HR

Step-by-step guide

This help guide will take you through the Address Types code table management, which is
used when recording employee contact details.

You will learn how to:

Create an Address Type
Edit an Address Type
Delete an Address Type
Record data against an Address Type

Introduction

Your organisation may have a requirement to capture various employee contact
addresses eg Doctor, partner contact. It is recommended that a code should be set up
this area be used to store “Emergency Contact” information.

Ciphr HR has some predefined address types which can be left, edited, added to and or
deleted.

Note: When reviewing the list of address types consider GDPR they are:
• Adequate – sufficient to properly fulfil your stated purpose
• Relevant – has a rational link to that purpose
• Limited to what is necessary – you do not hold more than you need for that purpose

To create an Address Type

Go to the following area:
- Pre-2025 Navigation: System > System Administration > Code Tables
- Latest Navigation: Data Management > Code Tables

From the Group choose People and then select the Address Types table
The screen will display all the existing codes

Click Insert New Record

Add the description of the address type eg University Address
The Address Name Label can be optionally used to record information in relation to
that address. For example the name of the GP if recording an address type for
Doctor
The Address Notes Label will name a notes field which can then be used as
identification of what is expected in that field. In the above example labelling the field
as “Term Dates” indicates that the field is to be used to store that information. This
would be useful for an employee who is an intern for example
The Address Header Label will name a field which can then be used as identification
of what is expected in that field. In the above example labelling the field as “Halls of
Residence” indicates that the field is to be used to store that information
Click Update

Note: There is no requirement to populate the Address Type Legacy Code.

The slider for Enable Copy Address is again optional. If this is enabled then on entering
employee data using this address type for an employee the data entry screen will
display a slider option.

If selected this will make the address the main contact address for that employee, and overwrite the information in their Personal Details > Contact Details.

To edit an Address Type

Click on the address type to be edited and then revise as required
Click Update

To delete an Address Type

Click on the address type to be deleted and then click Delete

Note: If an address type already holds data for an employee, ie it has been “used”, then it
cannot be deleted.

To record data against an Address Type

Locate the correct employee record:
- Pre-2025 Navigation: Personal Data > Personal Information > Emergency & Other Contact Details
- Latest Navigation: Personal > Emergency & Other Contact Details
Click Insert New Record
From the Address Type picklist select the address type that data is to be
recorded against
The screen will reflect the code table changes made

Note: If the slider to Copy to Person? is used then the record may, dependent on your
system security settings, be sent for verification.

It is recommended that the slider enabling the address to be copied is used with caution
and generally only for the employee home address as this will overwrite ALL the data
held in Personal Contact Details, including blank fields. Eg even if a mobile number has not
changed when someone moves house, it would need to be added again to prevent it
being wiped by a blank field.

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