Field reference
Employee
How to use Employee in Employees: access, working steps, fields, related records and troubleshooting.
Purpose and access
Maintain the Employee master, active status, company and User ID link. Organizational assignments, reporting lines and approvers influence related HR workflows. An ERP login without an active linked Employee cannot use employee self-service.
This page is a record page in Human Resources → Employees. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Series, First Name, Gender, Date of Birth, Date of Joining, Status, Company.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Employee from Human Resources → Employees, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- Use any additional workflow actions only when the record and your role provide them. Saving this record does not automatically complete a related transaction or external action.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Seriesnaming_series | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
First Namefirst_name | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Middle Namemiddle_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Last Namelast_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Full Nameemployee_name | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Gendergender | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Gender |
Date of Birthdate_of_birth | Date Required | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Salutationsalutation | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Salutation |
Date of Joiningdate_of_joining | Date Required | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Statusstatus | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
User IDuser_id | Link Optional | System User (login) ID. If set, it will become default for all HR forms. Linked record: User |
Create User Permissioncreate_user_permission | Check Optional | This will restrict user access to other employee records |
Create User Automaticallycreate_user_automatically | Check Optional | Creates a User account for this employee using the Preferred, Company, or Personal email. |
Companycompany | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Departmentdepartment | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Department |
Employment Typeemployment_type | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employment Type |
Designationdesignation | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Designation |
Reports toreports_to | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee |
Branchbranch | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Branch |
Gradegrade | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee Grade |
Mobilecell_number | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Company Emailcompany_email | Data Optional | Provide Email Address registered in company |
Personal Emailpersonal_email | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Preferred Contact Emailprefered_contact_email | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Preferred Emailprefered_email | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Unsubscribedunsubscribed | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Current Addresscurrent_address | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Current Address Iscurrent_accommodation_type | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Permanent Addresspermanent_address | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Permanent Address Ispermanent_accommodation_type | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Emergency Contact Nameperson_to_be_contacted | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Emergency Phoneemergency_phone_number | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Relationrelation | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Attendance Device ID (Biometric/RF tag ID)attendance_device_id | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Holiday Listholiday_list | Link Optional | Applicable Holiday List Linked record: Holiday List |
Default Shiftdefault_shift | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Shift Type |
Expense Approverexpense_approver | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Leave Approverleave_approver | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Shift Request Approvershift_request_approver | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Cost to Company (CTC)ctc | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Salary Currencysalary_currency | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Salary Modesalary_mode | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Employee Advance Accountemployee_advance_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Payroll Cost Centerpayroll_cost_center | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Cost Center |
Bank Namebank_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Bank A/C No.bank_ac_no | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
IBANiban | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Marital Statusmarital_status | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Family Backgroundfamily_background | Small Text Optional | Here you can maintain family details like name and occupation of parent, spouse and children |
Blood Groupblood_group | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Health Detailshealth_details | Small Text Optional | Here you can maintain height, weight, allergies, medical concerns etc |
Health Insurance Providerhealth_insurance_provider | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee Health Insurance |
Health Insurance Nohealth_insurance_no | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Passport Numberpassport_number | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Valid Up Tovalid_upto | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Date of Issuedate_of_issue | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Place of Issueplace_of_issue | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Bio / Cover Letterbio | Text Editor Optional | Short biography for website and other publications. |
Educationeducation | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Employee Education |
External Work Historyexternal_work_history | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Employee External Work History |
Internal Work Historyinternal_work_history | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Employee Internal Work History |
Job Applicantjob_applicant | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Job Applicant |
Offer Datescheduled_confirmation_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Confirmation Datefinal_confirmation_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Contract End Datecontract_end_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Notice (days)notice_number_of_days | Int Optional | Enter a whole-number value. |
Date Of Retirementdate_of_retirement | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Resignation Letter Dateresignation_letter_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Relieving Daterelieving_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Exit Interview Held Onheld_on | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
New Workplacenew_workplace | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Leave Encashed?leave_encashed | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Encashment Dateencashment_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Reason for Leavingreason_for_leaving | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Feedbackfeedback | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Additional permitted worksitesnexcom_worksites | Table Optional | HR-controlled list. Each site has its own editable coordinates and radius in Shift Location. Multiple sites are allowed; self-service cannot change these assignments. Linked record: NexCom Employee Worksite |
Child tables
Education — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
School/Universityschool_univ | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Qualificationqualification | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Levellevel | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Year of Passingyear_of_passing | Int Optional | Enter a whole-number value. |
Class / Percentageclass_per | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Major/Optional Subjectsmaj_opt_subj | Text Optional | Provide the required record description or content. Keep operational instructions clear and applicable. |
External Work History — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Companycompany_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Designationdesignation | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Salarysalary | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Addressaddress | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Contactcontact | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Total Experiencetotal_experience | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Internal Work History — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Branchbranch | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Branch |
Departmentdepartment | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Department |
Designationdesignation | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Designation |
From Datefrom_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
To Dateto_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Additional permitted worksites — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Permitted worksiteshift_location | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Shift Location |
Enabledenabled | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.