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
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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
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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
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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
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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
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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.
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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
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
Setting Options Description
Messaging Settings
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Setting Options Description
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.
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Setting Options Description
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.
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Setting Options Description
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.
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Setting Options Description
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.
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Setting Options Description
Kronos TKC Pay Code File The path and filename for the Kronos TKC Pay
Code File.
This field is only shown if you select Kronos TKC
on the Export T&A System drop-down list.
Kronos TKC Schedule Shift
File
The path and filename for the Kronos TKC
Schedule Shift file.
This field is only shown if you select Kronos TKC
on the Export T&A System drop-down list.
Default Kronos TKC Paid Pay
Code
The default code for the Kronos TKC Paid Pay Code file.
This field is only shown if you select Kronos TKC
on the Export T&A System drop-down list.
Default Kronos TKC Unpaid
Pay Code
The default code for the Kronos TKC Unpaid Pay Code file.
This field is only shown if you select Kronos TKC
on the Export T&A System drop-down list.
Kronos WTK Export File The path and filename for the Kronos WTK export file.
This field is only shown if you select Kronos WTK
on the Export T&A System drop-down list.
MitreFinch TMS Export File The path and filename for the MitreFinch TMS export file.
This field is only shown if you select Kronos WTK
on the Export T&A System drop-down list.
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
on the Export T&A System drop-down list.
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Setting Options Description
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
Time and Attendance system
is mapped to the Phase field
in ConnX.
This field is only shown if you
select TimeTEQ or iDtec on
the Export T&A System drop-
down list.
Task The Department Code in the
Time and Attendance system
is mapped to the Task field in
ConnX.
This field is only shown if you
select TimeTEQ or iDtec on
the Export T&A System drop-
down list.
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Setting Options Description
Role Code Maps to Activity The Role 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 Role Code in the Time
and Attendance system is
mapped to the Phase field in
ConnX.
This field is only shown if you
select TimeTEQ or iDtec on
the Export T&A System drop-
down list.
Task The Role Code in the Time
and Attendance system is
mapped to the Task field in
ConnX.
This field is only shown if you
select TimeTEQ or iDtec on
the Export T&A System drop-
down list.
Employee Identifier Employee
Login Id
The Employee Login ID is
used as the Employee
Identifier in ConnX.
This field is only shown if you
select TimeTEQ on the Export
T&A System drop-down list.
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Setting Options Description
Employee
Export Code
The Employee Export Code is
used as the Employee
Identifier in ConnX.
This field is only shown if you
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.
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Setting Options Description
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.
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Setting Options Description
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.
Setting Options Description
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Setting Options Description
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
The related information is automatically
added to ConnX during the import
procedure.
Manually
Verify
You must view and accept the related
information before it is added to ConnX.
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
information before it is added to ConnX.
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Setting Options Description
Existing Employees
Employee
Personal Details
Auto Accept
All
The related information is automatically
added to ConnX during the import
procedure.
Manually
Verify
You must view and accept the related
information before it is added to ConnX.
Do Not
Import
The related information is not added to
ConnX.
Employee Current
Employment
Auto Accept
All
The related information is automatically
added to ConnX during the import
procedure.
Manually
Verify
You must view and accept the related
information before it is added to ConnX.
Do Not
Import
The related information is not added to
ConnX.
Employee Payroll
Information
Auto Accept
All
The related information is automatically
added to ConnX during the import
procedure.
Do Not
Import
The related information is not added to
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.
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Setting Options Description
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
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).
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.
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Setting Options Description
Employee Terminations
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).
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
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).
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2.1.2 Editing a Payroll Database
To make changes to the payroll database settings and details:
1. Open Payroll Databases via Admin > Payroll Databases.
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:
1. Open Payroll Databases via Admin > Payroll Databases.
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.
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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.
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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.
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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.
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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.
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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.
3. Make any necessary changes.
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).
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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.
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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.
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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
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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.
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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.
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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:
1. Go to Company Info > Departments.
2. Select the department in the grid at the top of the screen.
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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.
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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.
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Example
Cost Account Department Partial Match Code
QLDPROD001 Qld Production QLDPROD???
QLDPROD002 Qld Production QLDPROD???
QLDPROD003 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:
1. Go to Company Info > Departments.
2. Select Easy Linking at the top of the screen. A screen similar to the following will
appear.
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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.
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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.
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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.
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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".
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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
leave application against
the Entitlement balance.
Entitlement and Pro
Rata is always checked
ConnX always checks the
leave application against
the Entitlement and Pro-
rata balance.
Balances are never
checked
ConnX never checks the
leave application against
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.
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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.
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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.
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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.
3. Make any necessary changes.
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.
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3. Clear the In Use checkbox.
4. Select Save.
5. Close the window.
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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.
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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.
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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
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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.
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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.
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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.
3. Make any necessary changes.
4. Select Save.
5. Close the window.
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.
5. Close the window.
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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.
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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.
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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.
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• 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.
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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.
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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.
3. Make any necessary changes.
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.
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4. Close the window.
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.
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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.
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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.
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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.
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The Calculation Override field is shown in the following image.
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2.7.2.3 Setting Leave Reasons for Partial Payment
To set the Leave Reasons for Partial Payment:
1. Log on as a user with an Administrator access level.
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.
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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.
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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.
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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.
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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:
1. Log on as a user with an Administrator access level.
2. Go to Admin > Leave > Multi-Week Period.
3. Select Add.
4. Enter details related to the desired Multi-Week Period.
5. Select Save.
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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).
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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
1. Log on as a user with an Administrator access level.
2. Go to Admin > Leave > Leave Reason Groups.
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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.
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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:
1. Log on as a user with an Administrator access level.
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.
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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:
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1. Log on as a user with an Administrator access level.
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.
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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.
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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:
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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.
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To set the Leave Limit Rules:
1. Log on as a user with an Administrator access level.
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.
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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.
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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.
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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:
1. Log on as a user with an Administrator access level.
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:
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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.
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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.
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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
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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.
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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.
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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.
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A description of each setting in the Account Activation and Type section is shown in
the following table.
Setting Options Description
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.
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Setting Options Description
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
All messages to the employee are sent via
ConnX notification system.
Send Email
and System
Message
All messages to the employee are sent via
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.
Setting Options Description
When importing link Never No automatic linking occurs.
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Setting Options Description
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).
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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.
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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:
1. Go to Company Info > Departments.
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.
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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.
1. Go to Company Info > Departments.
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.
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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.
1. Go to Company Info > Departments.
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.
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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.
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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.
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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.
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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.
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General Password Settings
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.
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General Password Settings
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.
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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.
Must contain at least X
lowercase characters
This setting lets you enforce a minimum number (X) of
lowercase characters that must be contained in a
password.
Must contain at least X
numeric characters
This setting lets you enforce a minimum number (X) of
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.
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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.
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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.
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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
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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.
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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.
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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.
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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
Setting Values Default
Set Alarm (in minutes)
[only applicable if event is active, 0 = alarm not on]
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Setting Values Default
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).
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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.
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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
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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.
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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).
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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
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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
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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” ! !
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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
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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
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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
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• 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:
1. Go to Admin > User Accounts.
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).
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3.2.4 Creating a New User
Administrators can create new users of ConnX.
To create a new user:
1. Go to Admin > User Accounts.
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.
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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.
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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.
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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
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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
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Setting Options Description
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
Entered, Title Case, or All Capitals.
Address Suburb
Formatting
As Entered,
Title Case, or All
Capitals
Set whether the suburb name is formatted As
Entered, Title Case, or All Capitals.
Landline format
Validate Home
Phone Number
Yes or No Set whether landline phone numbers are
formatted according to the country settings
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Setting Options Description
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.
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5.1.2 Welcome - Options
Welcome - Options
Setting Options Description
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.
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Welcome - Options
Setting Options Description
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.
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Welcome - Options
Setting Options Description
Hide Hides the Vacancies section on the
Welcome screen.
5.1.3 Welcome Links
Welcome – Links
Setting Options Description
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.
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Welcome – Links
Setting Options Description
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.
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Welcome – Links
Setting Options Description
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.
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Welcome – Links
Setting Options Description
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.
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5.1.4 Welcome - Trivia
Welcome – Trivia
Setting Options Description
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.
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5.1.5 Welcome - Widgets
Welcome – Widgets
Setting Options Description
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.
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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
Setting Options Description
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.
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My Details
Setting Options Description
Hide Hide the Emergency Contacts link.
Medical Conditions Show Shows the Medical Conditions link on
the My Details screen.
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
the My Details screen.
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.
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My Details
Setting Options Description
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.
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5.1.7 Leave Settings
Leave Settings
Setting Options Description
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.
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Leave Settings
Setting Options Description
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.
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5.1.8 Pay Details
Pay Details
Setting Options Description
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.
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Pay Details
Setting Options Description
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.
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Pay Details
Setting Options Description
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
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5.1.9 Pay Advice Settings
Pay Advice Settings
Setting Options Description
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.
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5.1.10 Manage New Employee/Employee Changes
Setting Options Description
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
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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.
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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
This can be set to either Neither, Supervisors, Managers or Both and controls
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).
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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
This can be set to either Neither, Supervisors, Managers or Both and controls
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.
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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.
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5.3 Page Security
1. Go to Admin > Settings > Page Security. A screen similar to the following will
appear.
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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.
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The resulting Personal Details screen, when viewed by an Employee is shown on the
following page.
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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.
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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
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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
Visible if Store in Database is selected above.
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
Visible if Store in Database is selected above.
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
Visible if Store in Database is selected above.
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.
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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
Visible if Store in File System is selected above.
This tells ConnX how to organise the employee documents
directory and is explained in detail below.
Create directory
and copy files?
Visible if Store in File System is selected above.
If set to Yes, ConnX automatically creates the file directory and
copies the files to the appropriate location.
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Setting Description
Overwrite
existing files?
Visible if Store in File System is selected above.
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.
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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.
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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.
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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.
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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.
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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.
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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)
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
This field is only shown when the Method of
Transfer is set to CSV with FTP.
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Setting Description
FTP User Name The login used to connect to the FTP server.
This field is only shown when the Method of
Transfer is set to CSV with FTP.
FTP Password The password used to connect to the FTP server.
This field is only shown when the Method of
Transfer is set to CSV with FTP.
Email Address The destination email address for the CSV file.
This field is only shown when the Method of
Transfer is set to CSV with Email.
Email Subject The title of the email used to send the CSV.
This field is only shown when the Method of
Transfer is set to CSV with Email.
Email Body The text in the email used to send the CSV.
This field is only shown when the Method of
Transfer is set to CSV with Email.
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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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).
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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).
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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.
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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.
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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.
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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.
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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.
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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