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    Summary Tab
    • 09 Jul 2024
    • 5 Minutes to read
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    Summary Tab

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    • PDF

    Article summary

    Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. The Summary tab of employee records is only available as part of the updated employee record.

    The updated employee record is only available when Workforce is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.

    The Summary tab contains quick reference information for the employee. If workflow approvals have been configured for employees, the Requests section allows users to review and approve changes to the Employee Record.


    Quick Info

    The Quick Info section provides a summary of key information for the employee pulled from the Basic Info and Employment tabs of their Employee Record.

    Field Title

    About

    Tab / Section

    Primary Reports To

    The manager of the employee, defined in the 'Reports To' field for the employee's primary job.

    Employment / Jobs

    Status

    Payroll status of the employee.

    Employment / Employment Info

    Hire Date

    Hire date of the employee.

    Employment / Employment Info

    Work Email

    Work-provided email address for the employee.

    Employment / Employment Info

    Work Phone

    Work-provided phone number for the employee.

    Employment / Employment Info

    Employment Type

    Full-time or part-time employment type of the employee.

    Employment / Employment Info

    Personal Email

    The employee's personal email address.

    Basic Info / Contact Info

    Personal Phone

    The employee's personal phone number.

    Basic Info / Contact Info


    Onboarding

    The Onboarding section is displayed for employees who are currently completing the onboarding process. This section displays a checklist of tasks that require attention from the employee.

    • Admin users can also complete these tasks if the employee is unable to via the My Pay section of the R365 Red App and has provided paper documentation instead. Learn more about updating the associated sections of the Employee Record:

    • Once the employee has completed onboarding, this section will be displayed for 7 additional days. Clicking 'Dismiss' will remove this section before the 7 days have passed.

    Onboarding Summary

    Field

    Description

    Legal Entity

    Legal entity associated with the payroll company that the employee is being onboarded to.

    Onboarding Status

    Status of the onboarding:

    Invitation Sent - The onboarding invitation was sent to the employee and has not been activated yet. The date that the invitation was sent is displayed.

    In Progress - The employee has clicked the link within the onboarding invite, but has not completed all onboarding tasks.

    Needs Attention - The employee has declined to consent to e-signature, and required forms must be completed on their Employee Record.

    Complete - The employee has completed all onboarding tasks.

    Action Buttons

    The action button displayed is dependent on the employee's onboarding status:

    Invitation Sent, In Progress, or Needs Attention:

    • Resend Link - Click to resend the onboarding invite to the employee.

    Completed:

    • Dismiss - Click to remove the Onboarding section from the Summary tab.

    About You

    Indicates if the employee confirmed and completed the following:

    Identification

    • SSN

    • Birthday

    • Pronouns (Optional)

    Legal Name

    • Legal First Name

    • Legal Middle Name

    • Legal Last Name

    • Indication of a Preferred Name

    Demographic

    • Race

    • Ethnicity

    • Gender

    Contact

    • Email

    • Phone Number

    • Preferred Contact Method

    Address

    • Street Address

    • Apartment

    • City

    • State

    • Zip Code

    Emergency Contact Info

    • Contact First Name

    • Contact Last Name

    • Relation

    • Email

    • Phone Number

    Documents

    Indicates if the employee has reviewed and electronically signed onboarding paperwork, including their W4.

    Displayed as the number of documents required to be signed and the number of documents already signed.

    Get Paid

    Indicates if the employee has made their pay frequency and payment method elections.

    Documents List

    As the employee signs required documents, those documents will be listed below the Onboarding Summary. Each listing will display the document name and the date signed. 

    Clicking the 'View' button will navigate to the 'Documents' tab, where the signed document can be viewed. Signed documents are stored in the 'Signed Documents' folder.

    If the employee refuses to electronically sign the required documents, their onboarding manager will be notified and the employee's onboarding status will be changed to 'Needs Attention'. When this occurs, the required documents must be manually processed within the 'Signed Documents' folder on the 'Documents' tab.


    Requests

    If workflow approvals have been configured for Employee Records, the 'Requests' section will list change requests for this Employee Record that require approval. The specific fields within the Employee Record that require approval are configured on the Workflows Setup page.

    Field

    Description

    Approve

    Click to approve the selected change requests. This button is disabled if no change requests are selected.

    Smart Grid Controls

    Table Views - Save/edit table views.
    Filter - Filter column information.

    Learn more about working with Smart Grids here.

    By default, 'Approved' change requests are filtered out. To view change requests with an 'Approved' status, adjust the filter for the 'Status' column to include 'Approved'.

    Select Checkbox

    Click to select the associated change request.

    Changes

    Fields that are being changed. Click to view the details of the change request.

    Status

    Status of the change request:

    • Pending

    • Approved

    • Denied

    • Conflict

    Submitted On

    Date the change request was submitted.

    Submitted By

    The user who generated the change request by editing the Employee Record.

    Current Approver

    Current user assigned to review and approve the change request.

    Action Buttons

    Click 'Approve' to approve the change request and apply it to the Employee Record; click 'Deny' to reject the change request.

    These buttons are disabled for all users except users within the Workflow.

    Trashcan 

    Click to delete a pending change request.

    Once a change request has been approved or denied, it can no longer be deleted, and this button will be disabled.

    It is recommended to always 'Deny' change requests instead of deleting them. Denying a change request will still maintain an audit trail for that change request, but deleting a change request will remove it from the system entirely.

    Request Details

    Clicking on a change request will display the changes made to the Employee Record for review.

    Pending Changes

    When a change Request is pending approval, the edited field(s) will display their original values, be locked from further edits, and be indicated with a 'Change requested' tag. 


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