Separate data storage area

• You can access AI details by selecting either:
  • Latest (left-hand) menu: Personal > Personal information Configuration > Additional Information Configuration
  • Pre-2025 (top) menu: Personal Data > Personal information > Employee Additional Info
• AI is stored in categories: eg you might have a category for storing company equipment or company credit cards, and all the different categories of AI will be listed under this page
• This area can work well as an 'eforms' area to encourage employees and managers to add their own data for HR to approve as necessary

See footnote for an example. 

Page specific

• A FI field is generally located on an additional tab created on an existing page. Data held would normally be related to the type of information that is already held on that page eg Personal Details

See footnote for an example. 

History in all categories

• Each AI category can store multiple data entry lines so provides the ability to capture historical information about the subject matter
• Eg credit cards have an expiry date so that can be stored and when the new card is issued, the new information can be stored without overwriting the original record

History limited in some areas

• Each FI field that is created can only record the information that is held at that time. New data will overwrite the previous details held, so for pages such as Personal Details there is no historical record
• However, for pages with multiple records such as Absence and Job and Pay, the FI field is attached to each record so in this instance a history can be retained

Reporting

• It is possible to report on specific data categories but can be more complex than FI fields

Reporting

• FI fields can be selected when designing reports so that the report output shows the contents of those fields

Security

• Security can be applied at category level, to control who can see/edit each type of AI, but there is no specific field security within each category to restrict at field level

Security

• Field security can be applied to all FI fields to control who can see/edit specific fields

No Bulk Change

• AI fields are not available to select in Bulk Change

Bulk Change

• FI fields can be selected in the Bulk Change facility and can therefore be populated or changed for selected employee records in one update task

No Letter content

• The contents of AI can’t be accessed in a letter template

Letter content

• When creating your letter templates you can access your FI fields linked to Personal Details and the template area (if not Personal Details) and can therefore use the contents of these fields in a merged letter output

No Output to Payroll

• The contents of AI can’t be configured to be output to payroll (Paylink)

Output to Payroll

• The contents of FI fields can be configured to be output to payroll (Paylink)

Availability

• Each AI category contains:
  • 20 text (255 characters)
  • 20 number
  • 20 date
  • 20 logic (toggle button)
  • One notes field (virtually unlimited characters)
  • Categories are unlimited

Availability

• Each FI area (page) contains:
  • 20 text (50 characters)
  • 20 number
  • 20 date fields
• Two pages associated with performance review can include up to additional three notes fields per record, with virtually unlimited characters, designed for more in-depth conversations/notes:
  • Objectives
  • Employee Relations/Reviews

Notifications

• Notifications can be associated to AI fields

Notifications

• Notifications can be associated to FI fields