When employees have planned or unplanned absences, there may be a need to nominate a substitute employee to carry out their tasks while they are away from the office. Comidor has the solution to this problem, by enabling users to select another user as their substitute for a specific date range. When the substitute has been selected they will automatically be sent your Tasks and be given permission to edit or complete them for the specific dates of absence set.

Assign a Substitute

To access Substitutes go to Packages Icon > HR Automation > Substitutes.

Alternatively, you can click on the User Icon in the top right of the screen and select Profile. Then, select the Substitutes tab from the left side menu.

Note that System admins can create substitute assignments for all users, line managers can create for all users in their team and simple users can only add substitutes for themselves.

1. In the new tab that opens in the active unit bar, click on the ‘+’ icon to add a new Substitute
2. In the create form, you should set the ​Date Range, ​defining the dates of your absence that you wish your substitute to have access to your tasks
3. Personnel Substituted, Simple Users can select their name, Line Managers can choose between members of their team that they are the manager of and System Administrators can choose any user
4. In the field ​Substitute, select the User you wish to substitute the Personnel Substituted ​(selected in the previous field)

Finally, select the desired Save option  (refer to Quick Reference Guide)

Once you save a new Substitute record, the Substitute user will receive a respective notification automatically by the system.

After saving, you will be redirected to the Substitutes table, where you will be able to see one Substitute entry for each day you have set the substitution.

Manage Substitutes

In Comidor, Simple Users are able to manage their own Substitute entries, line Managers can view and manage their team entries and System Administrators are able to view and manage all substitutes

In order to access Substitutes go to Packages Icon > HR Automation > Substitutes.

If you wish to edit a Substitute entry, click on it and then press the pencil button. Make your changes in one of the fields and click on Save.

You can easily delete one or more Substitute entries, by selecting one or more in the Substitutes Table and clicking on the Delete option.

From the Action Icon on the top right of the page you can:

• Click on Export to open or download the current page or all the Substitutes in an MS Excel file. Click OK to proceed
• Click on Print to print the current view of the page

Substitute Tasks

In this Unit, you are able to see all Tasks from other users that you are substituting for and the related period. Substitute tasks are only visible in this dedicated unit, and not in Calendar, Workbench, or other Task Management Comidor Units.

To enter Substitute Tasks, go to Packages Icon > HR Automation > Substitute Tasks

In the new tab that opens, you can see all Tasks that were originally assigned to the User you are substituting. You can also apply Filters such as Period, State, Role, or Tag to refine the search results.

Click on a Substitute Task and a new tab will open with the Task information. From this point, you are able to view, edit, or change the task state.

Please note that those Tasks will be only visible to you during the Date range that has been set.

For more information on how to manage tasks please visit Task Management.

Finally, from the Action Icon on the top right of the page you can:

• Click on Export to open or download the current page or all the Task(s) in an MS Excel file. Click OK to proceed. Note that, you can export the page from the other views of the Tasks (Default view, Table or Graph) or after applying filters.
• Click on Print to print the current view of the page.
• Click on Import Tasks to import tasks inside Comidor.

The post Substitutes & Substitute Tasks appeared first on Comidor Low-code Automation Platform.

Dashboard (People perspective)

1. Click on Modules Menu icon> Reports and Analytics> Dashboard.
2. Select the People tab.
3. Select the Functional Group and the Division you would like to review.
4. Provided that you are a Team leader in a group, you may zoom-in a specific Team.
5. Specify the Personnel you wish to review or select results based on Personnel’s Role.
6. Zoom-in a specific time period to get the first results from the Dashboard. Press Fetch. 
   • Utilization(%): This is the sum of Chargeable hours divided by the Total capacity of hours, as in a percentage.
   • Billable(%): This is the sum of hours of booked Work tasks in Projects divided by the Total Scheduled hours, as in a percentage.
   • Chargeable(%): This is the sum of Chargeable hours divided by the Total Scheduled Chargeable refers only in tasks that exist in all Project types, except Internal.
   • Total capacity: The number of hours that this/these Personnel has/have in their Schedule on the selected period.
   • Overtime: The number of hours of Tasks that are set with Overtime type of Work and are connected with a Process/Project.
   • Scheduled Time: The number of Scheduled hours in Tasks that are connected with a Process/Project.
   • Not Productive Time: This is the Total Capacity of Hours subtracted by the sum of all Tasks’ duration of work that is connected with a Process/Project.
   • PE Value(%): This is the percentage of Billable hours divided by the Chargeable.
   • Absenteeism%: This the percentage of a sum of Personal absences divided by the sum of working days.
   • Productivity Avg: The average of personnel ‘ productivity, as calculated based on the KPIs connected to the Process/Project work.
   • Efficiency Avg. %: The average of personnel ‘ efficiency (on time-on the given duration-given on the KPIs connected to the Process/Project work).
   • Holiday: The sum of Absences with a type of Vacancy and Public Holidays.
   • Overtime: The sum of Absences that have used extra given Entitlement, which has been added due to overtime work.
   • Sick Leave: The sum of Absences with type Sickness.
   • Maternity/Paternity Leave: The sum of Absences with type Maternity/Paternity Leave.
   • Personal: The sum of Absences with a type of Vacancy.
   • Other Absences: The sum of Absences with type Long Service Leave and Short Term Leave.
   • Public Holiday: The sum of Public Holidays.

Work

Press Details tab to expand the Work Window in the Dashboard. Select the Work tab.

You may see the personnel Names and next to them some valuable information, such as:

• Capacity: number of hours that this Personnel has in their Schedule on the selected period.
• Total Scheduled: The number of Scheduled hours in Tasks that are connected with a Process/Project.
• Not Productive: This is the Total Capacity of Hours subtracted by the sum of all Tasks’ duration of work that is connected with a Process/Project.
• Invoiced: The sum of hours of booked Work tasks in Projects.
• Chargeable: This is the sum of Chargeable hours are the hours that are spent on tasks that exist in all Project types, except Internal.
• Not Chargeable: This is the sum of Tasks’ hours that are spent on tasks that exist in all Project of type Internal or other Projects with non Chargeable hours.
• Overtime: The number of hours of Tasks that are set with Overtime type of Work and are connected with a Process/Project.
• Utilization: This is the sum of Chargeable hours divided by the Total capacity of hours, as in a percentage.
• People Effectiveness: This is the number that indicates Invoiced hours divided by the Chargeable. The higher this value is, the more effective the Personnel is.

You may Print or Export to .csv the Results of the Dashboard.

Absences

Press Details tab to expand the Work Window in the Dashboard. Select Absences tab.

You may see the personnel Names and next to them some valuable information, such as:

• Public Holiday: The sum of Public Holidays for this Personnel.
• Personal: The sum of Absences with type Vacancy for this Personnel.
• Sick Leave: The sum of Absences with type Sickness for this Personnel.
• Maternity/Paternity Leave: The sum of Absences with type Maternity/Paternity Leave for this Personnel.
• Overtime: The sum of Absences that have used Entitlement, which has been added due to overtime work for this Personnel.
• Other Absences: The sum of Absences with type Long Service Leave and Short Term Leave for this Personnel.
• Absenteeism%: This the percentage of a sum of Personal absences divided by the sum of working days of the selected period.

You may Print or Export to .csv the Results of the Dashboard.

Dashboard (Project Perspective)

1. Click on Modules Menu icon> Reports and Analytics> Dashboard.
2. Select the Projects tab.
3. Select the Functional Group, Division, related Account. You may zoom-in a specific project by selecting the Project Manager, Project, Project State, Project Tags, or specific Dates range.
4. Press Fetch to get results from the Dashboard.
5. On the Project Dashboard you may view the following:
   • Total Expenses (Sum): Budget Expenses and Actual Expenses amount for all the pre-filtered Projects.
   • Total Income (Sum): Budget Income and Actual Income amount for all the pre-filtered Projects.
   • Average Margin (%): The average Margin for all the pre-filtered Projects. The margin for a Project is calculated by the difference between Budget Income and Actual Expenses, which is then divided by the Budget Income in order to give the Percentage (%).
   • Over Budget (Sum): The sum of Over Budget for all the pre-filtered Projects. This is calculated by the difference between Actual Expenses and Budget Expenses for the respective Project(s), provided that Actual Expenses are greater than then Budget Expenses for the selected Project(s).
   • Projects per Month (graph): The Opened and Closed Projects for the selected criteria (e.g. for the selected Functional Group).
   • Performance Index (graph): The Cost Performance Index (CPI) and Schedule Performance Index (SPI) for the selected criteria (e.g. for the selected Functional Group). These factors are extensively explained in Earned Value Analytics. Thus, Cost Performance Index (CPI) is the ratio between Earned Value and Actual Cost, which shows whether or not Project Manager has the expected Progress in the Project Work when compared with the actual Expenses. Schedule Performance Index (SPI) is the ratio between Earned Value and Planned Value, which shows whether or not Project Manager has the expected Progress in the Project Work when compared with the budget Expenses he has planned. CPI that is greater than 1 means that you are earning more than the amount spent; you are under budget. CPI that is less than 1 means that you are earning less than the amount spent, so you are under budget. CPI equal to one means that earning and spending are equal. SPI that is greater than 1, means that more work has been completed than the planned one and you are ahead of schedule. On the other hand, SPI that is less than 1, means that less work has been completed than the planned work; thus, you are behind schedule. If SPI is equal to one, you are on
     time.
   • RAG Status Count & RAG status Turnover (pie charts): In the 1^st pie chart, you may see the RAG status of the Projects that align with the pre-selected criteria in filters. In the 2^nd pie chart, you can see the Target Turnover (Contract Value) of these Projects combined with their RAG status.
   • Projects Turnover Per Month (graph): Here are displayed the Contract Value(s) of the Project(s) resulted in the pre-filtered criteria.

6. Press Details to view information available in-detail (for a selected Project or multiple Projects – as selected in the pre-filtered criteria). Get informed on Project’s:
   • RAG Status: The current RAG status of that Project.
   • RAG Status Note: Any note added in the latest automated RAG Status change.
   • Scheduled Start Date/Scheduled End Date: The Scheduled Start and End Dates of the Project.
   • Contract Value: The given Contact Value at the start of the Project.
   • Budget Expenses/Budget Income: The budgeted amount of Expenses and Income inside the Project that may refer to Labour Work, HW/SW or Other financials.
   • Actual Expenses/Actual Income: The actual amount of Expenses and Income inside the Project that may refer to Labour Work, HW/SW or Other financials.
   • Margin (%): The difference between the Budget Income and the Actual Expenses, when divided by the Budget Income so as to give a percentage.
   • Rating: The rating of the Project that can be edited from Project Admins inside the Project’s summary.
   • Actual Cost (AC): Also known as Actual Cost of Work Performed (ACWP) is the actual amount of money spent and is placed in the actual and approved Chargeable Tasks of the Project.
   • Planned Value (PV): Alternatively, this can be named as Budgeted Cost of Work Scheduled (BCWS). In planned value, you will have all the Budget Expenses of the Project up to today’s date or selected end range date (Workpackage-based).
   • Cost Variance (CV): The difference between the EV and AC. (Cost budget at Completion (BAC) is the budget cost that the Project Manager can track through Progress Management. This can alter based on the cost that is expected to be spent on this project from the project manager perspective. Earned Value (EV) is the amount of money earned from completed work in a given time. It is also calculated based on the % of Project Completion and BAC that is set in Progress Management feature by Project Manager. Alternatively, you may name it Budgeted Cost of Work Performed (BCWP).)
   • Schedule Variance (SV): The difference between EV and PV.
   • Cost Performance Index (CPI): The ratio between EV and AC, which shows whether or not Project Manager has the expected Progress in the Project Work when compared with the actual Expenses. CPI that is greater than 1 means that you are earning more than the amount spent; you are under budget. CPI that is less than 1 means that you are earning less than the amount spent, so you are under budget. CPI equal to one means that earning and spending are equal.
   • Schedule Performance Index (SPI): The ratio between EV and PV, which shows whether or not Project Manager has the expected Progress in the Project Work when compared with the budget Expenses he has planned. SPI that is greater than 1, means that more work has been completed than the planned one and you are ahead of schedule. On the other hand, SPI that is less than 1, means that less work has been completed than the planned work; thus, you are behind schedule. If SPI equal to one, you are on time.
   • Estimate to Completion (ETC): The expected amount of money that will be spent to complete the remaining part of the Project. This can be calculated from the difference between the Estimated at Completion (EAC) and Actual Cost (AC).
   • Estimated at Completion (EAC): This indicates the total estimated cost of the Project, which is calculated based on the ratio of the budget cost that Project Manager adds through Progress Management feature (BAC) and the Cost Performance Index (CPI).
   • Variance at Completion (VAC): This gives you an indication of how much you are under budget or over budget when the Project completes. This is the difference between the Budget at Completion (BAC) and Estimate at Completion (EAC). Positive variance means that the Project is under budget and negative variance means that the Project is over budget.
   • Status based on the Average Performance Index: This is the sum of CPI and SPI divided by 2, which actually gives an indicative number. If the number is less than 0.65 will be highlighted in black, the number from 0.65 to 0.85 is highlighted in red, a number from 0.85 to 1 is highlighted in yellow and number greater than 1 is highlighted in green.

7. Press Hide to hide the Details
8. Navigate to different pages with Next, Last and Page # buttons, or on each Column name to Sort results ascending or descending.
9. Click on Print or Export to .csv buttons to print or export information, respectively.
10. Click on Actions button of the Dashboard to navigate in extensively Project Reporting.

Dashboard (Customer Perspective)

1. Click on Modules Menu icon> Reports and Analytics> Dashboard.
2. Navigate to Customers tab.
3. Select the Functional Group, Division, related Account, and press Fetch to take results from the Dashboard.
4. On the Customers Dashboard you may View and Print the following:
   • Total Projects (Sum): Total number of Projects for all the pre-filtered criteria.
   • Total Turnover (Sum): Total of the Contract Values (Turnover) for the Projects that align with the pre-filtered criteria.
   • Average Delay/Early Days (Completed Projects) (%): For the completed Projects that align with the pre-filtered criteria, if the Actual End Date is greater than the Scheduled End Date, you will get the average of a + %. Otherwise, this will be a -%.
   • RAG Status Count (pie chart): In the pie chart, you may see the RAG status of the Projects that align with the pre-selected criteria in filters.
   • Customer Acquisition per month (chart): In the chart, it is displayed the number of new Customers that company has earned, which is basically is counted when a new Project starts with them.
5. Press Details to view an overview of results available (for a selected Customer/Account, Division or Functional Group – as selected in the pre-filtered criteria). Get informed on Account’s:
   • Customer: The Account name, where you may click on to navigate to its details.
   • Created At: Date that this Account has been added in the system.
   • Number of Projects: This is the number of Projects that are administered by you.
   • RAG Status: These are all Customer’s Projects view based on their RAG status.
   • Contract Value: This is the amount of money that is confirmed in the total of Projects for this Customer.
   • Average Margin (%): The average Margin for all the pre-filtered Projects. The margin for a Project is calculated by the difference between Budget Income and Actual Expenses, which is then divided by the Budget Income in order to give the Percentage (%).
   • Average Delay/Early Days: For the completed Projects of this Account/Customer, if the Actual End Date is greater than the Scheduled End Date, you will get the average of a + %. Otherwise, this will be a -%.
   • Average Rating: The Average Rating of all the Projects of this Account/Customer, which was added by the Project Manager in each Project’s Summary.
6. Press Hide to hide the Overview/Details
7. Navigate to different pages with Next, Last and Page # buttons, or on each Column name to Sort results ascending or descending.
8. Click on Print or Export to .csv buttons to print or export information, respectively.

The post Projects Reports and Analytics (Dashboard – People, Projects, Customers) appeared first on Comidor Low-code Automation Platform.

When viewing specific Personnel you can view their Personnel Schedule and basic Entitlement, which are based on the specific Region Code of Personnel. Region Codes are set in Regional Settings by System Administrators.

Skills of each individual can be added either manually or via the person’s Job Title assignment. You can search for personnel by specific skills to assist with Project Management and other business decisions.

Absences can also be managed via the Personnel unit.

Edit an Existing User as Personnel

1. Go to Packages > HR Automation > Personnel.
2. Click on an existing person. Users that have been previously added already have a Personnel record
3. To edit click on the Pencil Icon
4. Fill in the Basic Info fields:
   • First/Last Name: Personnel full name
   • Job Title, Job Activity, Job Group, Service: The Job Title list will bring also related Job Activity, Job group, and Service fields. Service holds the pre-defined Sales Rates and Costs for that specific Job Title. Job Title holds the pre-defined Job Activity, Job group, and Service if any. Service may be a different one.
   • Account & Category: These will be the related Account and Account’s Category that may be associated with the Personnel (where a type of Personnel is Customer, Partner, Contractor, etc.)
   • Branch, Office, Department: Free text fields that refer to the location information of Personnel within the Organization
   • Division: The existing Division that the person is a member of. The Division the person is in plays an important role in choosing the default timezone for the person and helping in Project Management (Project creator division is important in terms of Expenses – division’s currency – calculations)
   • Contractual Location & Location: The existing office that the person will be contracted with and the actual location that they will work in
   • Specialty & Education: You can select from a list for these fields or add new options
   • Region Code: The Regional Settings which will be applied will give a standard Schedule (working hours and public holidays setup) and a maximum Entitlement (Absence types entitlement) for this person
   • Resource Manager & Manager: A person can have a resource manage and a line manager. See the scenarios below:
     • Whether a person will participate in a Project, by approving the Project’s booking request (Resource Manager)
     • Whether a person will take an Absence in a specific date range (Manager)
     • A general application or request made by a person (Manager)
     • Tasks performed by a person (Manager)

If a person’s Resource Manager field is left blank their line manager will be responsible for approving their participation in a Project.

5. Complete the Contact info and Personal Details:
   • Phone, Email, and Website
   • Address, City, County, Postcode, Country
   • Date of birth, Interests, Social Media accounts
6. Fill in the Employment/Working assignment information:
   • Adjusted hire date can be used to note the date an offer was accepted by the person for example and the contract start date is the date the person starts working; these will play an important role in conditional entitlements
   • Withdrawal Date, Contract end dates
7. Picture: Click to upload an image or delete a previously uploaded image
8. Select the Save button or cancel

Manage Personnel

1. Go to Packages > HR Automation > Personnel
2. Click on a person you wish to manage
3. On Summary – you will see Personnel Basic Info, Contact, and Organizational/Working details. For example, view the length of service for an Active Person. Vacation, Sickness Entitlements and Days taken are also viewable. Attachments can be uploaded directly from your Desktop or attach a File URL. Click on a file that has been uploaded to Open it (downloading and previewing of current and previous versions are available). You can rename or delete any file.

1. Click on Form Answers to see all responses or complete a new response in a Survey that has been created
   • Select the survey, the editor from the user’s drop-down menu and the access rights of the response i.e. private, public, internal
   • Select the desired Save option (refer to Quick Reference Guide)
2. Click on the Comment Icon to make a comment about a specific person. Users with access to the personnel record will receive a Notification. Comments can be added using the simple or enriched HTML Editor (Open editor). Users can click on refresh to see new comments or click on show more or show less as required
3. Click on Tags to add a new Tag to the person and you can also mark the tag as a private, group, internal or public. You can also manage existing tags. Adding tags to Personnel will help in the grouping, filtering and finding them. Saved filters and tags of grouped Personnel will assist with sending group emails to them
4. Click on Links to add a new Link between the person and another object e.g. a Project, an Event, etc
5. Click on the Actions Icon of Personnel to:
   • Delete – to delete the person. A pop-up confirmation box appears
   • Print – to print the current Personnel View (Summary, Schedule, Absences, etc)
   • Notify – to send a Notification to specific groups, users or external recipients via email ( if you have connected your email in the system)
   • Link with – to add a new Link between the person and another object e.g. a Project, an Event, etc
   • Merge Contact, to merge the person with another Contact
   • Convert to candidate – to convert a person back to a candidate

Schedule of Personnel

Click on the Schedule tab of Personnel in order to:

• Check the Working Schedule that has been automatically added to Personnel, provided that Regional Settings have been applied to them on “Region Code” when creating a person. You can click on the previous year(s) to check the Work hours Schedule(s)
• Click on the Pencil Icon to adjust the Working Schedule and save it

You can prepare the Schedule for a person up to a year in advance from the Actions Icon by selecting Copy Schedule. In the pop-up window choose which year you want to copy the schedule and press Save. Previously created schedules can be found in the Schedule tab of Personnel. Copy Schedule for each person is available from the Personnel unit’s Actions Icon.

Skills of Personnel

• Click on the Summary tab to navigate to the “Job Title” field and add for this person the Skills that have been associated with that Job Title. Click on the [Add Skills] option to do this
• Press the Skills tab of Personnel in order to
  • Check Skills that have been added automatically that are associated with the person’s Job Title
  • Click on a Skill and then click the Pencil Icon
    • Adjust the information, such as Skill, Grade, Certification, Certification Date, Certification Authority. You can upload certification document and add a short description
    • Select the desired Save option (refer to Quick Reference Guide)

• • You can add additional (previously created) skills to that specific person
    • Click on the + icon to add a new skill
    • Select a skill from the list, add the Grade, Certification details (if any) and a short Description
    • Select the desired Save option (refer to Quick Reference Guide)

You can multi-check Skills from a person’s skills to delete them.

Absences and Entitlement of Personnel

1. Go to Packages > HR Automation > Personnel
2. Click on a person to check their Absences or set up their Entitlement
3. Click on the Entitlements created tab of Personnel in order to check any added Entitlement(s) for this person
   • The first time you edit a new person you will see that no entitlement has been created. To set this up:
     • Go to Packages > HR Automation >  Personnel, click on the Absence Management option and select Entitlement Setup in the Unit Title bar
     • In Entitlement Setup, select Functional Group, Division, and Group in the Organizational Chart to see Personnel that is/are a member(s). If you know the name of the person you need to create Entitlement for you can use the search function. Then click display results
     • In the Table below you will see:

A. Previous Year Entitlement for Absences type “Sickness”
B. Previous Year Entitlement for Absences type “Vacancy”
C. Previous Year Remaining Days from Entitlement of Absences of type “Vacancy”
D. Standard Entitlement for Absences type “Vacancy” for current Year
E. Calculated Entitlement that sums up Previous Year Remaining Days (C) + Standard Entitlement for this Year (D)

The calculated entitlement number will be added to the person when the Create Entitlement button is clicked.

To see data in the Entitlement Setup table, you first need to create the Regional Settings Schedule for a Region and then have applied that “Region Code” to the Person. Also, the Contract Start Date is needed.

1. • When you next view a person, you will see that entitlements have been set for them. At this point, you can:
     • Add extra Entitlement for this person. Click on the + Icon, type the number of days, select the Entitlement type (Basic setup, Credit, Overtime, Sickness) and add a description. Add the valid from date, decide whether this Entitlement can be used on Carry Over and click the checkbox. Click on Save or Save and New to proceed.
     • Alternatively, you can select and delete the Entitlements

2. Click on Absences in the left panel to check Absences for the person. You will see all approved absences by Leave type with information about their duration and scheduling

Manage multiple Personnel

You can check or manage multiple Personnel at the same time.

1. Go to Packages > HR Automation > Personnel
2. Select multiple Personnel and perform the following actions:
   • Delete: to delete. A confirmation box will appear
   • Link with: to add a new Link between this Personnel and any other Comidor object e.g. a Project, an Event, etc
   • Tag: add or apply multiple Tags to selected Personnel. Tags can be marked as a private, group, or internal. Press OK to proceed
   • Email a Survey: send a previously created Survey to the person(s) email (note: you will need access to this feature to perform this action)
     1. Select the Sender Email Address from the email addresses you have connected to your account
     2. Add the sender name that will be viewed in the sent e-mail
     3. Choose the previously created Survey from the list
     4. Supervisor, Admin 1 & 2 are automatically taken from the Survey-Process
     5. Put the Subject that will be shown in the Subject line of the Email
     6. Load a specific <Email Template> from your Mailbox or write your message in the <HTML Editor>
     7. Finally, click on Send to send the Email with the Survey
   • Change Status: Change Personnel Status e.g. active, inactive, retired, etc
   • Copy Schedule: Copy a previously defined Personnel Schedule to a future year

3. Choose to view specific Personnel and click on the Actions Icon to:
   • Export: to export either all Personnel or the current page you are viewing in a .xls file
   • Print: to print the current page with Personnel you are viewing. A new tab will open in your browser. Please, follow the browser’s printing procedure
   • Skills Per Person
   • Overtime to Holidays
   • Copy Schedule for every Personnel

Multiple Personnel Skills

You can manage or search for Personnel based on their Skills.

Go to Packages > HR Automation > Personnel.

Search by Skills

1. Click the Search by skills option to search and find specific Personnel, based on Personnel Name, Title, and other advanced criteria
2. On the left side there is an advanced criteria panel in which you can:
   • Search Personnel based on the Name or Service
   • Select Functional Group that Personnel is/are a member of
   • Division that Personnel is/are member(s) of
   • Choose to view Users only
   • Select a Period (From-To) to identify Personnel that have not been booked
   • Select a specific Service and/or Job Title from the list
   • Specify the Cost Min and Max of this person or Job Title and also choose whether this Cost is External or Internal.
   • Select Status of Personnel
   • Click on the + Icon to add a desired skill. A pop-up appears where you can fill in the previously added skill, the minimum grade and any certification with its authority (if any). Click on Save to proceed. You can continue adding different skills and combine them to find a specific resource to use

Results are displayed on the right side of the screen. Choose to see the results in a different Order (by Name, Cost-Ext, Cost-Int), ascending or descending. You can Quickly add a Task to that specific person.

The post Personnel (HR Automation) appeared first on Comidor Low-code Automation Platform.

The post Job Titles (HR Automation) appeared first on Comidor Low-code Automation Platform.

• Only managers can access their team’s absence requests.
• A user can check their Absences from their User Profile or via HR Automation > Absence Management
• Entitlement must be set up for each user for the current year which will allow for accurate calculation of Absence Days.

Submit a new Absence Request

1. There are two ways to add a new absence:
   • Go to Packages > HR Automation > Absence Management. Click on the + Icon
   • Add a Quick Absence by clicking on the Quick Add Icon on the left side of the screen
2. In the form complete the following fields:
   • Title – the Absence Request title
   • Basic Info – e.g Type of Absence Request (holiday, short term leave, a holiday from overtime, sickness, long service leave, maternity/paternity Leave). Only System Admins have the ability to add an Absence for a person other than themselves.
3. In the Scheduling section of Absence Request, you can see the following:

• • The previously set Entitlement for the Absence types. You can also view the Absence Balance (which are the remaining days) and the Approved days of that type to date
  • Sickness Entitlement refers to previously set sickness entitlement
  • Start and End Dates of Absence Request must be added. For Absence Request of short term leave, you can set the time-frame. For half day Absences, please also specify the time. Public holidays and non-working days (Region Schedule) will have been added through the Business Setup and then each new person will have been assigned to a specific Region Code. The duration of the Absence Request excludes the region’s Public Holidays and non-working days
  • Add a description
  • Select the desired Save option (refer to Quick Reference Guide)

A notification is sent to the user’s Manager who has access to your Absence Request. The user is notified about the decision.

Review Absence Request

In order to review absences,

• Go to Packages > HR Automation > Absence Management

Depending on your managerial role, you can view Absences for the Personnel you manage and whether the requests are approved, pending or rejected. Non-managerial users can only see their absence requests and whether they have been accepted or rejected. Pending in the “approval state” filter is pre-selected. In the table:

• Approved Absence Requests will be Completed.
• Approved but Red Canceled means that it was initially approved by the Manager, but subsequently called-off (rejected) by the Manager.
• Approved but Black Canceled means that it was initially approved by the Manager, but subsequently called-off
• Rejected by the Manager is indicated also as Red Failed

Another option to viewing your Absence Requests (and whether the requests are pending, approved or declined) is from the user profile in the absences link in the left panel.

Users can also view their team Absence Requests (pending, approved, declined) from Absence Calendar and Absence Report.

Accept or Decline an Absence Request

When an Absence Request is submitted a System Notification is sent to the Manager of the person with information about the request.

The manager can then act upon the absence request.

1. In the form that opens in the Absence Request summary tab, check the basic info of the Absence Request
2. Check the scheduling of the Absence Request. This gives information on the duration, the entitlement and balance of that specific type of Absence Request. A description of the Absence Request will appear here
3. The manager can check Assigned Tasks, Work Packages and Projects for that person for that specific time frame. This allows the manager to make an informed decision on whether to approve or reject the Absence Request
4. The manager can also see more information about past or scheduled Absences for the person from the user Absence Report tab.
5. There is an option to communicate with the person by using Notes-Notifications via the discussion board

6. The manager can Approve or Reject the Absence Request by using the green/red buttons on the top right. However, the manager cannot delete an Absence Request unless they are a Data Manager user or have actually created that Absence Request

When the Absence Request is approved or rejected, the person who submitted it will receive a System – Notification with the decision.

Rejected Absence Requests are turned automatically to Failed Processes, approved Absence Requests are turned to Completed and Absence Requests that have been initially accepted but then called-off, are turned from Completed to Cancelled Processes.

Where a person has been assigned a task during the period of the Absence, a pop-up will appear for the manager asking him to confirm whether this Absence will be Approved and that this Task will be re-assigned or Rejected.

A System – Notification will be sent to the assigner of the task to inform them of this approved Absence Request which will impact the task scheduling.

Edit an Absence Request

A user who has requested an Absence and any “Data Manager” can view, edit or delete the user’s Absence Request. 

Click the pending Absence Request you want to edit from the list of Absence Requests.

1. Click on the Pencil Icon to edit the form
2. Amend any information as required
3. Select the desired Save option (refer to Quick Reference Guide)

Cancel an Absence Request

A manager of a User that has requested an Absence can call-off (reject) a previously approved Absence Request.

1. Click on the approved Absence Request you want to cancel from the list of Absence Requests
2. Click on the Cancel Request button on the top right of the Absence Request view

A Notification will appear confirming that the Application has been canceled.

Delete an Absence Request

A user that has requested an Absence and any “Data Manager” can view, edit or delete the user’s Absence Request.

1. Click on the pending Absence Request you wish to delete from the list of Absence Requests
2. Click on the delete button on the top right of the Absence Request view

A confirmation box will appear.

Manage an Absence Request

1. Click on the Absence Request you wish to manage from the list of Absence Requests
2. Click on Absence Approvals in the left panel to check the decision information, e.g. who acted upon the request, date and time of the action, etc
3. Click on the tags link to add a new tag to that Absence. You can also manage existing tags that have been previously added. Adding tags to Absences will help in grouping, filtering and finding them
4. Click on the links tab to add a new link between this Absence Request and any other Comidor object e.g. a Project, an Event, a Job Title, etc

Manage Absence Requests

Click on Packages > HR Automation > Absence Management

Depending on your role you can view Absences and their approval status for yourself and your team.

Multi-check Absence Requests to link them with any other Comidor object e.g. a Project, an Event, a Job Title, etc.

Absence Calendar

1. Click on the Absence Calendar option on the Unit Title bar.
2. You will see Absences per personnel. In the filters section you can select between Business Organization filters (Functional groups, Divisions, Offices), User filters (User Name, Team Name – from the ones you are a member of) and Absences filters (Leave type, Approval status). You can also choose to hide empty rows
3. Click on execute to check the calendar or on clear to clear up filters
   • Green with green line – Approved Absence Requests
   • White with red line – Rejected Absence Requests
   • White – Pending Requests
   • Red with green line – Approved Requests subsequently canceled by a Manager
   • White with green line – Approved Requests subsequently canceled by the requestor
4. Navigate to previous or future weeks with the arrows, click on the small calendar icon to select a date or navigate back to the current date

Absence Report

There, you may see depending on your managerial role, yours and your team’s Absence, approved, pending or rejected. Personal Absence Report is available also through your User Profile.

1. Click on the Absence Report option on the unit title bar
2. Choose up to which Year you want to see the Absence Report results and then:
   • Selecting Absence Type, specify the Absence Request type to view a report with all Personnel’s Balance, Entitlement and Requested Absences by each month
   • Selecting Status (Pending, Approved), you can specify the Absence Request Status to view a report with all Personnel’s Balance, Entitlement and Absences for that status by each month
   • Selecting Personnel you can specify the user to view a report with all Personnel’s Balance, Entitlement and Absences, by each month
3. Click Fetch to view the report

The post Absence Management appeared first on Comidor Low-code Automation Platform.

• “Search by Skills” and “Skills per Person” features are also available through Personnel
• Skills can be used in conjunction with Job Title. To do this associate Skills with a Job Title
• Skills can be added to specific Personnel by their Manager, either manually or while allocating Job Titles to Personnel

Create a new Skill

Go to:

1. Packages > HR Automation > Skills
2. Click on the + icon to add a new Skill
3. Fill in the Basic Info such as the Category of Skills and then add the Skill Name
4. Fill in the Description and select the desired Save option (refer to Quick Reference Guide)
5. When the information is saved the Skill Levels can be added by clicking on the Levels tab:
   • Click on the + icon to add a new Level
   • Choose whether this level applies to all Skills of the same category – this will automatically apply the level to all Skills of the same category.
   • Give the Level a number (i.e. 1,2,3,…)
   • Add a Title for the Skill
   • Choose the Colour
   • Add a Description
   • Press Save and Save and New to proceed, or Cancel to cancel the process

Edit and Manage a Skill

Go to:

1. Packages > HR Automation > Skills
2. Select a skill from the list
3. In the Summary tab click on the Pencil Icon on the top right to edit the Skill information
   • Edit any field (Category, Skill name, Description)
   • Select the desired Save option (refer to Quick Reference Guide)
4. In the Levels tab click on a Level and then on the Pencil Icon to edit it:
   • Choose whether this level applies to all Skills of the same category – this will automatically put this level in all Skills of the same category
   • Change the Level number (i.e. 1,2,3,…)
   • Change the Title for the Skill
   • Adjust the Color
   • Change the Description
   • Press either Save to proceed or Cancel to cancel the process.

5. Click on the Actions Icon to edit the Skill. Click on:
   • Delete: to delete Skill. A confirmation box will appear.
   • Print: To print the current view of the Skill. A new tab will open in the browser where you should follow the relevant printing procedure. Users can print using the Printer icon
   • Link a Skill with another Comidor object, e.g. a Project, an Event, etc
   • Click on Notify to send Notification to specific groups, users, or external recipients via email (provided that you have already connected your email in the system)
6. Click on Tags to add a new Tag to that Skill and mark the tag as a private, group, internal or public. Edit tags that have previously been added to the Skill. Adding Tags in Skills assists with grouping, filtering, and finding them
7. Click on Links in the left panel to add a new Link to this Skill and any other Comidor object e.g. a Project, an Event, a Job Title, etc

Manage multiple Skills

Go to:

1. Packages > HR Automation> Skills
2. Select multiple Skills from the List to:
   • Delete multiple Skills at the same time. A confirmation pop-up box appears
   • Change the category of Skills.
3. Click on the Actions Icon to:
   • Export the view or results to .xls
   • Print the current view
   • View the Skills Levels table where you can manage, print or export all Skills Levels

Skills Report

Go to:

1. Packages > HR Automation > Skills
2. Click on Skills Report on the top right
3. Filter results by selecting the Divisions, Company or Employee to search
4. Click on Fetch to get the results. Print and Export the Results to .doc or .xls

Search by Skills – Skills per Person

In Personnel search for Personnel based on the selected Skills. Check the Skills per Person table which identifies all the skills that are assigned to each person. The search Personnel option is also available in a Project.

In the Skills per Person table view, all the Skills added to Personnel with Levels, Colours, Certifications, etc.

Divisional Report

In the Divisional Report view Skills added to Personnel by Divisions/Companies.

Go to:

1. Packages> HR Automation > Divisional Report.
2. Filter results by selecting the Division, Company, Skill or Employee
3. Click on Fetch to get the results

The post Skills (Skills Management) appeared first on Comidor Low-code Automation Platform.

Plan a new Training

Go to Packages > HR Automation > Trainings.

Then click on the “+” icon to continue.

Training Scheduling

1. Add basic info for the Training:
   • Add the subject of the Training
   • Select its Process Business Category and the secondary Category
   • Specify the user who is the organizer
   • Add the location details
   • Set up who will have access to this Training and can join
   • Add a short description
2. Set the Planning Schedule for the Training:
   • Add the scheduled start and end dates and times
   • Add the Timezone
   • If you select a Region Code, a calculated duration for this Training will appear. Select it or fill in the scheduled duration of the Training
   • If you wish, check to copy Planning in the Training’s agenda. (This means that for a Training that will last for less than one day, the Start and End Times will be used for the Agenda; if you need to split up Training sessions over a number of days, keep it unchecked)

3. Add related objects for the Training:
   • Add any Account that might be related with this Training
   • Specify the Functional Group, Division, Office that is related to this Training
4. Select the desired Save option (refer to Quick Reference Guide)

Events Calendar – Agenda

1. Click on Event Calendar in the left panel to add information for the Training or whilst in the summary tab press the button next to Event Calendar
   • If you have selected to copy scheduling in the Agenda, you will have already added the session in the Agenda. If you have not selected to copy scheduling in the Agenda, just click on start Training day in the calendar. A pop-up window appears
   • Specify Start and End dates and times. Time proposals are the suggested duration based on the other events added in the Training agenda
   • Add the scheduled duration of the Training in hours
   • Add a title and click save
   • Continue adding any other events you wish in the Training Agenda

1. • You can manage an existing event in a Training Agenda by clicking on it. You can either edit details and press Save or you can Delete the event
   • Navigate to the Agenda Calendar by using the left and right arrows Switch to Monthly, Weekly, Daily view

Training Files

Clicking on Attachments in the left panel you can add any file relating to the training by either uploading a file from your desktop or attaching a link from the web or linking a file from Comidor Files (DMS). Click on an existing file to open it (downloading and previewing of current and previous versions are available), rename it, or delete it. By clicking to enter a file, you can see if there were any previous versions of the file.

Invite Participants

In summary on the right hand side, click on the + icon next to the Participants section to start sending invitations to other users. In the pop-up that appears, specify participants (users and groups of people that you would like to invite) and choose whether to notify new participants via email. Click Save to proceed or Cancel to cancel the procedure. Participants will be notified upon the creation of the event.

Big Blue Button option: Open Source web conferencing system designed for online learning

1. Press Create Meeting Link to create the link for the meeting

2. Press Start or Join Meeting if you participate in this meeting and a new tab will pop up with your name

3. To invite non Comidor users, press Send Email Invitation and choose from the list of your contacts. An email will be sent to the contacts with information on the event and the link to join the event

This is the email the non Comidor user will receive, with all the necessary information in order to join the meeting.

Pop – Up tab after starting/ joining the meeting

1. Select how you want to connect (Microphone/ Listen Only). Once you join, you can activate your camera as well.

On the left side, you can see the public chat, notes, and participants. The presenter can share his screen, a video link, or  a presentation. There is the option of Whiteboard to write something down during the presentation. A polling option, and take over the “presenter” option are available, too.

Respond to a Training Invitation

1. Go to Packages > HR Automation > Trainings. Click on the Training you wish to participate in. Users can also click on the Event-Notification you received

2. In the Training view on the top right, you can specify the participation (Confirmed, Declined, Maybe). Also, you can download the .ics file to include the Training event in your email calendar
   
3. If participation is confirmed, new Tasks will be added to the participant’s Calendar and the hours for the related day(s) will be booked for the specific person

 Edit a Training

1. Go to Packages > HR Automation > Trainings. Click on the Training you want to edit
2. Click the Pencil Icon to edit the Training’s information. Adjust any information you wish. Select the desired Save option (refer to Quick Reference Guide)
3. To edit the Event Calendar, click the Pencil Icon next to the Event Calendar section and perform the same action you performed on the Training planning
4. Click on Tags on the actions button to add a new Tag to that Training. You can also manage existing tags. Adding Tags in Trainings will assist with grouping, filtering, and finding them
5. Click on Links on the actions button to add a new Link between this Training and any other Comidor object e.g. a Project, an Event, a Job Title, etc
6. Click on Notifications and you can see all the System-Notifications that were sent to participants. You can check whether the participant has seen the Notification and the Date and Time it was seen. You can also check if they have removed the Notification
7. Click on the Actions icon to perform the following:
   • Refresh – to check the instant updates
   • Delete – to delete the Training. A confirmation box will appear
   • Link with – Link this Training with any Comidor object (another process, account, contact, project, opportunity, etc.). A pop-up window appears
   • Notify – Notify a person or group of people regarding this Training. Ensure that people notified have access to the Training
8. Add a comment to the Training process using the Comment Icon. Users who have access to the Training will receive a Note-Notification. The comment can be added using a simple or enriched HTML Editor (Open editor). Users can click on refresh to see new comments; click on Show More or Show Less to see the number of comments they wish below a Training
9. Finally, change the Process state by clicking on the state field on the top right. Then select the state of the process. Changing the Training Process from Confirmed to Running should be performed by the Training Host or Creator.
   • Select Scheduled in order to schedule respectively the Training Process that is about to start. A new pop-up window appears where you can now set a different start time and date or accept the suggested time and date. Click on Save
   • Select Running and a new window appears, where the user can set the execution time and this will update the Training state
   • Select Paused in order to pause a Training Process. A new pop-up window appears and users can see the update in execution information
   • Click on Failed on a Training Process that failed to be completed, update start and end dates and times, duration (suggestion of tracked or computed durations are available), and quantity and click on Save. See the update in Training Process execution information
   • Click on Canceled for a Training Process that has been canceled, update start and end dates and times, % of completion, and click on Save. This will update the Training Process execution information
   • Click on Completed to set a Training Process as complete. Update start and end dates and times, duration (suggestion of tracked or computed duration are available) and click on Save. See the update in Training Process execution information

 Trainings Report

1. Go to Packages > HR Automation > Trainings
2. Click Training Reports on the top right of the screen to track all completed hours of Training for your Personnel. This report can also be accessed from the People Dashboard’s Actions Icon
3. To run a Personnel Training Report with all Training dates and hours that the Personnel has participated in:
   • Select Personnel option in Report
   • Specify the search in specific functional Group and Division
   • Select the Training
   • Zoom-in on a specific Personnel’s hours or in a specific role (Service)
   • Specify the dates range and click Fetch to get the report

4. Alternatively, if you wish to run a Training Participants Report with the Training hours of all participants:
   1. Select Training option in Report
   2. Specify the search in specific Functional Group and Division
   3. Select Training.
   4. Zoom-in a specific Personnel’s hours or in a specific Role (Service)
   5. Specify the Dates range and press Fetch to get the Report

Manage Trainings

1. Go to Packages > HR Automation > Trainings
2. Select the Training(s) you wish to manage from the list. Then, choose:
   1. Delete – to delete the selected Training(s). A pop-up confirmation box appears
   2. Link with – to add a new Link between this Training and any other Comidor object e.g. a Project, an Event, etc
   3. Export to .ics to download .ics file

The post Trainings (HR Automation) appeared first on Comidor Low-code Automation Platform.

Managers have access only to their Personnel requests. The user can check only his applications.

Submit a new Request

1. Go to Packages > HR Automation > Employee Requests.
2. Then, click on the + icon to continue. Otherwise, you can add an Employee Request by pressing the quick add, on the right side of your screen.
3. In the form that opens, you should complete the following fields:
   • Title: This will be the request title
   • Basic Info, such as the type of request, which can be selected from the list.
   • If applied, Start and End Dates and Times of request can be added. The calculated duration of the request excludes that Region’s Public Holidays and non-working days.
   • Fill in a Description and click on Save or Save and New to save the new request. Alternatively, click Cancel to cancel the procedure.

Review Employee Requests

1. Go to Packages > HR Automation > Employee Requests.
2. There, you may see your own accepted, pending, or declined Requests and Requests that were added by Personnel that you are a Manager of.

Accept or Decline a Request

When a request is submitted, except viewing Requests through Employees Requests Unit, also a System-Notification appears to the Manager with info about who has requested a new request.

The Manager has the right to decide upon the employee’s request.

1. In the form that opens in the request Summary tab, you have to check the Basic Info of Application, focusing on the Type of it.
2. Then, below it, you can check the Scheduling of the Application. Focus on duration, for applications that refer to days. Finally, a Description of the Application may be there, too.
3. As a Manager, you can Approve or Reject the request from the green/red buttons on the top right. If Rejected, you may add a rejection reason, too.

You are not allowed to Delete Requests, except if you are a Data Manager User, or you have a Manager role or you have created that request.

When a request is being approved, or rejected, the user who submitted it, will receive a System-Notification, upon the decision and with info such as who has been decided upon it. Also, the process has been completed, too.

Edit a pending request

A User that has requested a request, users with Manager role or Data manager can see, edit or delete a pending employee request.

1. Enter the Pending request, you wish to edit from the list of requests.
2. Click on the Edit button to open the edit form.
3. Adjust information needed and then press either Save to save changes or Cancel to cancel the procedure.

Call Off an already approved request

A User that has requested a request can call off this already approved request. Data Managers and Managers can also call off an already approved request.

1. Enter the Approved employee Request, you wish to Call-off from the list of requests.
2. Click on the Cancel Request button that exists on the top right of the request entry.
3. A Notification will appear, confirming that the request has been canceled.

Delete a pending request

A User that has requested a request and any Data Manager User can see, edit or delete this request.

1. Enter the Pending request, you wish to delete from the list of
2. Click on the Delete button that exists on the top right of the request view. A confirmation box will appear.

Manage a request

1. Enter the request, you wish to manage from the list of requests.
2. In the Subprocesses tab create and monitor all subprocesses of this request.
3. Click on the Notifications tab to check System-Notification that has been sent to the Manager. You may check the sent date and time, whether the notification has been disabled and seen.
4. Click on the Related tasks tab to add a new Task on that request and monitor the status of all related tasks. Tasks can be added only in a pending request.
5. Click on the Attachments tab to add one or more attachments from your computer related to this request. You can preview, download, rename, and/or delete the attached files.
6. Click on the Actions button to open a list of actions.
   • The refresh button gives an instantly updated view of this request.
   • Click on Print whether you need to print this request. A new tab opens in the web browser. Click on Ctrl+P to Print, or in the Printer icon. (Changes may apply in different browsers)
   • Click on Link with in order to Link this request with any Comidor entity (another process, account, contact, project, opportunity, etc.). A pop-up window appears.
   • Click on Notify in order to Notify a person or group of people regarding this Application. Watch out to Notify someone that has access to this Application.
   • Create a Duplicate Application based on this one.
   • Click on Link to check the links that were added among Comidor entities
   • Click on Tags to add tags on a request that it may be private, group, internal or public.

Manage requests

1. Go to Packages > HR Automation > Employee Request. There, you may see your accepted, pending, or declined requests and requests that were added by Personnel you Manage.
2. Multi-check requests, so as to:
   1.  Link them with any other Comidor entity e.g. a Project, an Event, a Job Title, etc.
   2. Add Tags add a new Tag) on that request that it may be a private, group, internal or public.
   3. Click on the Actions button to Print or Export the current requests view.

The post Employee Requests (HR Automation) appeared first on Comidor Low-code Automation Platform.

• Approved Hours
• Hours per Employee
• Inflow/Outflow
• HRM Age Report
• HRM Entitlements
• Absence Management (Absence Report)
• Resource Availability Report
• Skills (Skills Report, Divisional Report)
• Training (Training Report)
• Recruitment (Recruitment Report)
• KPIs (KPI Report)

Approved Hours

In the Approved Hours Report, you may check the status of Approval for all the hours worked/traveled from Employees.

Go to:

1. Packages > HR Automation > Approved Hours.
2. Select the Division and Company to zoom-in specific Personnel.
3. Set up the date range by selecting the Year and Week.
4. Select a specific Personnel (User) you wish.
5. Press Fetch to get results.
6. You may Print/Export to .xls the results or press Clear to start applying new filters.

Approved hours are highlighted in blue, pending Hours in yellow (when tracked). 

Hours per Employee

In Hours per Employee Report, you may check all the hours worked/traveled from Employees.

Go to:

1. Packages > HR Automation > Hours per employee.
2. Select the Division and Customer.
3. Select a specific Project, Project Manager, Project Category, State, or Type.
4. Set up the date range by selecting the Year and Week.
5. Select a specific Manager (User) you wish, a Role, an Employee (User), Employee status, and Cost Center.
6. Zoom-in specific Task types or Job Types.
7. Press Fetch to get results.
8. You may Print/Export to .xls/.doc the results or press Clear to start applying new filters.

Inflow/Outflow

In the Inflow/Outflow Report you may check the FTE and # of Personnel entering/outing the company.

Go to:

1. Packages > HR Automation > Inflow/Outflow.
2. Select the Division, Company, Office.
3. Give the Personnel Type, Cost Center, Role, Full Time/Part Time, Gender.
4. Select the Year, Months from, and to.
5. Press Fetch to get results.
6. You may Print/Export to .csv/.xls the results or press Clear to start applying new filters.

HRM Age Report

In HRM Age Report you may have employees ages stats.

Go to:

1. Packages > HR Automation >HRM Age Report.
2. Select the Company.
3. Select a Personnel state (Employee, Contractor, Student, Temporary)
4. Press Fetch to get results.
5. You may Print/Export to .doc/.xls the results

HRM Entitlements

In HRM Entitlements you may check all the Entitlement Days given to Employees.

Go to:

1. 1. Packages > HR Automation >HRM Entitlements.
   2. Select the Division and Company.
   3. Select a Personnel status (Active, Hired, Inactive)
   4. Press Fetch to get results.
   5. You may Print/Export to .doc/.xls the results

The post HRM Reports (Approved Hours, Hours per Employee, Inflow/Outflow, Age Report, Entitlements) appeared first on Comidor Low-code Automation Platform.

Form Designer enables you to design your questionnaire, adding pages and defining the type and the content of the questions per page. Types of questions that you can use are value list, free text, check, and group. There are two options weighted answers or multiple answers. You can define whether the users can edit their answers or view their scores. The Survey Module enables you to create and conduct your own surveys.

• A survey is another process type. It can be sent internally to the personnel, therefore, the person who was selected to answer the survey will be notified and he will be able to complete the survey inside comidor.
• Surveys can be also sent to external contacts or accounts. You can multi-select contacts and send massively the survey. They will receive an email with a link to answer the survey questions.
• In both cases, answers appear in comidor in each survey process. Specifically, there will be information about the people who answered the survey, who opened the survey, and statistics for each question and answer.

Form Designer

Create a Form

1. Go to Packages > Survey Automation > Surveys
2. Click on the ‘+‘ Icon at the top right of the screen to open the “Create” form
   
   
   Add a title for the form, and fill in the basic info:

• • Category: Select a category for the form
  • Link with a table of Comidor
  • Select the options for allowing score view and edit answers
  • Select the owner of the form by selecting from the list of users
    • The supervisor is the Manager of the Department
    • “Administrator” and “Administrator 2” are the people responsible for the Form

Edit a Form

1. Go to Packages > Survey Automation > Survey Form Designer
2. Select the form you want to edit
3. Click on the pencil icon to edit the form
4. Edit the information you want and either click “Save” to save the changes or “Cancel” to close the form
5. From the Actions Icon on the right top of the Form Designer Summary view, you can select:
   • “Delete”, to delete the specific Form
   • or “Print”, if you wish to print the form you are currently viewing
   • “Export Form”, if you wish to export the form
   • “Rights”, to change View/Change Rights. You can choose to give access to a group that you are a member of or select multiple groups and /or users from the Allow option on the left side of the pop-up box. In addition, you can restrict specific users of groups from viewing this object. You can also choose to allow change of an entity from a group that you are a member of or select multiple groups and /or users from the Allow options on the left side of the pop-up box. In addition, you can restrict specific users of groups from viewing this object.
   • “Tags”, if you wish to add a new Tag to the survey e.g. private, group, internal or public. You can also manage previously added tags. Adding Tags to Surveys will assist with grouping, filtering and finding them

Design a Form

1. Go to Packages > Survey Automation > Survey Form Designer
2. Click on a form to open it
3. Then click on the Actions Icon and select “Add Page”
4. The New Form Page window appears, where you should add a title for the page and choose the previous or next page. Click “Save” or Cancel to close the New Form Page or close the window (X)
5. The new page should be added – add as many pages to your form as you wish

Add Questions in a New page

1. Since you have added the pages you want in the form, click on the page you want to add questions to
2. A pop-up window with the title of the added page appears
3. Click “New” (+) at the top left of the window to open the Question Form
4. Set the question and choose the type. Click “Save” to save it or “Cancel” to close the New Question window or close the window (X)
   • If the question type is “Value List,” check the “Is multiple” box if you want the question to be multiple choice
   • Types of Questions:
     • Value List: select your answer from the predefined list
     • Free Text: input your own answer
     • Check: check the answer
     • Group: group a title for the following questions

Edit a Question

1. Click on the page where you want to edit a question
2. A pop-up window with the title of the page will appear. Click on the question you wish to edit
3. Click on the Edit button to open the Edit form
4.  Edit the information you want and click “Update” to save the changes or “Cancel” to close the “Edit Question” window or close the window (X)
5. You can also click on the Delete button and the question will be automatically deleted
6. The user can easily copy question choices by clicking on the fourth button on the top left. A pop-up window will appear, click on a question and click OK to copy its choices or close the window (X)

Surveys

Create a Survey

1. 1. Go to Packages > Survey Automation > Surveys
   2. Click on the ‘+‘ Icon, at the top right of the screen to open the Create Form
   3. Set a title for the Survey and choose one of the added forms
   4. Fill in the Basic Info
      • Click the “Show Percentage Completion” box
      • Select the appropriate Process Type
      • Process Type: Search for a process type and select it or add a new one.
      • Assigned to: Click on the “Assigned to” field to see Comidor Users and Groups. You can assign the survey to as many people or groups as you wish. This means that people you select will be responsible for the completion of the process
      • Select Priority (Low, Normal, High, Top) of the survey
      • Then, you should schedule the survey, and the execution details will be filled after the survey has been started
      • Also, you can link this survey with a related account and a workflow
   5. Add an Issue Description
   6. The status field will be filled when the survey starts. If the survey has already started, ensure you complete those fields as well.
      • The state will be set automatically to “Created” when the user creates the survey. You may change this later to “Confirmed,” “Scheduled,” “Running,” “Completed,” Canceled,” “Paused,” or “Failed.” Survey state will be automatically changed to “Running” and “Completed” when the schedule starts and ends, respectively, provided that you had checked the “Execute automatically” field at the bottom right of your screen
      • Start and end dates & times are the actual execution start and end dates and times. Users can see them when the Survey starts and ends
      • Completed (%) is the percentage of process completion and should be added and managed manually by the Issue
   7. You may also want to add Location Details. Add Country, Address, and City information
   8. In additional info, complete the following fields:
      • Category: which is the 2nd categorization of Processes
      • Responsible group: Select a responsible group for the form
      • Select the Importance (Normal, High, Top) of this Survey
      • When the Region code is set up in Regional Settings, suggested calculated hours give the timeframe of the working hours between scheduled start and end, excluding public holidays, etc.
      • You can link the survey with either a Parent process, a Contact, a Personnel, or a Service. Type some related letters and click on search to find an entity
      • Estimated workload is the actual Survey duration, in hours. You can also select the KPIs. 
   9. Set users that will be Administrators and Survey Supervisor. Practically, this means that these users will have access to the Survey even if you did not add them in the Basic Info above
      • Send notification to: Add Comidor Users and Groups you wish to receive a notification when someone comments on the survey
      • Additional access: People or groups that should have access to the survey without necessarily having to act upon it
      • Change rights: People or groups that can edit this survey details in the future. The choice, “Everyone,” is set by default. This means that everyone with access to this Survey will have the right to modify it
   10. Select the desired Save option (refer to Quick Reference Guide)

Create from Template

1. Alternatively, go to The Left Side Of Screen > click on Quick Add > Process
2. A new pop-up window will appear. The user should select an existing survey as a template.
3. Depending on the template you choose, different form will appear. Add the new title, and select scheduled start date, importance and related account, add the description, upload a file, and finally click Save or Cancel.

View and Manage a Survey

1. Go to Packages > Survey Automation > Surveys
2. Click on a survey to view its details. Click on the Form and you will be automatically transferred to the form designer unit so that you can view and manage the specific form
3. View the summary and the information about the survey. Click on the form and you will be automatically transferred to the Form Designer Unit, to view and manage the specific form
4. Click on “Results” to view all the results of the answers that have been given to the specific survey
   • The results of the survey appear as a pie chart which can be printed or exported to raster or vector image
5. Click on answers to view all the answers that have been given to the questionnaire of the specific survey
   • Click on a form and you will be automatically transferred to the Form Designer Unit so that you can view and manage the specific form
   • Click on the Title to view the answered questionnaire
6. Get a full Process analysis in Dashboard. Information such as percentage of Survey completion, time tracking, task count tracking, and tasks workload in hours can be viewed here
7. Click on Notifications in the side-box to see all the notifications that have been created and sent regarding the specific Survey
8. Click on Tags and Links in the actions button to tag a survey and link it with other Comidor entities such as Accounts, Contacts, Projects, Opportunities, Messages, Files, etc.
9. Change the Survey state by clicking on the state button on top right. Then select the state of the process.
10. Select the desired Save option (refer to Quick Reference Guide)
    • Select either Confirmed or Scheduled, to verify and schedule the Survey that is about to start. A new pop-up window will appear, where you can set a different start time and date or take the suggested time and date. Click on Save
    • Select Running and a new window will appear where the user can set the execution time
    • Select Paused to pause a survey for some time. A new pop-up window will appear where the user can see the update in execution information
    • Select Failed on a Survey that failed to complete, update start and end dates and times, duration and quantity, and click on Save
    • Select cancelled on a survey that has been canceled, update start and end dates and times, percentage of completion, duration, and quantity, then click on Save
    • Click on completed to mark a Survey as complete. Update start and end dates and times, duration (suggestion of tracked or computed duration are available), and quantity, then click on Save. See the update in Generic Survey execution information
11. Finally, click on New answer, in order to send the form of this Survey to the Users you wish to answer it.
    • A new pop-up window appears. Select the Personnel and the Editor and choose the Access rights. Click on Save.
    • The Form ID and Link with table fields will be automatically completed.
    • Select the contact who is evaluated.
    • The editor is the person who answers the Form.
    • Choose private in the Access rights field so that only the creator can view the answer, internal so that everyone in your company can view it or public so that every user can view it.

Add Tasks & Files in a Survey

Tasks setting is necessary to schedule work that should be performed by multiple people and groups. Add a quick Task by clicking on the ‘+’ Icon.

A new form opens. You can create multiple Tasks, enter and monitor them from this point. Click on refresh to instantly see all new-added tasks in the form.

You can easily upload related files straight from your desktop, attach an existing Comidor file, or a file URL by clicking on the Earth icon. Click on a previously uploaded file to open (downloading and previewing of current and previous versions are available), rename or delete it.

Discuss a Survey

Users that have the right to view a survey can also read any discussion that occurs inside that process in Notes.

• Add a Comment using a simple or enriched HTML Editor (Open editor)          

HTML editor (Open editor) equips you with many formatting options and allows you to submit comments with bolds, italics, hyperlinks, tables and more other options.

• Users can click on refresh to see new comments. Click on “Show More” or “Show Less” to view the number of comments they wish

Only people in groups you have added in the “Send Notification to” field will receive notifications in the Notifications Bar about these comments.

Edit Surveys

1. Go to Packages > Survey Automation > Surveys
2. Click on a Survey from the list view to enter and manage it.
3. Click on the pencil Icon to edit the Survey details
   • Edit button only appears to people that you have added in Change Rights field of a process
   • Select the Save option (refer to Quick Reference Guide)
4. Click on the Actions Icon to open a list of actions
   • Select “Delete” to delete this survey. A check pop-up window will appear
   • Click on “Print” if you need to print this Survey view. A new tab will open in the web browser. Click on Ctrl+P to Print. (the print process may change in different browsers)
   • Click on “Link with” to link this Survey with any Comidor entity (other process, account, contact, project, opportunity, etc.). A pop-up window appears
   • Click on Notify to notify a person or group regarding this Survey. Ensure to Notify anyone that has access to this Survey
   • Click on Links to check with which entities this survey has been linked
   • Click on Tags to see all the tags associated with this survey
5.  In the List view of Surveys, check multiple Surveys and perform actions on them
   • Select “Delete” to delete the Surveys
   • Click on “Link with” to link these Surveys with any Comidor entity (other process, account, contact, project, opportunity, etc.). Follow the “Link with” procedure
   • Click on Change State to change the state of a survey and then select the state of the Surveys
   • Or click Tag to apply multiple tags at once
6. Click on the Actions Icon and choose:
   • “Export” to open the Survey(s) in an MS Excel file
   • “Print” to open the table of Surveys in a new tab so that you can print it. Follow your browser’s default printing procedure
   • “Statistics” to view the answers of the Surveys in column charts grouped by page and question
     • The Unit Form Statistics will open in a new tab
     • Select the form from which you wish to view the answers in column charts. Then, press enter to proceed

Surveys Answers

1. To access Survey answers, go to Packages > Survey Automation > Surveys
2. Choose the “Answers” tab on the top right of your screen. A new tab will open where you can see the survey answers you have created or have answered

Creating a Survey Answer

1. Click on the “+” Icon, in order to create a new Survey Answer
2. Then, select one of the saved Surveys, choose the Contact, the Editor and set the Access rights
3. Choose between:
   • “Save and New” to save the Survey Answer and open the Create Form for a new Survey Answer
   • “Save” to save the Survey Answer
   • “Cancel” to erase all the information and close the create form without saving

Answer a Survey

1. Click on the Survey Answer you want to answer to open it
   • Click on a Survey and the Surveys Unit will open in a new tab. From this point, you can view and manage the specific Survey
2. Then, answer the questions of the page and click to answer the questions of the next page
   • In the same way, answer all the questions of the Form
3. Click on Finish to finish answering the Form
4. View the score
   • You can also view the score by clicking on “Score” at the left side box
   • The editor can view the score only if the creator of the form has checked the “Allow score view:” box in the Survey
5. There is an alternative way for users to answer a Survey that they have access to
   • Particularly, an employee can go to Packages > HR Automation > Personnel
   • Search for your name and click on it, to be transferred to your Personnel entity
   • Click on the “Form Answers” tab on the left side menu
   • You have to search and find that Survey entity, choose Editor from the users, and Access rights of the response
   • Then, select between “Saving,”  and “Saving and creation of new response”. Otherwise, click Cancel to go back to the Personnel entity
     • The same tab of Form answers will appear in the Contacts and Accounts units

Manage Survey Answers

1. To begin with, click on Tags on the actions icon to add a new tag to the Survey Answer to make it “private,” “group,” “internal,” or “public.” From this point, you can also manage old tags that have been added on the Survey Answer
2. Change the view and rights in a Survey Answer by Clicking on Rights
   • When selecting the Change Rights tab, you can choose to allow change from a group that you are a member of or select multiple groups or users from the “Allow” options on the left side of the pop-up box. Also, you can Restrict specific users or groups from viewing the Survey Answer
   • When selecting the View Rights tab, you can give access to a group that you are a member of or select multiple groups or users from Allow options on the left side of the pop-up box. You can also restrict access to specific users or groups
3. Click on the Actions Icon of a survey answer to perform extra actions, such as:
   • “Delete” to delete the Survey Answer. A pop-up confirmation box will appear
   • or “Notify,” to send Notes-Notifications to specific Comidor groups, Comidor users, or external recipients via email; provided that you have already connected your Email to the system
4. You can delete multiple Survey Answers at once. In the Survey Answers view, check the unwanted Survey Answers and click “Delete”

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