Contract Type Settings – HR Records Module
The Contract Type configuration in the HR Records module allows administrators to define and manage various types of employment contracts used within the organization. The data configured here will be used throughout the Contract Menu in the HR Profile module. Proper setup ensures consistency and accuracy when assigning contracts to employee profiles.
Overview
The Contract Type function enables users to:
– Create new contract types.
– Edit existing contract types.
– Delete unnecessary or outdated contract types.
– Export contract type data for reporting or backup purposes.
Each action is performed through simple, user-friendly interfaces designed for ease of configuration and data management.
Creating a New Contract Type
Purpose:
To add a new contract category that can be applied to employee profiles.
Steps:
1. Navigate to HR Records → Settings → Contract Type.
2. Click the Add button.
3. The system will open a new window titled New Contract Type.
4. Enter the required contract details into the available fields. These may include:
| Field Name | Description |
|---|---|
| Contract Type Name | A unique name for the contract (e.g., Permanent, Temporary, Internship). |
| Description | Additional information describing the contract type (optional). |
5. Once the data entry is complete:
– Click Save to confirm and store the new contract type.
– Or click Close to exit without saving the operation.
Result:
The newly created contract type will now appear in the Contract Type List and will be available for selection in the HR Profile → Contract Menu.
Editing an Existing Contract Type
Purpose:
To modify details of an existing contract type (e.g., name changes, description updates).
Steps:
1. Navigate to the Contract Type List.
2. Locate the contract type record you wish to update.
3. Click the Edit button corresponding to that record.
4. The system will open the Edit Contract Type window.
5. Update the necessary fields.
6. When finished:
– Click Save to apply and save the modifications.
– Or click Close to exit without saving changes.
The system updates the contract type details, and the revised information is reflected throughout relevant HR records.
Deleting a Contract Type
Purpose:
To remove a contract type that is no longer required or has become obsolete.
Steps:
1. In the Contract Type List, identify the contract type you want to delete.
2. Click the Delete button next to the selected data line.
3. A Confirmation Message will appear asking for verification.
4. Choose one of the following:
– Click OK to confirm deletion.
– Click Cancel to abort the operation.
Note
Once deleted, the contract type cannot be recovered and will no longer be available in the HR Profile module. Ensure that the contract type is not currently in use before deleting.
Exporting Contract Type Data
The system provides two export methods depending on user needs.
Method 1: Export All Contract Type Data
Purpose:
To export a complete list of all contract types stored in the system.
Steps:
1. In the Contract Type List, click the Display function.
2. Select All to display every contract type entry.
3. Click the Export function.
4. Choose the preferred file format (e.g., Excel, CSV, PDF).
The system exports all contract type data into the selected file format.
Method 2: Export Filtered Data (By Search Condition)
Purpose:
To export only contract type data that matches specific search criteria.
Steps:
1. Enter search keywords or filters into the Search field.
2. The system will automatically filter and display matching contract types.
3. Click the Export function.
4. Choose your desired file type for export (e.g., Excel, CSV, PDF).
Only the filtered contract type records are exported based on your search criteria.
Best Practices
– Regularly review contract types to ensure data accuracy and relevance.
– Use descriptive names for each contract type to avoid confusion.
– Always confirm deletion actions carefully to prevent loss of important configuration data.
– Export data periodically as part of your HR records backup routine.
Summary
The Contract Type Settings feature is a critical configuration tool in the HR Records module. It ensures that all employment contracts used across the organization are standardized and easily accessible. With functions to create, edit, delete, and export, administrators can efficiently manage contract data, supporting consistent HR operations and reporting accuracy.