• There may be data that you wish to record in HR against a Job where there is a need to store historic or multiple records against each Job: eg the history of Job Evaluations or the equipment someone new coming into the job may require.
• In such instances you can create a Job Additional Information Category. The Category allows you to group together a number of bespoke fields into an ‘eform’ for your users to complete against the Job (access is controlled by security permissions).

Contents

• Introduction
• To create a Job Additional Information category
• To create the fields for the Additional Information category
• To make the Job Additional Information category available
• To record Job Additional Information data
• To view Job Additional Information data from an employee record

Introduction

• As you get more familiar with your system you may find that there is data that you wish to store in HR but there is no standard area to capture this. In such instances there are two options to create custom fields.
• Both Additional Information (AI) and Further Information (FI) provide the ability for your HR system to be configured so that custom extra fields are made available to hold your bespoke data.
• AI can be assigned directly to an Employee record or it can be assigned to a Job, and this topic will focus on Job AI. Assigning AI Categories to a Job means when an employee is placed in the Job, the AI Categories will be automatically assigned to them

Where does this relate to?

• Job AI data is stored against a Job rather than person in the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Configuration > Jobs > View > Jobs Additional Information
  • Pre 2025 (top) menu: People Admin > Jobs > View > Jobs Additional Information
• However, in order to be able to view the Categories, they need to be configured first

To create a Job Additional Information category

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Configuration > Jobs Additional Information Configuration
  • Pre-2025 (top) menu: System > System Administration > Jobs Additional Information Configuration
• A list of any existing Job Additional Information categories will be presented (as this is bespoke to your system this will be blank upon the first visit) 

• Click Insert New Record
• Enter a Description that will be displayed to your users
• The Security Field Group can restrict Record Group access but note this applies to the whole Category as it’s not currently possible to restrict specific fields within the Category, and a separate Role Management Action – Jobs Additional Information has overall control of a User Role’s access to the Category (covered later in this topic) so the Security Field Group is only relevant to HR type users where you may wish to restrict access to particular Record Groups. Eg: you record company shares information in Jobs AI and want to restrict the Directors’ share package information from the wider HR team, or you record Job Evaluation information and wish to restrict the HR Team from seeing their colleagues’ Job AI data
• The Notes Heading is optional and if populated, will add an extra tab to the end (right hand side) of your Category form when created, with a large (virtually unlimited characters) text box which can be useful to capture extra notes as needed
• Click Update to save the Category header. A Success message will confirm the record has been created
• Click Edit to start adding fields to the new Category

• A Delete button will appear under the Update button but this can only be applied where the Category has not been ‘used’ on any Job records as any historical data will prevent deletion. A pop-up message will advise which record(s) have data stored if you attempt to Delete a used field

To create the fields for the Additional Information category

• Within your new Category a Details section will appear as the lower section of the page to add your fields. Click Add new record
• There are 81 fields available to use per Category
• 20 Text (free text up to 255 characters)
• 20 Date (date picker calendar)
• 20 Number
• 20 Logical (slider toggle button)
• 1 Notes field (virtually unlimited characters – controlled by the Notes Heading field being populated in the Category Information top section, rather than in the field list) which will appear on its own tab if used
• Select the field Type (Text, Date, Number or Logical) and then choose the next available field Name for that type (between 1 and 20)

• Give the field a Heading which is how it will display on the form
• For the first field the Tab selector will be empty, type the text you want to appear as the first Tab heading. This name will then be available for other fields which may be placed on the same tab or you can type more text to add another Tab

• Define the Field Order On Tab – this is the order that the fields will be presented on that 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
• Define the Grid Order – this is optional and can be used to determine the display of prominent fields that will be presented in a summary format, where there may be numerous records for the category on a person’s record. Leaving the order blank will not include the field on the summary view. It is recommended that at least one field has a grid order configured otherwise the following warning will be displayed when the AI category is assessed 

• Where the grid order is defined the fields will be displayed on the Category summary page

• Finally select, if applicable, All Controls to choose any Controls to be attached to the field such as a Text Picklist, Date range, or Number range (these vary dependent upon which field Type is selected, Logical does not have any Controls)

• Click Update in the right hand column of the field you are working on to save it
• Continue using Add new record to add any further fields for the Category as required

To make the Job Additional Information category available

• Security for each Category can be applied so each User Roles can see and/or update specified Categories. Only users with access to the Jobs page will be able to enter information into a Category.

• Go to the following area:
  • Latest (left-hand) menu: System Configuration > Role Management
  • Pre 2025 (top) menu:  System > Security > Role Management
• A list of existing User Roles will be presented
• Click on the User Role that the Category is to be made available to and then click on Job Additional Information from the list of Actions (Additional Information refers to Employee Additional Information)

• All the Job AI Categories will be presented and, dependent on the User Role that you are viewing, you will be able to change your Own Permissions and Subordinate Permissions to grant Write Access / Read Only / Hidden access to each Category
• Changes will need to be made to all User Roles requiring access to this Category
• Make the changes and click Review Changes > Update if the changes are correct
• The users in the modified User Role(s) will now have the configured level of access to the category 

• For a User Role to access any Job AI Categories they must have access to the Jobs Additional Info Page

To record Job Additional Information data

• To see your Categories in action, go to the Job where you wish to enter information
• Select the View button and Job Additional Information

• All the Categories available to your User Role will be listed
• Click on a Category and it will show a list of any existing records and an Insert New Record (subject to security access) to add a record

To view Job Additional Information data from an employee record

• Job AI can be viewed alongside Employee AI in either:
  • Latest (left-hand) menu: Personal > Additional Information
  • Pre-2025 (top) menu: Personal Data > Personal Information > Employee Additional Information

• If Job AI has been set up for the person’s job, a second tab will be present showing [Job Title] Additional Info. This is read only as it is edited in the Jobs page