Personeelsdossier 2019-08 EN V2

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This document describes the new functionality and improvements introduced by this release. The changes were partly prompted by notifications from our customers. Where relevant, we have included a number in the section title to refer to the identification of the message (change .....) in question in our system.

New

Replacement 'Employees' interface file

Why

The Employees interface file is used to export employee data from Personnel File. This is sometimes done for scanning partners, for example, who have to link scanned hard copy documents to Youforce employee numbers. However, this file currently contains the employee's citizen service number (BSN), which, according to the General Data Protection Regulation (GDPR), may no longer be included in personnel files. Therefore, in order to remain GDPR compliant, we will eventually remove the BSN from the interface file.
Because the interface file is used by many different parties, we will not be implementing this change right away, as removing the BSN could cause problems for your organization. To avoid such problems, we will add a new interface file to Personnel File's Authorization module, in addition to the existing interface file. After we have added the new file, the old file will remain available for a number of months.
In addition to removing the BSN, we will also be expanding the number of fields available in the interface file. This means that the file will contain more information per employee, making it easier to find the employee you are looking for. 
The following fields are available in the existing interface file:

• Klantnummer
• Actnaam
• PersoonsCd
• PersoonsNr
• DvbNr
• BSN
• GebDatum
• Afdeling
• DatumInDienst
• DatumUitDienst

The following fields will be available in the new interface file:

• CustomerID
• ProductCombination
• EmployeeID
• EmployeeCode
• ContractID
• Initials
• Prefix
• Name
• BirthDate
• BirthPrefix
• BirthName
• Gender
• StartDate
• EndDate
• OrganisationalUnit
• AdministrationID
• Department
• DepartmentIDDepartmentAbbr
• Function

Both files will remain available until the end of 2019. After this, the file entitled Employees (until 01-01-2020) will be removed.

How

Personnel File Authorization | Generate interface files | Employees

In Personnel File Authorization module, there are currently two available options to request an 'Employees' interface file:

To download the old version of the interface file, use Employees (until 01-01-2020). For the new version, use Employees. This version offers additional fields but does not include the BSN.

Your action 

Because the old interface file will be phased out at the end of 2019, it is important to adapt any processes within your organization that depend on the interface file, and to make sure that they are configured to the new file. It is also important to note that the number of fields and the names of the headers will be different in the new file, and that the naming components included in the separate fields will change as well. Please take this into account when modifying the process that reads the data in the interface file. If your organization shares the interface file with any external parties, please inform them of this change as well.

Changed and improved

New 'Effective date plus 100 years' retention period

Why

In certain specific cases, it may be desirable to save a document 'for life,' for example in the case of certain governmental and semi-governmental organizations. The basic principle in these cases is that the document cannot be kept on file indefinitely, but that it may be retained until the employee in question has passed away, or until a few years after their death. Because a retention period cannot be based on a date of death, we have opted for a retention period that is not unlimited, but that, in most cases, will be longer than the life of the employee in question. That is why we have added a new 'Effective date plus 100 years' retention period.

How

Personnel File Configuration > Document types

When defining the retention period of document types, it is now possible to select 'Effective date plus 100 years' as the retention period.

Your action

If you create a new document type, you can assign this retention period to the new document type. If you apply the new retention period to an existing document type, all documents linked to that document type will be assigned this new period. In the case of large numbers of documents, it may take some time (up to a few hours) before the new removal date becomes visible, as the changes will not be processed immediately.

Resolved notifications

Pressing Enter now attaches user filter in Personnel file Authorization

Notification 

When using browsers other than Internet Explorer, attaching a user filter inadvertently caused an interface file to be downloaded.

When a user filter was attached for the options Individual authorization or Group authorization by pressing Enter, unexpectedly the first menu item of the 'Generate interface files' menu was executed.

Solution

In this release, pressing Enter will no longer lead to downloading an interface file. Instead Enter will not perform any action, unless Tab was used to make the Filter users button active.

Your action

No action is required.

Publishing Date : 7/25/2019