Organisational roles need to be linked to the actual employee record of the user that will be fulfilling the role on PeopleXD. Hence, organisational roles cannot be assigned to external users.
For example, in order for an employee to receive notifications as the Head of Department for the Technology department, their PeopleXD employee record needs to be flagged with the corresponding org role for that organisational unit.
Assign a role via the Maintain Org Roles screen
Back Office: Click CorePersonnel, Reference, Maintain Organisational Roles
Portal: Go to People Management, Data Centre, View all, Maintain Organisation Roles
Use the Structure drop-down and select the required Org Structure.
This will be defaulted if there is only one structure set up on PeopleXD.
Select the Organisational Group that the role will be defined against. E.g. Department for the Head of Department; Pay Group for Payroll Salary Approver; Work Group for Reports to Manager etc.
The Group Item list will update to display all of the items that are currently defined on the system, for the selected group.
From the Group Item list, select the required level. Any employees that already have an org role for that group will be listed on screen.
To assign an Org Role for the selected level, click into the next available row on the centre of the screen.
Click the Date From field to make row editable.
Use the Role drop-down and select the Org Role.
Enter a Date From. Format DD-MON-YYYY. This is the date the employee will be recognised on PeopleXD as having that role.
Enter a Date To. Format DD-MON-YYYY. This is optional. Identifies the date that the employee ceased in that role.
Update Person field. Directly input the personnel number if known.
Click Save. That employee is now identified as having the org role for the selected element of the organisation. They will now be able to engage in any system processes that use that org role on PeopleXD.
Assign a role via the Maintain Org Roles by Person screen
Back Office: Click CorePersonnel, Reference, Maintain Organisational Roles by Person
Portal: Go to People Management, Data Centre, View all, Maintain Organisation Roles by Person
Search for the employee using a variety of options:
Use the search option at the top of the screen to do a keyword search on employee name, enter the employee name.
Click Find. The active employees matching the search criteria entered will display on the Personnel No list on the left.
Click the employee that the Org Roles should be assigned to. Any org roles already assigned to the selected employee will be listed in the centre of the screen.
To assign an org role to the selected employee, use the Structure drop-down and select the required Org Structure. This will be defaulted if there is only one structure set up on PeopleXD.
Use the Role drop-down and select the Org Role.
Select the Organisational Group that the role will be defined against. E.g. Department for the Head of Department; Pay Group for Payroll Salary Approver; Work Group for Reports to Manager etc.
Enter a Date From. Format DD-MON-YYYY. This is the date the employee will be recognised on PeopleXD as having that role.
Enter a Date To. Format DD-MON-YYYY. This is optional. Identifies the date that the employee ceased in that role.
Select the Org Group Item. This list is directly related to the Org Group already selected e.g. a list of departments if the Org Group is set to Department.
Click Save. That employee is now identified as having the Org Role for the selected element of the organisation. They will now be able to engage in any system processes that use that Org Role on PeopleXD.