Subsets are used in a number of processes throughout HR, for example, when you want to run a report on a group of records, generating a letter to be distributed to a group of employees or creating a pay proposal for a group of employees.

To create a subset of records to report on

• Choose Reporting/Reports > Reports and find and click on the report you want to run
• The Subset screen will be displayed

• Manager Levels – dependent on what access levels to data that you have you will be able to select the number of manager levels below your own to view data
• Standard Sets – these are the default sets of data groupings that exist in HR
• Reset – clears the Subset selection and the selected records
• Load – will enable you to reload a previously saved subset criteria and then to recreate the subset to refresh the selected records
• Base Table – determines which fields are available to Filter at step 2. If you select the Job and Pay Base Table, a Point in Time date field will appear so you can amend this as needed to base your criteria on past/future data
• Employee Type – click to select the employee type as required:
  • Primary will select the primary record for employees with a secondary record
  • Secondary will select the employees' secondary record(s)
  • Other is anyone with no secondary (people with one job)
     

Step 1 – Create

• Firstly drag the standard set that you require into the circle. This will be the data range on which your selection can be refined
• The resulting screen will display the number of selected and unselected records
• Click Next

Step 2 – Filter

• Click on the + sign adjacent to the table that you want to make a field selection from to expand the contents of that table
• Drag the field name that is being used to filter the selection to the filter area
• The field will be added and the criteria can be defined in the text box. As data is entered the field content will appear from the list of options available in that table

• If this is the only data selection criteria that is required then click Next
• If however, a further filter is needed then select the table name and field name as before and drag to the filter area
• Dragging the field into the existing selection box will add a row with the second selection criteria and will create an AND statement
• Clicking on the cross alongside the selection criteria will remove that line

• Dragging the field into the area above the existing selection box will add a row with the second selection criteria and will create an OR statement
• Continue selecting criteria as required

• Once all the filtering criteria have been selected click Next
• The results of the selection will then be displayed

Step 3 – Add / Remove

• At this stage of the subset creation, individual records can be added or removed from the subset using the sliders next to the record and the Add or Remove buttons
• Click Next

Stage 4 – Complete

• At this point the subset has been created and is complete
• The complete screen will display the number of selected records, the name of the standard set that was used in stage 1 of the subset creation, whether filtering has been applied and whether any records have been added or removed in stage 3 of the subset creation
• Click Finish to complete and apply the subset process

Save a subset

• At step 4 the criteria used to make the record selection can be saved and named enabling this selection to be loaded and used again in the future
• This is especially useful if multiple criteria have been defined
• The option to make the saved subset Public will make this subset criteria available to all users that have access to subsets
• Give the subset a name and click OK
• Click Finish to complete and apply the subset process

To re-use a saved subset

• In stage 1 of subset creation, having selected the standard set that you wish to use click Load
• The screen will display any previously saved Subsets
• Click the Load button which is alongside the subset that you want to use
• The Load and Edit buttons will enable the loaded subset to be edited but will not affect the parameters of the saved subset
• Continue through the remaining subset steps

To configure your subset favourites

• The subset screen can be configured so that fields you use on a repeated regular basis are made more accessible and can therefore be selected more readily
• This is especially useful when selecting fields from tables that have lots of fields or from tables that are further down the list
• Step 1 – Create – Firstly drag the standard set that you require into the circle. This will be the data range on which your selection can be refined
• The resulting screen will display the number of selected and unselected records
• Click Next
• Step 2 – Filter – There is an area labelled Favourites at the top of the list of tables

• From the list of tables click on the + sign to open the table that contains the field you wish to add and then drag that field into the Favourites area
• This can be repeated for as many fields as you want to add to favourites

• The fields will appear in the Favourites area and can then be used to filter the subset selection in the usual manner
• The Favourites selection box can be closed by clicking on the – (minus) sign
• Fields can be removed from the Favourites area by dragging them out and dropping them into Remove from Favourites

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