The New Employee screen allows you to enter a new employee into the database. Employees, like customers, can have assets checked-out to them.
Accessing the New Employee Screen
Using the Transaction History Tab
Accessing the New Employee Screen:
1.To access the screen, from the Main menu, click New > Employee.
The New Employee screen can also be accessed from the Employee List by click the New Record button on the toolbar. For more information on using the List screens, see the Working with Lists topic.
In addition, it can also be opened automatically from the Check-Out screen if an unknown Employee is entered.
2.The First Name, Last Name, Employee No., and Address Type fields are required and must be completed. The remaining fields are optional.
3.The New Employee screen is divided into tabs. Use the following links to jump ahead to the tab of interest:
General, Attachments, Picture, Transaction History, Custom Fields
New Employee Screen > General Tab
If you intend to use the optional Manager field when defining one or more Employees, you must define all the manager Employees ahead of non-manager Employees, working through your organizational chart from the top down.
Select an Address Type from the drop down list, then provide any of the associated information you have for this Employee. Address information can be entered for each Address Type you select.
New Employee Screen > Attachments Tab
To attach an image or other documentation for this Employee, click on the Attachments tab:
Adding Attachments:
1.To add an attachment, click the Add button. A browser window will appear allowing you to navigate your computer to find the desired file.
If you are adding a picture, and want to make the current image the "default" image (the image that displays first on the Picture tab) click the Set Default Image button.
2.Click OK to add the file.
Attachments are copied to the Rosistem Assets database from external sources you browse to when you click the Add button. Any change made to the external source file after adding the attachment will not update the attachment in the database. To update the database with a later version of an attached file, you must first remove the attachment from the database, then add the file again.
Viewing Attachments:
To view an attachment that is already attached to the employee record, click the View button. The File Associations defined in Windows Explorer determine which application will be started to open files, based on their filename extensions. On most machines, a PDF file would be opened by Adobe® Reader, for example. Image attachments can be viewed the same way or you can use the Picture tab to use Rosistem Assets's internal image viewer.
Removing Attachments:
To remove an attachment from the database, highlight the item in the Attachments window, then click Remove.
Saving to File:
The Save to File button copies the selected attachment from the database to a location you specify on your computer.
Attachments are not actually added to the database until the OK button is clicked.
New Employee Screen > Picture Tab
Click the Picture tab to view any image files that have been attached to this employee.
The current default picture is always displayed on the Picture tab. Right click the image to see the pop up menu. This menu allows you to Add (a new) Image or to Select (a previously added) Image. Any image you select for display will become the new default image.
The files listed in the Select Image sub-menu are sorted alphabetically, by filename. (In the example shown, only one image file has been attached to this Employee record.)
Image files are not actually added to the database until the OK button is clicked.
New Employee Screen > Transaction History
The Transaction History tab displays the assets check-out to the employee and any assets the employee previously had checked-out that have been checked back in.
You can print a list of these transactions by selecting the Print Transactions button.
New Employee Screen > Custom Fields
See the Using Custom Fields topic for instructions on creating custom text, number and date fields.