HR

Step-by-step guide

This guide will help you to create Further Information Fields and show you how to display
them on a Ciphr HR page.

• Overview
• FI Field Availability
• To create the Further Information Field
• Examples
  
  

Overview

There may be data that you wish to store in Ciphr HR for which there is no field already available.

In such instances you can create a Further Information (FI) Field.

Security can be applied to the field to determine which users have access to view or change the data in the field.

The Page on which the field appears can be configured so the data is grouped with the most relevant related data.

A Pick List can be attached to the field so that data entry is controlled by selecting from the contents of a list. If using a Pick List this will need to be set up first before you can attach to the FI Field.

FI Field Availability

Each FI area (Page) contains the following fields available for use:

• 20 Text (up to 50 characters)
• 20 Number
• 20 Date picker (calendar)

Plus:  The following two pages associated with performance review can also include up to an
additional three Notes Fields per record, with virtually unlimited characters, designed for more in-depth conversations/notes:

• Objectives
• Employee Relations / Reviews

To create the Further Information Field

• Go to the following area:
  • Latest menu:  Data Management > Configure Further Information Fields
  • Pre 2025 menu:  System > System Administration> Further Information Configuration
• A list of areas (Pages) in will be presented
• Locate the area where the FI Field is to be made available and click on it to open
• Any existing FI Fields which have been set up in that area will be presented
• Click Add new record
• Select the Field Type (Text, Number or Date) and then choose the next available Field
  Name for that type (between 1 and 20)
• Enter a Heading
• Type the name of, or select the Tab that the field will appear on. Once an entry has been typed in, it will be available to select for other entries (self-populating list)

• The Order controls where the field will appear on the Tab. It’s recommended to space out the numbers, eg 10, 20 etc, then if you wish to reorder you can easily slot fields in. Eg add 15 to slot between 10 and 20
• The Page column (if visible) relates to legacy functionality in an older version of HR and can be disregarded, as the field is already linked to the area selected, as shown in the top left under Category Information Description
• The Bulk Change Wizard? column will be present on certain Pages where this functionality is available and the slider can be switched on if the field should be available to be used as part of Bulk Change
• Finally select, if applicable, Controls to be attached to the field such as a Date range, Number range or Text Pick List (these vary dependent upon which Field Type is selected)
• Click Update
• In the example below we have used a Pick List that was made earlier (Distance) to then link to the FI Field
  
  

• When viewed from Personal > Personal Details (older menu: Personal Data > Personal > Personal Details)

Examples

As well as recording useful information, FI Fields can be useful to create eforms that an employee or manager can complete, as well as HR.

Personal Details

Specific starter process questions can be added on new tabs on the Personal Details page. This can then be entered by the person adding the starter as part of the Add New Employee (Workflow/Wizard) / Add New Employee (Personal Details Only/Manual) page, or once the record is created, the employee could complete the field(s) online (such as declarations) and reduce your paperwork.

Time Off

Whilst there is a standard Tab for Return to Work on the Book & View Time Off page which can be linked to specific Absence Codes, if you wish to add more specific questions in line with your organisation’s policy, you can add FI Fields grouped together on another Tab as illustrated below:

The added bonus with this type of Page where multiple records can be held (one for each Absence) is that the FI Fields are attached to each record, so a history can be maintained against each occasion of Absence.