implementation 1 manual · 2018-05-25 · 5.1.8 pay details 160 5.1.9 pay advice settings 163 ......

C o n n X I m p l e m e n t a t i o n 1 M a n u a l – H R 3 P a y

Copyright © 2008 - 2018 ConnX Pty Ltd 1 of 230

IMPLEMENTATION 1 MANUAL

VERSION 5.2


2 of 230 Copyright © 2008 - 2018 ConnX Pty Ltd

Copyright © 2008 - 2018 ConnX Pty Ltd ABN 46 108 567 960

Reproduction in whole or in part by electronic, mechanical or chemical means,

including photocopying recording or by any information storage and retrieval system,

in any language, is strictly prohibited except in accordance with the Copyright Act 1968.

The information contained within this document is for illustrative purposes only. ConnX

Pty Ltd and its employees accept no responsibility or liability whatsoever for any act or

omission upon the contents of this document.

ConnX Pty Ltd acknowledges that the product and company names mentioned in this

document may be the trademarks of their respective owners.

ConnX Pty Ltd

Level 8

303 Coronation Drive

MILTON QLD

PO Box 1122

MILTON QLD 4064

AUSTRALIA

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Web: www.connx.com.au

http://www.connx.com.au/



TABLE OF CONTENTS

INTRODUCTION 7

DOCUMENT PURPOSE 7

TYPOGRAPHIC CONVENTIONS 7

GETTING HELP 8

ONLINE HELP 8

DOCUMENTED HELP 8

CONNX SUPPORT 8

1.0 OVERVIEW 9

1.1 ASSUMPTIONS 9

1.2 ADMINISTRATION MENU 10

1.3 CONNX MODULES 11

1.3.1 PROVIDING FEEDBACK 12

2.0 INITIALISATION 13

2.1 SETTING UP A PAYROLL DATABASES 14

2.1.1 ADDING A HR3PAY PAYROLL DATABASE 14

2.1.2 EDITING A PAYROLL DATABASE 31

2.1.3 DELETING A PAYROLL DATABASE 31

2.2 SETTING UP PAY FREQUENCY GROUPS 32

2.2.1 EDITING PAY FREQUENCY GROUPS 33

2.2.2 DELETING PAY FREQUENCY GROUPS 33

2.3 SETTING UP PERIOD END DATES 34

2.4 SETTING UP THE DEPARTMENT HIERARCHY 38

2.4.1 UNDERSTANDING THE DEPARTMENT HIERARCHY 38

2.4.2 ADDING A DEPARTMENT 40

2.4.3 EDITING A DEPARTMENT 42

2.4.4 DELETING A DEPARTMENT 42

2.5 EASY LINKING EMPLOYEES TO DEPARTMENTS 44

2.6 LEAVE CONFIGURATION 47

2.6.1 LEAVE TYPES 47

2.6.2 LEAVE REASONS 55

2.6.3 ANNUAL LEAVE REGISTER 61

2.6.4 RDO REGISTER 62

2.6.5 LEAVE LOADING CLASSES 65

2.7 LEAVE CONFIGURATION – ADVANCED SETTINGS 67

2.7.1 LEAVE RELATIONSHIPS 67

2.7.2 LEAVE AT HALF-RATE 70

2.7.3 LEAVE LIMIT RULES 73



2.7.4 LEAVE BALANCE THRESHOLD RULE 92

2.8 IMPORT SETTINGS 95

2.8.1 ACCOUNT ACTIVATION AND TYPE 95

2.8.2 LINKING EMPLOYEES 97

2.9 PERFORMING YOUR FIRST IMPORT 99

2.10 SETTING THE MANAGER OF EACH DEPARTMENT 100

2.11 LINKING EMPLOYEES TO A DEPARTMENT 101

2.11.1 LINKING INDIVIDUAL EMPLOYEES TO DEPARTMENTS 101

2.11.2 BULK LINKING EMPLOYEES TO DEPARTMENTS 102

2.12 HEALTH CHECKS 104

2.13 PASSWORD SETTINGS 106

2.14 EMAIL SETTINGS 110

2.14.1 ICALENDAR 112

2.14.2 PROXY AUTHENTICATION 118

3.0 USER ACCOUNT MANAGEMENT 119

3.1 USER ACCOUNTS AND SECURITY 120

3.1.1 WHO CAN DO WHAT 122

3.1.2 THE EMPLOYEE TYPE 128

3.2 MANAGING USER ACCOUNTS 129

3.2.1 RESTRICTED HR ADMINISTRATORS AND SYSTEM ADMINISTRATORS 134

3.2.2 USER ACCOUNT ACTIVATION 135

3.2.3 RESETTING PASSWORDS 138

3.2.4 CREATING A NEW USER 139

4.0 SYSTEM OVERVIEW 141

5.0 CONNX SYSTEM SETTINGS 143

5.1 DISPLAY SETTINGS 144

5.1.1 GENERAL OPTIONS 144

5.1.2 WELCOME - OPTIONS 147

5.1.3 WELCOME LINKS 149

5.1.4 WELCOME - TRIVIA 153

5.1.5 WELCOME - WIDGETS 154

5.1.6 MY DETAILS 155

5.1.7 LEAVE SETTINGS 158

5.1.8 PAY DETAILS 160

5.1.9 PAY ADVICE SETTINGS 163

5.1.10 MANAGE NEW EMPLOYEE/EMPLOYEE CHANGES 164

5.2 PERMISSION SETTINGS 165

5.2.1 EMPLOYEE PERMISSIONS 166

5.2.2 SUPERVISOR AND MANAGER PERMISSIONS 166



5.2.3 ADMINISTRATOR PERMISSIONS 167

5.3 PAGE SECURITY 169

5.4 FILE UPLOAD SETTINGS 173

5.4.1 UPLOAD PERMISSIONS 175

5.4.2 UPLOAD DIRECTORIES 175

5.4.3 UPLOAD RESTRICTIONS 180

5.5 SINGLE SIGN-ON 181

5.5.1 SINGLE SIGN-ON – TECHNICAL CHANGES 185

5.6 AUTOMATED SERVICES 187

5.7 AUDITING 197

5.7.1 SETTING UP AUDITING 197

5.7.2 OPERATION 199

5.7.3 AUDITING NOTES 203

6.0 SYSTEM INTERFACES 205

6.1 STAGING TABLE 206

6.1.1 ACTIVATING THE STAGING TABLE 206

6.1.2 LEAVE APPLICATION METHOD 207

6.1.3 EXPORT NEW EMPLOYEES 208

6.1.4 EXPORT PROCESSED EMPLOYEE CHANGES 208

6.1.5 EXPORT SCHEDULED EMPLOYEE CHANGES 208

6.1.6 DEPARTMENT STRUCTURE CHANGES 208

6.1.7 EXPORT ROLE STRUCTURE CHANGES 209

6.1.8 EXPORT POSITION STRUCTURE CHANGES 209

6.1.9 EXPORT PROCESSED SEPARATIONS 209

6.1.10 EXPORT SCHEDULED SEPARATIONS 209

6.2 CONNX EXPORT INTERFACES 210

6.2.1 SETTING UP THE EXPORT INTERFACES 210

6.2.2 EXPORTING DATA 214

6.3 CONNX WEB SERVICE 217

7.0 GENERAL MAINTENANCE 219

7.1 ERROR LOG 219

8.0 GLOSSARY 221



This page is intentionally left blank.



INTRODUCTION

Document Purpose

This manual has been written to assist you with the implementation of ConnX. This

manual is also a resource guide for your reference.

Typographic Conventions

Before you start using this guide, it is important to understand the terms and

typographical conventions used in the documentation.

The following kinds of text formatting identify specific types of information.

Formatting

Convention Type of Information

Bold

Bold text is used in procedures in this document to show

user interface field names, or user interface items that

can be selected or clicked, such as buttons or items in a

list. For example,

When you have entered the information, select Next.

Select Payroll Review from the Category drop-down

list.

Italicised text

Italicised text is used in procedures in this document to

show Menus. For example,

To apply for leave, go to My Details > Leave Details >

New Leave Application.

NOTE

A note contains useful information that can help you to

get the most out of ConnX.

WARNING

A warning contains critical information about the

configuration options available to you which have an

impact on user access and security.



Getting Help

Online Help

Immediate help is available in ConnX via the online help system by selecting the ? icon

in the top-right of any screen. This is called “context sensitive help”. The help file shown

is related to the specific screen you are using.

Documented Help

This manual, and other manuals related to ConnX, are provided for your use. Please

refer to them if you have any questions about setting up ConnX, or using ConnX.

ConnX Support

Please contact your ConnX Support Representative if you require any assistance.

Contact Address

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Email: [email protected]

Level 8

303 Coronation Drive

MILTON QLD 4064

AUSTRALIA

PO Box 1122

MILTON QLD 4064

AUSTRALIA

mailto:[email protected]



1.0 OVERVIEW

This manual describes the set-up of ConnX with reference to each section of the

program. The manual should be used in conjunction with the Pre-Implementation

Questionnaire and other manuals for ConnX.

1.1 Assumptions

• You have some familiarity with Windows and webpages.

• You are logged into the ConnX system.



1.2 Administration Menu

Select the Admin tab to view all of the administration menu options on the one screen.

To access any of the listed screens, simply select the link.



1.3 ConnX Modules

This screen allows the System Administrator to see the license conditions for their

ConnX system including License Name, number of employees, active/inactive modules

and version.

Go to Admin > ConnX|ESP Modules to view this screen.



1.3.1 Providing Feedback

You can anonymously send your system performance (e.g., page load speed) of your

ConnX system to us. We can then use this data to identify which pages are running

slowly in the real world for all our clients and work to increase their speed. This is an

“opt-in” service, meaning that it is turned off by default, and you would need to turn it

on. Rest assured that the data being sent is anonymous. We do not know who the user

is, and no data content is sent, only items like page load times and which browser is

being used.

To turn this feature on and help us, select the Yes, send anonymous performance

data to ConnX to help them improve speed checkbox at the bottom of the page.



2.0 INITIALISATION

This section outlines the configuration required between ConnX and your payroll

system and shows how to set up departments and build your organisational structure.

2.1 SETTING UP A PAYROLL DATABASES 14

2.1.1 ADDING A HR3PAY PAYROLL DATABASE 14

2.1.2 EDITING A PAYROLL DATABASE 31

2.1.3 DELETING A PAYROLL DATABASE 31

2.2 SETTING UP PAY FREQUENCY GROUPS 32

2.2.1 EDITING PAY FREQUENCY GROUPS 33

2.2.2 DELETING PAY FREQUENCY GROUPS 33

2.3 SETTING UP PERIOD END DATES 34

2.4 SETTING UP THE DEPARTMENT HIERARCHY 38

2.4.1 UNDERSTANDING THE DEPARTMENT HIERARCHY 38

2.4.2 ADDING A DEPARTMENT 40

2.4.3 EDITING A DEPARTMENT 42

2.4.4 DELETING A DEPARTMENT 42

2.5 EASY LINKING EMPLOYEES TO DEPARTMENTS 44

2.6 LEAVE CONFIGURATION 47

2.6.1 LEAVE TYPES 47

2.6.2 LEAVE REASONS 55

2.6.3 ANNUAL LEAVE REGISTER 61

2.6.4 RDO REGISTER 62

2.6.5 LEAVE LOADING CLASSES 65

2.7 LEAVE CONFIGURATION – ADVANCED SETTINGS 67

2.7.1 LEAVE RELATIONSHIPS 67

2.7.2 LEAVE AT HALF-RATE 70

2.7.3 LEAVE LIMIT RULES 73

2.7.4 LEAVE BALANCE THRESHOLD RULE 92

2.8 IMPORT SETTINGS 95

2.8.1 ACCOUNT ACTIVATION AND TYPE 95

2.8.2 LINKING EMPLOYEES 97

2.9 PERFORMING YOUR FIRST IMPORT 99

2.10 SETTING THE MANAGER OF EACH DEPARTMENT 100

2.11 LINKING EMPLOYEES TO A DEPARTMENT 101

2.11.1 LINKING INDIVIDUAL EMPLOYEES TO DEPARTMENTS 101

2.11.2 BULK LINKING EMPLOYEES TO DEPARTMENTS 102

2.12 HEALTH CHECKS 104

2.13 PASSWORD SETTINGS 106

2.14 EMAIL SETTINGS 110

2.14.1 ICALENDAR 112

2.14.2 PROXY AUTHENTICATION 118



2.1 Setting up a Payroll Databases

There are no restrictions on the number of payroll databases you can create, however

there is no advantage in creating more payroll databases than there are in your

external payroll system.

There are two exceptions to this rule:

1. A payroll database with Id zero (0) is used for users who must have access to

ConnX, but are not in the external payroll system (e.g. contractors).

2. Organisations that have more than one payroll, and use a single installation of

ConnX, will have a complete list of all payroll databases set up in ConnX.

2.1.1 Adding a HR3pay Payroll Database

To add a HR3 payroll database:

1. Open Payroll Databases via Admin > Payroll Databases.

2. Select Add. ConnX shows the following window.

You can select each heading to expand the section or select the

Expand All Sections link. A description of each section and setting is shown in the

following tables.

3. Open the Database heading, and key in the Database Name that you want to

use to refer to your payroll database.



4. Open the Payroll System Selection heading and set Payroll System/Data

Source to HR3 Payroll System and set the Version of your database. You cannot

change the Payroll System/Data Source setting after you have performed the

first import from the database.

5. Complete each of the fields in the Interface section.

6. Complete each of the fields in the External Payroll System and Database

Settings section.

7. Complete each of the fields in the Export Settings section.

8. Complete each of the fields in the Import Settings section.

9. Complete each of the fields in the Import Data section.

10. Complete each of the fields in the Workflow Forms Integration Settings section.

1. Select Save at the bottom of the window to save the settings.

2.1.1.1 Database Settings

The Database settings are used to set the ID number and name of your database as it is

referred to in ConnX.

Setting Description

Company ID The number used to refer to your payroll database in ConnX.

Database Name The name used to refer to your payroll database in ConnX.

2.1.1.2 Payroll System Selection Settings

The Payroll System Selection settings are the primary details for your payroll database

and make other settings available for setting up the connection.

You must select HR3 if that is the payroll system you are using.



Setting Options Description

Payroll

System/Data

Source

HR3 Payroll

System

Information is shared with a HR3 payroll

database.

Version The version of the HR3 payroll database that you are using.

NOTE

You cannot make changes to the Payroll System/ Data

Source setting after you have completed an import.

2.1.1.3 Interface

The interface settings control who to send messages to for HR and Payroll queries and

banking BSB formats.


Messaging Settings




HR User to

Message

The employee codes of HR users that are sent messages via a link

on the Welcome screen. A comma must separate each employee

code.

Payroll Users

to Message

The employee codes of Payroll users that are sent messages via a

link on the Welcome screen. A comma must separate each

employee code.

BSB Format Settings

Payroll

Country

The BSB Format setting is automatically updated according to the

selected country.

BSB Format A custom format that ConnX uses to show the BSB codes.

Bank Account Split Settings

Bank Account

Split

Dollar The amount paid into an employee’s bank

accounts can be split by a dollar value.

Percentage The amount paid into an employee’s bank

accounts can be split by a percentage.

2.1.1.4 External Payroll System and Database Settings

The External Payroll System and Database Settings are necessary for setting up the

connection between ConnX and your payroll database so that information can be easily

shared between them.




Payroll Database Setting

Server Name The name of the server, including the instance name.

NOTE

You can set which port to use when

setting up a payroll database by

adding a comma and port number to

the Server Name.

Database

Name

The name of the payroll database as shown in SQL Server

Management Studio.

Integrated

Security

Select the checkbox to use Windows Authentication if the SQL

server is on the same server as ConnX.

User ID The user name used to authenticate ConnX with the payroll

database. This setting is necessary if the Integrated Security

checkbox is clear.




Password The password used to authenticate ConnX with the payroll

database. This setting is necessary if the Integrated Security

checkbox is clear.

Edit

Connection

String

Select the checkbox to make changes to the location of your

payroll database in the adjacent field.

Linked Server The name of the HR3pay SQL Server if it has been linked with the

ConnX SQL server; it is only applicable if the two SQL servers are

separate from one another.

Test

Connection

Select the button to make sure that the connection to your

payroll database is correct.

Payroll

Company

The name of the Payroll Company in HR3pay that the imported

data is drawn from. You cannot make changes to these settings

after you have completed an import.

Refresh Select this button to refresh the screen and check for available

payroll companies.

2.1.1.5 Export Settings

The Export Settings control which information is sent to your payroll system from

ConnX.




Payroll System

Export Payroll System HR3 Payroll

System

The data is exported to the

HR3 payroll database.

Export File for Transaction The path and filename for the exported

transaction file that ConnX creates.

T&A System

Export T&A System Kronos TKC Transaction information is

exported to Kronos TKC.

Kronos WTK Transaction information is

exported to Kronos WTK.

MitreFinch Transaction information is

exported to MitreFinch.

PaysTNA2000 Transaction information is

exported to PaysTNA2000.

TimeTEQ Transaction information is

exported to TimeTEQ.

iDtec Transaction information is

exported to iDtec.

Kronos TKC Export File The path and filename for the file that is exported

to Kronos TKC.

This field is only shown if you select Kronos TKC

on the Export T&A System drop-down list.




Kronos TKC Pay Code File The path and filename for the Kronos TKC Pay

Code File.



Kronos TKC Schedule Shift

File

The path and filename for the Kronos TKC

Schedule Shift file.



Default Kronos TKC Paid Pay

Code

The default code for the Kronos TKC Paid Pay Code file.



Default Kronos TKC Unpaid

Pay Code

The default code for the Kronos TKC Unpaid Pay Code file.



Kronos WTK Export File The path and filename for the Kronos WTK export file.

This field is only shown if you select Kronos WTK


MitreFinch TMS Export File The path and filename for the MitreFinch TMS export file.

This field is only shown if you select Kronos WTK


Pays TNA 2000 Export File The path and filename for the Pays TNA 2000 export file.

This field is only shown if you select PaysTNA2000





Timeclock Device Code The code is used in the export file to refer to the

time clock device.

This field is only shown if you select TimeTEQ or

iDtec on the Export T&A System drop-down list.

Department Code Maps to Activity The Department Code in the

Time and Attendance system

is mapped to the Activity field

in ConnX.

This field is only shown if you

select TimeTEQ or iDtec on

the Export T&A System drop-

down list.

Phase The Department Code in the


is mapped to the Phase field

in ConnX.




down list.

Task The Department Code in the


is mapped to the Task field in

ConnX.




down list.




Role Code Maps to Activity The Role Code in the Time

and Attendance system is

mapped to the Activity field in

ConnX.




down list.

Phase The Role Code in the Time


mapped to the Phase field in

ConnX.




down list.

Task The Role Code in the Time


mapped to the Task field in

ConnX.




down list.

Employee Identifier Employee

Login Id

The Employee Login ID is

used as the Employee

Identifier in ConnX.


select TimeTEQ on the Export

T&A System drop-down list.




Employee

Export Code

The Employee Export Code is

used as the Employee

Identifier in ConnX.


select TimeTEQ on the Export

T&A System drop-down list.

Job Journal

Use Job Journal Yes Job Journal is used in ConnX.

No Job Journal is not used in

ConnX.

Department Source Department

Code The selected value is added to

the department column of the

export file.

The Department Source

setting is only shown if Use

Job Journal is set to Yes.

Location

Paypoint

Cost Account

Job Journal Export File The path and the filename of the export file that

you want to create as part of the export process.

2.1.1.6 Import Settings

The Import Settings control how information is imported into ConnX from your payroll

system.




Import Field Mapping

When importing,

map the mobile

phone number to

the following field

in ConnX

Personal

Mobile

The mobile field from your payroll

system is imported into the employee’s

personal mobile field in ConnX.

Work Mobile The mobile field from your payroll

system is imported into the employee’s

work mobile field in ConnX.

When importing,

map the email

address to the

following field in

ConnX

Personal email

address

The email field from your payroll system

is mapped with the employee’s personal

email address field in ConnX.

Work email

address

The email field from your payroll system

is mapped with the employee’s work

email address field in ConnX.

Leave History Settings

Leave History Import All Import all Leave History data.




Settings Specified Date Import Leave History data for a

Specified Date. You must set a date.

Specified

Period

Import Leave History data for a

Specified Period. You must set the

period.

Do not import

Leave History

older than

Date

This setting is only shown if you select

Specified Date. You must use the date

picker or key in a date.

Do not import

Leave History

older than

Period

This setting is only shown if you select

Specified Period. You must key in a

number of Days or Months to import

Leave History for that period. The

period is calculated from the PE date of

the import performed.

Pay Advice Method

Import Method Import PDF

Pay Advices

Import PDF Pay Advices from your

payroll system.

Payment Summary Settings

Import Method Import PDF

Payment

Summary

PDF Payment Summaries are imported

from your payroll system by default if

they are available.

2.1.1.7 Import Data Settings

The Import Data Settings control which information is imported into ConnX from your

payroll system.





System Information Settings

System

Information

Settings

Auto Accept

All

The related information is automatically

added to ConnX during the import

procedure.

Auto Accept

In Use

The related information is only added to

ConnX if it is used by other related fields or

tables being imported.

Manually

Verify

You must view and accept the related

information before it is added to ConnX.

New Employees

New Employees Auto Accept

All



procedure.

Manually

Verify



Do Not

Import

The related information is not added to

ConnX.

Duplicate

Employee

Detection

Always

Create

Always create a new record in ConnX for

the duplicate employee.

Always

Change

Code

Update the employee code of the existing

employee in ConnX.

Prompt You must view and accept the related





Existing Employees

Employee

Personal Details

Auto Accept

All



procedure.

Manually

Verify



Do Not

Import


ConnX.

Employee Current

Employment

Auto Accept

All



procedure.

Manually

Verify



Do Not

Import


ConnX.

Employee Payroll

Information

Auto Accept

All



procedure.

Do Not

Import


ConnX.

2.1.1.8 Workflow Forms Integration Settings

The settings in the Workflow Forms Integration Settings section control how changes

made using Workflow Forms are interfaced to your payroll system.




Creation of New

Employees is integrated

with payroll

Yes ConnX sends the changes to your

payroll system.

No You must make the changes manually

in your payroll system (i.e. manual data

entry).

Employee Payroll

Changes is integrated

with payroll

*Immediate Updates will

continue regardless of

this setting


payroll system.



entry).

Send to Payroll On

Effective

Date

The employee payroll changes are sent

to payroll on the effective date.

On Submit The employee payroll changes are sent

to payroll when the user selects Submit,

regardless of when the Effective Date is.




Employee Terminations

is integrated with

payroll


payroll system.


in your payroll system (i.e. Manual data

entry).

Send to Payroll On

Effective

Date

The employee terminations are sent to

payroll on the effective date.

On Submit The employee terminations are sent to

payroll when the user selects Submit,

regardless of when the Effective Date is.

Bank Account Changes

is integrated with

payroll


payroll system.



entry).



2.1.2 Editing a Payroll Database

To make changes to the payroll database settings and details:


2. Select the payroll database that you want to make changes to, and select Edit, or

double-click the payroll database. A window opens with details of the payroll

database.

3. Make any necessary changes to the settings and details.

4. Select Save at the bottom of the window.

The changes you made are saved, and you can close the window.

2.1.3 Deleting a Payroll Database

You can delete payroll databases if necessary. For example, if consolidation of the

payroll databases occurs, or wrong details were entered, and you would prefer to start

again instead of editing.

To delete a payroll database:


2. Select the payroll database that you want to make changes to, and select Edit, or

double-click the payroll database. A window opens with details of the payroll

database.

3. Select Delete at the bottom of the window.

The Payroll Databases screen will refresh and show only the remaining payroll

databases.

NOTE

A payroll database cannot be deleted after you have

imported any data into it.



2.2 Setting up Pay Frequency Groups

Pay Frequency Groups are groups for payment of employee payroll data. Each Pay

Frequency Group has a unique period end date and is associated with a Pay Frequency.

To create a Pay Frequency Group:

1. Go to Admin > Payroll Information > Pay Frequency Groups.

2. Select Add to create a new Pay Frequency Groups. ConnX shows the following

window.

3. Complete each of the fields on the Add New Pay Frequency Group window and

select the Payroll Databases that the Pay Frequency Group is used with. A

description of each field is shown in the following table.

4. Select Save. The Pay Frequency Group you have created is shown in the grid.



Setting Description

Code A reference code used to refer to the Pay Frequency Group.

Description A short description of the Pay Frequency Group.

Pay Frequency Select either Weekly, Fortnightly, Monthly, Bi-Monthly, 2 Weeks

or 4 Weeks

In Use Select the checkbox to make the Pay Frequency Group available

within ConnX. Otherwise, clear the checkbox.

Payroll System Link

Payroll

Database

The Payroll Databases that have been set up in ConnX. Select the

adjacent checkbox to use the Pay Frequency Group with that

Payroll Database.

Payroll Pay

Frequency Code

The code that is used to refer to Pay Frequency in the Payroll

Database. The Pay Frequency Group that you are setting up in

ConnX is linked to this Pay Frequency in the Payroll System.

2.2.1 Editing Pay Frequency Groups

To make changes to a Pay Frequency Group:

1. Select the Pay Frequency Group that you want to make changes to.

2. Select Edit.

3. Make any necessary changes.

4. Select Save.

2.2.2 Deleting Pay Frequency Groups

To delete a Pay Frequency Group:

1. Select the Pay Frequency Group that you want to delete.



2. Select Delete. ConnX shows a confirmation message.

3. Select OK.

2.3 Setting up Period End Dates

Period End Dates perform a very important role throughout ConnX and must be set up

correctly in order to successfully import and export data, create timesheets, and create

work schedules. Period End Dates are set for each Payroll Database configured in

ConnX.

You can create specific dates or generate dates with a defined interval.

To create Period End Dates:

1. Go to HR Admin > Period End Dates.

2. Select a database from the Payroll Database drop-down list at the top of the

screen. If Period End Dates already exist for the selected database, they are shown

in the grid below. To show only future dates, select Future Periods Only.

3. Select Add to create a new Period End Date. ConnX shows the following window.



4. Complete each of the fields on the Add New Period End Date window. A

description of each field is shown in the following table.

5. Select Save. The period end you have used is shown in the grid.

Setting Option Description

Period End Date The final day for the period you are creating.

Pay Date The date that payment is made for work performed during the

specified period.

Current Period Yes Whether the period you are creating is the current

period.

No

For Transactions Yes ConnX links transactions and leave applications with

this Period End Date and uses it for exporting.

No The Period End Date is only used to show the period

on the calendar in ConnX.

Pay Frequency

Group

The Pay Frequency Group for which the Period End Date is

applied.



Setting Option Description

Pay Frequency The Pay Frequency for the selected Pay Frequency Group. This

field is set automatically when you select the Pay Frequency

Group.

Close of Period

End Date

The final date for all functions and activity related to the period.

Comments Any notes or additional information related to the Period End

Date.

To make changes to any details of a Period End Date:

1. Select the Period End Date in the grid.

2. Select Edit. ConnX opens the Editing Period End Date window.


4. Select Save or select Reset to clear any changes you have made. Select Delete to

remove the period end date from the system.

5. A series of dates can be created by completing the form on the Add New Period

End Date window. This is useful if your Period End Dates are on a set frequency

(e.g., every week).



To generate Period End Dates for Transactions:

1. Select a database from the Payroll Database drop-down list at the top of the

screen.

2. Select Generate PE Dates at the top of the screen. ConnX opens the following

window.

3. Select a Pay Frequency Group from the drop-down list. The related Pay

Frequency is automatically shown below it.

4. Enter a number in the Increment box and select either days or months from the

drop-down list.

5. Set a date in the Until field. The date does not have to be an actual period end

date. ConnX will generate all period end dates up to the nominated date.

6. Select Save.

NOTE

The Increment text box and drop-down list are not

available if the Pay Frequency is Bi-Monthly. Select

Generate to create period end dates on the 15th and last

day of each month, until the set date is reached.



2.4 Setting up the Department Hierarchy

A department is a group of employees with a manager that may report to another

department. Creating departments and establishing the department hierarchy is

important for the following reasons:

• To develop and show the departmental organisation chart in ConnX;

• To provide access for the department manager to their employees’ details;

• To provide access for senior department managers to departments that report to

them;

• To provide a basis for reporting;

• To determine the sequence for approval for implicit workflow actions, which is

discussed later in this document.

2.4.1 Understanding the Department Hierarchy

The department hierarchy is a parent / child relationship of departments. Therefore, it is

possible for any department to have a list of sub-departments, and any of the sub-

departments to have a list of sub-sub departments.

The department hierarchy created in ConnX will most likely resemble your

organisational chart.

There is usually one department at the top of the structure, to which all other

departments report (either directly or in-directly through another department). In the

following example, the top department is called “Managing Director”. This department

does not report to another department, so no information will be shown in the Reports

To column in ConnX.

There are several departments that report directly to the Managing Director

department. In our example, these are the Corporate Services, Development, and Sales

departments. Under each of these departments are several other sub-departments. In

the case of the Corporate Services department, several departments report in: Finance,

Human Resources, and IT.



The organisational chart of this company will look like this:

Based on our example, the information in the Department table, excluding the

manager’s name, will be:

Department Code Description Reports To

ACCOUNTS Accounts Finance

CORPSERV Corporate Services MD

DVLPT Development MD

FINANCE Finance CORPSERV

HRM Human Resources CORPSERV

IT IT CORPSERV

MD Managing Director

PAYROLL Payroll FINANCE

SALES Sales MD



2.4.2 Adding a Department

1. Go to Company Info > Departments. A screen similar to the following will appear,

Select Add Department to open the window for adding details about the

account.

2. Enter the Department Code (up to 10 alphanumeric characters).

You cannot use the ampersand (&) or the plus (+) character

in the department id.



NOTE You cannot make changes to these details after they are

added to the database.

3. Enter a Description for the department (up to 50 characters).

4. Leave the Manager field blank as there are no employees to select from at this

stage.

5. If applicable, select the Reports To department.

6. If applicable, enter the Department Division the department belongs to.

7. If applicable, select a department Type.

8. Select Save. This adds the department to the list and refreshes the screen.



2.4.3 Editing a Department

If you make a mistake or want to make changes to some details, you can edit the

department information.

1. Go to Company Info > Departments.

2. Select the department in the grid at the top of the screen.

3. Select Edit Department at the top of the screen. ConnX opens the following

window.

4. Make any necessary changes to the details.

5. Select a Manager on the dropdown list to set them as the manager if the

department does not have one.

6. Select the department that this department reports to from the Reports To drop-

down list. Otherwise, if this department doesn’t report to a different department,

select (not set) on the Reports To drop-down list.

7. Select Save to save the changes or Cancel to discard the changes.

2.4.4 Deleting a Department

Departments can be removed from ConnX from the Departments screen.

To delete a department:


2. Select the department in the grid at the top of the screen.



3. Select Delete Department at the top of the screen.

NOTE

You cannot delete a department that contains employees.

You must manually unlink all employees first.

You cannot delete a department with a supervisor linked

to it. You must manually unlink all supervisors first.

If you are using the Roles, Positions & Skills module, you

cannot delete a department if a position is linked to it. You

must modify or delete the position before you can delete

the department.

If you are using the Timesheets module, you cannot

delete a department if a Cost Account is linked to it. You

must modify or delete the Cost Account before you can

delete the department.

If you are using the Recruitment module, you cannot

delete a department if a Vacancy is linked to it. You must

modify or delete the Vacancy before you can delete the

department.



2.5 Easy Linking Employees to Departments

Setting Automatic Linking of Employees

This section can be used to set up the default Pay Point, Location and/or Cost Account

for a department. This means when an employee is found during the import routine,

ConnX refers to the entered information to determine which department they should

be in, and automatically links them to it.

The following procedure is used to determine a ‘match’ from the payroll system.

1. Matches on Pay Point, Location and Cost Account

2. Matches on Pay Point and Location

3. Matches on Pay Point and Cost Account

4. Matches on Location and Cost Account

5. Matches on Pay Point

6. Matches on Location

7. Matches on Cost Account

If no match is found, the new employee is not linked to any department. You can run

the Employees With No Department health check to determine if any employees are

not linked to a department.

ConnX also checks for partial matches on Cost Account.

Please refer to Section 2.11 Linking Employees to a Department for more information.

Partial Matches on Cost Account

Using the question mark character (?) as a ‘wild card’, ConnX allows for partial matches

on Cost Accounts when determining the correct department to link the employee to.



Example

Cost Account Department Partial Match Code

QLDPROD001 Qld Production QLDPROD???



The wild card character (?) represents a single character of the Cost Account and can

be used in any position.

Rules

• Cost Accounts should be the same length.

• Cost Accounts should have the same format. In this example, the format is state

(three characters), department (four characters), and job (three characters).

• The ? character represents one character of the Cost Account only.

• The ? character can be used in any position.

To set the Pay Point, Location and/or Cost Account on a department:


2. Select Easy Linking at the top of the screen. A screen similar to the following will

appear.



The top section of the screen is used to manually link many employees to

departments.

The bottom section of the screen is used to automatically link employees to

departments.

3. To automatically link employees to departments, select Edit adjacent to the

department for which you want to set the matching Pay Point, Location and/or

Cost Account.

4. Enter the matching details to be used from the payroll system

5. Select Update.

6. Repeat the procedure for each department for which you want to use a match

from the payroll system to automatically link employees to departments.

7. Make sure you have established the relevant Pay Points, Locations, or Cost

Accounts in your payroll system.



2.6 Leave Configuration

2.6.1 Leave Types

The Leave Types page shows a list of all Leave Types that can be used within ConnX.

Go to Admin > Leave > Leave Types to open this screen.



2.6.1.1 Adding a Leave Type

To add a Leave Type:

1. Select the Add button at the top of the screen. ConnX opens the following

window.



2. Complete each field on the Add New Leave Types Details window. A description

is shown in the following table.

3. Select the Save button.

NOTE

A Leave Type can be linked to more than one payroll

database by selecting the checkboxes for each payroll

database in the Payroll System Link section.

When you have created a new Leave Type, you should check

which Leave Reasons should be linked to this Leave Type or

create a new Leave Reason if necessary.

Setting Description

Leave Type Code The reference code used to refer to the Leave Type.

Leave Description A short description of the Leave Type.

Leave Category Select the leave category that the Leave Type is classed

as.

Min Period of Service An employee must be employed for this period of time

before they can submit a leave application for this

Leave Type.

Maximum Negative

Hours

If employees can submit leave applications that once

approved will result in a negative leave balance - enter

the maximum number of negative annual leave hours

an employee can have.

If a negative annual leave balance is not allowed, enter

"0".



Setting Description

Balance Checking

[The options apply to the

Access Level of the user

submitting the leave

application, not

necessarily the Access

Level of the user the

leave application is for.]

Allow User to set,

Default to Yes

User has the option to

check or not. If left as

Yes, ConnX checks the

leave application against

the current balance.

Allow User to set,

Default to No

User has the option to

check or not. If left as

No, ConnX does not

check the leave

application against the

current balance.

Entitlement only, is

always checked

ConnX always checks the


the Entitlement balance.

Entitlement and Pro

Rata is always checked

ConnX always checks the


the Entitlement and Pro-

rata balance.

Balances are never

checked

ConnX never checks the


the balance.

Alert message for

Insufficient Balances

Per Access Level:

The message that is shown when the user submits a

leave application but there is not enough leave.

Show/Hide Leave

Balance for Employee

Show Balances for this leave

type will be shown.

Hide Balances for this leave

type will be hidden.



Setting Description

Leave Conditions Key in any details about the circumstances or factors

that may affect a user’s eligibility for this Leave Type.

In Use Select the checkbox to make the Leave Type available

within ConnX. Otherwise, clear the checkbox.

Daily News Category

On Leave The name of the employee taking this Leave Type is

shown in the On Leave section of the Daily News.

Personal/Carers (Sick) The name of the employee taking this Leave Type is

shown in this section of the Daily News.

Do Not Show The name of any employee taking this Leave Type is

not shown in the Daily News.

Email Settings (iCal Events)

Send iCal File Yes Create and attach an iCal

file to share leave

information in the

standard format.

No Do not send an iCal file.

Alarm (in Minutes) A reminder is attached to the iCal event and is shown

this many minutes before the event begins.

Display Time as Free The iCal event shows that

the employee is free

during the leave.

Busy The iCal event shows that

the employee is busy.



Setting Description

Timezone Settings Local Time The time for the event is

set to the same time

zone as where the event

was created.

UTC – Common The time for the event is

set to the UTC time zone.

Private Yes The details of the event

are not shown to other

users.

No The details of the event

are available to other

users.

Balance Source Payroll Whether the accrual for

this leave type is stored in

the Payroll system or the

ConnX Award Interpreter.

This setting is only

available if the ConnX

Award Interpretation

module is active.

ConnX Award

Interpreter

Payroll System

Payroll Database In Use

(checkbox selected)

The Leave Type is

mapped against the leave

information in the payroll

system.



Setting Description

In Use

(checkbox clear)

The Leave Type is not

mapped against the leave

information in the payroll

system.

Payroll Leave Code Key in a code that the payroll system uses to identify

with this leave type.

2.6.1.2 Editing a Leave Type

To make changes to an existing Leave Type:

1. Select the Leave Type on the grid.

2. Select the Edit icon at the top of the screen or double-click the Leave Type to

open the Edit window.


4. Select the Save button at the bottom of the window.

5. Close the window.

NOTE

You cannot make changes to the Leave Type Code or the

Leave Category of an existing Leave Type.

2.6.1.3 Deleting a Leave Type

You cannot delete a Leave Type if it is associated with a Leave Reason. You must first

disassociate it from the Leave Reason. You can then set the Leave Type as not in use.

To set a Leave Type as not in use:

1. Select the Leave Type on the grid.

2. Select Edit at the top of the screen or double-click the Leave Type to open the

Edit window.



3. Clear the In Use checkbox.

4. Select Save.




2.6.2 Leave Reasons

Go to Admin > Leave > Leave Reasons. A screen similar to the following will appear.

The Leave Reason screen shows a list of all Leave Reasons that can be used within

ConnX.

WARNING

The HR3Pay payroll database does not allow more

than one Leave Reason or Leave Type to be linked to

the same Leave Type and Leave Reason in ConnX. You

can only link a Leave Reason or Leave Type in HR3Pay

to a single Leave Reason or Leave Type in ConnX.



2.6.2.1 Adding a Leave Reason

To add a Leave Reason:

1. Select the Add icon at the top of the screen. ConnX opens the following window.

2. Complete each field on the Add New Leave Reasons Details window.

A description is shown in the following table.

3. Select the Save icon.



NOTE

If the new Leave Reason is used with a custom Leave

Type, check the approval sequences that are required,

and go to Workflow Actions if you need to create any

new approval sequences.

Setting Description

Leave Reason

Code

An alphanumeric code used to refer to the Leave Reason.

Leave Reason

Description

A concise description of the Leave Reason.

Use with Leave

Type

The related Leave Type that the Leave Reason is used with. The

values on this drop-down list are the same as the Leave Types

that are set to In Use.

Unpaid Selected There is no payment for the attached Leave

Reason.

Clear The Leave Reason is paid.

In Use Selected The Leave Reason is being used within ConnX.

Clear The Leave Reason is not being used within ConnX.

Certification Details

Show

Certificate

Selected Show the Certificate Available option when

submitting a leave application.

Clear Hide the Certificate Available option when

submitting a leave application.

Exception Report Details



Setting Description

Exception

Report

Select the checkbox to include instances of this Leave Reason in

the Leave History Exceptions report.

Long Term Select the checkbox to classify the Leave Reason as long term in

the Leave History Exceptions report.

Pay Calculation Details

Calculation

Override

The rate of the usual leave that is deducted from the leave

balance or transaction accrual (e.g., enter 1.0 for full pay, or 0.5

for half pay).

Relationship Details

Requires

Relationship

Selected A relationship must be selected when the Leave

Reason is used.

Cleared The relationship option will not be shown on the

new leave application.

Available

Relationships

A list of relationships that the user can select from if the

relationship can be recorded as part of the Leave Reason.

Add All Select the Add All button to add all relationships shown in the

Available Relationships list box to the Selected Relationships

list box.

Add Select the Add button to add the selected relationship in the

Available Relationships list box to the Selected Relationships

list box.

Remove Select the Remove button to move the selected relationship in

the Selected Relationships list box to the Available

Relationships list box.



Setting Description

Remove All Select the Remove All button to move all relationships shown in

the Selected Relationships list box to the Available

Relationships list box.

Selected

Relationships

A list of relationships that the user can select from and add as

part of their leave application.

ConnX Award Interpretation

Income Type The income type that is used to pay for Leave with this Leave

Reason. This is only applicable if you are using the AIR module.

Timesheet Details

Activity The Activity, Phase, and Task settings refer to components of

the ConnX Timesheets module. You can ignore these fields if you

do not have a license for this module or you do not use this

facility in Timesheets.

Phase

Task

Payroll System Link

Payroll

Database

Selected The Leave Reason information is mapped against

the leave information in this payroll system.

Clear The Leave Reason information is not mapped

against the leave information in this payroll

system.

Payroll Leave

Code

Key in the related payroll leave reason code for the payroll

system that is shown in the same row.



2.6.2.2 Editing a Leave Reason

To make changes to an existing Leave Reason:

1. Select the Leave Reason on the grid.

2. Select Edit at the top of the screen or double-click the Leave Reason to open the

Edit window.


4. Select Save.


NOTE

You cannot make changes to the Leave Reason Code or

the Leave Type of an existing Leave Reason.

2.6.2.3 Deleting a Leave Reason

You cannot delete a Leave Reason after it has been created. You must set the Leave

Reason as not in use to remove it from the grid or any of the Leave Reason settings.

To set a Leave Reason as not in use:

1. Select the Leave Reason on the grid.

2. Select Edit at the top of the screen or double-click the Leave Reason to open the

Edit window.

3. Clear the In Use checkbox.

4. Select OK.




2.6.3 Annual Leave Register

This screen enables setup of the Annual Leave Register which is used for annual leave

projections on the Leave Balances screen. The following steps illustrate how to set the

Prorata and Entitlement for each period. This should be exactly the same as the Annual

Leave Register in the external payroll system.

1. Go to Admin > Leave > Annual Leave Register. The following screen will be shown.

2. Select the company and leave class you want to set or edit and select Edit at the

top of the screen. ConnX shows a window similar to the following.

3. Enter the timeframe for both Prorata and Entitle and select Save to save the

changes. Select Reset to discard any changes.



2.6.4 RDO Register

The RDO Register in ConnX is important for getting the number of hours correct when

entering leave applications for employees that are on a RDO plan.

This is very similar to the RDO Register in MicrOpay Meridian and you can use these

external payroll systems to assist you in setting up this section in ConnX.

1. Go to Admin > Leave > Manage RDO Register.

2. Select Edit adjacent to the RDO class.

3. Enter each Leave Type as shown in the external payroll system.

4. Enter the exempt types from the external payroll system as the Excluded Reasons

in ConnX.



5. Enter the Hours Worked as the number of hours the employee normally works

per day.

6. Enter the Hours Paid as the number of hours the employee is paid per day.

7. Decide on the Ratio Calculation setting.

8. Select Update to save the changes.

The RDO Register screen enables you to set a custom abbreviation as appropriate and

a custom Description instead of ‘Rostered Day Off’ which is used throughout ConnX.

Enter the custom abbreviation and description and select Update.

Note about the Perform Ratio Calculation Setting

The Perform Ratio Calculation setting allows you to specify how the hours on an RDO

employee’s leave application are calculated.

When RDO employees submit leave applications, the system applies the leave

type/leave reason rules (set up in Step 3 above) to determine if Hours Worked or Hours

Paid should be used.

If Hours Worked is to be used, no ratio calculation is performed, regardless of the

Perform Ratio Calculation setting.

If Hours Paid is to be used, the system compares the Hours Worked value against the

Applied For hours on the leave application. If these are equal, Hours Paid is used. If

these are not equal and Perform Ratio Calculation is set to Yes, the system will

calculate the number of hours of the leave application based on a ratio of their Hours

Worked and Hours Paid. If Perform Ratio Calculation is set to No the system will use

the hours Applied For on the application.

The following is an example of the above process.

• Employee A applies for six hours of annual leave.

• The employee’s hours worked is eight hours. Their hours paid is 7.6 hours.

• If the system has determined that hours paid will be used it will compare the

hours worked to the applied for hours, i.e. comparing eight hours to six hours.

• As eight does not equal six, the system will check the Perform Ratio Calculation

setting.



• If this is set to Yes, the system will divide the hours paid by the hours worked and

multiply the resulting value by the applied for hours. This would result in 5.7

hours.

• If the Perform Ratio Calculation setting is set to No, the system will use the

applied for hours of six.



2.6.5 Leave Loading Classes

The Leave Loading Classes page allows you to set up the leave loading entitlements

that are payable to an employee. The leave loading class is attached to New Starters

and sent to the payroll system as part of the employee's Leave Details. There is no

calculation of leave loading in ConnX. Some payroll systems contain a record of the

leave loading classes, which can then be synced with ConnX during the import

procedure.

Go to Admin > Leave > Leave Loading Classes. A screen similar to the following will

appear.

2.6.5.1 Adding Leave Loading Classes

To add leave loading classes:

1. Open Leave Loading Classes via Admin > Leave > Leave Loading Classes.

2. Select Add at the top of the screen. ConnX opens the following window.



3. Complete each field on the Add New Leave Loading Classes window.

A description is shown in the following table.

4. Select Save.

2.6.5.2 Editing Leave Loading Classes

To make changes to leave loading classes:

1. Select the leave loading class that you want to make changes to.

2. Select Edit at the top of the screen or double-click the leave loading class to open

the Edit window.


4. Select Save and close the screen.

2.6.5.3 Deleting Leave Loading Classes

To delete leave loading classes:

1. Select the leave loading class on the grid.

2. Select Edit at the top of the screen or double-click the leave loading class to open

the Edit window.

3. Select Delete. Select OK on the confirmation dialog that pops up to confirm the

deletion.

Setting Description

Payroll Database The name of the payroll database that the leave loading class

is associated with.

Loading Code The reference code for the leave loading class.

Loading

Description

A short description of the leave loading class.

Loading Percent The percentage value used to calculate the employee’s leave

loading.




2.7 Leave Configuration – Advanced Settings

2.7.1 Leave Relationships

The Leave Relationships list is to be used when configuring a Leave Reason to show

how an employee is related to another person when submitting a leave application.

Any leave for an employee that is related to another person can be recorded accurately

with specific details (e.g., an employee taking leave to care for a sick child).

2.7.1.1 Setting Relationships for Leave

To create the Relationships for Leave:

1. Log on as a user with HR Admin access or more.

2. Go to HR Admin > HR Admin Setup > List Items.

3. Select Relationship for Leave on the List Type dropdown list and select Apply

Filter at the top of the screen.

4. Select Add at the top of the screen.

5. Enter the details of the relationship that you are adding.

6. Select Save.

The following table shows a description of each Relationship field and setting.

Field Details

Code This is the name used as a substitute for longer text.

Display

Text

This is shown on all screens and in all drop-down lists where

Relationship is shown.

Active

From

This field is mandatory for all List Items. It is the starting date when

the Relationship will be shown on the Leave Application screen.

Active To This is used to set an optional end date for a Relationship to stop

being shown on the Leave Application screen.



2.7.1.2 Adding a Relationship to Leave Reasons

An employee can request one of many different types of personal leave. The cause of

their absence from work is possibly related to another person to whom the employee is

closely related (e.g., an employee may take Carer’s Leave when a child is ill, and the

employee must care for them).

When a list of Relationships has been made, users can set the specific Leave Reasons

that will require the employee to select a relationship on the Leave Application form,

and which relationships from the master list are available for selection for each Leave

Reason.

Users keep a separate and individualized list of permitted relationships for each Leave

Reason.

2.7.1.3 Setting the Relationship for Leave Reasons

To make the Relationships available with Leave Reasons:

1. Log on as a user with an Administrator access level.

2. Go to Admin > Leave > Leave Reasons.

3. Select a Leave Reason on the grid to select it.

4. Select Edit at the top of the screen.

5. Select Requires Relationship. This makes ConnX show the Relationship drop-

down list on the Leave Application screen when an employee selects this Leave

Reason.

6. Select a relationship in the Available Relationships list to select it. Only one

Relationship can be selected at a time.



7. Select Add to add the selected relationship to the Selected Relationships list. The

Selected Relationships list shows the relationships that are shown in the

Relationship drop-down list on the Leave Application Screen.

8. Select Save.



2.7.2 Leave at Half-Rate

2.7.2.1 Leave Reasons for Partial Payment

NOTE

Partial Payment functions are related to Leave Reasons. It

may be necessary to add more Leave Reasons to your

payroll system to make different partial payment set ups

easier. For example, if Annual Leave can be taken at ‘Full

Pay’ and ‘Half-Pay’, two separate Leave Reasons must be

used.

2.7.2.2 Calculation Settings

All Leave Reasons contain a Calculation Override setting that is used when calculating

the amount of leave that an employee is requesting.

The formula is:

[Requested Work Time Off] * [Calculation Override] = [Leave Hours Used]

The default value for all Leave Reasons is 1.00 (one hour of leave requested equals one

hour of leave used).

NOTE

Users do not have a limit of using only Half-Rate, and can

set Half-Rate (0.5), Quarter-Rate (0.25) or other value.



The Calculation Override field is shown in the following image.



2.7.2.3 Setting Leave Reasons for Partial Payment

To set the Leave Reasons for Partial Payment:


2. Go to Admin > Leave > Leave Reasons.

3. Select the desired Leave Reasons.

4. Select Edit.

5. Enter a value (i.e. 1 = 100%, 0.5 = 50%, etc.) in the Calculation Override field.

6. Select Save.

The following image shows a Leave Application after it has been approved.

Notice that the Number of Hours Off = 7.60. This is the duration of absence. But the

Leave Hours Used = 3.8. This is the value of paid leave.



2.7.3 Leave Limit Rules

The Leave Limit Rules allow users to implement automatic handling of organisational

leave policies during the leave application procedure.

These functions include:

• Users can make multiple groups of Leave Rules, so that leave polices for different

groups of employees and employment types can be used.

• Date-activated sets of rules can be set for each group, permitting users to use one

group of rules or a different group of rules, related to the date (e.g., using

different sets of rules during high demand holiday periods, or the use of a

different set of rules to start in the future, such as when a new agreement comes

into effect).

• Users can make rules that are specific to leave applications for each Leave Reason

or can group multiple Leave Reasons together to combine leave applications from

different Leave Reasons (e.g., all Personal Leave reasons, or all Unpaid Leave

Reasons).

• Users can make rules that completely reject a leave application if it breaches a

Leave Limit Rule or show a message to the user and any approvers.

• Users can make rules that stop leave from being taken either over a consecutive

number of work hours/work days, or over an extended period of time, such as a

month, quarter or year.

The diagram on the following page shows the setup and configuration procedure for

Leave Limit Rules.



ConnX Description Example

Employee John Smith

Employees are assigned to a

Ruleset Group.

Ruleset Group Factory Full Time

Each Ruleset Group contains

one or more Leave Limit Rules.

Leave Rulesets EBA 2011 – 2014

Each Leave Ruleset contains one

or more Leave Limit Rules

Leave Limit Rules Compassionate Leave –

Max 3 Days Consecutive

Each Leave Limit Rule is

configured by selecting a Leave

Reason and a Leave Limit

Template

Leave Limit Templates Max 3 Days Consecutive

Each Leave Limit Template uses

a Multi-Week Period to

determine the timespan

evaluated by the Rule.

Multi-Week Periods

Check Period from

Employee Leave Entitle

Start Date & Recurs each

year.

NOTE

Leave Limit Rules are only used with employees who

have been assigned a Work Pattern.

Leave Limit Rules cannot be calculated for employees

who are “Contract Hours Only” employees.



2.7.3.1 Leave Rule Prefix Codes

The Leave Rule Prefix Codes screen allows Administrators to set a generic code format

for each Leave Rule configuration screen.

Go to Admin > Leave > Leave Rule Prefix Codes. A screen similar to the following will

appear.

After the format for the prefix codes has been set, users can select Generate Code on

the pop-up window for each Leave Rule.



2.7.3.2 Multi-Week Periods

Before creating Leave Limit Rules, users must first create the Multi-Week Periods and

any Leave Reason Groups that are necessary for use in Leave Limit Rules.

Each Multi-Week Period contains data to calculate timespans that are then used to

evaluate the Leave Limit Rules.

When configuring a Multi-Week Period, users nominate settings to calculate the first

timespan for the period, and the number of times the period will occur.

The following image shows a Multi-Week Period that spans a 1-year period, recurring

indefinitely. Each 1-year period begins on the anniversary of the employee’s Leave

Type Entitlement Start date (one of several of the other Start Date Source options).

To set Multi-Week Periods:


2. Go to Admin > Leave > Multi-Week Period.

3. Select Add.

4. Enter details related to the desired Multi-Week Period.

5. Select Save.



The following table shows a description of each Multi-Week Period field and setting.

Field Details

Active The default value is “Yes”.

Code Enter a unique code for the period or select Generate Code to

automatically create a new code.

Name Enter a name for the period. The name should describe the

basic units and functions of the Period (e.g., “Calendar Year”,

“Financial Year”, “Entitlement Year”).

Description Enter a description for the record.

Start Date

Source

The Start Date Source field tells ConnX how to calculate the

first day of the first timeframe of the period, permitting all

other timeframe dates to be calculated.

Options are:

• Manual Entry if the user keyed in the start date.

• Leave Type Entitlement Start where ConnX calculates

specific timeframes for each Leave Type, for each

employee, related to the Leave Entitlement Start Dates

(as shown below).

• Employee Commencement where ConnX calculates

specific timeframes for each employee, related to their

Commencement/Hire Date.

Initial Start Date This field is only shown if Start Date Source is set to Manual

Entry.

Period Duration

and Period Unit

They are used to set the length of each timespan.

Period Recurs

Indefinitely

If it is set to No, the user must set the number of times the

Multi-Week period occurs (e.g., how many individual timespans

(each equal to the Period Unit/Duration in length) are made).



Field Details

Number of

Recurrences

This field is only shown if Period Recurs Indefinitely is set to

No.

The minimum value is “1”.

2.7.3.3 Leave Reason Groups

Leave Reason Groups give users the ability to combine multiple Leave Reasons

together and are used to calculate the Leave Limit Rules.

For example, users wanting to use a policy that puts a limit on the amount of personal

leave taken without a certificate. Say, for example, the following Leave Reasons are

used with personal leave:

• Sick Leave with Certificate

• Sick Leave without Certificate

• Carer’s Leave with Certificate

• Carer’s Leave without Certificate

• Personal Leave

To make a Leave Limit Rule that is used with the “Without Certificate” Leave Reasons as

a Group (that is, leave application values for all “Without Certificate” Leave Reasons are

combined), then users must create a Leave Reason Group, which contains all the Leave

Reasons that are put together for the necessary rule.

NOTE

It is not necessary for Leave Reason Group items to come

from the same Payroll Database.

To set the Leave Reasons for Groups:

Part 1 – Making a Group


2. Go to Admin > Leave > Leave Reason Groups.



3. Select Add Group.

4. Make a unique alphanumeric Code for the group or select Generate Code.

5. Enter a Name for the group.

6. Enter a Description for the group.

7. Select Save.

Part 2 – Adding Leave Reasons to Group

Log on as a user with an Administrator access level.

1. Go to Admin > Leave > Leave Reason Groups.

2. Select the Leave Reason Group that the Leave Reasons are added to. The

Reasons grid in the lower half of the screen shows the Leave Reasons currently

set as part of the selected group.

3. Select Add Reason.

4. Use the drop-down list to select the Payroll Database that contains the Leave

Reason.

5. Select a Leave Reason from the drop-down list.

6. Select Save.

7. Repeat this procedure for other Leave Reasons that must be added to the Group.

NOTE

It is not necessary for Leave Reason Group members to

come from the same Payroll Database.

Leave Reason Groups are optional, and not necessary for

the Leave Limit Rules to function.



2.7.3.4 Rule Set Groups

A Rule Set Group contains one or more Leave Rule Sets and is used to assign

employees to the Leave Rule Sets.

Using Rule Set Groups permits the automatic change from one set of Leave Limit Rules

to another set, on a specific date.

Different Rule Set Groups can be made for employees with different employment types

and payment types (e.g., using one Rule Set Group for part-time employees, and a

different Rule Set Group for full-time employees).

This permits users to add and use new leave policies and rules as a new Leave Rule Set,

without it being necessary to change the employees’ Rule Set Groups – the new Leave

Rule Set replaces any existing Leave Rule Set for the employee, from its effective date

onwards.

ConnX can have many Rule Set Groups, but an employee can only ever be associated

with one Rule Set Group at a specific time.

To create Rule Set Groups:


2. Go to Admin > Leave > Rule Set Groups.

3. Select Add New to open the Add New Rule Set Group window.

4. Complete each of the fields. A description of each field is shown in the following

table.



5. Select Save.

Setting Description

Copy Rule Set

Group

Select an existing Rule Set Group to use as the basis for the Rule

Set Group you are creating.

Rule Set Code Enter a unique alphanumeric Code for the Group or select

Generate Code. This field is only available if you have copied an

existing Rule Set Group.

Leave Rule Set

Code

Enter a unique alphanumeric Code for the Leave Rule Set Group or

select Generate Code. This field is only available if you have

copied an existing Rule Set Group.

Code Enter a unique alphanumeric Code for the Group or select

Generate Code. This field is mandatory.

Name Enter a Name for the Group. This field is mandatory.

Description Enter a Description for the Group.

2.7.3.5 Leave Rule Sets

A Leave Rule Set is a set of one or more Leave Limit Rules that put a limit on the

amount of leave that can be taken by an employee.

Leave Rule Sets make it easier to assign many rules to an employee, and after setting

them up, are applicable when an employee applies for leave.

A Leave Rule Set is assigned to a Rule Set Group when it is made. The Leave Rule Set

starts being used as part of the Rule Set Group on the Effective Date and Time.

This permits users to add new leave policies and rules as a new Leave Rule Set. It is not

necessary to change the employees’ Rule Set Groups; the new Leave Rule Set replaces

other Leave Rule Sets for the group on the Effective Date.

Assigning a Leave Rule Set for a Rule Set Group

To set the Rule Set Groups and Leave Rule Sets:




2. Go to Admin > Leave > Rule Set Groups.

3. In the top grid, select the Rule Set Group that the Leave Rule Set is being

assigned to.

4. In the lower grid, select Add New.

5. Set the date and time at which the selected Leave Rule Set becomes effective and

key in a name for the Leave Rule Set.

6. Select Save.

Field Details

Active The default value is “Yes”. It must be set as Yes.

Effective Date &

Time

Enter the date and time that the Leave Rule Set will start being

used.

Code Enter a unique alphanumeric code for the Rule Set or select

Generate Code.

Leave Rule Set

Short Name Enter a name for the Rule Set.

Leave Rule Set Full

Name

Enter the full name of the agreement if the Rule Set is based on

an enterprise agreement, award etc.



NOTE

Multiple Leave Rule Sets can be assigned to a Rule Set

Group. The Effective Date of each Leave Rule Set in the

Rule Set Group is used to calculate which Leave Rule Set is

used to calculate a leave application.

2.7.3.6 Leave Limit Templates

Leave Limit Templates are reusable parts of a Leave Limit Rule. You can make a Leave

Limit Template once and use it to create many different Leave Limit Rules, simplifying

the setup of each of these rules.

Template Types

Leave Limit Templates can be made to target two different types of Leave Rules:

1. Rules that limit the number of consecutive work days or work hours taken off.

2. Rules that limit the amount of work days or work hours taken off over an extended

period of time.

To create a Leave Limit Template:

1. Log on as a user with Administrator access.

2. Go to Admin > Leave > Leave Limit Template.

3. Select Add.

4. Complete the applicable fields as per the following table.



5. Select Save.

The following table shows a description of each Leave Limit Template field and setting.

Field Details

Code An alphanumeric code for the template. You can select

Generate Code to automatically create a new code.

Name The name of the template.

Description A description of the template.

Entitle Max Represents the maximum amount of leave (the Leave Reason or

Leave Reason Group is nominated in the Leave Limit Rule) that is

permitted.

Entitle Period Is the unit of time that the Entitlement Max value is measured in

(Hours or Day) (Scheduled Work Hours or Scheduled Work Days).

Is Consecutive If the template is measuring consecutive leave, set this field to

Yes (the default value), otherwise set to No.

Multi-week

Period

If the Is Consecutive field is set to No, select a Multi-week Period

from the drop-down list.

ConnX uses this data to calculate the timespan that the

Maximum Entitlement is measured over.

NOTE

The Entitlement Maximum values are always calculated on

scheduled time off, not the amount of Leave being used,

regardless of any Calculation Override that may exist in a

Leave Reason (see Half-Rate Calculation Settings above).

2.7.3.7 Leave Limit Rules

Leave Limit Rules connect a Leave Reason or Leave Reason Group, to a specific Leave

Limit Template, and permit the user to set what action ConnX will take if the rule is

breached.

There are three possible results when an employee applies for leave and uses a leave

reason that is related to a Leave Limit Rule:



1. The rule is obeyed, and the employee can submit the application.

2. The rule is not obeyed, a message is shown, and the employee can submit the

application. The message is also shown to any approvers.

3. The rule is not obeyed, a message is shown, and the employee cannot submit the

application. The employee must cancel the application or make changes to the

application before trying to submit it again.

The image below shows an example of a Leave Limit Rule. The Leave Limit Rule is set to

stop employees from taking more than three consecutive work days of Compassionate

Leave at a time.

If an employee tries to add a leave application for Compassionate Leave that is longer

than three days or tries to add more than one leave application for compassionate

leave after another in sequence, that together, are more than three days, a message is

shown on the Leave Application screen, and the employee cannot continue adding

the leave application.

The following image shows an application has been rejected because the employee

first applied for another two days of Compassionate Leave, immediately after the two-

day request. The consecutive day count is four, which is more than the permitted

maximum entitlement of three days.



To set the Leave Limit Rules:


2. Go to Admin > Leave > Leave Limit Rule.

3. Select the specific Rule Set from the Leave Rule Set dropdown list at the top of

the screen.

4. Select Add.

5. Enter details for the Leave Limit Rule as per the following table.

6. Select Save.

The following table shows a description of each Leave Limit Rule field and setting.



Field Details

Code Enter a unique alphanumeric code for the Rule or select Generate

Code to automatically add the code.

Name Enter a short description of the rule.

Description You can use this field to record any details related to the rule’s

function.

Payroll

Database

If the rule being made is related to a specific Leave Reason, select

the Payroll Database containing that Leave Reason.

If a Leave Reason Group is used, do not make changes to this

setting.

Leave Reason If a Payroll Database has been selected, select the desired Leave

Reason from this drop-down list.

If a Leave Reason Group is used, do not make changes to this

setting.

Leave Group If using a Leave Reason Group instead of using each Leave

Reason, select the desired Leave Reason Group.

If a Leave Reason is used, do not make changes to this setting.

Leave Limit

Template

Select the template that calculates the Maximum Entitlements for

this rule.

Breach

Action

Warning/Notice makes ConnX show a warning on the Leave

Application screen but permits the user to continue submitting

their leave application.

Stop Submission means the leave application cannot continue,

and the user must change the application details, or cancel the

application.

Message This field permits the user to enter a short message that is shown

to the employee if their leave application does not obey the Leave

Limit Rules. The message is also shown to any approvers.

The length of this message can be up to 200 characters long.



Field Details

Certificate

Required

The employee must have a certificate to complete the leave

application if this field is set to Yes.

NOTE

For the Certificate Required function to work

correctly, the Leave Reason (or all Leave

Reasons in the Leave Reason Group) must

be set with a tick in the Show Certificate

checkbox.



2.7.3.8 Employee Configuration

2.7.3.8.1 Leave Entitlement Start Dates

Leave Entitlement Start Dates are one of the Initial Start Date sources available when

setting a Multi-Week Period.

When an employee tries to submit a leave application, ConnX calculates the date from

which that employee was first entitled to accrue leave of the selected Leave Type.

As this may not always be an employee’s commencement date, ConnX contains a

function for manually adding a Start Date for each type of Leave Entitlement, for each

employee.

2.7.3.8.2 Assigning Individual Leave Entitlement Start Dates

To set the Leave Entitlement Start Dates:


2. Go to Admin > Leave > Leave Entitlement Start Dates.

3. Select the Payroll Database containing the employee.

4. Select the specific Employee from the list of available employees.

5. For each Leave Type shown, select the date on which the employee became

entitled to use that leave type (apart from Commencement Date, other common

dates would include the date an employee transferred from Casual to Part/Full

Time Employment or the date at which a new Agreement, granting more

entitlements, became effective).

6. Select Save.

2.7.3.8.3 Leave Entitlement Start Dates Bulk Assignment

The Leave Entitlement Start Dates Bulk Assignment screen permits Administrators to

see the current Entitlement Start Dates for each Leave Type, for all employees at the

same time, and make changes to selected employee records.

Administrators cannot turn on additional leave types on this screen. They can only add

or make changes to the dates for Leave Types that have been set for the employee.

To make changes to the dates for Leave Types that have been set for an employee:



1. Go to Admin > Leave > Leave Entitlement Start Dates Bulk Assignment.

2. Use the settings at the top of the screen to filter the records shown in the grid

below.

3. Use the calendar control or enter a date to set the date for a specific Leave Type.

4. Select Apply Changes when you have completed making changes.

2.7.3.8.4 Importing Leave Entitlement Start Dates

Administrators can import a CSV file with the Leave Entitlement Start Dates. You can

write the details of the CSV file or export the file from the payroll system.

The CSV file must have three columns for the following data:

• Employee Code

• Leave Type Code

• Entitlement Start Date (dd/mm/yyyy)

To import the CSV file:

1. Go to Admin > Leave > Leave Entitlement Start Dates Bulk Assignment.

2. Select Browse at the top of the screen and select the CSV file.

3. Select Import Data to import the CSV file.

The column headers are not necessary. If the CSV file does contain column headers,

make sure Does the file Contain Column headers is selected.



2.7.3.8.5 Assigning Rule Set Groups to Employees

A Rule Set Group must be assigned to the employee to nominate the specific rules that

will apply.

To apply a Rule Set Group to specific employees:

1. Go to Admin > Leave > Employee Rule Set Groups.

2. Use the settings at the top of the screen to filter the records shown in the grid

below.

3. Select the checkbox adjacent to the employees that you want to add the rule for.

You can select one employee, or many employees.

4. Use the drop-down list at the bottom of the screen to select the Rule Set Group

and Pay Grade that you want to apply to the employees.

5. Set the Effective Date for when you want the Rule Set Group to be applied with

the employees or leave the field blank so that the Rule Set Group continues to be

applied.

6. Select Apply.



Administrators can also use this screen to see the current Rule Set Group assignment of

all employees.

NOTE

If the View button is not available in the Future Rule

Set Groups column, the employee does not have any

Rule Set Groups set for now, or a future date.

Alternatively, use the Edit Individual Employees button

at the top-right of the screen.

2.7.4 Leave Balance Threshold Rule

Leave Balance Threshold Rules allow users to set a Threshold Balance value for the

parent Leave Type of a selected Leave Reason. Example: if the selected Leave Reason is

Annual Leave – Half Pay, then the parent Leave Type would be Annual Leave.

When an employee applies for Leave using the selected Leave Reason, the Confirm

Availability function on the Leave Application screen makes sure that the employee’s

leave balance on the last day of the leave does not exceed the set Threshold Balance

value. The application cannot be submitted if the Threshold Balance value is exceeded.

For example, a rule can be created to prevent employees from applying for Annual

Leave – Half Pay, if their Available Leave Balance for Annual Leave is more than 160

hours. A message is shown to tell the employee why the leave application is rejected.

Instead, they should submit a leave application for Annual Leave – Full Pay.

When the Leave Balance Threshold Rule is created, the Available Annual Leave Balance

of an employee that a) is assigned to the Rule Set Group containing that Rule, and b)

who applies for Annual Leave using the Leave Reason Annual Leave – Half Pay, is

checked to see if it exceeds 160 hours.

2.7.4.1 Calculating Available Leave Balance

The Available Leave Balance is compared to the Threshold Balance value to determine

if the Leave Balance Threshold Rule has been breached.

The Available Leave Balance is calculated in three steps:

1. Get the current balance (i.e. as of the last import of Leave Balances from the

payroll system) for the selected Leave Type; then



2. Calculate a projected accrual for the selected Leave Type up until the end date of

the leave application being created; then

3. Subtract any pre-existing pending or approved leave applications that occur

during the projected date range.

Available Leave Balance = [Current Balance] + [Projected Accrual] – [Pending/Approved

Applications]

If the Available Leave Balance is equal to or less than the Threshold Balance value, the

application can continue.

If the Available Leave Balance is greater than the Threshold Balance value, the

application cannot continue, and the message related to the rule is shown.

2.7.4.2 Configuring Leave Balance Threshold Rules

NOTE

In order to create a Leave Balance Threshold Rule, a Leave

Rule Set must already have been created.

1. Go to Admin > Leave > Leave Balance Threshold Rule.

2. Select a Leave Rule Set from the drop-down list in the top left.

3. Select Add.

4. Create a unique Code for the Rule or select Generate Code.

5. Enter a Name for the Rule.

6. Enter a Description for the Rule.



7. Select the Leave Reason from the drop-down list of available Leave Reasons.

8. Enter a value for the Threshold Balance in hours. This represents the maximum

Available Leave Balance value an employee can have of the Leave Reason’s parent

Leave Type without breaching the Rule.

9. Enter the Message that is shown to the employee if their leave application

breaches the rule.

10. Select Save.



2.8 Import Settings

ConnX has a variety of settings that enable you to configure the import of data from

your payroll system.

Go to Admin > Settings > Import.

2.8.1 Account Activation and Type

ConnX includes the option to activate user accounts automatically when the system

detects a new employee during the import procedure.

This means that as soon as the import has been performed, the new employee can get

access to ConnX. Depending on the password settings (discussed later in this

document), the employee can be sent an email with a temporary password for their

first login (provided they have a unique email address in ConnX), or they may be given

a blank password and a specified time limit to log in.

WARNING

If your employees do not have a unique email address,

this is NOT the recommended action for the initial

import. This is because employees without a unique

email address will not have a password set on their

newly activated account. In this situation, it is possible

to log into ConnX using someone else’s employee

code.



A description of each setting in the Account Activation and Type section is shown in

the following table.


By default

activate new

employee

accounts

No User accounts must be manually activated

(strongly recommended if employees do

not have unique email addresses in

ConnX).

Yes Automatically allow employees to log in

after they are created in ConnX during the

import process.

If “Yes”, must

login in ___

minutes

The employee must log in within this time for their account

to be activated.

Allow Managers

to activate

accounts

No Do not allow Managers to activate their

employees’ user accounts.

Yes Allow Managers to activate their

employees’ user accounts (within a set

time) (recommended).

Allow HR Admins

to activate

accounts

No Do not allow HR Administrators to activate

employees’ user accounts.

Yes Allow HR Administrators to activate

employees’ user accounts (within a set

time) (recommended).

“Type” for new

employees

Normal Employees of type Normal do not have

their rates of pay encrypted in the

database.




Executive Employees of type Executive have their

rates of pay encrypted in the database

(recommended).

“Send Message

Via” for new

employees

Send Email

Only

All messages to the employee are sent via

email.

Send System

Message Only


ConnX notification system.

Send Email

and System

Message


email and the ConnX notification system.

NOTE

If Managers and HR Administrators cannot activate

accounts, System Administrators are the only users who

can. These options allow you to choose if you want to

distribute the activation process to Managers and HR

Administrators.

Employees can set how they want to receive messages

via My Details > Personal Details.

2.8.2 Linking Employees

Linking Employees refers to the process where employees are assigned or “linked” to a

department in ConnX as they are imported from your payroll system. There are two

options to configure employee linking, as shown below.


When importing link Never No automatic linking occurs.




employees to

departments using the

‘Easy Linking’ rules

New

Employees

Only

When importing, the “Easy Linking”

method of linking employees to

departments is only used for

employees that do not already exist

in ConnX.

All

Employees

Every employee is re-evaluated

during every import and is moved

between departments if necessary.

Restricted HR and System

Administrators can

import and export

No Do not allow restricted HR and

System Administrators to import and

export between ConnX and your

payroll system (hide these screens).

Yes Allow restricted HR and System

Administrators to import and export

between ConnX and your payroll

system (show these screens).



2.9 Performing Your First Import

ConnX Support representative will assist you in performing the first import from your

payroll system. Please refer to “ConnX ESP - Implementation 2 Manual” for more a

detailed description of the process.



2.10 Setting the Manager of Each Department

As you have just performed an import you now have employees in ConnX. Managers

for the departments you created earlier can now be nominated in ConnX.

This is important because:

• It gives managers access their employees

• It gives senior manages access their sub-departments

• It provides an easy way to setup workflow approval (implicit approval)

• This information completes the organisational chart

To set the manager for a department:


2. Select a department from the grid at the top of the screen and select Edit.

3. Select the manager’s name from the drop-down list.

4. Select Save.

5. Repeat for the remaining departments as required.



2.11 Linking Employees to a Department

Now that departments have been created, and an import has been performed, you can

link employees to each department.

There are three ways to link employees to departments:

1. Automatic linking via Pay Point, Location and Cost Account during import;

2. Manual linking via Pay Point, Location and Cost Account after import;

3. Linking employees individually in the Department screen.

Automatic linking has already been discussed. This section demonstrates how to link

employees to a department individually, and also how to manually link employees via

Pay Point, Location and/or Cost Account.

2.11.1 Linking Individual Employees to Departments

If you have chosen to link each employee individually to a department, or you only

have a small number of employees to link (i.e. a new employee has just started), follow

these steps for the fastest way to manually link employees to their respective

department.


2. Select the Department you want to add employees to. A list of employees that

are already linked to the selected department is shown in the bottom section of

the screen, under the heading Employees linked to the selected Department.

3. Select Add Employee.

4. Select an Employee from the drop-down list.

5. Select or enter the date that the employee was assigned to the department.



6. Select if this is the employee’s Primary Department (only applies to employees in

multiple departments).

7. Select Save.

The screen refreshes and the new employee is shown in the list.

NOTE

An employee can be in multiple departments at the same

time.

The department manager may or may not be part of the

department.

If the department manager is part of the department,

they should also be in the list of employees in the

department.

2.11.2 Bulk Linking Employees to Departments

If the external payroll system contains locations, Pay Points and/or Cost Accounts that

resemble the departments for employees, it is possible to do a “bulk link” of these

employees into their department. Performing a bulk link is much quicker than linking

employees one by one to a department.


2. Select Easy Linking. A screen similar to the following will appear.

3. Select the appropriate Payroll Database that contains the employees you want to

link to departments.

4. Enter the Location and/or Pay point and/or Cost Account.



5. Select the Department you want to link these employees to.

6. Enter or select the Date Assigned.

7. If you want to link employees already linked to other departments, clear Only link

employees not already linked.

8. Select Link Employees to the selected Department.

ConnX responds with the number of employees linked.

NOTE

All employees are linked with the same date assigned.

The selected department becomes the primary

department for the employee.



2.12 Health Checks

This screen enables the user to check ConnX for any potential issues, and also assists in

“cleaning up” the system, in terms of identifying any loose ends (e.g., if any employees

have not been added to a department).

1. Go to Admin > Health Checks.

A screen similar to the following should appear.

2. Decide which Health Checks you would like to run, by selecting the checkboxes

to the left of the row.

3. Once you have selected which health checks you would like to run, select Do

Selected Health Checks in the menu bar. The results will be shown in the grid.



4. You can view specific details about why the individual Health Checks failed by

double-clicking on them. Below you can see the results of a failed Health Check

for Employees with no Emergency Contacts.



2.13 Password Settings

This screen allows you to enforce a variety of security settings relating to passwords.

To make changes to the password settings:

1. Go to Admin > Settings > Password Security.

2. Configure each setting. These settings are described in the tables below.

3. Select Update Password Settings.

General Password Settings

Setting Description

Passwords expire after X

days for Y

This setting allows you to specify the number of days

(X) a password can be used before it expires. The

second option (Y) lets you choose whether this

applies to all users, or only to users who are not

Administrators.




Setting Description

Accounts are suspended

after X failed login

attempts

This setting will suspend a user’s account if they have

made X failed login attempts. After a user’s account

has been suspended they will need to contact an

Administrator to reactivate the account.

Users cannot reuse a

password within a shorter

interval than X changes

This setting prevents the reuse of passwords before X

number of changes. If, for example, this interval was

set to “5”, the user would have to change passwords

five times before they could reuse their original

password.

Allow users to set a

password reminder

If set to Yes, users can enter a password reminder

which will be emailed to them in the event they

forget their password.

Allow users to reset their

own password X Note:

Turning this setting on

could allow unauthorised

access to Employees'

profiles in ConnX if

Employees' email

accounts are not secure.

If set to Yes, ConnX automatically creates a new

temporary password if an employee requests a new

password and has a unique email address.

Generate a temporary

password for users with

email addresses when

activating their account

or resetting their

password

If set to Yes, a temporary password is emailed to a

user when either of the following situations occur:

• their account is activated

• their password is reset.

Upon logging into ConnX, the user is required to

create a new password.




Setting Description

Generate a temporary

password for users using

Single Sign-on (SSO)

when activating their

account or resetting their

password

If set to No, a temporary password will not be

generated for Single Sign-on (SSO) users.

Accounts are de-activated

after X days from the last

login

If set to Yes, ConnX automatically deactivates an

employee account if the employee does not log in

within the time set (e.g., 30 days).

Enable reminder warning

for password expiry

If set to Yes, ConnX automatically shows a message if

the user's password expiries in a specific number of

days. Users are prompted to change their password

when it is due.

Deactivate employee

account the day after the

agreed last day of work

If set to Yes, ConnX automatically deactivates the

employee account the day after the agreed last

working day as noted on their Employee Separation

record within ConnX.

NOTE

If a user does not have an email address or does not have

a unique email address in ConnX, a temporary password is

unable to be emailed. The user’s account will be

activated/password will be reset as per normal, giving the

user until the specified timeframe expires to login, before

their ConnX account is suspended.



Password Creation Rules

Setting Description

Must be at least X

characters long

This setting lets you enforce a minimum length (X

characters) for passwords

Must contain at least X

uppercase characters

This setting lets you enforce a minimum number (X) of

uppercase characters that must be contained in a

password.


lowercase characters


lowercase characters that must be contained in a

password.


numeric characters


numeric characters that must be contained in a

password.

NOTE

If you select 0 (zero) for any of the above options, the rule

is not enforced. For example, zero characters long means

the password can be any number of characters.

Enable/Disable Approval Password

This setting determines if a password must be entered when approving or denying

workflows. When set to Enable, a password must be entered to approve or deny a

workflow. When set to Disable, no password is required. Workflows can be

approved/denied from the Workflow Inbox screen, or while viewing the workflow

item.



2.14 Email Settings

Your organisation's e-mail settings should have already been set-up by either your

ConnX Consultant or the person who installed the system. This screen is used to adjust

the settings and send a test email to make sure the settings are correct.

1. Go to Admin > Settings > E-mail. A screen similar to the following will appear.

2. Enter the SMTP Server, SMTP Port and system email account (note that the

system email account does not need to be a real email account (e.g. connx-

[email protected] is just fine).

3. Select whether you want to allow ConnX to Use SMTP Authentication, and if so,

key in the SMTP Username and SMTP Password. You will likely need to consult

with your IT department about these settings.

4. Select if employees can receive both system messages and email.

5. Select if ConnX should email ConnX for ConnX suggestions.

6. Enter the email address to send ConnX suggestions to.

7. Enter the email address to send Error Reports to. This should be either the main

HR contact or ConnX Administrator in your organisation. They can then resolve

the issue, or if necessary, contact a ConnX Support Representative.





8. Enter the email address to send automatic emails from for the Recruitment

module.

9. If required, set the number of emails sent per batch (e.g., for use with online

services such as Office365)

10. If required, set the Wait Time between batches (e.g., for use with online services

such as Office365)

11. Select Update to save changes.

To send a test email:

1. Enter the email address to send a test message to in the To field.

2. Select the Priority.

3. Enter the Subject of the test message.

4. Enter the Message or body.

5. Select Send Test Email.



2.14.1 iCalendar

iCalendar (iCal) is a standard (RFC 2445 and RFC 2446) for calendar data exchange. iCal

files are calendar entry files that enable events to be shared between Calendar

programs in a standard format. This allows calendar entries from Microsoft Office, Lotus

Notes and Novell GroupWise (and other programs) to be shared with each other.

iCal files are a specially formatted text file with an ICS extension.

ConnX can create iCal files and send them as an email attachment to users, so the user

has an easy way to update their personal calendar.

iCalendar Events

There are five events in ConnX that trigger an iCal email:

1. Acceptance into a Learning Class

2. Performance Review Due Date

3. Performance Review Meeting date/time

4. Performance goal due date

NOTE

iCal Events are available for Leave and are configured as

part of the Leave Type.

Administrators can configure ConnX to send iCal files per event type on the Email

Settings screen.

How iCal Files are Created and Sent

Each iCalendar event can be sent in either “Local time” or “UTC – Common” time.

Local time means the time will conform to the local time on the user’s computer and

should be used for personal events (i.e. leave).

UTC – Common time should be used when multiple people need to be scheduled for

the same time (i.e. a learning class or performance review meeting). UTC means the

event will take place at the same time regardless of the time zone.

iCal files are a specially formatted text file with an ICS extension. ConnX creates these

files in the ‘TempReports’ subfolder of the ConnX root folder, they are then included as



an attachment to designated emails, and then the file is deleted. Appropriate

permission needs to be granted to the account that runs ConnX in order for the system

to correctly create, write to, and delete the file (Read and Write permissions for either

the Network Service or ASPNET account usually).

ConnX does not record a ‘history’ of iCal files. iCal files are sent once, and only sent

again in certain circumstances if the event is edited (e.g., manager edits a meeting

date).

ConnX iCal Settings

iCal settings are available on the Email Settings screen. To access this screen, login as

an Administrator and go to Admin > Settings > Email.



You can insert instructions on how to use the iCal file that is inserted at the bottom of

any email with an iCal file attached.



You can also set:

• which actions will activate an iCal file to be sent

• the number of minutes before the event you will be alerted; and

• whether the time is to be set to ‘Free’ or ‘Busy’

• if the time zone setting is ‘local time’ or ‘UTC- Common’ time.

• if the event is private, and is not shown to others in their calendaring system

A description of each iCal Setting is shown in the tables on the following pages.

Setting Value Description

ICAL File Type-Determine

whether the ICAL file is an

Appointment (Publish) or

Meeting (Request)

Appointment

(Publish)

Set the event as an appointment

to be added to the calendar.

Meeting

(Request)

Set the event as a meeting that

must be acknowledged.

Use Repeatable Dates

(required for Notes)

Yes Allow repeatable dates to be

used for recurring events.

No You cannot use repeatable

dates.

Whole day is midnight to

midnight

Yes Leave is shown in the iCal file as

being from 12:00 AM - 11:59 PM

No The start and end times for the

event must be added to the

Start time of day, and the End

time of day fields.

Start time of day The start time for an event when the Whole day

is midnight to midnight is set to No.



End time of day The end time for an event when the Whole day is

midnight to midnight is set to No

Show or Hide Leave Types in

the calendar

(if hide, all leave displays as

'Leave')

Show The specific type of leave is

shown in the iCal file.

Hide All leave types are shown as

“Leave” in the iCal file.

Message iCAL errors to

Administrators

Yes This setting controls whether an

email notification is sent to

Unrestricted Administrators if an

error occurs when creating an

iCal file. A record is always

added to the Error Log, but you

have the option to turn the

email notification on or off.

No

Setting Values Default

Include iCal attachment to events:

Acceptance into a Learning Class Yes/No No

Performance Review Due Date Yes/No No

Performance Review Meeting date/time Yes/No No

Performance Goals due date Yes/No No


Set Alarm (in minutes)

[only applicable if event is active, 0 = alarm not on]




Acceptance into a Learning Class 0 – 2 billion 1440

Performance Review Due Date 0 – 2 billion 1440

Performance Review Meeting date/time 0 – 2 billion 15

Performance Goal due date 0 – 2 billion 1440

Display time in calendar as ‘Free’ or ‘Busy’

Acceptance into a Learning Class F/B B

Performance Review Due Date F/B F

Performance Review Meeting date/time F/B B

Performance Goal due date F/B F

Timezone setting, either Local Time or UTC-Common

Acceptance into a Learning Class L/UTC UTC

Performance Review Due Date L/UTC L

Performance Review Meeting date/time L/UTC UTC

Performance Goals due date L/UTC L

For example, to set an alarm 1 day before Annual Leave set alarm value as 24 hours *

60 minutes = 1440 minutes.

Private Events

In the Event section at the bottom of the screen, set the Private menu for each type of

event. If the Private drop-down list adjacent to an event is set to Yes, that event is not

shown to others in their calendaring system (e.g., Outlook).



2.14.2 Proxy Authentication

If you are using a Proxy Server between your network and the Internet for sending and

retrieving emails or using the ConnX Recruitment module to post vacancies and receive

applications, you will need to set some additional Proxy Settings.

NOTE

Proxy Server Address must start with “http://”

Do not include your domain name in your username - i.e.

enter “username” instead of “mydomain\username”

To test your Proxy Settings, we suggest you send an email using the

Test Email Sending form at the top of the screen.

ConnX shows a message to confirm that the email is sent successfully, or if there is an

error and the proxy settings must be reviewed.



3.0 USER ACCOUNT MANAGEMENT

This section allows you to manage the user accounts and access to the ConnX system.

3.1 USER ACCOUNTS AND SECURITY 120

3.1.1 WHO CAN DO WHAT 122

3.1.2 THE EMPLOYEE TYPE 128

3.2 MANAGING USER ACCOUNTS 129

3.2.1 RESTRICTED HR ADMINISTRATORS AND SYSTEM ADMINISTRATORS 134

3.2.2 USER ACCOUNT ACTIVATION 135

3.2.3 RESETTING PASSWORDS 138

3.2.4 CREATING A NEW USER 139



3.1 User Accounts and Security

There are seven security access levels in ConnX.

Level Description

Employee Users who can query and update their own information.

An Employee who has been assigned Approver permission can

also approve and deny workflow actions.

Supervisor Users who can query their information and also some

information for employees they supervise.

A supervisor can only access a specified department and its

sub-departments.

Manager

Users who can query their information and also some

information for employees they manage.

Managers may also approve/deny workflow actions. Being a

Department manager does not automatically give you

Manager access.

HR Administrator

Users who can query and update some information for all

employees.

HR Administrators can process leave applications and perform

import and export functions. They may also send company

level messages, answer questions, and respond to suggestions,

update daily news and update special days and public holidays.

System

Administrator

Users who can modify system level settings including Payroll

Databases, departments and user accounts.

Restricted HR

Administrator

Same functionality as the HR Administrator, but access is

restricted to a subset of the total employees. Import/export

routines can also be disabled.

Restricted

System

Administrator

Same functionality as the System Administrator, but access is

restricted to a subset of the total employees. Does not have full

control over security/user accounts.



ConnX automatically sets up user accounts for each employee during the import

procedure, with either a blank password or a temporary password (depending on

password settings) and an Employee access level.

A System Administrator can change any of the following employee details:

• Access Level (see table above).

• Whether this user is an approver.

• Type of employee (options are Normal or Executive and are discussed later in

this document).

• Location and file name of a photo.

• Whether or not they should be included in the Employee Directory.

• Restriction to see employees in a given “branch” of the Organisational Chart (only

applies to HR/Payroll Administrators and System Administrators).

System Administrators can also:

• Create new employees.

• Delete employees on Payroll Database 0 (Not on payroll).

• Activate accounts.

• Reset the employee’s login password.

System Administrators cannot:

• Set-up passwords (you can only reset passwords).



3.1.1 Who Can Do What

The following table shows each function, and its availability to each access level in

ConnX.

Item/Screen

Syst

em

Ad

min

istr

ato

r

HR

Ad

min

istr

ato

r

Man

ag

er

Su

perv

iso

r

Em

plo

yee

View My Calendar

Update Personal Details

View my Employment Details

Add my Emergency Contacts

Add my Medical Conditions

View my Items Register

Add my Qualifications

Add my Licences

Add my Visas

Add my Previous Employment

Redirect my Approval

Record Disciplinary Events ! !

View Disciplinary Events ! ! !

Comment on Disciplinary Events ! !

View my Documents



Item/Screen

Syst

em

Ad

min

istr

ato

r

HR

Ad

min

istr

ato

r

Man

ag

er

Su

perv

iso

r

Em

plo

yee

Add my Tasks/Reminders

View my Pay Advices

View my Payment Summary

View my Bank Accounts

View my Current Rates

View my Additions/Deductions

View my Tax Details

View my Leave Dashboard

Enter my New Leave Applications

View my Current Leave Applications

View my Previous Leave Applications

View my Leave Balances

View my RDO Records

View my Leave History

View my Messages

Send Messages

View my Workflow Inbox

View my Workflow Outbox



Item/Screen

Syst

em

Ad

min

istr

ato

r

HR

Ad

min

istr

ato

r

Man

ag

er

Su

perv

iso

r

Em

plo

yee

Search Employee Directory

Enter Employee of the Month nominations

View Organisation Chart

View Company Policies

View Approved Web Sites

Ask a Question

Enter a Suggestion (box)

Answer Trivia Questions

View My Employees

Manage Workflow Tasks

Update “my employees” personal details,

emergency contacts, medical conditions,

qualifications, previous employment,

documents

! ! ! !

View “my employees” current

employment, issue register, leave

balances, current leave applications,

previous leave applications, documents,

tasks/reminders, calendar

! !

Create leave applications, tasks/reminders

for “my employees” ! !



Item/Screen

Syst

em

Ad

min

istr

ato

r

HR

Ad

min

istr

ato

r

Man

ag

er

Su

perv

iso

r

Em

plo

yee

Redirect approval for “my employees” ! !

View “my employees” rates of pay and

standard additions ! ! ! !

Issue items to employees ! !

View the work schedule

View the leave report

Send a group message

Link employees to departments ! !

Perform an Import

Set Pay Advice Import Settings (for

Meridian only)

Process & Split Leave Applications

Perform an Export

Set Import/Export Files

Answer Questions

Manage Daily News

Set the Employee of the Month

Respond to Suggestions

Enter and assign Regions



Item/Screen

Syst

em

Ad

min

istr

ato

r

HR

Ad

min

istr

ato

r

Man

ag

er

Su

perv

iso

r

Em

plo

yee

Enter Special Days and Public Holidays

Manage Period End Dates

Add/View Employee Notes ! ! !

Create and assign Work Patterns

Manage Payroll Databases

Manage Departments

Manage Distribution Lists

Display Settings

Email Settings

Import Settings

Permission Settings

Page Security

Password Security

Request Forms

Single Sign-On

Upload Settings

Manage User Accounts



Item/Screen

Syst

em

Ad

min

istr

ato

r

HR

Ad

min

istr

ato

r

Man

ag

er

Su

perv

iso

r

Em

plo

yee

Create New Users

Reset User Passwords

Manage Web Site Links

Manage Workflow Actions

Manage Workflow Sequences

Manage Trivia Questions

Manage RDO Register

Activate Accounts ! ! !

! = Depends upon Permission Settings



3.1.2 The Employee Type

Each employee has an encryption type - either Normal or Executive.

Normal type employees have no additional encryption. Their data is stored in the

database exactly as it is read from the external payroll system. External and custom

reports show all data for normal employees.

Executive type employees have some data stored in encrypted format including:

• Current rates of pay

• Additions and deductions

This means external and custom reports (using a third party reporting tool) cannot read

or show this information in the correct format.

NOTE

Tax File Numbers, passwords and bank account

information, pay advices and payment summaries are

encrypted for each employee, regardless of the settings

shown above.



3.2 Managing User Accounts

The following picture shows the User Accounts screen with the employee “Sarah

Applegate” selected.

Go to Admin > User Accounts to get access this screen.

Administrators can filter the records and update details for the selected user in the

panel on the right side of the screen.



A description of each user account setting is shown in the following table.

Setting Description

Access Level The type of user:

• Employee

• Supervisor

• Manager

• HR/Payroll

• Administrator

These levels determine which sections of ConnX the user can

get access to, and what functionality they have.

Restricted to this

department and

below

This setting only applies to Supervisors, HR/Payroll or System

Administrator users, and limits their control to employees in

the selected department and sub-departments.

Approver This setting allows you to set up users as Approvers.

Approvers can approve or deny workflow actions, such as

leave applications.

Educator This setting is used in the Learning & Education module to

identify Training Managers. You can ignore this setting if the

Learning & Education module is not in use.

Recruiter Level This setting is used in the Recruitment module to identify

Recruitment Officers and Recruitment Administrators. You can

ignore this setting if the Recruitment module is not in use.

WHS Access

Level

This setting is used in the WHS module to identify WHS

Officers and WHS Administrators. You can ignore this setting if

the WHS module is not in use.

WHS Location If WHS Access Level is set to WHS Restricted Officer, then set if

you want to limit their control to a specific location.



Setting Description

WHS Location

Category

If WHS Access Level is set to WHS Restricted Officer, then set if

you want to limit their control to a specific category.

WHS Incident

Category

If WHS Access Level is set to WHS Restricted Officer, then set if

you want to limit their control to a specific incident category.

Item Register

Administration

This setting allows you to grant users the authority to issue

and manage items, even though they are not a Manager or

Administrator.

Restricted to this

department and

below

If Item Register Administrator = Yes, then set if you want to

limit their control to employees in the selected department

and sub-departments.

Restricted to

those Categories

If Item Register Administrator = Yes, then set if you want to

limit access to selected Item Register Categories.

Expense Claim

Access Level

Performance

Access Level

This setting is used in the Performance Reviews module to

identify Performance Officers and WHS Administrators. You

can ignore this setting if the Performance Reviews module is

not in use.

Expense Claim

Access Level

This setting is used to identify Officers and Administrators for

Expense Claims.

Can Import

Credit Card

Statements

Whether the user as an Expense Claims Administrator can

import credit card statements.

Export

Transactions To

Whether the user as an Expense Claims Administrator can

export the transactions to the Payroll System or the Time and

Attendance System.



Setting Description

Type Data for Normal employees is stored in the database exactly

as it is read from the external payroll system.

Some of the data for Executive employees, such as pay rates

and additions/deductions, is stored in the database in an

encrypted format.

Show in

Directory

This setting determines whether or not the selected employee

is shown in the Employee Directory and the Department Org

Chart.

Show Birthday in

Daily News

This setting determines whether or not the selected

employee’s birthday is shown in the Daily News.

Upload Photo You can upload a photo from your computer to the web

server. The location on the web server where the photo is

saved is set in the Upload Settings screen, discussed later in

this document.

Select Browse to locate the correct photo on your local

computer. Select Upload to upload the photo from your

computer to the web server. The Photo Location field,

discussed next, will be updated to reflect the name of the

uploaded photo.

Photo Location You can set the name and location of the photo to use for the

selected employee. The format of this value should obey the

following rule:

<ConnX photo’s folder>\<filename of photo>

The photo’s folder for ConnX can be set on the Upload

Settings screen, discussed later.



Setting Description

Activate this

account

Selecting Activate will activate the selected employee’s

account.

Depending on the password settings, the user will either have

X minutes to login, or they will be emailed a temporary

password. Either way, they must set up a new password when

they first log in.

If temporary passwords are not being used and the employee

has not logged in during the specified timeframe, their

account will be deactivated automatically.



3.2.1 Restricted HR Administrators and System Administrators

Restricted HR Administrators can perform the same functions as unrestricted HR

Administrators (and restricted System Administrators can do everything that

unrestricted System Administrators can), however, restricted HR Administrators and

System Administrators cannot get access to all employees.

Restricted HR and System Administrators can only get access to employees that are in

their branch of the Departmental Organisational Chart.

For example, take the following organisational chart:

Unrestricted HR Administrators and System Administrators have access to all

employees.

You can set up a restricted HR Administrator and/or System Administrator to access

employees in the Admin department only (including all sub-departments of Admin).

Any number of restricted HR and/or System Administrators can be established for any

department (including sub-departments).

Only unrestricted System Administrators can grant restricted HR and restricted System

Administrators access. This is done through the User Accounts screen by setting the

Restricted to this department and below field.

Exec

Admin Operations Sales IT

Finance HR Marketing Pre-Sales



3.2.2 User Account Activation

All user accounts must be activated by an authorised user before an employee can

login to ConnX.

There are three ways to activate user accounts in ConnX:

1. Activate each account individually. This functionality can be restricted to System

Administrators or made available to HR Administrators and Managers.

2. Activate many user accounts at once. The list can be filtered by payroll database,

location, department and pay point.

3. Automatically activate the account during the import procedure with the payroll

system, through the settings under Admin > Settings > Import, as discussed

earlier.

3.2.2.1 Activating a User Account (Individual basis)

User accounts can be activated one at a time.

To activate an account as a System Administrator:

1. Go to Admin > User Accounts.

2. Select the employee/user you want to activate from the grid.

3. In the Employee Details form on the right side of the screen, enter the number of

minutes you want to give the employee to login before the account is suspended

(in the Activate this account section at the bottom of the form). This field must

always be completed, even if a temporary password is used. This allows for a

situation where the employee does not have an email address, or their email

address is not unique. The employee then has the set number of minutes to

log in.

4. Select Activate.

If you want to allow HR Administrators and/or Managers to activate accounts, you can

configure this on the Settings for Import and Accounts screen, via Admin > Settings >

Import. By sharing responsibility for account activation, you can potentially eliminate

delays caused by employees waiting on System Administrators to activate their

account.



3.2.2.2 Activating User Accounts (Bulk basis)

Many user accounts can be activated at the same time if the employees have an email

address set in ConnX.

NOTE

Your Email Settings must be set correctly for this screen

to send emails. To make sure the Email Settings are

correct, go to Admin > Settings > E-mail.

To activate many accounts at the same time as a System Administrator:

1. Go to Admin > User Accounts - Activate. A screen similar to the following will

appear.

The Activate User Accounts screen shows all current employees accounts that

have not been activated. You can filter the list by payroll database, location,

department, or pay point to locate the employees/users you want to activate.

2. Select the checkbox adjacent to each employee whose account you want to

activate or select the checkbox at the top of this column to activate the account

for every employee shown on the list.



3. Complete the form at the bottom of the screen to compose the message that is

sent to the selected employees or using an existing template. You can use the

“tags” from the Insert into Body box on the left side to automatically add custom

employee information to the email. Select Save Template to save the message

format.

4. Select Activate Accounts at the bottom of the screen to activate the selected

user accounts and send a message.

3.2.2.3 Temporary Passwords

Depending on your password settings (discussed later in this document), either a blank

password is set for the employee, or a temporary password is sent to the employee via

the email address entered into the Work Email Address field. In either situation, ConnX

prompts the user to create a new password when they log in for the first time.

Depending on your password settings, the activation procedure will either force the

user to log in within a specified time frame (otherwise the account will be suspended)

or email the user a temporary password if the user has a unique email address set in

ConnX. The user must then set up a new password when they log in in with their

temporary password.

Example One – Temporary passwords are not being used

• Joe Smith is a new employee and new user of ConnX. Joe’s account is not

activated during the import procedure. When Joe wants to login, the account

needs to be manually activated in ConnX by an authorised user, and Joe must

login within the specified timeframe. The person who activates the account sets

the timeframe. If Joe logs in within the specified timeframe, no further action is

required from the System Administrator. If Joe fails to login within the specified

timeframe, his account is suspended, and a System Administrator must re-activate

the account.

Example Two – Temporary passwords are being used

• Joe Smith is a new employee and new user of ConnX. Joe’s account is not

activated during the import procedure. Joe’s email address has been linked into

ConnX during the import. When Joe’s account is activated by a System

Administrator, he is emailed a temporary password by the system. After logging

into ConnX using this temporary password, Joe must set up a new password.

Summary of Important Points Regarding User Accounts



• For the first import into ConnX, we recommended setting the Automatic Account

Activation for New Employees option to No. If this option is set to Yes, some or

all employees (depending upon the password settings and the payroll software

used) will not have a password, allowing someone to potentially login as a

different user.

• It is important to make the duration of the activation timeframe as short as

possible. If the user account does not have a password, the longer the time for

activation, the higher the chances are of a different user logging into the newly

activated account.

3.2.3 Resetting Passwords

If a user forgets their password, it can be reset so the user can login and set up a new

password the next time they log in.

To reset a password:


2. Use the grid filter to find a specific employee.

3. Select the employee that you want to reset the password for.

4. Select Reset Password.

In this example, the employee must login within 5 minutes otherwise their account will

be suspended (you can set your own Must login in X minutes time).



3.2.4 Creating a New User

Administrators can create new users of ConnX.

To create a new user:


2. Select New User at the top of the screen.

3. Select Get next User Code to automatically sets the next available code for this

employee or enter a User Code into this field (1 to 8 alphanumeric characters for

Meridian payroll; or 1 to 5 alphanumeric characters for Payroll Manager).

4. Enter the Given Name, Middle Names, and Surname (up to 20 characters each).

5. Enter the employee’s Date of Birth.

6. Enter the Password or leave this blank if you want the system to automatically

prompt the user for a password when they log in for the first time.

7. Select if the new user will be an Approver or not.



8. Select the new user’s Security Level (Access Level)

9. Select the Type (either Normal or Executive).

10. If the new user is a HR Administrator or System Administrator and they are to be

restricted, select the department/branch to which they are restricted.

11. The Payroll Database is fixed to Not on Payroll. You cannot set up an employee

to send to your payroll on this screen. Please refer to the Creating New Employee

section in ConnX ESP - Implementation 2 Manual for information about

establishing employees and sending their details to your payroll system.

12. Select Trigger Workflow tasks if you want the associated workflow tasks to be

performed when the new user account is being created. Workflow tasks are

discussed later in this document.

13. Select Add User to create the new user.

Please refer to the related notes below.

NOTE

Creating a new user can start a workflow action for

approval.

The new user accounts are not transferred to your payroll

system.

All fields with a red * are must be completed.

ConnX automatically detects and stops the same

employee codes being used for different employees.

Administrators can make changes to the details of user

accounts at any time.



4.0 SYSTEM OVERVIEW

At this point your ConnX Consultant may want to show you through ConnX so you can

see what has already been set up.

This is recommended as you will see ConnX with your own data and this will assist you

in deciding how to best configure the remaining settings to your organisational

requirements.

We recommend that you try the following as a minimum:

• Login using your own account.

• Go through the welcome screen and learn the various functions.

• Update your personal details.

• Update your email address.

• Add an emergency contact.

• View your leave balances.

• View your pay advices.

• View your payment summaries.

• View the details of another employee using the My Team menu.

NOTE

You will not be able to view other employee's pay details

or tax information.



This page is intentionally blank.



5.0 CONNX SYSTEM SETTINGS

This section lets you establish some of the basic settings throughout ConnX.

5.1 DISPLAY SETTINGS 144

5.1.1 GENERAL OPTIONS 144

5.1.2 WELCOME - OPTIONS 147

5.1.3 WELCOME LINKS 149

5.1.4 WELCOME - TRIVIA 153

5.1.5 WELCOME - WIDGETS 154

5.1.6 MY DETAILS 155

5.1.7 LEAVE SETTINGS 158

5.1.8 PAY DETAILS 160

5.1.9 PAY ADVICE SETTINGS 163

5.1.10 MANAGE NEW EMPLOYEE/EMPLOYEE CHANGES 164

5.2 PERMISSION SETTINGS 165

5.2.1 EMPLOYEE PERMISSIONS 166

5.2.2 SUPERVISOR AND MANAGER PERMISSIONS 166

5.2.3 ADMINISTRATOR PERMISSIONS 167

5.3 PAGE SECURITY 169

5.4 FILE UPLOAD SETTINGS 173

5.4.1 UPLOAD PERMISSIONS 175

5.4.2 UPLOAD DIRECTORIES 175

5.4.3 UPLOAD RESTRICTIONS 180

5.5 SINGLE SIGN-ON 181

5.5.1 SINGLE SIGN-ON – TECHNICAL CHANGES 185

5.6 AUTOMATED SERVICES 187

5.7 AUDITING 197

5.7.1 SETTING UP AUDITING 197

5.7.2 OPERATION 199

5.7.3 AUDITING NOTES 203



5.1 Display Settings

These settings allow Administrators to show or hide various sections of ConnX and

enable/disable certain features.

For example:

• if your company does not have an Employee of the Month award, this section can

be hidden from all users

• if you want to show employees how to apply for leave through ConnX at a later

stage, this feature can be hidden now and enabled at a later date.

To make changes to any of these settings:

1. Go to Admin > Settings > Display.

This screen contains ten tabs. Each tab contains separate settings. The General

Options tab is selected in this example.

2. Select the appropriate settings from the drop-down lists. These settings are

described in the following tables.

3. Select Save Display Settings at the top of the screen when you have finished

making changes.

5.1.1 General Options




Formatting

Header

Messages Show or Hide Select whether to Show or Hide the Messages

button at the top of the screen.

Tasks &

Reminders

Show or Hide Select whether to Show or Hide the Tasks &

Reminders button at the top of the screen.

Employee Name

First Name

Formatting

As Entered,

Title Case, or All

Capitals

Set whether each name is formatted As

Entered, Title Case, or All Capitals.

Middle Names

Formatting

Preferred Name

Formatting

Last Name

Formatting

Address

Address Street

Formatting

As Entered,

Title Case, or All

Capitals

Set whether the street name is formatted As


Address Suburb

Formatting

As Entered,

Title Case, or All

Capitals

Set whether the suburb name is formatted As


Landline format

Validate Home

Phone Number

Yes or No Set whether landline phone numbers are

formatted according to the country settings




Validate Work

Phone Number

available via HR Admin > HR Admin Setup >

Countries.

Mobile format

Validate Personal

Mobile Number

Yes or No Set whether mobile phone numbers are

formatted according to the country settings

available via HR Admin > HR Admin Setup >

Countries. Validate Work

Mobile Number

Fax format

Validate Work

Fax Number

Yes or No Set whether fax numbers are formatted

according to the country settings available via

HR Admin > HR Admin Setup > Countries.



5.1.2 Welcome - Options

Welcome - Options


Timesheet Entry

Display Timesheet

Quick Entry Control

Show Shows the Timesheet Quick Entry

Control on the Welcome screen.

Hide Hides the Timesheet Quick Entry

Control.

Daily News

Department Based

Daily News

No – Everyone

gets the same

Everyone sees the same daily news,

regardless of the department they are

in.

Yes – each

dept. has their

own

Each department has their own separate

news.

Sick Leave Show Shows personal leave information in

daily news (personal leave data is

automatically determined from leave

applications).

Hide Hides personal leave information.



Welcome - Options


On Leave Show Shows on leave (annual and long

service) information in daily news (on

leave data is automatically determined

from leave applications).

Hide Hides on leave information.

Out of the Office Show Shows out of the office information in

daily news (must be entered by each

manager).

Hide Hides out of the office information.

Birthdays Show Shows birthday information (name only,

not date) in daily news (automatically

determined from employee’s dates of

birth).

Hide Hides birthday information.

Announcements Show Shows any announcements (data is

manually entered).

Hide Hides announcement information.

Favourites and Recent Pages

Display Favourites Show Shows the Favourites section on the

Welcome screen.

Hide Hides the Favourites section.

Display Recent Pages Show Shows the Recent Pages section on the

Welcome screen.

Hide Hides the Recent Pages section.

Vacancies

Display Vacancies Show Shows the Vacancies section on the

Welcome screen.



Welcome - Options


Hide Hides the Vacancies section on the

Welcome screen.

5.1.3 Welcome Links

Welcome – Links


Quick Links

Employee Directory Show Shows the Employee Directory within

ConnX.

Hide Hides the Employee Directory.

Calendar Show Shows My Calendar within ConnX.

Hide Hides the My Calendar.

Pay Advices Show Shows the Pay Advices within ConnX.



Welcome – Links


Hide Hides the Pay Advices.

Leave Applications Show Shows New Leave Application within

ConnX.

Hide Hides New Leave Applications.

Expense Claims Show Shows Expense Claims within ConnX.

Hide Hides the Expense Claims.

Ask A Question Show Shows Ask A Question within ConnX.

Hide Hides Ask A Question.

Dept Org Chart Show Shows the Organisational Chart within

ConnX.

Hide Hides the Organisational Chart.

Positional

Org Chart

Show Shows the Positional Chart within

ConnX.

Hide Hides the Positional Chart.

Policies and Procedures Show Shows Policies and Procedures within

ConnX.

Hide Hides Policies and Procedures.

Custom Name Allows you to enter a custom name that replaces the

default text in the Policies and Procedures link.

Policies Link Use ConnX

Default

If the Policies and Procedures link is

shown, this makes ConnX look at the

policies directory on the web server for

policies and procedures documents.



Welcome – Links


Use URL

Below

If the Policies and Procedures link is

shown, this allows a URL to be specified.

ConnX will direct the user to this URL

when they navigate to the Policies and

Procedures section of ConnX. For

example, a Company Intranet site.

URL The internet address for the Policies link

Approved Internet Links Show Shows Approved Internet Links within

ConnX.

Hide Hides Approved Internet Links.

Suggestion Box Show Shows the Suggestion Box within ConnX

so employees can submit new

suggestions.

Hide Hides the Suggestion Box.

Employee of the Month Show Shows Employee of the Month within

ConnX.

Hide Hides Employee of the Month.

Custom Name Allows you to enter a custom name that replaces the

default text in the Employee of the Month link.

Show Mobile (Personal

Use) in Employee

Directory

Yes Shows employees personal mobile

phone number in the Employee

Directory.

No Hides employees personal mobile

phone number from the Employee

Directory.

Show Mobile (For Work)

in Employee Directory

Yes Shows employees work mobile phone

number in the Employee Directory.

No Hides employees work mobile phone

number from the Employee Directory.



Welcome – Links


Show Job Description in

Company Information

pages

Yes The Job Description is shown in

company information pages throughout

ConnX.

No The Job Description is not shown.

Show Position in

Company Information

pages

Yes The Position is shown in company

information pages throughout ConnX.

No The Position is not shown.

Show Site Details in

Employee Directory

Yes Shows External Site Details for

employees in the Employee Directory.

No Hides External Site Details for

employees from the Employee

Directory.



5.1.4 Welcome - Trivia

Welcome – Trivia


Trivia Question of the

day

Show Shows the Trivia Question section on

the Welcome screen.

Hide Hides the Trivia Question section.

Trivia Mode Classic The first person to answer correctly wins

for the day.

Three Strikes Everyone has a chance to answer the

question. Depending on associated

settings, up to three timed attempts can

be made. Points awarded depend on

the number of attempts made.

Number of Attempts A limit to the number attempts to answer the question.

Seconds to Answer

Question

A time limit for answering the question.

Points for each Attempt The number of points awarded for answering a question

correctly. The value can be set for answering the question

correctly on the first, second, or third attempt.



5.1.5 Welcome - Widgets

Welcome – Widgets


Show Widget Show Shows the widget in its own panel on

the Welcome screen.

Hide Hides the widget panel.

Widget Title The title of the widget which is shown at the top of the

widget panel.

Widget Icon The widget icon which is shown at the top of the widget

panel. Select an icon from the drop-down list to see a

preview.

Widget Content Select the icons to insert links, images, and videos, and

format the text in the design view.

Design Select the Design button to see how the widget will be

shown on the Welcome page.



Welcome – Widgets

HTML Select the HTML button to see the script that is used for

the widget.

NOTE

ConnX Support Representatives

can provide instructions for using

the Welcome Widgets, but not

write HTML script for clients or

provide HTML training.

5.1.6 My Details

My Details


My Details

Personal Details Show Shows the Personal Details link on the

My Details screen.

Hide Hides Personal Details link.

Emergency Contacts Show Shows the Emergency Contacts link on

the My Details screen.



My Details


Hide Hide the Emergency Contacts link.

Medical Conditions Show Shows the Medical Conditions link on


Hide Hides the Medical Conditions link.

Items Register Show Shows the Items Register link on the My

Details screen.

Hide Hides the Items Register link.

Qualifications Show Shows the Qualifications link on the My

Details screen.

Hide Hides the Qualifications link.

Skills Show Shows Skills link on the My Details

screen.

Hide Hides the Skills link.

Previous Employment Show Shows the Previous Employment link on


Hide Hides the Previous Employment link.

Documents Show Shows the Documents link on the My

Details screen.

Hide Hides the Documents link.

Additional Info Show Shows the Additional Info link on the My

Details screen.

Hide Hides the Additional Info link.

Employee Notes Show Shows the Employee Notes link on the

My Details screen.

Hide Hides the Employee Notes link.



My Details


Custom Name Key in a custom name to replace the Employee Notes links

and labels throughout ConnX.

Licences Show Shows the Licences link on the My

Details screen.

Hide Hides the Licences Info link.

Visas Show Shows the Visas link on the My Details

screen.

Hide Hides the Visas link.

Employment Details

Current Employment Show Shows the Current Employment section

in the Employment Details screen.

Hide Hides the Current Employment section.

Current Position Show Shows the Current Position section in

the Employment Details screen.

Hide Hides the Current Employment section.

Position History Show Shows the Position History section in the

Employment Details screen.

Hide Hides the Position History section.



5.1.7 Leave Settings

Leave Settings


Allow Paid in Advance Yes Allow Paid in Advance to be selected

on leave applications.

No Do not allow Paid in Advance to be

selected on leave applications.

Allow Unpaid Leave

Option

Yes Allow Unpaid Leave to be selected on

leave applications.

No Do not allow Unpaid Leave to be

selected on leave applications.

Show/Hide Leave

Dashboard

Show Shows Leave Dashboard

Hide Hides Leave Dashboard

Custom Name for TOIL

(full name)

Allows a different description to be used instead of the

normal TOIL which is more meaningful to the individual

company.

Show/Hide Leave

Reporting for

Employees

Show This setting controls whether employees

see the Leave Reporting screen.

Hide The Leave Reporting screen is not visible

to the employee.



Leave Settings


Show/Hide Supervisors

in the Leave Report for

employees

Show ConnX shows an employee their

Supervisors’ leave on the Leave

Reporting screen if that screen is made

available to the employee.

Hide Information about the Supervisors’ leave

is not visible on the Leave Reporting

screen.

Show/Hide Managers in

the Leave Report for

employees

Show ConnX shows an employee their

Managers’ leave on the Leave

Reporting screen if that screen is made

available to the employee.

Hide Information about the Managers’ leave

is not visible on the Leave Reporting

screen.

Show/Hide Leave Types

from employees in the

Leave Report

Show Makes the Leave Type field in the Leave

Report visible to any employee.

Hide Hides the Leave Type from other

employees. Managers are still able to

view this detail.

Colour to display for

other employees leave

Colour which will appear on the Employee Leave Report

for other employees when viewed by non-managers. This

field is only visible when the above field is set to Hide.



5.1.8 Pay Details

Pay Details


Pay Details

Bank Accounts Show Show links to the Bank Accounts screen.

Hide Hide links to the Bank Accounts screen.

Number of Bank

Accounts can be

created per employee

A limit to the number of bank accounts that an employee

can create. This setting is applicable when an employee

requests a change to their own bank accounts, or when

creating employee’s bank accounts on the New Starter

screen.

Tax Details Show Show links to the Tax Details screen.

Hide Hide links to the Tax Details screen.

Payment Summaries Show Show links to the Payment Summaries

screen.

Hide Hide links to the Payment Summaries

screen.



Pay Details


Payment Summary

Open Method

Open in

Modal

Opens the Payment Summary in an on

screen pop up (recommended)

Open in New

Window

Opens the Payment Summary in a new

browser window

Payment Advice Open

Method

Open in

Modal

Opens the Payment Advice in an on screen

pop up (recommended)

Open in New

Window

Opens the Payment Advice in a new

browser window

Employment Details

Current Rates Show Show links to the Current Rates screen.

Hide Hide links to the Current Rates screen.

Show/Hide Individual

Rates

If the Current Rates screen is being shown, you can specify

which rates (Normal, Time Half, Double, Other and Award)

you want to display.

Custom name for

Other Rate

Allows a different description to be used instead Other

which is more meaningful to the individual company.

Custom name for

Award Rate

Allows a different description to be used instead Award

which is more meaningful to the individual company.

Custom name for

Normal

Allows a different description to be used instead Normal

which is more meaningful to your employees.

Custom name for

Base Salary

Allows a different description to be used instead Base Salary

which is more meaningful to your employees.

Notes Show Shows the Notes / Comments for the

Normal row to the user.



Pay Details


Hide Hides the Notes / Comments for the

Normal row to the user.

Notes / Comments for

the Normal row

Text that you want to show your employees.

Base Salary (including

Additions) History

Show Shows the Base Salary History link.

Hide Hides the Base Salary History link.

Rate History Show Shows the Rate History link.

Hide Hides the Rate History link.

Standard Additions Show Whether to show or hide the link to the

Additions page. Hide

Standard Deductions Show Whether to show or hide the link to the

Deductions page. Hide

Superannuation

Details

Show Whether to show or hide the fund and

employer contributions on the

Employment Details page. Hide



5.1.9 Pay Advice Settings

Pay Advice Settings


Show gross pay and net

pay columns on ‘Pay

Advices’

Yes The Gross Pay and Net Pay columns on

an employee’s Pay Advice listing screen

will be shown.

No The Gross Pay and Net Pay columns on

an employee’s Pay Advice listing screen

will be hidden.

Show gross pay and net

pay tooltips on ‘Pay

Advices’

Yes Hovering the mouse over the date for a

pay advice will display a tooltip

containing the gross pay and net pay.

No No tooltip will be shown.

Notify employees when

pay advices are

imported

Yes Employees will be notified when their

pay advices are imported. The subject

and body of the message can be

configured.

No Employees will not be notified when

their pay advices are imported.

Notification Subject The text shown in the Subject line of the email.

Notification Body The text shown in the body of the email.



5.1.10 Manage New Employee/Employee Changes


Personal Details Show or Hide Select whether to Show or Hide these

different sections on the:

Manage New Employee; and

Manage Employee Changes pages.

Contact and Address

Details

External Site

Salary and Rates

Additions

Deductions

Tax Details

Bank Details

Superannuation

Leave and RDO

Additional Info/User

Defined Fields

Comments & Document

Attachments



5.2 Permission Settings

Permissions can be set for Employee, Supervisor, Manager and Administrator access

levels, on a range of sections in ConnX.

To specify access level permissions in ConnX, follow these steps:

1. Go to Admin > Settings > Permission.

2. Update the settings based on the explanations in this section.

3. Select Save at the bottom of the screen.



5.2.1 Employee Permissions

This section contains options for Employee Access to Workflow Forms and Users

with User Access to Sensitive Information.

• Employee Access to Workflow Forms

Options to show or hide the Custom Employee and Custom Non-Employee

Request Forms. Setting an option to Show makes the corresponding Request

Form available to all Employees.

• Users with User Access to Sensitive Information

Options for whether Employee can view their own information.

Options for whether Manager or Supervisor can view their own information.

5.2.2 Supervisor and Manager Permissions

• Allow Supervisors and Managers to transfer employees

This can be set to either Neither, Supervisors, Managers or Both and controls

whether or not Supervisors and Managers can transfer their employees from their

department to another department.

• Allow Supervisors and Managers to trigger tasks


whether or not Supervisors and Managers can trigger workflow tasks.

• Access to Employee Information

Permissions for Supervisors and Managers relate to the screens in ConnX they can

access to view their employee’s details.

The options are:

• Neither (neither Supervisors nor Managers have access)

• Supervisor (only Supervisors have access)

• Manager (only Managers have access)

• Both (both Supervisors and Managers have access).



Note: Users with same or above level mean that if two or more users of the

same or higher access level are connected to the same department then they can

either see each other’s details (Show) or they can’t (Hide). It’s recommended to

set these options to Hide. For example, if there is more than one Supervisor for a

department in your organisation, you can set this drop-down list to Hide so that

these Supervisors cannot see each other’s details and information.

• Access to Workflow Forms


whether or not Supervisors and Managers can create workflow forms.

5.2.3 Administrator Permissions

The permissions which can be set for System Administrators are described below.

• Restricted HR and System Administrators can move employees to any

department

This controls whether or not restricted HR and System Administrators can transfer

employees from the departments which lie in their restriction to other

departments.

The next four settings in this section share a common set of options, shown in the table

on the following page.

• Show pay rates

Determines whether or not HR and System Administrators can see employee pay

rates.

• Show rate history

Determines whether or not HR and System can see an employee's rate history.

• Show standard additions/deductions

Determines whether or not restricted HR and System Administrators can see

additions/deductions.

• Show superannuation

Determines whether or not restricted HR and System Administrators can see

superannuation details.



Option Description

No No HR or System Administrators can see employee pay

rates

All Admins All Administrators (Restricted/Unrestricted HR and

System Administrators) can see employee pay rates

All HR Admins Both Restricted and Unrestricted HR Administrators can

see employee pay rates

All Sys Admins Both Restricted and Unrestricted System Administrators

can see employee pay rates

All Unrestricted

Admins

Both Unrestricted System and HR Administrators can see

employee pay rates

Unrestricted HR

Admins

Only Unrestricted HR Administrators can see employee

pay rates

Unrestricted Sys

Admins

Only Unrestricted System Administrators can see

employee pay rates

NOTE

If restricted HR/System Administrators are set to see

employee pay rates, they can only view employees that

are in their department of restriction.

The remaining settings in this section can be set to Yes or No:

• Allow HR Admin to forward workflow approval items

This setting determines if HR Admin users can forward workflow from one

approver to another approver from the Workflow Approval Items screen.

• Allow HR Admin to add approvers to sequence in progress

This setting determines if HR Admin users can add an approver to a workflow

approval sequence.



5.3 Page Security

1. Go to Admin > Settings > Page Security. A screen similar to the following will

appear.



2. Select the screen you want to configure from the Page drop-down list.

3. Select the Access Level for whom you want to set permissions.

4. Select the Visible checkbox adjacent to a control/field to make that control/field

visible for the selected access level. Clear the Visible checkbox to hide the

control/field for the selected access level.

5. Select the Editable checkbox adjacent to a control/field to allow the selected

access level to edit the data in that control/field. Clear the Editable checkbox to

prevent the selected access level from editing the data in that control/field.

6. Select Update Permissions at the bottom of the field list to apply the security

settings to the selected screen.

Example

The following example shows the results of setting security on the Personal Details

screen.

As can be seen, for the Employee access level, the Pager and Religion fields have

been hidden. Additionally, the First Name, Middle Names, Surname, Preferred Name,

Gender and Date of Birth controls have been set to non-editable.



The resulting Personal Details screen, when viewed by an Employee is shown on the

following page.



5.4 File Upload Settings

This section provides a variety of options for configuring file uploads in ConnX. File

uploading is used in several places such as policies and procedures, employee photos

and employee documents. The Upload Settings screen is split into three sections,

shown below.

To open the Upload Settings for ConnX screen, go to Admin > Settings > Uploads. A

screen similar to the following will appear.



5.4.1 Upload Permissions

This section enables you to tell ConnX which types of users can upload files.

Permissions can be set for each screen in ConnX where uploads are used, listed below.

• Policies and Procedures

• Employee Photos

• Employee Documents

The options available are Yes (the access level can upload files) and No (the access

level cannot upload files). Select Update Permissions to save these settings.

NOTE

Granting permission to Managers and HR Administrators

to upload policies and procedures does not allow them

create directories. Only users with an Administrator access

level can create directories.

5.4.2 Upload Directories

These settings are very important as they indicate the location on the web server where

files will be uploaded. The example values provided (as shown in the above picture) are

recommended. The following table shows a description of the available options.

Setting Description

Policies and

Procedures

This is the ‘top level’ directory where policies and procedures

will be uploaded. Subdirectories created in the policies and

procedures section will be created under this directory.

Employee

Photos

Employee photos will be uploaded to this directory.

Reports

Directory

This tells ConnX where to find the reports files required to run

the Reports Manager module



Setting Description

Employee

Documents

Storage

Method

Store in Database means documents are saved to a database.

(Recommended)

Store on File system means the document is saved to the web

server as a file. Each option has subsequent fields to be

completed.

Employee

Documents

Temp Directory

Visible if Store in Database is selected above.

This is the folder documents are temporarily saved to when

uploading the document from your local computer to ConnX.

SQL Server


This is the name of the SQL Server of the employee documents

database. If the Database is located on a different Instance, this

needs to be specified via the “SERVER\INSTANCE” format. We

recommend you use the same Server as ConnX.

SQL Database

Name


This is the name of the database to hold the documents. This

can be the ConnX database or another database if you prefer

to isolate employee documents. We recommend you use a

separate database.

If you do use a separate database, you will need to create this

database. Contact your ConnX Technical Consultant for

assistance on how to do this.

SQL Server

Connection

Type


This is the method ConnX will use to connect to the documents

database. If SQL Authentication is selected, you are required to

enter the SQL Username and Password.



Setting Description

SQL Username

Visible if SQL Authentication is selected.

Enter the SQL Username.

SQL Password

Visible if SQL Authentication is selected.

Enter the SQL Password.

Use Encryption?

If Yes, documents will be encrypted in the database for

additional security. This adds a small overhead to storage and

speed of data retrieval.

Employee

Documents

Root Directory

Visible if Store in File System is selected above.

This is the ‘top level’ directory where employee’s documents

will be uploaded. Documents can be stored either under the

root ConnX folder, or an alternative location on the webserver

and as specified in this field. Please note, additional settings are

required in the web.config file to provide ConnX the necessary

user and password to access these documents. This is discussed

later in this document.

Employee

Documents

Directory

Structure


This tells ConnX how to organise the employee documents

directory and is explained in detail below.

Create directory

and copy files?


If set to Yes, ConnX automatically creates the file directory and

copies the files to the appropriate location.



Setting Description

Overwrite

existing files?


If set to Yes, ConnX replaces the existing files when new files

are uploaded from the same screen.

NOTE

The ASPNET user must have Modify permissions on the

policies, photos and documents directories.

5.4.2.1 Employee Documents Stored on Webserver

Employee documents can be stored under the root ConnX folder on the webserver or

stored under a configurable location on the webserver.

The document location is configured under Admin > Settings > Uploads, and if you

nominate a location outside the ConnX folder, you are required to configure additional

settings in the web.config file to provide ConnX the necessary user and password to

access these documents.

The settings in the web.config file should be placed under the <appSettings> node,

and are called:

<add key="FileAuthenticationUser" value="YourUser" />

<add key="FileAuthenticationPWD" value="YourPassword" />

Where YourUser and YourPassword will be your specific details.

5.4.2.2 Employee Documents Directory Structure

This information is relevant if Store in the File System has been selected as the

document storage method. The available options for this field are listed below with

examples provided.

Root Documents Directory

All documents from each employee (regardless of their department) will be uploaded

to the Employee Documents Root Directory set in the previous option.



Department Sub-Directory under the Documents Directory

Documents will be uploaded to directories matching the employees’ department. For

example, Robert Barker is in the ‘Distribution’ department, so any document uploaded

for him will be saved in a directory called ‘Distribution’. ConnX will automatically create

these department subdirectories in the documents root directory if they don’t exist.

Employee Sub-Directory under the Documents Directory

Documents will be uploaded to directories matching the employee’s code. For example,

Robert Barker’s code is ‘00010’, so any documents uploaded for him will be saved in a

directory called ‘00010’. ConnX will automatically create these employee code

subdirectories in the documents root directory if they don’t exist.

Department and Employee Sub-Directories under the Documents Directory

Documents will be uploaded to directories matching the employee’s department and

employee code. Using Robert Barker as an example again, documents for him will be

uploaded to a directory matching his employee code which will reside in a directory

matching his department. The department directory will exist in the documents root

directory. An example of this directory structure is provided.



5.4.3 Upload Restrictions

This section currently contains one restriction, relating to the size of files which can be

uploaded for employee photos. Any file larger than this setting will not be uploaded.

The size must be specified in kilobytes.



5.5 Single Sign-On

Single Sign-On (SSO) is optional and provides the ability for users to access ConnX by

either:

1. Automatically applying the employee’s Windows login.

If a user is logged into their computer, they can access their ConnX account

without the need to enter another password when opening ConnX.

This is referred to as Yes, bypass login page and login user with their Windows

credentials when enabling SSO.

2. Requiring employees to enter their Windows username and password to gain

access to ConnX.

If this option is selected, there is still the security of entering a username and

password to access ConnX. However, the employee does not have to remember

another set of login details since the same username and password is entered

when logging into the computer.

This is referred to as Yes, show login page and authenticate user credentials

with Active Directory when enabling SSO.



To set up Single Sign-On:

1. Open the Single Sign-On Administration screen via Admin > Settings > Single

Sign-On. A screen similar to the following will appear.



2. Read and agree to the disclaimer by entering your name and select Accept

Disclaimer.

3. Enable SSO by either selecting Yes, bypass login page and login user with their

Windows credentials or Yes, show login page and authenticate user

credentials with Active Directory.

4. If Yes, show login page and authenticate user credentials with Active

Directory has been selected, you may choose how to process a fall back option

which can be checked if Active Directory authentication fails.

For example, if you are accessing ConnX over the internet with anonymous access

enabled, the fall back option can be set to attempt to login using the supplied

username and password as a ConnX user, or not to try.

5. Select Update SSO Settings.

6. For each user that you want to allow access to Single Sign-On, enter their

Windows Active Directory account name into the AD Username column in the

grid.



NOTE

Refer to the Example AD Username section above the

grid, to determine whether or not you need to add enter

the Domain name as part of the AD Username.

Contact your IT Department if you are unsure about what

you need to enter.

7. For each user, either:

a. Ask them to login. On the Login screen a new setting will appear prompting

to enable Single Sign-On with options of Undecided, No, and Yes. This is

shown below.

b. Manually set the Use SSO? setting per user to Yes, No, or Undecided (blank

means Undecided). The following table shows a description of each option.

Use SSO? Description

Undecided User does not know, ConnX will continue to prompt on

the login screen until either the Active Directory account is

unlinked from the employee account or the user selects

Yes or No.

Yes On next login, apply the Single Sign-On settings by either

automatically logging in, bypassing the Login screen

entirely, or by showing the user the Login screen and

accepting their Active Directory account details.

No On next login, continue to show the Login screen and do

not ask me about this setting again.

8. Make the appropriate technical setting changes (as specified in Single Sign-On –

Technical Changes) to the following settings:

a. the Web.config file (ConnX settings file)



b. Internet Information Services (IIS)

5.5.1 Single Sign-On – Technical Changes

Web.Config file

Add the following lines into the web.config file in the <system.web> section

<authorization>

<deny users="?" />

</authorization>

Internet Information Services (IIS)

FOR IIS 7

1. Open Internet Information Services Manager and navigate to your ConnX site.

2. In the IIS section, double-click Authentication.

3. Enable Windows Authentication.



FOR IIS 6

1. Open the ConnX site or virtual directory.

2. Select the Directory Security tab.

3. In the Anonymous Access and Authentication Control section, select Edit.

4. Select Integrated Windows Authentication.

5. Select OK.



5.6 Automated Services

Automated Services is a function of ConnX that automatically starts specific processes.

For example, sending reminders to staff about workflow approvals that need actioning,

or creating a performance review for an employee.

These processes keep ConnX working in the background and automate these services

so that you do not need to manually start or monitor them.

WARNING

Discuss your needs with the Help Desk before making

any changes to the Process Scheduler.

5.6.1.1 Configuring the Front End of the Automated Service

After the installation and configuration of the Automated Services on the server, there

is some setup required within ConnX.

There are two primary screens in ConnX that are related to Automated Services:

1. Process Scheduler

2. Process Scheduler Log

5.6.1.2 Process Scheduler

Each action that the Automated Services performs (e.g., checking for any workflow to

forward) must be setup as a ‘process’ in ConnX.

All processes are shown on the Process Scheduler screen.

To open the Process Scheduler screen:

1. Go to Admin > Settings > Automated Process Scheduler. A screen similar to the

following will appear.



There are six columns on the Process Scheduler screen.

Column Description

Execute Select Run to manually start the adjacent process.

Process to

Execute

Plain English name of the process.

Stored

Procedure/

DLL Function

Technical name of the process.



Column Description

Type Controls the frequency of the process occurring. There are two

types of processes: Daily, and Recurring.

Daily processes operate once per day.

Recurring processes operate more than once each day.

Schedule The start time for the related process if the Type is daily (e.g., 1:00

AM), or the frequency of the process if the Type is recurring (e.g.,

Every 60 mins).

Automated Select to make the process automated; Clear to make the process

manual.

There are 34 built-in primary processes:

Process Description

Workflow

Forwarding

Checks to see if any workflow approval needs to be forwarded to

another user and if so, then sends this workflow as necessary.

Workflow

Reminders

Checks to see if any users need to be reminded about pending

workflow approval items and if so, then sends this reminder as

necessary.

Send

Reminders for

Tasks

Send reminders to employees to remind them of specific tasks.

Send

Reminders for

Goals

Send reminders to employees to remind them of goals.

Set the Daily

News

Determines the Daily News for the day.



Process Description

Create

Performance

Review

Instances

Creates Performance Reviews for employees based on Next Due

Dates that have been set.

Set Class Status Sets class status based on the enrolment start date and:

• Sends notification to Managers/Supervisors of new classes.

• Opens/closes enrolment.

• Starts/finishes class

Push ConnX

Changes to

Payroll

Sends ConnX XML records (New Starter, Change Employee Details,

Terminate Employee) to Sage MicrOpay (which would cause them

to appear in Sage MicrOpay’s ‘Implement eHR Changes’ screen)

Update ConnX

Positional End

Dates

Updating of ConnX positional end dates within ConnX Roles,

Positions and Skills module.

Process

Scheduled New

Starters

Process all scheduled New Starters.

Delete Expired

Audits

Housekeeping process to remove out dated audit entries as

configured in Audit Settings.

Delete Expired

Process Log

Records

Housekeeping process to remove old log entries.

Send

Reminders for

Timesheet

Completion

Sends reminders for users to fill out their Timesheets as configured

in the Timesheet Template.



Process Description

Clean workflow

information

Removes workflow processing records that are no longer linked to

their parent record.

Removes workflow processing name entries where the employee

no longer exists.

Notifies approvers of anything they need to be notified of.

Process

Requests

Performs the functions for updating bank details within ConnX.

Delete

Recruitment

Attachments

Housekeeping process to remove vacancy email log attachments,

recruitment application attachments, and persons attachments.

Unlink Old

Recruiters from

Vacancies

Remove the Recruiters that are currently attached to any existing

Vacancies.

Purge Import

Log

Clear all records from the Import Log.

Process

Scheduled

Employee

Changes

Process all scheduled Employee changes.

Process

Scheduled

Employee

Separations

Process all scheduled Employee separations.

Send Employee

Note

Reminders

Send Employee Note reminders that are due to be sent at this

time.



Process Description

Set Licence

status to

expired

Update the status of all Licence records that have expired.

Set Visa status

to expired

Update the status of all Visa records that have expired.

Send

Qualification

Reminders

Send all Qualification expiry reminders that are due to be sent at

this time.

Send Visa

Expiry

Reminders

Send all Visa expiry reminders that are due to be sent at this time.

Send Licence

Expiry

Reminders

Send all Licence expiry reminders that are due to be sent at this

time.

Delete Staging Clear all data from the staging tables.

Delete Web

Service Error

Log

Clear all records from the Web Service Error Log.

Send Emails in

batches with

specified wait

time

Send emails in batches with specified wait time.

Insert Public

Holiday

Clockings

Checks if the Employee is linked to Public Holiday rules and is

scheduled to work on a public holiday. The service then inserts set

or scheduled hours onto the employee timecard.



Process Description

Get ConnX

Careers

Applications

Gather applications submitted via the ConnX Careers website.

Execute Clock

Collection

Collects clocking files from third party systems to generate

timecards in ConnX.

Execute

Process

Clockings

Processes imported clockings through the Award Engine for

interpretation.

Generate Work

Schedule

Create work schedules for Employees.

Delete Old

SEEK API

Vacancy log

Housekeeping process to remove old log entries related to

advertising with SEEK.

5.6.1.3 Editing Processes

To edit an existing process:

1. Select the process on the Process Scheduler screen.

2. Select Edit. The following image shows the Editing pop-up screen for the

“Workflow Reminders” process.



3. Make any necessary changes to the fields on the Editing screen for the selected

process.

4. Select Save and close the screen.

A description of each field is shown in the following table.

Field Description

Process to

Execute

The plain English name of the process.

Process Type Either a stored procedure or a DLL function.

Parameters Some processes allow you to configure and set values for use

within the process.

Effective Date The date the process starts.

Schedule Type Daily processes operate once per day.

Recurring processes operate more than once each day.



Field Description

Schedule:

Start Time

The time of day that the process starts.

Schedule:

End Time

If the Type field is set to Recurring, the time of day that the

process stops.

Every ___ mins If the Type field is set to Recurring, the frequency that the

process occurs.

Automated The status of the process.

The process is active if the checkbox is selected; The process is

inactive if the checkbox is clear.

NOTE

The “End Time” and “Every ___ mins” fields are only

available when you select the Recurring radio button for

the Schedule Type field.



5.6.1.4 Process Scheduler Log

The Process Scheduler Log screen contains a grid that shows a record of each process

that has occurred. All records are shown in reverse chronological order. You can use

the filter function to show any of the processes that occurred on a different day.

To open the Process Scheduler Log screen, select View Log File on the Process

Scheduler screen.

A screen similar to the following will appear.

There are four columns on the Process Scheduler Log screen: Process Log ID; Process

to Execute; Log Description; Date Time.

The data shown on the Process Scheduler Log screen can be useful when

troubleshooting issues with the system.

WARNING

Discuss you needs with the Help Desk before

making any changes to the Process

Scheduler.



5.7 Auditing

Auditing is a function of ConnX that shows Administrators any changes made to

specific data in ConnX.

There are two primary screens in ConnX that are related to the auditing function:

• Audit Settings

• Audit Records

5.7.1 Setting up Auditing

This section shows the procedure for setting up the auditing function in ConnX.

5.7.1.1 Setting up ConnX Audit

To open the Audit Settings screen, go to Admin > Settings > Audit. A screen similar to

the following will appear.



There are four columns on the Audit Settings screen: Module, Table Name, Audited,

and Days to Store Records.

The Audit function can show changes to the data in any of the tables shown in the

Table Name column.

Select Audited adjacent to a table name to turn on auditing for that table. If the

checkbox is clear, ConnX does not record any changes to data in the related table.

Enter a number into the Days to Store Records field. The value you enter is the

number of days that ConnX keeps a record of each change. Enter “0” or leave the field

blank to make ConnX keep the records indefinitely.

Make sure to select Update Settings after making any changes.

5.7.1.2 Security Access

Only users with an Administrator access level have access to Auditing.

To make auditing data visible to Administrators:

1. Go to Admin > Settings > Page Security.

2. Set the Page drop-down list to Admin – Auditing.

3. Set the Access Level drop-down list to Administrators.

4. Select the checkbox adjacent to each control to make changes to that data visible

on the Audit Record Details screen.

5. Select Update Permissions.



5.7.2 Operation

ConnX records the auditing information in the database. This section shows how to get

access to the audit records.

5.7.2.1 Getting Access to Audit Records

To show the changes on the Audit Record screen, Go to Admin > Auditing.

ConnX automatically shows all records that have changed in the last 24 hours.

A screen similar to the following will appear.



5.7.2.2 Filtering Audit Records

The controls for filtering Audit Records are shown in the filter tool bar at the top of the

screen. You can show or hide the filter toolbar by selecting Filter.

To filter audit records:

1. Use the Table Name drop-down list to select a specific table, and/or

2. Use the Change Type drop-down list to make a selection and set ConnX to show

only changes of a specific type (e.g., insert, update or delete).

3. Use the Changed By drop-down list to make a selection and show changes made

by all employees, or a specific employee.

4. Use the calendar control or enter a date to set the Date From field.

5. Use the calendar control or enter a date to set the Date To field.

6. (Optional) Select an employee from the Record for Employee drop-down list.

7. Select Apply Filter.

ConnX shows only the records that are related to the filter settings you used. You can

select Reset Filter to clear all filter settings and show all records.

5.7.2.3 Showing Specific Records

To open a record and show the changes, select View adjacent to a specific record on

the Audit Record screen. ConnX shows a pop-up screen with data related to that

record, similar to the one below is shown.

In this example, an employee has made changes to their own address, phone number,

marital status, and postal address.



The Audit Records Details screen shows the following information at the top of the

screen:

Field Description

Audit ID A reference number for the change.

Table Name The name of the table that contains changed data.

Changed By The name of the person that made the change.

Change Date The date of change to the data.

Change Type The type of change to the data.

DB Version The version of the ConnX database.

Record For The name and employee code of the employee that the record is

related to.

By default, the Audit Record Details screen only shows a list of fields that were

changed. To see all the related fields in this table, select Show Unchanged Fields.



5.7.3 Auditing Notes

NOTE

The auditing function may substantially increase the size of your

database because it makes and keeps a copy of changes made in ConnX.

Consider limiting the number of tables that ConnX audits so the function

does not increase the size of the database by too much.

Not all tables can be audited in the current version of ConnX. The

number of tables that can be audited is planned to increase in future

versions of ConnX.

Turning off Auditing on a table does not remove any existing audited

data that has already been recorded.

If the value in the Record For column is N/A, it is a change that is not

related to an employee.

Auditing may also have an effect on the performance (i.e. speed) of

ConnX.

Auditing is only accessible to Unrestricted Administrators. Restricted

Administrators are not able to access auditing.



6.0 SYSTEM INTERFACES

This section describes different interfaces available for ConnX to talk with third party

systems (except payroll systems).

6.1 STAGING TABLE 206

6.1.1 ACTIVATING THE STAGING TABLE 206

6.1.2 LEAVE APPLICATION METHOD 207

6.1.3 EXPORT NEW EMPLOYEES 208

6.1.4 EXPORT PROCESSED EMPLOYEE CHANGES 208

6.1.5 EXPORT SCHEDULED EMPLOYEE CHANGES 208

6.1.6 DEPARTMENT STRUCTURE CHANGES 208

6.1.7 EXPORT ROLE STRUCTURE CHANGES 209

6.1.8 EXPORT POSITION STRUCTURE CHANGES 209

6.1.9 EXPORT PROCESSED SEPARATIONS 209

6.1.10 EXPORT SCHEDULED SEPARATIONS 209

6.2 CONNX EXPORT INTERFACES 210

6.2.1 SETTING UP THE EXPORT INTERFACES 210

6.2.2 EXPORTING DATA 214

6.3 CONNX WEB SERVICE 217



6.1 Staging Table

The Staging Table provides real-time leave information that can be queried at any

time by third-party applications. The benefits of this feature include:

• the availability of information "as it happens", including new entries, edited

entries, and deleted or withdrawn entries.

• access to data outside the period end dates.

• the ability to export multi-day leave data as "per day".

6.1.1 Activating the Staging Table

By default, ConnX does not write data to the staging table interface.

To activate the staging table:

1. Go to Admin > Settings > Interfaces – Staging Table.

2. Select Yes on the Implement Staging Table drop-down list.

3. Select which information you would like sent to the ConnX Staging Table.

4. Select Update Settings.



6.1.2 Leave Application Method

The Leave Application Method determines how hours are exported for multi-day leave

applications.

• Transaction - Split Daily exports the hours of a multi-day leave application as

separate days. The number of hours that are assigned per day are based on the

employee's Contract Hours and Word Pattern.

• Transaction - As Entered exports the hours of a multi-day leave application as

the total number of hours.

• Transaction - Calculation Override exports the hours of leave used, which have

been calculated by using the Calculation Override value to adjust the actual leave

hours.

Only approved leave is written to the staging table. Pending leave is not available in the

staging table.

The data that is available in the staging table can be viewed by Selecting View Staging

Table.



6.1.3 Export New Employees

When Export New Employees is set to Yes and a new employee record is created in

ConnX either at the time that the Submit button is selected, or when the ConnX

Automated Scheduler processes a scheduled new starter record, ConnX writes the

details of the record to the staging table. Work Pattern assignments and confidential

information (e.g., salary and rates, bank details, tax details and superannuation details)

are not written into staging table.

6.1.4 Export Processed Employee Changes

When Export Processed Employee Changes is set to Yes and an employee change

record is processed in ConnX, either at the time the Submit button is selected or when

the ConnX Automated Scheduler processes a scheduled employee changes, ConnX

writes the details of the change to the staging table.

Changes on Work Pattern assignments and confidential information (e.g., salary and

rates, bank details, tax details, and superannuation details) are not written to the

staging table.

6.1.5 Export Scheduled Employee Changes

When Export Scheduled Employee Changes is set to Yes and an employee change

record is scheduled in ConnX, ConnX writes the details of the change into the staging

table.

Changes on Work Pattern assignments and confidential information (e.g., salary and

rates, bank details, tax details, and superannuation details) are not written to the

staging table.

6.1.6 Department Structure Changes

When Export Department Changes is set to Yes and changes have been made to the

department records (i.e. a record is added, edited or deleted), ConnX writes the

corresponding records to the staging table.

If the Manager field is changed, ConnX not only writes the details of the department

record that was changed, it also writes all the employee records that are associated

with the department to reflect the change in their reporting manager.



If the Reports To field is changed, ConnX not only writes the details of the department

record that was changed, it also writes the department manager’s record to reflect the

change in his or her reporting manager.

6.1.7 Export Role Structure Changes

When Export Role Changes is set to Yes and changes are made to the values on the

Role Details tab (i.e. a role record is added, edited, or deleted), ConnX writes the

corresponding records to the staging table. Note that ConnX only writes the changes

on specific fields to the staging table.

6.1.8 Export Position Structure Changes

When Export Position Changes is set to Yes and the position record has changed (i.e.

a position record is added, edited, or deleted), ConnX writes the corresponding records

to the staging table. Note that ConnX only writes the changes on specific fields to the

staging table.

6.1.9 Export Processed Separations

When Export Processed Separations is set to Yes and an employee separation record

is processed in ConnX, either at the time the Submit button is selected or when the

ConnX Automated Scheduler processes a scheduled employee separation, ConnX

writes the details of the record to the staging table.

6.1.10 Export Scheduled Separations

When Export Scheduled Separations is set to Yes and an employee separation record

is scheduled in ConnX, ConnX writes the details of the record into the staging table.



6.2 ConnX Export Interfaces

ConnX Export Interfaces is provided for organisations that are currently using ConnX

and want to share the stored data with other software applications that can make use

of the same information.

The interfaced systems do not share the same database, but they do set the methods,

formats, and protocol for receiving the information.

Before you begin, you must contact ConnX Support and discuss the interface

requirements for your organisation. ConnX will prepare a specification with details

about what data is exported to each 3rd party system. There is not one single standard

that can be applied for all systems, and as such each system needs to be created for

you by ConnX Support.

ConnX Support will then provide you with a script to update your database and install

the new interface. The script does not configure the interface; it just makes the data

available for the interface in the correct format.

You can then apply the specific settings for connecting to each system and sending the

data using the preferred transfer method (e.g. CSV File, CSV with Email, CSV with FTP).

Data can then be sent in the CSV file format (either manually, on a daily basis or a

recurring basis).

6.2.1 Setting up the Export Interfaces

You can create an unlimited number of Export Interfaces in ConnX and view all the

related details on the Export Interfaces page.

To get access to the Export Interfaces, go to Admin > Settings > Interfaces - Export.

ConnX shows a screen similar to the following.



The Export Interfaces page contains a grid with the most important settings for each

Export Interface and gives you the option to make changes or delete any entry.

Select the View Log link to open the Export Interface Log page which shows the data

in the log.

Deleting an entry from the Export Interfaces page deletes all related log data.

6.2.1.1 Adding an Export Interface

To add an Export Interface:

1. Select Add. ConnX shows the following window.

2. Complete all relevant fields. A description of each field is shown in the following

table.

3. Select Save. The new Export Interface is added to ConnX and a ConnX

Automation Process (CAP) process is created.

Setting Description

Name The name of the Export Interface.



Setting Description

Description A short description of the Export Interface.

Transfer Method The method used to send files.

The available options are:

CSV File;

CSV with FTP;

CSV with Email.

File Name and Path The name and location of the file you are saving.

Append Date and Time Select the checkbox to add the date and time to the

filename automatically.

Overwrite File Select the checkbox to delete any other file with the

same name and in the same location. No files are

deleted if you select the Append Date and Time

checkbox.

Show Header Select the checkbox to include a header row in the

export file.

FTP Server Name The name of the computer receiving the FTP

connection.

This field is only shown when the Method of

Transfer is set to CSV with FTP.

FTP Type The File Transfer Protocol.





Setting Description

FTP User Name The login used to connect to the FTP server.



FTP Password The password used to connect to the FTP server.



Email Address The destination email address for the CSV file.


Transfer is set to CSV with Email.

Email Subject The title of the email used to send the CSV.



Email Body The text in the email used to send the CSV.



Success Distribution List The selected distribution list is notified when the

CSV file is successfully sent.

Success Message Subject The title of the email that is sent to the Success

Distribution List.

Success Message Body The text in the email that is sent to the Success

Distribution List.



Setting Description

Failure Distribution List The selected distribution list is notified when the

CSV file is not sent successfully.

Failure Message Subject The title of the email that is sent to the Failure

Distribution List

Failure Message Body The text in the email that is sent to the Failure

Distribution List.

Export Procedure Stored Procedure Name to supply the data.

A drop-down list of Stored Procedures from ConnX

which start with the letters “INTG” in alphabetical

order.

Schedule Type The Export Interface is used Daily or Recurring.

Schedule The start time for the Export Interface.

Enable Logging Select the checkbox to keep the data sent in ConnX

for tracking.

In Use Whether the Export Interface is available at this time.

The associated CAS process is automatically set to

“In Use” if the checkbox is selected.

6.2.2 Exporting Data

The ConnX Automation Process (CAP) refers to the Export Procedure, Schedule Type,

and Schedule settings of an Export Interface to determine which stored procedure is

used and the frequency of its execution. The CAP processes are created automatically

and updated accordingly if any changes are made to the interface settings.

To get access to the Process Scheduler page, go to Admin > Settings > Automated

Process Scheduler.



A CAP process is automatically created to perform the export to each Export Interface.

The Stored Procedure Name for each Export Interface contains the letters “INTG”.

If the interface settings are changed or set to set to Not in Use, the associated CAS

process is updated accordingly, or deleted if the Export Interface is deleted.

6.2.2.1 Distribution Lists

Two separate Distribution Lists can set up so that ConnX sends a customised email

notification when the export procedure completes, regardless of it fails or is successful.

6.2.2.2 Export Interface Log

A log record is created every time CAS performs the export procedure if you have

selected Enable Logging for the interface.

To open the Export Interface Log for a specific interface, select the View Log link in

the same row as the interface on the Export Interfaces page. ConnX shows a screen

similar to the following.



You can use the date picker to filter log records, and select a button to Delete Selected

records, Delete All records, or export the contents of the grid to a spreadsheet or CSV

file.



6.3 ConnX Web Service

The ConnX Web Service is a programmatical interface in which ConnX and another

third-party software system can share data.

You must have software programming experience to use it.

Currently the ConnX Web Service concentrates on three main data exchanges:

1. Employee Insert (or new employees)

2. Employee Update

3. Employee Termination

plus a variety of other minor get data methods and insert data methods necessary in

order to support the three main data exchanges above.

For more information on how to use the ConnX Web Service with any of your other

systems, please contact your ConnX Support Representative.



7.0 GENERAL MAINTENANCE

7.1 Error Log

This screen enables the System Administrator to keep track of any errors that have

occurred within the ConnX system. This helps you to effectively report issues to your

ConnX Support Representative. The Error Log includes:

• the Time and Date that the error occurred

• the screen that caused the error

• the type of error that occurred.

• the person who was logged in when the error occurred.

1. Go to Admin > Error Log.

A screen similar to the following will display.

2. To clear the log, select Clear Log in the top menu bar.

3. To email an individual error log entry to your ConnX Support Representative,

select Email.



8.0 GLOSSARY

Additions/Deductions Components that are included in addition to or

deducted from an employee’s pay.

Annual Leave Register The rules by which ConnX uses to project an

employee’s annual leave balances into the future.

Approval The process by which workflow approval items are

approved.

Approval Sequence The order and names of the employee(s) that will

process (approve or deny) a new request.

Approved Leave

Application

A leave application that has been through the approval

sequence and has been approved by all approvers.

Approved Sites A list of websites that the organisation considers

employees should have access to.

Approver An employee nominated by a System Administrator to

approve workflow requests.

Automatic Information

Transfer

The Sage MicrOpay Service which constantly updates

basic employee details between ConnX and Sage

MicrOpay (i.e. employee address).

Backup Approver An employee nominated to receive workflow to

approve when forwarded after the 'Reminder' and

'Forwarding Hours' timer has elapsed.

Bank Account The nominated bank account by an employee for

payments.

Company Policies A user specified document or URL containing

organisation policies which employees can access

through ConnX.



Completed Leave

Application

A leave application that has been approved and

exported to the payroll system for processing.

Contract Hours The number of hours an employee works per day.

Stored in the payroll system and imported into ConnX.

Cost Account The account associated with each paid transaction. Can

be available to specific departments, or the entire

organisation.

Current Employment Payroll details relating to an employee’s current

employment status including date hired, pay frequency,

employment type, salary, termination date etc.

Current Rate The rates of pay per hour for each paid component.

Daily News A collection of information viewable from the welcome

screen by each employee which can include employees

on leave, birthdays and other announcements set by

manager or administrators.

Department A group of employees with a manager that may report

to another department.

Department Manager An employee assigned by an administrator to be the

manager of a specific department. NOTE: the manager

does not need to be part of that department.

Departmental Org

Chart

A parent/child relationship of departments shown as an

organisational chart or tree.

Distribution List A list of employees who receive notification of a

designated event.

Document Category User-specified groupings for employee documents.

Documents Files uploaded by users for specific employees.



Emergency Contacts An employee's nominated point of contact in case of

emergency.

Employee User of the system. May have employee user access -

ability to query only their information.

Employee Code A unique identifier for each user of the system.

Employee Directory A list of users within the system, and available by

navigating to Company Info (unless hidden from view

by a System Administrator).

Employee Notes A record of user entered notes for HR Administrators

and above to update and review.

Employment Type An employee’s current employment status e.g., Full

time, part time, casual etc.

Evolution Common The master database that ConnX and Sage MicrOpay

both access and share information from.

Explicit Approval

Sequence

An approval sequence attached to a workflow action. Is

explicit because it names the approvers on the

sequence.

Export The process of sending the transactions from ConnX to

the external payroll system for processing.

External Payroll System The payroll system with which ConnX interfaces.

Group Message A user defined message that can be sent to a group of

employees.

Health Check A series of quick reports designed to help check ConnX

for any loose ends (i.e. any employees not linked to a

department).



HR/Payroll

Administrator

A user account with access to HR Administrator

functions in ConnX including: process leave

applications, perform import and export functions,

update daily news.

Implicit Approval

Sequence

An approval sequence attached to a workflow action. Is

implicit as it is calculated on the department hierarchy.

Import The process of receiving and updating processed data

from the external payroll system to ConnX.

Integrated Security A method used by ConnX to connect to the Evolution

Common database.

Item A user-specified item that can be assigned to an

employee for tracking purposes

Item Register A list per employee of organisation owned property

that has been assigned to them.

Leave Application An application for any type of leave that is entered

through the 'new leave application' screen (i.e. sick,

annual, long service leave).

Leave Balances An employee's leave balance itemised for each type of

leave which is imported from Sage MicrOpay.

Leave Dashboard A summary of various leave reports that can be made

available to employees, supervisors/managers and

admin users.

Leave History A record of past leave taken for each employee.

Leave Reason Leave reasons that are associated with leave types that

are imported from the payroll system. For example,

Other Leave (leave type), Study Leave (leave reason).



Leave Report A report that shows who is currently on leave or has

leave pending or approved in the future.

Leave Type Leave types are setup in the payroll system and

imported into ConnX. Typical leave types include:

Annual leave, Sick leave, Long Service leave.

Manager User of ConnX who has been granted 'Manager' access

rights. Able to query information for employees within

their restriction.

Medical Category User defined classifications that employees can select

when adding a medical condition.

Medical Conditions A record of a medical condition (classified in one of the

medical categories) that is linked to an employee.

Messages System generated messages that are delivered to a

user's message inbox in ConnX. Delivered as per the

setting on "Send messages via" on employees Personal

Details screen.

Sage MicrOpay An external payroll system that ConnX can interface

with.

MicrOpay Payroll

Manager

An external payroll system that ConnX can interface

with.

My Calendar A single employee's schedule shown in a calendar

format. Shows any approved or pending leave or class

enrolments entered in ConnX, and any public holidays

or special days entered by an Administrator.

My Employees If viewed by a manager, lists the employees that

manager is responsible for. If viewed by an HR/Admin,

lists employees that they have access to as per the User

Accounts screen.



Non-Primary

Department

A department that an employee is assigned to before

being assigned to a primary department.

Organisational Branch A single branch of the Departmental Organisation

Chart.

Parallel Approval When approval for workflow actions is done by multiple

people at the same time.

Pay Advice An electronic report containing details of an employees

pay for a particular period - imported from the payroll

system.

Pay Class Specific payroll conditions (e.g., rates, additions,

deductions, Cost Accounts etc.) that can be applied to

groups of employees – imported from the payroll

system.

Pay Frequency How often an employee is paid, e.g., Weekly,

fortnightly, monthly

Pay Point A field setup and completed within the payroll system

which ConnX is able to use to automatically link

employees to departments if set up.

Payment Summary An electronic reporting containing a summary of

payments for an employee for a single financial year.

Payroll Databases See External Payroll Database

Pending Leave

Application

A leave application which has been submitted but not

yet approved.

Period End Date The date of the last day in a pay period.

Personal Details Editable details of each employee with a user account,

e.g., address, date of birth, email address.



Previous Employment Details of an employees' employment history (not

mandatory).

Primary Department The department an employee primarily works for (can

only have one primary department).

Processed Leave

Application

A leave application which has been approved and

exported from ConnX and processed in the payroll

system.

Qualifications A list of user defined qualifications currently held by an

employee.

Qualifications Category A user defined method for classifying qualifications that

can be held by employees, i.e. by qualification, major

and institute.

Question A user submitted question in ConnX that requires a

response by an HR Administrator.

RDO Records Shows a user's RDO balances and history for each pay

period.

RDO Register A set of rules which is used in the calculation of RDO

transactions.

Request When a user requests a new employee, to terminate an

employee, to change an employee’s current

employment details or to change an employee’s

standard additions and deductions. Requests can have

a workflow sequence and distribution list attached and

can either be manually processed to the payroll system

or can have an integrated approach to the payroll

system.

Restricted HR/Payroll

Administrator

A user account with HR/Payroll Administrator access,

but only as nominated on the User Accounts screen.



Restricted System

Administrator

A user account with System Administrator access, but

only as nominated on the User Accounts screen.

Root Documents

Directory

The root directory of all employee document uploads.

Schedule Data System generated information for each employee

based on their work pattern and relevant period end

dates.

Serial Approval When approval must pass through each approver one

after another in a specific order before a workflow item

is approved.

Single Sign-On Allows users to access ConnX without logging in, by

applying their Windows Login. Requires additional set

up and configuration.

Suggestion A user submitted suggestion in ConnX that requires a

response by a HR Administrator. Alternatively, can be

set up to email ConnX representatives instead.

Supervisor User of the system that has been granted Supervisor

access.

System Administrator A user account with access to System Administrator

functions in ConnX including: modifying system leave

settings including setting departments and user

accounts.

System Event One of seven identified events that occur within ConnX

that trigger an associated system task set.

Tasks/Reminders User defined tasks that you want to be reminded of.

Tax Details An employee’s declared Tax Details as held in the

payroll system.



Transactions Any paid transaction that requires processing by the

payroll system (e.g., leave applications, timesheets).

User Account An account used by an employee to access ConnX with

an associated username, password and access level.

Work Schedule A summary of system generated data based on

employees work patterns which shows when each

employee is scheduled to work.

Workflow Action A pre-defined event with various settings telling ConnX

what to do.

Workflow Approval

Backup

See Backup Approver

Workflow Exceptions User defined exceptions to the general workflow

approval rules for workflow actions.

Workflow Forwarding Allows System Administrators to forward workflow to

another employee. HR Admin can forward workflow if

permission has been granted.

Workflow Sequence The order and names of the employee(s) that will

process (approve or deny) a new workflow action

approval item.

Workflow Task An activity that needs to be completed by a relative

person (e.g., Manager 1) or specific person (e.g., Joey

Johns).

Workflow Task Set A collection of workflow tasks.



TO DO LIST

This page should be used to record any outstanding items that must be completed

following this session.

Task # Required Task Person

Responsible Due Date

Date

Completed

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15