Skip to main content

Multi Entity in code tables

Ciphr Academy
Updated
hr-step_4.svg

This help guide will show you how to filter codes within code tables so they are entity specific when using the optional Multi entity configuration.

 

Contents

 

Introduction

  • Specific codes within a code table can be allocated to an entity. These codes will then be available to use in data entry for employees in that entity and associated child entities
  • There is a setting in System Configuration whereby it is possible to select whether child entities automatically inherit the behaviours of their parent entity.

 

Multi entity enabled code tables

  • The following code tables are currently set up as configurable for multi entity
Absence codes Absence Reasons Absence Years  Address Types
Allowances Cancellation Reasons Contracts Cost Centres
Cost Types Development Needs Delegate Status  Grades
Holiday Years Job Classifications Reward Points Reasons Leaving Reasons
Org Unit 1*  Payments Qualification Categories Recruitment Sources
Review Ratings  Sick Pay  Suppliers Terms and Conditions
Training Methods Training Needs Priorities Training Types Venues
Warning Levels  Work Patterns  Tutors  
  • *Org Unit 1 will be called whatever you determined in System Settings during system implementation, eg Department or Team. For more information see the linked guides.

 

To assign a code table entry to an entity

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Code Tables
    • Pre-2025 (top) menu: System > Administration > Code Tables
  • Select the group then code table required
  • To the right of each code within the code table there is a Multi Entity button
  • Click the button related to the code entry to be edited
  • The entity schematic diagram will be displayed
  • Click on each entity that this code is to be made available to
  • Use the sidebar to scroll down the page to click Update
  • This process will need to be repeated for all code entries as required
Note: The Translations button can also be used against certain codes if you have the optional Languages  feature installed.  See the linked guide for more details.

 

How entity-related code table entries are used

  • When recording information against an employee, eg absence, payment, allowance etc, only the codes that are available for the entity that the employee is in will be presented for selection
  • If an employee moves from one entity to another, data that is historical will reflect any code selections from the entity that the employee was previously in but these codes will not necessarily be available for selection for new data that is being entered
Note: Where permissions are restricted you may experience a read only error when attempting to update records if the associated Code is no longer assigned to the Multi Entity.

 

Footer

Related articles

Comments

0 comments

Article is closed for comments.