Dossier

You can authorize the head of department to view their employees’ data (Employee Card) as well as the dossier entries filed for the employee. By means of restrictions per document type in the employee dossier you can block individual types for the head of department.

The head of department must be a user. Together with your administrator or your partner, enter the corresponding default permissions (SWS-*, usually grant read access rights only).

The setup continues in the Employee Card in the Department field. Assign the supervisor to the corresponding department.

Switch to the user settings and select the two columns Department Permissions and Employee No. Enter the head of department under User ID, place a check mark next to department permissions and enter their staff number in the Employee No. column.

The head of department now has access to the staff card of their employees and can see the contents. S/he also has access to his employees’ dossier.

You can select the Person in Charge Access column in the Document type column of the employee dossier. Place a check mark next to the document types the person in charge is allowed to view.

Example

You have defined the following document types:

- curriculum vitae

- payslip

- wage statement

- reports

- medical certificates

You want to give the head of department access to all document types, except for medical certificates, because they contain sensitive data. Then please put a tick in the Person in Charge Access column, except for the medical certificates type.

Using ‘File ZIP archive import', all ZIP archives can be imported directly into the personnel file and then transferred directly to SwissSalary Direct (only PDF files). This function is suitable, e.g., for mass upload of personalized documents like company-specific hour card. A prerequisite for this is that personnel number with an ‘underline’ goes first in the file name.

Example:

sending of the hour card for employee 1001 of August 2021.

File:

1001_Stundenkarte 2021-08.pdf

Usiing SwissSalary Direct settings, ‘Send documents to’ option can be used to choose whether documents should always be sent to ‘All employees’ or to ‘Registered employees’ only (SwissSalary Direct). We have improved the filter for the ‘registered employees’ option.

In addition to payslip and salary certificate, the report card can now also be sent via SwissSalary Direct. In doing so, we fulfill an often mentioned request of our customers.

Please note that you must create an entry in the employee dossier. To do this, go to the Document type column, select the Report Assignment column and assign the report card value to the corresponding code. After this assignment, you can send the documents, as customary for payslip/wage statement.

Document types in the Personnel file can be translated again. There is the ‘Translation’ item in the ribbon used to translate the text of the document type into another system language (DES/FRS/ITS/ENU). For example, if you change the system language from ‘German (Switzerland)’ to ‘French (Switzerland)', you will find the document type rewritten in French (if translated in the table).

In SwissSalary 365 (cloud), documents can be uploaded directly to the personal file using drag and drop. To do this, open the corresponding file, select document type, click “Import” at the top and then drag the document with the mouse onto the button in the file. The “+ Copy” sign will appear, drag the document there. It is now automatically uploaded directly to the file without intermediate storage. This can be done, for example, from Outlook or Explorer.