Many pages in the Manager role and Practitioner role allow you to view information about employees you supervise or employees who are assigned to security groups to which you have access. Using the Time & Attendance module filtering and search tools, you can quickly narrow the display of employee records to include only the employees you want to view.

The list of all the employees for which you can view information is determined by your security group setting, which is set by your system administrator. In general, you can only view information for employees who belong to security groups to which you have access. You can also view some information (such as schedules and timecard information) for employees who are on loan to you from other managers. You can view this information even if the loaned employees belong to a security group to which you do not have access. However, you cannot view sensitive information, such as attendance exceptions and corrective actions, for employees who are on loan to you.

The following sections explain how you can use three Time & Attendance module features to quickly find data for specific employees.

The Employee Filter

The employee filter is available on pages in the Manager role and Practitioner role that display data about employees. This tool allows you to narrow the set of employees you are viewing on a single page or are browsing through one at a time.

If you supervise or have security group access to a large number of employees, you can use the employee filter to make it easier to find and enter data for specific employees. For example, if you supervise both Sales and Support employees, you might create a filter called "Sales" and another filter called "Support." You can then quickly find specific employees who belong to each group. Filters that you have created and saved are available on any page that uses an employee filter in the Manager role and Practitioner role.

Note: On the Schedules page in the manager role, the set of employees defined by the active employee filter can be further narrowed using the schedule filter. The schedule filter allows you to view scheduling information only for employees who meet the criteria defined for the active employee filter and who have been assigned schedules that meet the schedule criteria you select in the schedule filter. For more information about using these filters together, see Filtering the Data Displayed on the Schedules Tab Schedule Grid.

The following topics provide instructions for common employee filter tasks.

• Creating a New Employee Filter

  1. On any page that uses the employee filter (for example, ManagerGroup Labor), click the button that appears near the top of the page.

  2. In the My Filters pop-up window, click the New button. The New Filter: Select Item window opens.

  3. In the Choose Items to Filter On box, select one or more items. To select more than one item, hold down the Ctrl key while clicking each selection. The application filters the list of employees based on the items you select in this box. For example, if you select Pay Group, the filter includes only employees belonging to the Pay Groups that you select later in this procedure.

  4. Click the button to add the selected categories. To remove items, select the items from the right-hand box and click the button.

  5. In the Choose Sort Order box, select the criteria you want for sorting the filtered employee list. Last Name is selected by default in the box. You can add, remove, and sort the items to meet you needs. The application sorts the list of employees based on the criteria and sort order you select in this box. For example, if you have Last Name and Employee ID as the criteria (with Last Name listed first and Employee ID listed second), the employees are listed in alphabetical order by last name. Any employees with the same last name are then sorted by the Employee ID.

     Tip: To select more than one item, hold down the Ctrl key while clicking each selection.

  6. Click the button to add the selected sorting categories.

     Tips:
     If necessary, use the and buttons to reorder the sorting criteria.
     
     To remove sorting item, select the items from the right-hand box and click the button.

  7. Click the Next button.

  8. In the Filter Name box, enter a name for the new filter. This is a required field.

  9. For each category criteria box, click the corresponding button next to the box.

  10. In the Multiple Selection Lookup window, select the check box next to each criteria that you want to include in the filter. For example, if you selected Pay Group as a category, select each Pay Group that you want included in this filter.

  11. When you have made your selections, click the Done button.

  12. If you want to remove selections from the category criteria box, highlight them in the left-hand box, and then click the corresponding button next to the box.

  13. To save the new filter, click the Save button. You are then returned to the My Filters window. A red arrow appears to the left of the filter that is currently active.

  14. To make the new filter the active filter, click the underlined filter name.

• Editing an Employee Filter

  1. On any page that uses the employee filter (for example, the Group Labor tab), click the button that appears near the top of the page. The My Filters pop-up window opens.

  2. Click the button for the filter you want to edit. The Edit Filter: Select Item window opens.

  3. In the Choose Items to Filter On box, use the and buttons to change your filtering categories as necessary. The application filters the list of employees based on the categories you include in the right-hand box. For example, if you select Pay Group, the filter includes only employees belonging to the Pay Groups you select (later in this procedure).

  4. In the Choose Sort Order box, use the and buttons to change your sort order criteria as necessary. The application sorts the list of employees based on the criteria and sort order you select in this box. For example, if you have Last Name and Employee ID as the criteria (with Last Name listed first and Employee ID listed second), the employees are listed in alphabetical order by last name. Any employees with the same last name are then sorted by the Employee ID.

  5. If necessary, use the and buttons to reorder your selected sorting criteria.

  6. Click the Next button.

  7. In the Filter Name box, edit the name of the filter as necessary.

  8. If you want to add selections to a category criteria box, click the corresponding button next to the box.

  9. In the Multiple Selection Lookup window, select the check box next to each criteria that you want to include in the filter. For example, if you selected Pay Group as a category, select each Pay Group you want included in this filter.

  10. When you have made your selections, click the Done button.

  11. If you want to remove selections from a category criteria box, highlight them in the left-hand box, and then click the corresponding button next to the box.

  12. To save the changes you made to the filter, click the Save button. You are then returned to the My Filters window. A red arrow appears to the left of the currently-active filter.

  13. To make a filter the active filter, click the underlined filter name.

• Deleting an Employee Filter

  1. On any page that uses the employee filter (for example, the Group Labor tab), click the button that appears near the top of the page. The My Filters pop-up window opens.

  2. Select the check box in the left column for each filter you want to delete.

  3. Click the Delete button.

  4. In the confirmation pop-up window, click the OK button.

  5. Click the Cancel button to close the My Filters pop-up window.

• Switching Employee Filters

  1. On any page that uses the employee filter (for example, the Group Labor tab), click the button that appears near the top of the page. The My Filters pop-up window opens.

  2. In the Filter Name column, click the underlined name of the filter that you want to make active. The pop-up window closes and the filter is applied to the page you were viewing.

The Browsing Buttons

When a page, such as the Single Employee Timecard Manager, is designed to display information for only one employee at a time, two navigation arrows ( and ) appear next to the button and allow you to move forward and backward through the employees you are authorized to view. The set of employees you are scrolling through in this manner is determined by which employee filter is active. As you scroll through the list, the employees are displayed in the sort order you defined for the filter you are using.

The Employee Lookup Button

When a button appears next to an employee selection field, you can use a lookup window to select a specific employee from a filtered list. When you click this button, an Employee ID Lookup window opens and displays the employees available using the currently selected filter. By default, employees are sorted based on the settings in the employee filter associated with the window. To change the sort order of the list, click the Employee ID, Last Name, or First Name column heading.

If the list of employees in the lookup window is long and requires multiple pages, use the Scroll To buttons to browse through this list. To search for a specific name in the list, start typing in the for box. Auto-suggest will display values based on what you are typing.

When you have found the employee for which you want to view information, click the employee. The lookup window closes and the Time & Attendance module page you were viewing is refreshed to show data for the selected employee. For more information, see Using Lookup Windows.

Note: Your employee selection is "sticky," meaning that the selection is retained, even if you navigate to other pages, until you select another employee or log out of the Time & Attendance module. If you open a new page that displays information for a single employee, it shows information for the last employee you selected during your current session. If you have not yet selected an employee, the first employee in the active filter is displayed. If you are a Practitioner who also has access to the Manager role , your employee selection is retained even if you move from the Practitioner role to the Manager role or vice versa.