Global changes: Electronic documents

Solution Properties

Solution ID:

200427112157449

Last Modified Date:

Thu Jan 11 11:55:09 UTC 2024

Taxonomy Path:

Case category//How do I...//setting up

Author:

[email protected]

Global changes: Electronic documents

Description

You can use the Global Changes option to make amendments to a group of employee records, rather than having to amend each record individually. Let's take a look at how to use the Electronic Documents option within Global Changes.

Cause

Resolution

Which layouts to use?

These standard layouts are large enough to accommodate a comment >

~20xx_Dot Matrix (1 per 6in. page) with Comments
~20xx_Dot Matrix (2 per 12in. page) with Comments
~20xx_Dot Matrix (1 per 6in. page) with Holiday Fund and Loans
~20xx_Laser (2 per A4 sheet) with Comments
~20xx_Laser (2 per A4 sheet) with Holiday Fund and Loans
All email payslips

Add a payslip comment

Click here for the steps to add a comment to a payslip >

From the employee list, select the required employees.
Click Tasks then click Global Changes.
Click Electronic Documents then click Set Payslip Comments.
Enter the comment you want to appear on the selected employees' payslips.
Click OK then click Yes then click OK.

The payslip comment is recorded within the Analysis tab of an employee's record. If required, you can edit or delete the comment here.

Remove a payslip comment

To remove a comment from a payslips >

From the employee list, select the required employees.
TIP: If you don't select any employees, all employees are included in the global change.
Click Tasks then click Global Changes.
Click Electronic Documents then click Clear Payslip Comments.
Click Yes then click OK.

Set employees to receive electronic documents

If your employees have an email address recorded in the Personal tab of their employee record, this section explains how to set up the selected employees to receive their payslips and P60s by email >

Employees can only be set to receive electronic documents using Global Changes if they have an email address recorded in the Personal tab of their employee record. To enter this, open the employee record and enter an email address in the E-Mail box.

From the employee list, select the required employees.
If you don't select any employees, all employees are included in the global change.
Click Tasks then click Global Changes.
Click Electronic Documents then click Set Electronic Documents Flag.
In the Date confirmed box, enter the date you confirmed with the selected employees that they agreed to receive their documents by email.
Click OK then click Yes then click OK.

Remove the electronic document setting

To stop the employee receiving documents electronically >

From the employee list, select the required employees.
TIP: If you don't select any employees, all employees are included in the global change.
Click Tasks then click Global Changes.
Click Electronic Documents then click Clear Electronic Documents Flag.
Click Yes then click OK.

Set a document email address and password

Before setting the structure of document email addresses and passwords, you must confirm that the employees want to receive their documents via email. To do this, please refer to the section Set employees to receive electronic documents, earlier in this article.

From the employee list, select the required employees.
TIP: If you don't select any employees, all employees are included in the global change.
Click Tasks then click Global Changes.
Click Electronic Documents then click Set Email Address and Password.

Complete the Set Payslip Email Address and Password window as follows >

Available Fields	This lists all of the information that you can use to create your email address and password structure. To view a list of employee details that you can use, double-click Personal To view a list of employment information that you can use, double-click Employment
Email Address Structure	To set your employees' email address structure, from the Available Fields list select the relevant fields then click >. You can also manually enter text. You may have email addresses that follow the pattern [email protected], e.g [email protected]. To set this up: From the Available Fields list select Forenames then click >. In the Email Address Structure box, enter '.'. From the Available Fields list select Surname then click >. In the Email Address Structure box, enter @ then your domain name, e.g. @sage.com. The Email Address Structure box displays: [Forenames].[Surname]@domainname.com.
Replace existing payslip email address	To replace an existing email address recorded in an employee's record, select this check box.
Email Address Password	To set your employees' password structure, from the Available Fields list, select the required field then click >. E.g. To use each employee's NI number or their date of birth as their password.
Replace existing payslip email password	To replace an existing password recorded in an employee's record, select this check box.

Click OK then click Yes then click OK.

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