How do I create a Custom Employee Data Tab?

This is a step-by-step guide on how to create a Custom Employee Data Tab on WorkForce People.

Note: To create Custom Employee Data Tabs you must have Administrator permissions on WorkForce People

During this article, we will be creating the following custom tab, called ‘Emergency Medical Outreach’, which is made up of two groups: a ‘Next of Kin’ group and a ‘Medical Data’ group. Each group is made up of its own related fields.

How do I set up a new custom tab and its access permissions?
How do I create groups within my new tab?
How do I create fields within my groups?
- (1) Next of Kin
- (2) Medical Data

How do I set up a new Custom Employee Data Tab and its access permissions? #

Step 1: Launch the WorkForce People module

Step 2: Click on Setup > Tabs > Add from the left-hand side menu

Step 3: Enter the Tab Name (the name you wish you give your custom tab), Description (if any), and click on Save. This creates the empty custom tab ready to be populated with the required data groups and data fields.

To replicate our example above, enter ‘Emergency Medical Outreach’ as the Tab Name, and the following tab description: ‘This tab allows you to have a contact list for each employee for medical emergencies during work.’.

Step 4: Upon clicking Save, a new button appears: Manage Permissions. Click on the button to add the users and/or user groups to view and/or edit this particular custom tab.

Note: All WorkForce People Administrators can view and edit all Custom Employee Data Tabs by default. Moreover, you can give access to view the custom tabs to users with HR and Approver permissions. Type of access rights includes Read Only and Read and Write.

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Step 5: Select a User or User Group, and the permission that you would like to provide, and then on Save Permission. The permissions available:

Read Only – Users with Read Only permissions can only view the tab
Full Access – Users with Full Access permissions can view and edit the tab
Block – The tab will be hidden for users with Block permissions.

IMPORTANT: The permissions follow a priority list as follows: (1) Block, (2) Read Only, and (3) Full Access. For example, if a user is part of a user group with ‘Full Access’ permissions, but, the same user is then added individually with a ‘Block’ permission, the user will not be able to view the tab since the Block Permission (1) is above the Full Access permission (3) in the priority list.

Step 6: Click on the Close button, and then on the green Save button.

Step 7: Your (blank) tab has been created with the appropriate permissions) and assigned to each employee linked to WorkForce People (as per the screenshot below).

Note: An employee must first be linked with WorkForce People in order to have custom tabs linked to him/her.

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How do I create groups within my new tab? #

Once you have created your empty Custom Tab, the next step is to create the data groups. You will then decide what data fields to put into each data group. You can skip steps 1-3 if you are still on the Custom Tab setup page.

Step 1: Launch the WorkForce People module

Step 2: Click on Setup > Tabs > List from the left-hand side menu

Step 3: Click on the Edit action to open your Custom Tab setup page.

Step 4: Switch to the ‘2. Groups‘ tab.

Step 5: Click on + Add New Group

Step 6: Enter the Group Name, Description (if applicable) and click on Save.

To replicate our example above, enter ‘Next of Kin’ as the Group Name, and the following description: ‘Primary contacts for emergency situations for this employee‘. These headings will show on the tab that you will build.

Step 7: Repeat Steps 5 and 6 to add the other group ‘Medical Data‘. This custom tab is made up of 2 groups, but you can add as many as are needed.

Step 8: Your groups have been added in the employee ‘Emergency Medical Outreach’ tab, as per the image below. The next step is to add related employee information fields in each Group.

How do I create fields within my groups? #

Once you have created all the Tab’s groups, the next step is to add related employee information fields in each Group. You can skip steps 1-3 if you are still on the Custom Tab setup page.

Step 1: Launch the WorkForce People module

Step 2: Click on Setup > Tabs > List from the left-hand side menu

Step 3: Click on the Edit action to open your Custom Tab setup page.

Step 4: Switch to the ‘2. Groups‘ tab.

(1) Next of Kin group #

Step 5: Click on View Fields (0) to view the fields within the ‘Next of Kin’ group.

Hint: The number between the brackets indicates the total number of fields that exists within the group so far.

Step 6: To replicate the example above, we need to create a Next of Kin List (table) made up of 4 fields: Full Name (type: Text), Telephone Number (type: Number), Mobile Number (type: Number), and Relation to the Employee (type: Drop-Down).

Click on + Add New Field
Type in the Field Name (This is the field heading that will show in the data group in the tab).
Select the Field Size (Note: Since we are creating a List, the Size can only be set to ‘Full’).
Select ‘List‘ from the Data types offered in the drop-down
Tick the ‘Is Required’ checkbox if you require the custom field to be mandatory.
Click on Save

Step 7: A blank list (table) within the ‘Next of Kin’ group has been created. The next step is to start adding the fields that will go in the list.

Click on View List Fields (0) to view the fields within the ‘Next of Kin’ list (table).
Enter the Field Name, select the Data Type, select whether it is required (mandatory), and click on Save.
Repeat steps 1-2 to create all the fields in the list (as per the screenshot below).

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(2) Medical Data group #

Step 8: Click on the Back button twice to go back to the list of Groups as you now need to edit a different group.

Step 9: Click on View Fields (0) to view the fields within the ‘Medical Data’ group.

Step 10: To replicate the example above, we need to create a drop-down field for the employee’s Blood Group and an Allergy List (table) made up of 2 fields: Type of Allergy (type: Text) and Comments (type: Text).

Step 11: Start by creating the drop-down field:

Click on + Add New Field
Type in the Field Name
Select the Field Size
Select ‘Drop-down List‘ from the Data type drop-down
Add the drop-down items. To add an item, type your desired keyword/s and press Enter.
Tick the ‘Is Required’ checkbox if you require the custom field to be mandatory.
Click on Save