Work with Dataviews

A Dataview is a configurable tool for analyzing data and taking actions on a group of employees or an organization. It gives you immediate access to information about your business in a table or chart.

Within a Dataview, you can sort, group, filter, and perform calculations. From a chart, a user can drill into a subset of the data. Dataviews are often configured for common tasks, such as punching in, or requesting time off, and serve as a short-cut to identify a set of people who meet certain criteria.

A user can take actions on a Dataview or select a group of people and navigate to another editor to perform actions. For example, you can view a list of employees whose timecards need sign-off and perform the sign-off on the group.

Note: Dataviews do not display totals for nested combined paycodes.

View the Dataview

The appearance of your Dataview depends on your screen resolution:

List view is for screen resolutions below 768 pixels.

  • Click Tap the check box next to each record to select one or multiple records.
  • Click Tap the arrow to the right of the record to view record details in a slide-out panel without leaving the Dataview.
  • Right-click Tap the main body of the record to open a glance that lets you perform actions, such as approving a timecard or adding a paycode.

Grid view is for screen resolutions above 768 pixels.

  • Click the check box next to each record to select one or multiple records
  • Right-click the main body of the record to open an action menu that lets you perform actions, such as approving a timecard or adding a paycode.

Use the toolbar to perform actions

You can perform actions on one or more employees in a Dataview. Actions that are performed on more than one employee at a time are considered group edits. You can determine the status of group edits by selecting Group Edit Results from the main menu.

Click one or more employees, then click an icon above the column headings. Available tasks appear in drop-downs.

Group edits for multiple assignment employees

Group edits can be made for multiple assignment employees from a Dataview. Edits that are supported include Add Punch, Delete Punch, Add Paycode, and Delete Paycode.

To use group edits for multiple assignment employees, do the following before performing the group edit:

  1. Include the Assignment Name column in the Dataview. This column needs to be included so that you can select the assignments you want to make the edit for instead of selecting employee names.
  2. In the Dataview, expand the employee's name and select the check box next to the assignment you want to edit. It is important here to make sure you select the check box for the assignment (not the employee's name) since that is where the edit will be made.

When selecting a Dataview to perform group edits for assignments, consider the following:

Dataviews that display totals or transactional data for an employee may not provide the ideal environment to achieve the desired group edit results. That is, since Assignment rows do not display in a Dataview if they don't have totals then some employees that have an assignment might not have an Assignment row to select. Also, an employee could have multiple rows for the same assignment in these types of Dataviews.

Note:
  • To enable group edits for multiple assignment employees, set the following system setting to true:

    site.timekeeping.MultipleAssignments.GroupEditEnabled

  • Group edits for multiple assignment employees cannot be made from the Employee Summary page since the Assignment column is not available on that page.
  • If more than one Assignment row is selected for a single employee, all edits are processed but only one group edit result is returned for the employee.

People

Add — Add an employee.

Edit — Edit the People records of one or more employees.

Duplicate — Duplicate the People record of one or more employees.

Delete — Delete the selected employees.

Add Employment Terms — Enter details on the Add Employment Terms panel, then click Apply.

Remove Employment Terms — Enter details on the panel, then click Apply.

Track Time

Add Punch — Enter details on the Add Punch panel, then click Apply.

Delete Punch — Enter details on the Delete Punch panel, then click Apply.

Add Paycode — Enter details on the Add Paycode panel, then click Return.

Delete Paycode — Enter details on the Delete Paycode panel, then click Apply.

Add Pay from Schedule — Enter details on the Add Pay from Schedule panel, then click Apply.

Delete Pay from Schedule — Enter details on the Delete Pay from Schedule panel, then click Apply.

Note: To see Pay from Schedule punches in the timecard, the employee's function access profile must have Show Scheduled Punches set to "Allowed."

Calculate Employee Totals — Creates corrections for historical changes that affect pay. Enter the effective date of the changes, then click Apply. The system recalculates forward from that date.

Timecard Approvals

Approve Timecard — Approve timecards of selected employees, then click Yes in the verification box.

Remove Timecard Approval — Remove approval of selected employees' timecards, then click Yes in the verification box.

Remove All Timecard Approval — Remove all manager approvals of selected employees' timecards, then click Yes in the verification box.

Note: For employee timecards that have multiple approvers you can only remove approval for totals that belong to locations or jobs in your employee group. For more information, see Timecards with multiple approvers.

Approve All Timecard Change Requests — Approve all pending timecard changes for the selected employees in the selected timeframe. If an employee has multiple pending changes, you only need to select one of the pending changes to include that employee in the group approval.

If any approvals fail, you will need to go to the timecard for each employee and reject the changes to continue with sign-off.

Note: To use the Approve All Timecard Change Requests option, you must have the Approve All Timecard Change Requests access control point set to Allowed in your function access profile. Additionally, when timecard change requests are approved, edits are made to the timecard so you will need the necessary Timecard Editor FACPs for edits and approvals. For details on these FACPs, see Timecard Editor for Managers.

Enable Sign-Off Preparation — Enables Sign-Off Preparation for the selected employees. Sign-Off Preparation is supported with the previous pay period. For more information, see Sign-Off Preparation.

Disable Sign-Off Preparation — Disables Sign-Off Preparation for the selected employees.

Sign-Off — Sign-off timecards of selected employees, then click Yes in the verification box.

Remove Sign-Off — Remove sign-off from selected employees' timecards, then click Yes in the verification box.

Lock Payroll — Lock payroll to prevent further timecard and schedule edits. Select employees, then Lock Payroll. The system asks for a lock date, then uses the date to find the record immediately prior to the provided date.

Note:

The record immediately prior to the provided date may differ for each employee.

If no prior record is located, the system does not lock the payroll.

A Payroll Lock cannot be removed by anyone when used in a Dataview.

Enable Edits — Enables employees to perform edits in signed-off timecards.

Attendance

Apply Rules — Apply Attendance Rules to selected employees in the panel, then click Apply.

Complete Actions — Enter a start, end, and completion data in the panel for selected employees to complete actions, then click Apply.

Update Balances — Enter details to update balances for selected employees in the panel, then click Apply.

Reset Balances — Enter details to reset balances for selected employees in the panel, then click Apply.

Modify Markers — Enter details to modify markers for selected employees, then click Apply.

Leave

Add Leave Time — Enter details to add leave time for selected employees in the panel, then click Apply.

Create Notice

Create Notice — Create a notice for a select group of employees.

Create Notice for All — Create a notice for all employees.

For more information, see Send notices from a Dataview.

Requests

Approve requests — Approve a scheduling request.

Refuse requests — Refuse a scheduling request.

Note: The Requests icon and its options are available only if configured for your Dataview. See your system administrator for more information.

Use a glance to perform actions

In addition to selecting the actions in the toolbar to perform on an employee, you can take action on an employee or multiple employees by using a glance.

  1. Right-click or tap an employee record or check multiple records and right-click.
  2. Select the action to take:
    • Add Punch
    • Add Paycode
    • Go To: Timecards, Schedule, People, Attendance Details, Reports
    • Create Notice
    • Sign Off
    • Approve Timecard
  3. Perform and apply the action.
Note: Glances work only in Employee Dataviews and are not available on mobile devices.

Indicators

Select the time period that you want to view.

Find all active people in your employee or, organizational group.

Refresh the Dataview to view the most recent changes while maintaining personalization.

Note: If you click the browser's Reload button, the page returns to the default Dataview and does not maintain your personalizations.

Select or deselect all the rows in the grid.

Refine the data to view with these functions:

  • Group: Classify the data in categories based on column headers, for example, group employees by the type of work they do.
  • Sort: Arrange the data in the column in ascending or descending order.
  • Filter: Narrow the choices in the view to focus on a relevant subset of the data, for example, only view warehouse clerks.

Open a Details panel that shows the currency information associated with the current Dataview.

Reduce the size of the entire table and add ons by using Zoom to see more content.

  • Click Tap the Zoom icon to launch a dialog that allows you to zoom down to 5 different levels.
  • The zoom is saved for the session, even if you navigate to other pages.
  • When you log out, the zoom is reset to 100% or use Reset in the zoom dialog box to reset the zoom to normal.

Share the Dataview in a variety of ways including by exporting and printing.

Restore the Dataview to the original version. This action overwrites the personalized version.

Note:

You may see additional indicators in the Dataview depending on the components that are available in your organization.

If some of the actions are not visible on the screen, select More Actions to access more.

Personalize a Dataview

Interacting with Dataviews lets you manipulate, customize, and analyze your data so that you can make the best business decisions for your organization based on a wide variety of performance metrics.

How to personalize a Dataview