Accrual Pattern recalculates and redisplays the Year End Balances in line with the associated Absence Accrual Rule(s).

o Amending the Continuous Service Date, FTE, or Hours Worked values on the Employment Details tab recalculates and redisplays the Year End Balances.

8. Select Save.

The New Hire records are created with the values you entered.

Release Content Talent Plan 9 Box Grid View


Talent Plan 9 Box Grid View

When configured, WX enables you to display Talent Plans as 9 box grids for complete teams:



9 Box Grid view displays the Performance against Potential grid for your team, with each member in the box for their rating

To switch between Talent Plan Org Chart view and 9 Box Grid view use the

feature toggle:

Select your direct reports who are managers to view their teams:

Use the picklist to drill down to show teams within teams.



The display is responsive, so boxes may not always be big enough to hold all

Team Members. In those cases, select the total number indicator at bottom

right of the box:

Fairsail displays all Team Members classified in that box:

Direct reports show solid lines for image borders:

Cross reports show broken lines for image borders:

...or in the Firefox browser a lighter gray border:

To display more detail on a Team Member, hover on the Team Member

image:

In mobile devices, select the Team Member name, not the image.

The fields displayed can be configured. Ask your Administrator to change the

Talent Plan 9 Box Grid Details Field Set on Team Member.

To display full Talent Plan detail for a Team Member, select the Team

Member:

In mobile devices, select the Team Member image, not the name.



Fairsail displays the Talent Plan Detail view for the Team Member, including the 9 Box Grid Classification:

Select the 9 Box Grid button to return to the 9 Box Grid view.

Team Members who are not direct reports or cross reports - but whose Talent Plans you can see - include the 9 Box Grid feature toggle on their Talent Plan Detail views. Select the toggle to display the 9 box grid for the Team Member within their team.

Team Members without a Talent Plan and Team Members excluded from your view by permissions are displayed as Unclassified beneath the Team 9 box grid:



Talent Plan Configuration

To set up Talent Plan for your users:

Set the Policy options to give access to the views you want (see page 61).

Talent Plan 9 Box Grid view is available in WX, not Collaboration Portal.

All labels on the Talent Plan 9 Box Grid view are Custom Labels, enabling full customization and translation (see page 63).

If you select the Talent Plan 9 Box Grid view, ensure Team Member visibility is defined to enable display in Grid view.

You can see Team Members in the Talent Plan 9 Box Grid if:

Talent Plan 9 Box Grid is checked in your Policy.

The Team Member's manager can view the Team Member's Talent Plan.

o If the manager is a cross reporting manager for the Team Member, make sure that Talent Plan is checked for that type of cross reporting manager on the Configure page.

o If the Team Member’s manager cannot view the Team Member’s Talent Plan, the Team Member is displayed in the Unclassified box.

The Team Member has a Talent Plan.

If the Team Member does not have a Talent Plan, the Team Member is displayed in the Unclassified box.

Policy Options: Talent Plan

Option Description

Talent Plans Checkbox. If checked, the Talent Plan process is active and visible to Collaboration Portal and WX users. If checked and Talent Plan 9 Box Grid is not checked, Talent Plans display in org chart view.

Talent Plan 9 Box Grid Checkbox. If checked, Talent Plan 9 Box Grid is available for WX users as a display option in addition to the org chart view. Talent Plans must also be checked.

Talent Plan Repeat Number. Number of months between Talent Plan reviews. The manager is prompted to review the Talent Plan when due.

Talent Assessments Not used.

Talent Assessment Range Not used.



Field Sets: Talent Plan

Team Member Object

Field Set Purpose

Talent Plan 9 Box Grid Details Fields displayed on hover over Team Member image on Talent Plan 9 Box Grid view. Use touch on mobile to display the fields:



Custom Labels: Talent Plan 9 Box Grid View



To edit Custom Labels:

1. Go to Setup > App Setup > Create > Custom Labels.

2. Sort the listing by selecting the column header. For example, to sort by Name, select the Name column header.

3. Use the letter and Next Page selectors to find the Label you want.

4. Select the Custom Label Name to display the Custom Label Detail page.

5. On the Detail page, in the Local Translations / Overrides Related List, select New Local Translations / Overrides.

Fairsail displays the New Translation page.

To use your own value for the English label:

o In the Language picklist select English.

o In Translation Text, enter the value you want to use for the Label.

To provide a translation into another language:

o In the Language picklist, select the language. The picklist lists all languages available in your org.

o In Translation Text, enter the translation you want to use for the Label.

6. Select Save.

Next time you refresh the view using the Custom Label or select the language of the translation your new value is displayed.


Payflow Enhancements

When deleting old Payroll batches to reclaim space, you can now choose to delete associated Payroll Lines at the same time. Use the Delete Payroll Lines With Batch option on the Payflow Service (see page 66), when configuring the download (see page 68), or when configuring the upload (see page 78).

Specify the fields to exclude when assessing if a record has changed - use the Ignore In Record Change checkbox when mapping fields to a download file (see page 81).


Adding a New Payflow Service

A Fairsail Payflow Service provides a complete definition of the interface between Fairsail and an external service, including:

Configuring the download from Fairsail to the external system.

Specifying download file content and format.

Mapping fields between download files and files of the target system.

Configuring the upload from the external system to Fairsail.

Mapping fields between the source system and Fairsail.

The external service can be a Payroll Agency, a Benefit Supplier, or another host of HCM or HRIS information.

To add a new Payflow Service:

1. Click the Payflow Services tab.

Fairsail displays the Payflow Services Home page.

2. Click New:

Fairsail displays the New Payflow Service Edit page:

Release Content Payflow Enhancements



Field Description

Payflow Service Name A name for the service.

Create Change Log Checkbox. If checked, Payflow logs the changes identified by the service each time a batch runs. The log file is attached to the batch in the Notes & Attachments Related List.

Send Reports To The name of the Fairsail user to receive download reports. Use Lookup if necessary.

Delete Batch After Days

Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts.

Number of days after which download batches are deleted.

For example, if set to 0 all previous download batch runs are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted.

Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly.

Delete Payroll Lines With Batch

Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts.

Checkbox. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines.

Useful in managing the volume of stored Payflow data.

4. Click Save to save the Service and close the Payflow Services Edit page. Fairsail displays the Payflow Service Console for the service you just added.

Click Save & New to save this service and add another.

You can now set up the service by adding download and upload configuration details.



Configuring a Download

Downloads are configured as part of Payflow Services. Each service has one set of configuration settings that can apply to one or more download files. Once configured, you can run the download and use it as a means of sending data to any target system; you do not have to use the download exclusively for payroll data or as part of a fully configured payroll service. You can also specify parameters to run the download automatically to a pre-defined schedule.

By default, downloads are encoded as UTF-8 to enable inclusion of international character sets.

To configure a download:

1. Select the Payflow Services tab.


2. If you want to configure a download as part of an existing Payflow Service:

a. Select a View that includes the service you want.

b. Select the Payflow Service Name:

Fairsail displays the Payflow Service Console for the Service.

3. If you want to configure a download for use outside a Payflow service or as part of a new service:

a. Select New:


b. In Payflow Service Name, enter a name for the Service.

c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service.

d. In Send Reports To, enter the name of the Fairsail user to receive download reports. Use Lookup if necessary.



e. Select Save.

Fairsail displays the Payflow Service Service Console for the Service.

4. On the Payflow Service Console, select Configure:

Fairsail displays the Configure page for the Payflow Service.

5. In the Download Files section select Download Configure:

Fairsail displays the Download Configure page.


Field Description

Options section

Download Record Length

Number of bytes. If the download must be in records of fixed length, specify the length, excluding file delimiters.

The value you specify can be overridden with a different value for an individual download file.

If you leave this field blank, downloaded files have variable length records. Specify record delimiter characters in Download Record Delimiter.

Download Record Delimiter

Characters representing a break between records. The characters are operating system specific. For operating systems using ASCII use:

\r for return/carriage return.

\n for newline/line feed.

If you leave this field blank the record delimiter defaults to \r\n. This is the record delimiter used for CSV (comma-separated value) files.

If you are downloading records of fixed length leave this field blank and specify a value in Download Record Length.

Download Field Delimiter

Characters representing a break between fields within a record.

For CSV (comma-separated value) files use , (comma). Fields containing a comma as part of the data, for example currency values using commas as thousands indicators, automatically have those fields enclosed in double quotes (").

For TSV (tab-separated value) files use \t

If you leave this field blank the field delimiter defaults to a comma.



Field Description

The following object specific fields enable you to specify a base group of Team Members to supply data for download.

Team Member Selection section

Team Member Select Field

Picklist. The field from the Team Member object you want to use to select Team Member data to include in the download. You can specify any text or formula field, including custom fields you have added to your org. If you need to use complex logic, create a new formula field on the Team Member object to hold the logic, then select the new field here.

Select the picklist and choose the field. Use Team Member Select Field in conjunction with Team Member Select Value to control the data that can be used as the basis for the download.

Team Member Select Value

The value of the field chosen in Team Member Select Field for data to be used as the basis for the download.

If you specify a value that does not exist for the field you have chosen, the download will fail.

If you leave this field blank, data can be included in the download only if the value of the selected field is blank.

For logical NOT Use !

For example, with fHCM2__Country__c in Team Member Select Field:

France specifies all Team Members with the value France in the Country field.

!France specifies all Team Members with any value other than France in the Country field.

! on its own specifies all Team Members with any value other than blank in the Country field.

A blank field specifies all Team Members with no value in the Country field.

Job History Select Field

Picklist. The field from the Job History object you want to use to select Team Member data to include in the download. Use Job History Select Value to specify the value the field must match to qualify Team Member data for download.

Select the picklist and choose the field.

Typically used for identifying Team Members who have changed reporting country since the last batch was run.

Job History Select Value

The value of the field chosen in Job History Select Field for data to be used for the download.

Team Member Select Dates

Checkbox. Enables you to select Team Members who were employed by your organization for the whole of the download (Payroll) period.

If checked, Team Member records are selected for the specified Payroll period if:

The Employment Record Start Date is before the Payroll period.

AND

There is no Employment Record End Date, or the Employment Record End Date specifies a date after the end of the Payroll period.

If unchecked, Team Member records are not selected on the basis of their Employment Record start and end dates. To include all Team Member records, leave unchecked.



Field Description

Salary Select Dates Checkbox. Enables you to select salary records for Team Members with salary start dates that started before or during the download (Payroll) period. Team Member salary records that start after the end of the Payroll period are not included.

If checked, Team Member salary records are selected for the specified Payroll period if the Salary Record Start Date is before or during the Payroll period. Salary records that start in the future are not selected.

If unchecked, the most recent Team Member salary records are included regardless of the salary record start date.

Team Member Include Period Back

Checkbox. Enables you to select Team Member records from the previous download (Payroll) period as well as the current download period.

If checked, Team Member records from the previous download period are downloaded. For example, to retain access to Team Members who are terminating and may not be active in the current download period.

If unchecked, only Team Member records active in the current download period are downloaded.

Bonus Selection section

Bonus Select Dates Checkbox. Enables you to select Bonus records for Team members with bonus paid dates within the download (Payroll) period.

If checked, Team Member Bonus records are included in the download only if the Bonus paid date falls within the Payroll period.

If unchecked, the most recent Bonus records are included in the download regardless of the paid date.

Bonus Include Period Back

Checkbox. Enables you to select Bonus records for Team Members with bonus paid dates in the previous download (Payroll) period as well as the current download period.

If checked, Bonus records with paid dates in the previous download period are included in the download.

If unchecked, only the most recent Bonus records are included in the download.

Benefits Selection section

Benefit Include Period Back

Checkbox. Enables you to select Benefit records from the previous download period as well as the current download period.

If checked, Benefit records from the previous download period are included in the download.

If unchecked, only Benefit records active in the current download period are included in the download.

Include Post Employment Benefits

Checkbox. Enables you to select Benefit records that apply to Team Members who have terminated, for example benefits that remain due to ex-employees as a result of US COBRA legislation.

If checked, active Benefit records for Team Members who have terminated are included in the download.

If unchecked, Benefit records for Team Members who have terminated are not included in the download.



Field Description

Benefit Select Active Checkbox.

If checked, only Benefit records marked as active are included in the download.

If unchecked, the status of the active flag is ignored and all Benefit records are included in the download.

Deduction Select Dates

Checkbox.

If checked, Benefit records are included in the download only if deductions for the benefit are currently being made:

Deduction Start Date is before or during the download period, or null.

AND

Deduction End Date is during or after the download period, or null. When Deduction Start Date is specified and Deduction End Date is blank, Deduction End Date is taken as an unspecified future date.

If unchecked, Deduction start and end dates are ignored when selecting Benefit records.

Note that Deduction Start and End dates may not be the same as Benefit Start and End dates.

Absence Selection section

Absence Select Dates Checkbox.

If checked, Absence records are included in the download only if they fall within the download period.

If unchecked, Absence record dates are ignored when selecting Absence records for the download.

Absence Include Period Back

Checkbox.

If checked, Absence records from the previous download period are included in the download.

If unchecked, Absence records are included for the current download period only.

Absence Include Deleted

Checkbox.

If checked, deleted Absence records are included in the download. Deleted Absence records have the IsDeleted field set TRUE; you can use Payflow batch logic to select output content based on this setting.

If unchecked, Absence records are included in the download only if they have not been deleted.

Timesheets Selection section

Timesheet Select Dates

Checkbox.

If checked, Timesheets are included in the download only if they fall within the download period.

If unchecked, Timesheet dates are ignored when selecting Timesheet records for the download.



Field Description

Timesheet Select Approved Dates

Checkbox.

If checked, Timesheets are included in the download if they have been approved during the download period.

If unchecked, Timesheet approval dates are ignored when selecting Timesheet records for the download.

Timesheet Select Paid Dates

Checkbox.

If checked, Timesheets are included in the download if they have been paid during the download period.

If unchecked, Timesheet paid dates are ignored when selecting Timesheet records for the download.

Timesheet Include Period Back

Checkbox.

If checked, Timesheet records from the previous download period are included in the download.

If unchecked, Timesheet records are included for the current download period only.

Start Date and End Date of Period section

Payroll Base Date Date. The date used as the starting date for calculating payroll (download) run dates. Multiples of the Payroll Period are added to the Payroll Base Date to determine the next payroll (download) run date.

Enter a date, or click the field to display a calendar so that you can select a date. To use today's date, click today's date displayed to the right of the field:

Payroll Period Picklist.The interval between payroll (download) runs. By applying multiples of the Payroll Period to the Payroll Base Date, Fairsail calculates the date of the next payroll (download) run.

Select the picklist and choose from:

Monthly On the same day of every month.

Semi-monthly Twice a month. The Payroll Base Date must be the first or the last day of the month. Payroll runs are then made on that day of every month and on the mid-day of the month, typically the 15th.

Biweekly Every two weeks.

Weekly On the same day of every week.



Field Description

Days Back For Start Date

To set a start date in the past that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period.

Days Back For Start Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period.

Enter the number of days in the past from which you want the download data to start. Enter numbers as positive integers.

Use with Days Future For End Date to specify an end date other than today. If Days Future For End Date is not set, or set to zero, the end date is set to today.

Days Future For End Date

To set an end date in the future that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period.

Days Future For End Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period.

Enter the number of days in the future you want the download data to end. Enter numbers as positive integers.

Use with Days Back For Start Date to specify a start date other than today. If Days Back For Start Date is not set, or set to zero, the start date is set to today.



Automatic Processing section

When scheduling multiple batches, set start times at least 10 minutes apart. Running multiple batches simultaneously can result in conflicts if a required record has been locked by another service.

Batch Start Cron Command

An expression to specify the time sequence to be followed for downloads, for example:

Every day at 1pm: 0 0 13 * * ?

Every Friday at 5pm: 0 0 17 ? * FRI

The last Thursday of every month at 22:00: 0 0 22 ? * 5L

The expression must be of the form:

[sec] [min] [hr] [day_of_month] [month] [day_of_week] [year]

Where:

[sec] is the time in seconds, from 0 to 59. No special characters can be used.

[min] is the time in minutes, from 0 to 59. No special characters can be used.

[hr] is the time in hours using the 24 hour clock, from 0 to 23. Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)

[day_of_month] is the date in the month, from 1 to 31. Special characters: , (comma) - (hyphen) * (asterisk) ? (question mark) / (forward slash) L W

[month] is the number of the month from 1 to 12, or a three letter abbreviation for the month: JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)

[day_of_week] is the number of the day in the week from 1 to 7 starting with Sunday, or a three letter abbreviation for the day: SUN MON TUE WED THU FRI SAT

Special characters: , (comma) - (hyphen) * (asterisk) ? (question mark) / (forward slash) L # (hash)

[year] is optional and if used is a year from 1970 to 2099. Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)

See below for special characters and further examples.



Special characters:

, (comma) A value delimiter when specifying more than one value for a parameter.

For example JAN, MAR, JUN to specify more than one month.

- (hyphen) A value separator when specifying a range of values for a parameter.

For example JAN-JUN to specify a range of months.

* (asterisk) All values for a parameter.

For example * in the day_of_week parameter position specifies all days and the download runs every day.

? (question mark) No specific value. Used for day_of_month or day_of_week when specifying one and not the other.

/ (forward slash) A value separator when specifying increments. The value before the slash specifies the starting value, the value after the slash is the amount of the increment.

For example 1/5 for day_of_month specifies to run the download every fifth day of the month starting from the first of the month.

L Last value in the range. Available for:

o day_of_month where it means the last day of the specified month.

o day_of_week when used by itself it means Saturday; when used in conjunction with another day_of_week value it means the last day of that value in the month. For example, 6L means the last Friday in the month.

W Available for day_of_month in conjunction with a day value to specify the nearest weekday within the month.

For example, 20W, when the 20th is a Saturday runs the download on Friday 19th; 1W, when the 1st is a Saturday runs the download on Monday 3rd, the nearest weekday within the month.

# (hash) A value separator when specifying the nth day_of_week in the month. For example the 3rd Wednesday of the month. Used for day_of_week. The value before the hash specifies the day_of_week, the value after the hash specifies the ordinal.

For example, FRI#2 and 6#2 both specify the second Friday in the month; 2#3 and MON#3 both specify the third Monday in the month.



Example expressions

0 0 13 * * ? The download runs every day at 13:00hrs (1pm)

0 30 22 ? * 6L The download runs on the last Friday of every month at 22:30. (10:30pm).

0 0 15 W * L The download runs on the last weekday of every month at 15:00 (3pm).

0 45 17 ? * MON-FRI The download runs Monday through Friday at 17:45 (5:45pm).

0 0 2 ? * MON#3 The download runs on the third Monday of every month at 02:00 (2am).








Managed File Transfer section

Complete these fields if you are downloading using managed file transfer.

Outgoing Emails One or more email addresses to receive the download files. Enter each address on a separate line.

Outgoing Server Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page.

The name of the server supplying the data for download.

Outgoing Path Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page.

The path within the outgoing server to the directory supplying the data.

7. Select Save.




Configuring an Upload

Uploads are configured as part of Payflow Services. Once configured, you can run the upload and use it as a means of loading data from any source system into Fairsail; you do not have to use the upload exclusively for payroll data or as part of a fully configured payroll service.

To configure an upload:

1. Select the Payflow Services tab.


2. If you want to configure an upload as part of an existing Payflow Service:

a. Select a View that includes the service you want.

b. Select the Payflow Service Name:


3. If you want to configure an upload for use outside a Payflow service or as part of a new service:

a. Select New:


b. In Payflow Service Name, enter a name for the Service.

c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service.

d. In Send Reports To, enter the name of the Fairsail user to receive upload reports. Use Lookup if necessary.

e. Select Save.

Fairsail displays the Payflow Service Console.



4. On the Payflow Service Console, Select Configure:


5. In the Mapping from Upload File to Payflow Lines section, select Upload Configure.

Fairsail displays the Upload Configure page. Use this page to define key features of the file(s) you are going to upload so that the contents can be correctly mapped to Fairsail records.


Field Description

Options section

Primary Key Picklist. The value used to link a record in the upload file to a unique Team Member record in Fairsail. Select the picklist and choose from:

Payroll Service and Number If you are uploading data from more than one source (typically, multiple payroll services), use this option to avoid conflicts between instances of the same identification number used by more than one service.

Unique Id The Team Member's Unique Id as recorded in Fairsail. This is the most commonly used option for single file uploads.

Records in the upload file with Primary Key blank are ignored and not uploaded.

Upload Record Delimiter

Characters or a regular expression representing a break between records in the file(s) to be uploaded. Typically a Return character.

If this field blank the record delimiter defaults to a standard Return character.

Upload Field Delimiter

Characters representing a break between fields within a record. Typically a comma (,) or a tab (\t)

If you leave this field blank the field delimiter defaults to a comma to create a standard comma separated value (CSV) file, using the regular expression:

,(?=(?:[^\"]*\"[^\"]*\")*(?![^\"]*\"))

Fields containing commas are assumed to be enclosed in double quotes ("). Double quotes at the beginning and end of a field are stripped on import.

To use an alternative character as a delimiter, precede it with a backslash (\). For example, to use pipe (|) as a field delimiter, enter:

\|

Upload Use Field Numbers

Checkbox. Enables you to use sequential numbers as field names in the records to be uploaded.

If checked, the upload process expects to find sequential field numbers starting from 1 for all field names.

If unchecked, the upload process expects to find field names in the first record of the upload file. Multiple spaces embedded in field names are converted to single spaces, and case is ignored.



Upload Full File Checkbox.

If checked, the complete upload file is scanned and compared with the previous upload run to identify Team Members missing from this upload. The confirmatory email sent on completing the run lists missing Team Members.

Missing Team Members are possible leavers or terminations; identifying them in the upload file provides a check and enables you to ensure that all required HR processes are followed.

If unchecked, no comparison of file content with the previous run is made.

Upload Post Employment Data

Checkbox.

If checked, data can be imported without creating new Employment Records for Team Members who have left.

Upload Attachment Filename

Picklist of fields in the Payflow Line object. Used to enable import of payslips to Payflow Line for display through Fairsail WX.

Select the picklist and choose the field that contains or references the name of the file. This can be a field from the csv file to be uploaded, or a formula field that calculates the file name from data such as the Unique ID.

When selected, an additional batch runs to import payslips after the batch importing data to Payflow Lines, and before the batch updating HCM objects

Automatic Processing section








SFTP section

Complete these fields if you are uploading using managed file transfer.

Incoming Server The name of the server to which you are uploading the data.

Incoming Path The path to the receiving directory on the Incoming Server.

7. Click Save.

Fairsail displays the Configure page for the Payflow service.



Mapping Fairsail Fields to a Download File

Before you can download data from Fairsail HCM to a file you must define a mapping between the fields in the HCM data objects and the fields in your file. Mapping enables you to:

Name the fields in the download file in a way that is meaningful for your organization. You do not have to retain the HCM field names.

Set conditions for the mapping to populate fields in the download file when a condition is true.

Set default values for download file fields when source fields are empty.

Set further options including:

o Date format.

o Translation handling.

o Character set.

o Multiple space to single space conversion.

o Number of digits after a decimal point.

o Padding character for fixed length fields.

o Validation.

Every field that you want to download must be mapped - any fields missing from the mapping cannot appear in your downloaded file(s).

To define field mapping:

1. Click the Payflow Services tab.


2. Click the Payflow Service Name for which you want to define field mapping.


3. On the Payflow Service Console, click Configure:


4. In the Download Files section, click the Name of the file for which you want to define mapping:

Fairsail opens the Configure page for the file you selected.



5. At the bottom of the page in the Mapping HCM to File section, click New:

Fairsail displays the Mapping Configure page.


Field Description

The value in: section

The source object and field.

HCM Object Picklist. Click the picklist and select the object that supplies the source data field:

None Select None if you want to include a field in the download file that always has the same value. Specify that value in Default.

Payflow Service

Payflow Batch

Team member

Employment

Salary

Bonus

Benefit

Beneficiary

Dependant

Absence

Timesheet

Time Report

HCM Field Picklist. The data field that supplies the source data from the object you selected in HCM Object. This is a dependent picklist with the content determined by the object you selected. Select the picklist and choose the field.



Field Description

Default Text. The value that you want to appear in the download file field if there is no value in the source object field. Specifying a default value can make it easier to identify the content of a large file containing otherwise empty fields.

You can enter:

A text string.

An expression using the syntax: {!<expression>}

For example:

o {!' '} Inserts a single space character in the download file field when the source file field contains no value.

o {!fHCM2__Home_Address_City__c} Used as Default for the Home Address Region field, Inserts the value of the Home Address City field if no Region value is specified.

Leave blank to produce a blank in the download file when there is no value in the source field.

You can also use Default with None in HCM Object to specify a value that always appears in the download file in this field. The value can be a text string or derived from an expression. This offers an alternative to creating a dedicated formula field in your org, with the added advantage of enabling copying between orgs with a .fs file.

is download as: section

The destination file and field.

Download File Picklist. The picklist lists all download files created for the Payflow Service.

If you have opened this page by clicking a file name in the Download Files section of the Payflow Service Configure page, Download File defaults to that file name.

To select a different file, click the picklist and select the file.



Field Description

Repeat Number. Repeats each record on a new line, once for each field identified with a different Repeat number. Typically used to split long records and repeat fields (such as a unique identifier or name) to identify the partial records. Repeat offers a single file alternative to defining multiple download files to carry related information.

For example:

A download file is set up with fields for:

o Payroll number

o Employee Name

o Bank Details (multiple fields)

o Salary Basis

o Salary Amount

o Bonus Amount

Use Repeat as follows:

o Payroll number: set Repeat to 1

o Payroll number: define a duplicate mapping, set Repeat to 2

o Employee Name: set Repeat to 1

o Bank Details (multiple fields): set Repeat to 1

o Salary Basis: set Repeat to 1

o Salary Amount: set Repeat to 2

o Bonus Amount: set Repeat to 2 This produces a download csv file with the following content for each source record:

LINE1:Payroll number,Employee Name,Bank Details,Salary Basis, , LINE2:Payroll number, , , ,Salary Amount,Bonus Amount

o Lines contain empty fields when Repeat values set those values on another line.

o Fields not set with Repeat values are grouped on a new line in the order specified by Order and Position.

Subgroup Picklist. Click the picklist and select:

Benefit

Beneficiaries

Beneficiary Benefit

Absence

Bonus

Timesheet

Time Report

Download Field Name The name you want to give the field in the download file.

Position Number.

For fixed length records, the position of the first character of this field.

For variable length records, the position of the field in the record. Position is subsidiary to Order; fields are sorted by Order and then by Position. Lower number positions appear earlier in the record than higher number positions.



Field Description

Order Number.

The sequence in which fields are sorted in the record. Lower number orders appear earlier in the record than higher number orders. Fields are sorted by Order and then by Position.

on condition: section

Sets a condition that must be met before the content of the source field is downloaded.

Select Object Picklist. The object containing the field you want to match to the given value for the condition to be met.

Select Field Picklist. The field you want to match to the given value for the condition to be met. This is a dependent picklist with the content determined by the Object you selected.

Select Value The value you want Select Field to match for the condition to be met.

If Select Object and Select Field are set and you leave Select Value blank, data can be included in the download file only if the value of Select Field is blank.

For logical NOT Use ! For example:

o !France specifies include data if the selected field contains any value other than France.

o ! on its own specifies include data if the selected field contains any value other than blank.

To include the value of HCM Field when the value of Select Field has changed, enter # Use # to create a condition that assesses if the value in one field (Select Field) has changed before downloading the value in another (HCM Field).

o If you use # AND check Changes Only, the value of HCM Field is included in the download if both the values in HCM Field and Select Field have changed.

Changes Only Checkbox.

If checked, Fairsail Payflow compares the value in HCM Field with the equivalent value in a previous download, and includes the new value of the field if it has changed. By default Fairsail compares current values with values in the most recent batch of the previous payroll period. If the value has not changed the field displays a blank in the download file.

If unchecked, the value of HCM Field is included in the download file whether it has changed or not.

You can use this field in combination with Changes Only for the file specification. For example:

With file level Changes Only unchecked:

o Fields with Changes Only checked show values in the download file only when the value has changed from the last download; they are otherwise blank.

o Fields with Changes Only unchecked always show values in the download file.

With file level Changes Only checked:

o Records with no changes are not included in the download file, regardless of the field level Changes Only setting.



Field Description

Ignore In Record Change

Checkbox. If checked, this field is ignored when assessing if the record has changed.

with options: section

Field conversion options.

Length Number of bytes. The maximum length allowed for this field. Longer fields are truncated.

Format Picklist. The date, decimal, and logical values you can impose on the downloaded data for this field. Click the picklist and select the format you want the downloaded data to take.

Translate By Substrings

Checkbox. If translation is specified for this field in the Translation for this value section, this checkbox controls how the translation is applied.

If checked, the Current Value is treated as a substring within the field and is replaced with the specified Replacement wherever Current Value occurs. This can result in multiple replacements within the field. For example:

Current Value: Doug Replacement: Douglas Translates: Doug McDougal to: Douglas McDouglasal

If unchecked, Current Value is replaced with Replacement only when Current Value matches the complete field content.

To Upper Check box.

If checked, lower case characters in the field are converted to upper case.

If unchecked, no case conversion is performed.



Field Description

Character Set Characters. The characters you want to allow in the field. If Character Set contains characters, only those characters are allowed to appear in the downloaded field; all other characters are removed.

Single Space Checkbox.

If checked, multiple spaces between words are converted to a single space.

If unchecked, multiple spaces between words are preserved.

Scale Number. The number of digits to display after a decimal point.

Left Pad Character For fixed length fields, the character to use to pad short fields to the left to fill them to the required length.

Validation An expression to validate the content of the downloaded field. Fairsail Payflow generates a warning message if the field does not pass the validation.

Prefix A text string to be inserted before the field data content. Prefix can include:

More than one line: insert \r\n

Tab markers: insert \t

Postfix A text string to be inserted after the field data content. Postfix can include:

More than one line: insert \r\n

Tab markers: insert \t

New Loop After Checkbox. Used for loops in HIPAA 834 format files and other formats where repeated blocks of the same type of data occur.

If checked, the downloaded field is treated as the last field in the current loop and a new loop is started with the next field.

If unchecked, the downloaded field is treated as a field in the standard sequence within the record.

Use with Record/Loop Counter to count the number of loops containing the specified text string inserted in the file.

New Record After Checkbox.

If checked, the downloaded field is treated as the last field in the current record and a new record is started with the next field.

If unchecked, the downloaded field is treated as a field in the standard sequence within the record. A new record is started after this field only if it is the last field in the record.

Use with Record/Loop Counter to count the number of records containing the specified text string inserted in the file.

Record/Loop Counter Text, up to 80 characters. A text string - for example SavingsPlan or Dependent - to associate with this field and enable Fairsail to count the number of records or loops of that type added to the file.

Use for the last field of the loop or record - the same field that has New Loop After or New Record After checked - to count once for each record.

If used for multiple fields within a record, the counter automatically sums all matching fields.

Records with no data are not counted.

When running a changes only download, unchanged records are not counted.

You can use the Counter in a formula to return the number of records carrying the string. Typically used in a header or footer, for example:



Field Description

lpad

A standard function to insert the following characters to the left of a text string.

repeat a,b

A standard function to repeat a, b times

7. If you do not want to provide a translation value for this field, click Save.

Fairsail displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping HCM to Download Files section.

8. If you want to provide a translation value for this field, click New in the Translation for this value section.

Fairsail displays the Transltion Configure page.


Translation for this value section

Current Value The original value in the field you want to change. See the Translate By Substrings field description for different ways of handling the translation.

Replacement The value you want to use to substitute for Current Value. See the Translate By Substrings field description for different ways of handling the translation.

If Replacement is blank, Current Value is deleted when it is found.

10. Click Save.

Fairsail displays the Mapping Configure page.

11. Click Save.

Fairsail displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping HCM to Download Files section.

Release Content Vacancy Approval Action through WX


Vacancy Approval Action through WX

WX Actions can now include an action to approve a Vacancy sent to the assigned approver as defined in the Vacancy Approval Process.

New Vacancy Approval

When a new vacancy is created, the Vacancy Approval process routes the request for approval to the Assigned Approver. The Assigned Approver can be the Authorizing Manager defined in the Vacancy, or someone else.

The Assigned Approver receives an Action to approve the vacancy:

Select the link to display Action detail:



The details displayed can be configured. Ask your Administrator to modify the

Vacancy Hiring Manager Approval Field Set.

Add comments as necessary:

Select Approve or Reject:



Field Sets: Vacancies

Field Set Purpose

Compensation Package Fields displayed in the Compensation Package section of the Vacancy Details edit page.

Employment Type Fields displayed in the Employment Type section of the Vacancy Details edit page.

Hiring Manager Approval Fields displayed to the Assigned Approver in the Vacancy approval process - typically the Authorising Manager - when they view an Action from the Actions list to approve a Vacancy.

Hiring Manager Details Fields displayed to the Hiring Manager when they view a Vacancy through the Collaboration Portal or WX.

Hiring Manager List Fields displayed to the Hiring Manager in the list of their Vacancies.

Internal Job Apply Fields visible to an internal candidate viewing a vacancy through the Internal Portal. These fields are read only.

Not used in Fairsail WX.

Internal Job List Fields visible to an internal candidate on the list of jobs displayed on the Internal Portal. These fields are read only.

In Fairsail WX: fields visible to an internal applicant on the View Details view for a Vacancy. If Internal Job List is empty, WX defaults to display the fields in the Job List Field Set

Job Apply Fields visible to a candidate viewing a vacancy in a Candidate Portal. These fields are read only.

Job Description Fields displayed in the Job Description section of the Vacancy Details edit page.

Job List Fields visible in the Job List section of a Candidate Portal. These fields are read only.

In Fairsail WX: if the Internal Job List Field Set is empty, fields visible to an internal applicant on the View Details view for a Vacancy.

Key People Fields displayed in the Key People section of the Vacancy Details edit page.

Requisition Details Fields displayed for vacancy approval when using job requisition.

Requisition Edit Fields visible on the vacancy edit page before vacancy approval when using job requisition.

Share As Edit Available through Fairsail Recruit Enterprise. Users granted Edit level access to this Vacancy.

Share As Read Available through Fairsail Recruit Enterprise. Users granted Read level access to this Vacancy.

Vacancy Details The details visible on a vacancy page.

Vacancy Edit Additional fields visible on the vacancy edit page.

Release Content Enhanced New Vacancy Process


Enhanced New Vacancy Process

A range of configuration options enable you to control use of vacancy templates and the visibility of existing vacancies to act as starting points for new vacancies.

Configuring New Vacancies

You can set options controlling the way New Vacancies can be created:

Enforce the use of templates for all new vacancies.

Templates help to ensure consistency throughout the talent acquisition process and can include detailed definition of recruitment stages for Vacancies.

Enable the display of selected vacancies on the New Vacancy page to act as starting points for new vacancies. Choose from:

o All Vacancies.

o Your Vacancies.

To configure the New Vacancy process:

1. Go to Setup > App Setup > Installed Packages

2. In the Action column, select Configure for the Fairsail Recruit package.

Fairsail displays the Fairsail Recruit Configuration page.

3. Select the New Vacancies tab:




Field Description

Require Template On New Vacancy

Checkbox. If checked new vacancies must specify an existing vacancy to act as a template for Selection Criteria and Stages - you cannot save a new vacancy that is not based on a template. If checked, you must also check Templates Visible so that templates are available for selection.

Use to help impose a level of consistency on the recruitment process and to ease creation of new vacancies.

If not checked, new vacancies can be created without basing them on templates.

Templates visible Checkbox. If checked, Vacancy Templates are listed for selection in the Copy Criteria and Stages From section on the New Vacancy page. Check if Require Template On New Vacancy is checked to make Templates available for selection.

All Recent Vacancies Visible Checkbox. If checked, a maximum of the 997 most recently created Vacancies are listed for selection in the Copy Criteria and Stages From section on the New Vacancy page.

Manager's Recent Vacancies visible

Checkbox. If checked, a maximum of the 997 most recent Vacancies created by the User viewing the New Vacancy page are listed for selection in the Copy Criteria and Stages From section.

5. Select Save.

New Vacancy

To create a new vacancy:

1. On the Vacancy Home page, select New:

OR



Select Vacancy in the Create New... picklist in the left sidebar:

If you are just starting to use Recruit you can select New Vacancy in the First Steps section of the home page.

Fairsail displays the New Vacancy page. The content of this page is controlled by configuration options (see page 95).


Field Description

Vacancy Name The job title of the vacancy

Copy criteria and stages from section

Existing Vacancy Filter Options Picklist. Displayed if more than one filter is selected in the configuration options. Controls the content of the Existing Vacancy picklist and enables you to focus on a single category of existing vacancy.

Select the picklist and choose from:

Templates Only

My Recent Vacancies

All Recent Vacancies

Templates and My Recent Vacancies

Templates and All Recent Vacancies

You can save time by starting from an existing vacancy.

Existing Vacancy Picklist. Content is controlled by configuration options and then by the Existing Vacancy Filter Options picklist.

Choose the closest previous vacancy or template to this one. Vacancy details, selection criteria, selection stages, and the mapping between criteria and stages are copied from the selected template or vacancy to act as a starting point for the new vacancy. Applications and assessments are not copied, and the original is left unchanged.

3. Select Save to create the vacancy. Fairsail displays the Vacancy Details edit page.



New Vacancy Configuration Options

Fields displayed on the New Vacancy page are controlled by configuration options available to your Administrator

Enable vacancy creation without using a template:

Require template use for new vacancies:

Available templates are listed in alphabetical order.



Display all recent vacancies and not require template use:

Recent Vacancies are displayed in alphabetical order.



If configured to display all recent vacancies and require template use for new vacancies:

The list of Existing Vacancies can be further configured to display the current user's recent vacancies - the Existing Vacancy Filter Options picklist is extended to include all available options:


Changes Summary

The link in this section contains details of the changes applied in each Fairsail HCM build contributing to this release. Select the link to access the document in your browser:

Victoria Build Release Notes

http://help.fairsail.com/Build%20release%20notes/Victoria%20Build%20release%20notes.xlsx


Recent Platform Enhancements

Recent Platform Enhancements Creating a Custom Action Event


Creating a Custom Action Event

In most cases you can use the pre-defined trigger events in HCM to initiate actions at the points you want in a process. You can also create your own Custom Action Events using the Salesforce Process Builder.

Bear in mind:

You can continue to edit a process until it is activated. When activated you cannot edit the process - you must clone the active process to create a copy and edit the copy before activating it.

Deactivating an active process does not make it editable.

You cannot delete an Active process - you must deactivate it first.

The process cannot use outbound messages - from your org to another destination.

You can incorporate multiple criteria in a single process, enabling you to create a single custom Action Event that responds to more complex logic.

To illustrate the range of options available, this example creates two processes:

A Pre-boarding process to assign a new hire to a Pre-Boarding Policy, giving limited access to Fairsail processes so that they can add initial information to their Team Member records including emergency contacts and dependants (see page 101).

A related Pre-boarding to Team Member process to re-assign the new hire to a full Policy on the Team Member's start date (see page 110).



Example Custom Action Event: Pre-boarding

This sample process is triggered by setting a Candidate's status to Pre-boarding. The process automatically assigns the candidate to a Pre-boarding Policy tailored to provide access to a limited set of Fairsail processes. The candidate can then load some information to your Fairsail system after contract signature but before start date. You can extend the process to add more actions.

The Pre-boarding process requires:

Fairsail HCM and Recruit packages installed in your org.

Team Member records to be automatically created, triggered by Candidate Status value.

Candidate Status picklist values of Onboarding - to create the Team Member record - and Pre-boarding - to trigger the Pre-boarding process.

A Pre-boarding Policy enabling the limited set of Fairsail processes you want to make available to the pre-boarder.

To create the Pre-boarding process:

1. Go to Setup > App Setup > Create > Workflows & Approvals > Process Builder

2. On the Process Builder page, select New.

Fairsail displays the New Process dialog:


Process Name The name you want to display in the list of available processes.

For this example, enter:

Pre-boarding

API Name By default,completed automatically from the Process Name. Change this value if you need to, ensuring that the API Name is unique in your org. Once saved, the API Name cannot be changed.

Description A brief description to help you further identify the process. For example:

Assigns new hires to the Pre-boarding Policy for limited access to processes



Fairsail displays the Process Builder flow for the new process:

4. Select Add Object.

Fairsail displays the object selector:



5. Use the picklist to select the object you want to trigger the Custom Event, and select the type of event you want to act as the trigger:

o Only when a record is created

o When a record is created or edited.

For this example:

o Select the Candidate object.

o Start the process when a record is created or edited.

6. Select Save.

Fairsail displays the Process Builder flow with the object name displayed:



7. Select Add Criteria.

Fairsail displays the Define Criteria form:

8. Enter a name for the criteria to be displayed on the process flow and select the criteria control from the options displayed:

o Conditions are met

The form displays the Set Conditions fields for you to select a field to test for the criteria you set.

You can select multiple fields to set more than one criteria.

o Formula evaluates to true

The form displays the Build formula fields to enable you to select a field from the object you selected:



o No criteria - just execute the actions!

For this example:

o For the Criteria Name enter Status Pre-boarding?

o Select Conditions are met.

o In Field select Status.

o In Value select Pre-boarding.

o Select All of the conditions are met (AND)

9. Select Save.

Fairsail displays the Process Builder flow with the object name and first criteria displayed:

10. Select Add Action.

Fairsail displays the Select and Define Action form.



11. Select the Action Type picklist and select the type of action you want to add.

For this example:

o Select Update Records:

Fairsail displays the Action Name and Record Type fields:

o In Action Name enter Set Policy.



o Select the Record Type field to display the Select a Record to Update dialog:

o Select Select a record related to the fRecruit__Candidate__c

o Select Team Member.

o Select Choose.

Fairsail displays the Update Records form.

o Select No criteria - just update the records!

o In Field select Policy.



o In Value enter the Policy ID.



12. Select Save.

Fairsail displays the Process Builder flow:

The Pre-boarding process is now complete.

13. Select Activate to implement the process.

You are prompted to confirm:

14. Select Confirm.

15. Select Back to Setup.



Example Custom Action Event: Pre-boarding to Team Member

This sample process is triggered on a new hire's start date. The process automatically assigns the new hire to a full Policy, typically as an upgrade to a pre-boarding Policy. You can extend the process to add more actions.

To create the process:

1. Go to Setup > App Setup > Create > Workflows & Approvals > Process Builder

2. On the Process Builder page, select New.

Fairsail displays the New Process dialog:


Process Name The name you want to display in the list of available processes.

For this example, enter:

Pre-boarding to Team Member

API Name By default,completed automatically from the Process Name. Change this value if you need to, ensuring that the API Name is unique in your org. Once saved, the API Name cannot be changed.

Description A brief description to help you further identify the process. For example:

Upgrade pre-boarders to full Team Members on Start Date



Fairsail displays the Process Builder flow for the new process:

4. Select Add Object.

Fairsail displays the object selector:



5. Use the picklist to select the object you want to trigger the Custom Event, and select the type of event you want to act as the trigger:

o Only when a record is created

o When a record is created or edited.

For this example:

o Select the Employment Record object.

o Start the process when a record is created or edited.

6. Select Save.

Fairsail displays the Process Builder flow with the object name displayed:



7. Select Add Criteria.

Fairsail displays the Define Criteria form:

8. For this example:

o For the Criteria Name enter Start Date = Today?

o Select Formula evaluates to true

Fairsail displays the Build Formula field:



9. Build the formula as follows:

o Select Field and choose Start Date, then select Choose.

o Select Operator and choose = Equal.

o Select Function, choose Date & Time to filter the list, then select TODAY. Select Choose.

Fairsail displays the completed formula:

10. Select Save.

Fairsail displays the Process Builder flow with the object name and first criteria displayed:

11. Select Add Action.




12. Select the Action Type picklist and select the type of action you want to add.

For this example:

o Select Update Records:

Fairsail displays the Action Name and Record Type fields:

o In Action Name enter Change Policy.



o Select the Record Type field to display the Select a Record to Update dialog:

o Select Select a record related to the fHCM2__Employment__c

o Select Team Member

o Select Choose.


o Select No criteria - just update the records!

o In Field select Policy.



o In Value enter the Policy ID.



13. Select Save.

Fairsail displays the Process Builder flow:

The Pre-boarding to Team Member process is now complete.

14. Select Activate to implement the process.

You are prompted to confirm:

15. Select Confirm.

16. Select Back to Setup.


Glossary of Terms

Field Set

A group of fields from which individual fields can be selected, typically for display in one part of Fairsail WX, Collaboration Portal or HR Manager Portal. Each Field Set is contained by an object, and field sets from one or more objects can be combined to build a page or part page.

HCM

Human Capital Management. Fairsail HCM includes Fairsail WX or the Collaboration Portal for the end user, Team Member audience, and the HR Manager Portal for the HR Administrator.

Picklist

One way of presenting a browser user with a number of options from which they can select. Some Fairsail picklists can be edited or added to as part of the implementation process; this is one of the ways in which the application can be configured.

Also known as: pull-down menu, drop-down menu.

Policy

A policy defines the functionality available to the Fairsail user through Fairsail WX or the Collaboration Portal. Each policy comprises a set of options and settings linked to a team member through an HR Department. An organization can have several policies for different parts of the business, such as per country or per management level.

Policies can be exported and imported to enable copying between organizations.

Security Profile

A collection of permissions and access settings that specifies the parts of the Fairsail system that can be seen and edited by a user. A user can be assigned to a single Security Profile. Typically used to provide a basic level of access control, refined by one or more Permission Sets. Fairsail HCM is supplied with three Security Profiles: HR Administrator, HR Manager, and Team Member.

Translation Workbench

A setup and configuration tool to help manage and implement natural language translation of customizations, such as picklist values and custom field labels, and to override existing labels and translations. The override function is used during implementation to change labels and prompts on screen.

WX

Fairsail WX (Workforce eXperience), the greatly enhanced replacement for the Fairsail Collaboration Portal. Using responsive design to enable use on the full range of screen sizes from desktop to mobile, giving access to existing processes, and introducing Internal Communication, Recognition, and Summary processes.

Glossary


WX Process

A group of features that deliver a part of Fairsail WX functionality, such as Objectives, Performance Review, or Skills. You group WX Processes into WX Services, and a Process can appear in more than one Service. You can name both WX Processes and WX Services to match the needs of your organization.

WX Processes are displayed to Team Members through the WX Navigation Bar and Service Bar; selecting a WX Process displays the Detail view for the Process. As an HR Manager or Administrator you can access WX Processes through the hosting WX Services - use the WX Services tab. Each WX Process has one or more options in a Policy that enables the Process to be configured.

WX Service

A group of WX Processes. For example, a Performance Management Service with component Processes for Objectives, Recognition, and Performance Review. You can name both WX Processes and WX Services to match the needs of your organization.

WX Services are displayed to Team Members through the WX Navigation Bar and Service Bar; selecting a WX Service displays Tiles for the component Processes. As an HR Manager or Administrator you can access WX Services through the WX Services tab.


Index

A About these Release Notes • 6 Absence Adjustments and Absence Accruals

Related Lists • 32, 33 Add New Hires through a Single Page • 9, 47 Adding a New Payflow Service • 61, 62

C Changes Summary • 93 Configuring a Download • 61, 63 Configuring an Upload • 61, 72 Configuring New Vacancies • 87 Creating a Custom Action Event • 95 Creating a New Absence Accrual Rule • 15 Creating Absence Accruals Automatically • 37 Custom Labels

Talent Plan 9 Box Grid View • 56, 59

E Enhanced Absence Features • 9, 13 Enhanced New Vacancy Process • 10, 87 Example Custom Action Event

Pre-boarding • 95 Pre-boarding to Team Member • 95, 105

F Fairsail Collaboration Portal

Customer Notice • 5 Fairsail HCM Configuration Guide • 7 Fairsail Payflow Implementer's Guide • 8 Fairsail Recruit

Guide for Administrators • 7 Guide for Recruiters • 8

Fairsail WX Guide for Users • 7

Fairsail WX Configuration Guide • 7 Field Set • 114 Field Sets

Talent Plan • 57 Vacancies • 85 Vacation/Absence • 40

H HCM • 114

K Known Issues • 11

M Mapping Fairsail Fields to a Download File • 61,

75 Multiple Carry Over Periods in the HR Manager

Portal • 29, 30 Multiple Carry Over Periods in WX • 32

N New Vacancy • 88 New Vacancy Approval • 84 New Vacancy Configuration Options • 89, 90

P Payflow Enhancements • 10, 61 Picklist • 114 Policy • 114 Policy Options

Talent Plan • 56, 57

R Recent Platform Enhancements • 94 Related Information • 7 Release Content • 12 Release Summary • 9

S Security Profile • 114 Setting Up and Changing Vacation Deduction

Order • 13, 15, 26, 29 Setting Up Carry Over Payout • 13, 28 Setting Up Multiple Carry Over Periods • 13, 14,

26, 29, 35, 39 Setting Up Single Page New Hire • 47, 49 Switching on Enhanced Absence Features • 14

T Talent Plan 9 Box Grid View • 9, 52 Talent Plan Configuration • 56 Translation Workbench • 114

Vacation/Absence • 41

U Using Single Page New Hire • 48

V Vacancy Approval Action through WX • 10, 84

W Which Guide do I Need? • 8 WX • 114

Index


WX Process • 114 WX Service • 115

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