Field Configuration for Employee Information
We're thrilled to present our newest functionality, "Field Configuration”, on ZenHR, which allows you to tailor the fields within your employee profiles. This feature gives you the flexibility to mark fields as mandatory or optional for employee Personal, Professional, and Financial Information. Additionally, you can customize the acceptable input for each field according to your specific needs. This new feature allows you to validate your data and enhance the accuracy and reliability of your employee information
TABLE OF CONTENTS
How to Access the Field Configuration Page
To access the Field Configuration page, go to User Menu → System Preferences → Administrative Setup → Field Configuration
In the displayed data table, you can view columns such as Field Level, Field Name, Data Type, Field Rule, Minimum No. of Characters, and Maximum No. of Characters.
Description of Data Table Columns
Field Level: This column specifies the level at which the field can be located. (personal, professional, or financial information).
Field Name: The field name column will contain the fields included in the Personal, Professional, and Financial information sections of employees' profiles.
Data Type: This column is filled by ZenHR and shows the user the type of data that can be added in each field. It can be one of the below options:
Input: This field type is designed for user input. Users have the flexibility to designate them as mandatory and can specify the maximum and minimum number of characters allowed for these fields, as well as set general or regex validations for them.
Email: This field type is designed for user input. Users have the flexibility to designate them as mandatory and can specify the maximum and minimum number of characters allowed for these fields, as well as set general or regex validations for them.
Dropdown: This field type offers users a pre-defined list of options within a drop-down menu. Users can designate them as mandatory, but character validation customization does not apply to these fields.
Date: This field type allows users to add dates. Users can mark them as mandatory, but character validation customization does not apply to these fields.
Phone number: In these fields, character validation customization is not applicable, as character count is already defined by international standards depending on the selected country code, but the user can set them as mandatory.
Radio button: This data type will only be applied to Gender. Character validation customization is not applicable, but the user can set it as mandatory.
Field Rule: This column indicates whether each field is mandatory or optional.
Minimum No. of Characters: This column indicates whether there is a minimum character count limitation on the field. If character count customization is not applicable (e.g., for field types like date or drop-down), "-" will be displayed. If there is no character limit, "No minimum" will be shown. Otherwise, the limit will be displayed as simply a number, e.g., "12.”.
Maximum No. of Characters: This column indicates whether there is a maximum character count limitation on the field. If character count customization is not applicable (e.g., for field types like date or drop-down), "-" will be displayed. If there is no character limit defined, "No maximum" will be shown. Otherwise, the limit will be displayed as simply a number, e.g., "12.”.
Field Configuration Filters
For improved user accessibility, use the multi-select Field Configuration filters to search for specific field names.
Edit Field Configuration
If you would like to edit the Field Configuration for any field, click on the pen icon in the actions column corresponding to the respective field name. The Edit Field Configuration slider will open up and will enable the user to edit the rules for the selected field.
Field level: This disabled field will show the field level of the selected field.
Field name: This disabled field will show the name of the field in which the edit button was selected.
Data type: ZenHR automatically selects and disables this field by default, preventing user modification. It indicates the type of data that can be added to the selected field.
Field Rule: The field rule field enables users to switch a field's status between mandatory and optional. When a new field rule is applied, like making a field mandatory, any new edits or additions to employee information will trigger a validation message if the newly mandatory field is left empty.
Note: Default mandatory fields(set by ZenHR) are crucial for system APIs and cannot be switched to optional. The option to change the field rule is completely hidden for these fields.
Character Validations:
Minimum and Maximum number of characters: You can select to specify a maximum and minimum of characters for some fields (depending on their data type). This cannot be applied to drop-downs, date fields, or phone number fields. Once you set a minimum or maximum character limit to any field, upon making any changes to the employee profile or adding a new employee, the system will validate that the number of characters is within the allowed range.
Character Validation Method: There are 2 methods of character validation for input fields (General and Regex).
General Validation Method: This method includes four options for character validation—Numbers, Upper Case Letters, Lower Case Letters, and Special Characters. All these options are pre-selected by default, implying no restrictions on the allowed characters in the field. The user can uncheck any of these options, and the system will verify that the unchecked option is excluded from the field when adding or updating employees.
Note: The input in Arabic will adhere to the same restrictions. Selecting either or both of the upper and lower case letters checkboxes implies that the Arabic alphabet is permitted in the field.
Regex Validation Method: For more customized validations, choose the Regex Validation Method. Regular expressions (Regex) are character sequences defining a search pattern, commonly applied for data validation. When using Regex validation, you also have the option to include personalized validation messages in both English and Arabic.
In the Regex: Pattern field, enter the expression that defines the validation rules for the field. You can use the examples in the table below for your reference.
In the “Message if input is invalid” fields, Include a custom validation message to guide users on the accepted data pattern in this field, aligning with the defined Regex pattern. This message should assist users in understanding the expected data format for successful input.
The chosen validation message will be triggered if the value entered in the input field does not match the specified Regex Pattern for the field when adding or updating employees.
