Personeelsdossier 2019-11 EN

[#1]

Modified and improved

Replacement 'Employees' interface file

Why

Attention: In addition to the release notes of the 2019-08 release, we want to remind you that the existing interface file Employees will be removed as of 1-1-2020.

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.

How

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

Path: Personnel File Authorization | Generate interface files | Employees.

In the Personnel File Authorization module, there are currently two files available files.

• 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 adopt any processes within your organization that depend on the interface file and to make sure that they are configured to use the new file.

Important: not only the number of fields and the names of the headers will be different in the new file, the naming-components now are included in the separate fields. 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 as soon as possible about this change.

New

New user interface My File

Why

The current user interface of Personnel File - and therefore also My File - is in line with the user interface of Youforce. However, it is also possible to open My File directly from Home or from HR Core Business Global. These modules use the new user interface for Visma | Raet  applications, and to create a more uniform user experience the user interface of My File has been changed too. The functionality remains the same, and some visual enhancements have been applied. The new user interface will be available at first for HR Core Business Global users in this release. In one of the next releases all users of My File, Personnel File and Payroll File will be available.

How

Within the Apps menu of HR Core Business Global a link to My File is shown.

 When clicking on My File it will be opened using the new user interface.

This new user interface will provide the same functionality as the old user interface. The application has a modern visual appearance with a more spacious canvas as before to show the data. When viewing a document the same navigation options are provided, including the option to scroll through a document instead of using the next and previous buttons.

Your action

All users of HR Core Business Global will automatically get the new user interface after the release.

Remark: If these users start My File or Personnel File from the Youforce Desktop, they will see the information in the old user interface.

Layout mode

Why

The new user interface uses a larger line spacing than before. For most users, the information will be displayed in a wider layout, which makes it easier to determine the document needed.

For users that view a large number of documents, it might be preferable to show as much information as possible on one screen. To make this possible the new option Layout has been added.

How

At the top right corner of the screen, a new icon shows which layout type is applied.

By clicking the icon, a different layout can be selected.

The types are Low density layout, Medium density layout, and High density layout.

When using the High density layout, the information is shown with the same line spacing as the old user interface.

The last made layout choice is saved as a user setting, and it will be applied after login.

Your action

This functionality is automatically available for all users of the new user interface.

Publishing Date : 10/29/2019