The entity that an employee is in is displayed in the employee Job and Pay record.
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To assign an entity to an employee
Go to the following area:
● Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
● Pre-2025 (top) menu: Personal Data > Job, Pay & Reward Information > Job and Pay
- Click Insert New Record
- A prompt will be presented asking you to select the entity that the employee is to
be in
| Note: This prompt will also appear at the start of the process when adding a record via the Add New Employee Workflow. |
- Select from the list and click Update with this entity
- The entity will be shown on the Job Details tab of the Job and Pay record
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Note: If you are editing an existing Job and Pay record where no entity has been assigned, the same entity selection box will be presented. Once an entity is saved it will become read only and cannot be changed on an individual record. It can only be amended via Bulk Change (see section below). |
| Note: You may find that there are Code areas (dropdown fields) where there is a message advising that the Code is read only. This is because the Code is no longer available to that employee in that entity. Either the Code needs to be made available to the entity or a new Code selection for that field needs to be made |
Bulk Change
Entity is a field that can be amended on existing records via:
- Latest (left-hand) menu: Data Management > Bulk Change (System Administrator Licence required)
- Pre-2025 (top) menu: People Admin > Tasks > Bulk Change (System Administrator Licence required)
| Note: For more information on Bulk Change please refer to the linked help guides. |
Job Entity
Navigate to:
● Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
● Pre-2025 (top) menu: Personal Data > Job, Pay & Reward information > Job and Pay
There is a Job Entity field in the Job Information section, which can be used to filter in the Select Job windows when searching for a Job (such as assigning a Job or changing a Manager). The field can also be used where you are importing data from a recruitment system (optional functionality) which will have been discussed during implementation consultancy if this applies to your system setup.
When selecting a Job such as when assigning a person in their Job and Pay record, there are Multi Entity filters, and the right hand column shows the Job Entity (where populated). If choosing to filter on a Specific Entity, a dropdown will appear to select the Entity
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Note: Your filter choice will be remembered for next time you search for a Job (although with Specific Entity you will need to select the Entity from the dropdown each time) and can be amended as necessary. |
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Note: Assigning someone to a Job where the Job Entity differs to what is recorded in their Job and Pay will not overwrite the information in Job and Pay. |
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