Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. The Summary tab of employee records is only available as part of the updated employee record. 

Note: The updated employee record is only available when Workforce is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.  

The Summary tab contains quick reference information for the employee. If workflow approvals have been configured for employees, the Requests section allows users to review and approve changes to the Employee Record.

Summary Tab Sections

• Quick Info
• Onboarding
• Requests

Quick Info

The Quick Info section provides a summary of key information for the employee pulled from the Basic Info and Employment tabs of their Employee Record.

	Field Title	About	Tab / Section
	Primary Reports To	The manager of the employee, defined in the 'Reports To' field for the employee's primary job.	Employment / Jobs
	Status	Payroll status of the employee.	Employment / Employment Info
	Hire Date	Hire date of the employee.	Employment / Employment Info
	Work Email	Work-provided email address for the employee.	Employment / Employment Info
	Work Phone	Work-provided phone number for the employee.	Employment / Employment Info
	Employment Type	Full-time or part-time employment type of the employee.	Employment / Employment Info
	Personal Email	The employee's personal email address.	Basic Info / Contact Info
	Personal Phone	The employee's personal phone number.	Basic Info / Contact Info

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Onboarding

The Onboarding section is only displayed when Workforce Payroll is enabled.

The Onboarding section is displayed for employees who are currently completing the Workforce onboarding process. This section displays a checklist of tasks that require attention from the employee.

• Note: Admin users can also complete these tasks if the employee is unable to via the 'My Pay' section of the R365 Mobile App and has provided paper documentation instead. Learn more about updating the associated sections of the Employee Record:
  • Basic Info Tab
  • Payroll Tab
  • Direct Deposit Details
  • Tax Withholdings
    • Important Note: While tax withholdings can be edited on the Taxes tab, changes made here are not reflected in the printable tax forms found on the 'Documents' tab. It is highly recommended to always have all tax withholding changes completed by the employee via the 'My Pay' section of the R365 Mobile App. 

• Note: Once the employee has completed onboarding, this section will be displayed for 7 additional days. Clicking 'Dismiss' will remove this section before the 7 days have passed. 

Onboarding Summary

	Field	Description
	Legal Entity	Legal entity associated with the payroll company that the employee is being onboarded to.
	Onboarding Status	Status of the onboarding: Invitation Sent - The onboarding invitation was sent to the employee and has not been activated yet. The date that the invitation was sent is displayed. In Progress - The employee has clicked the link within the onboarding invite, but has not completed all onboarding tasks. Needs Attention - The employee has declined to consent to e-signature, and required forms must be completed on their Employee Record. Complete - The employee has completed all onboarding tasks.
	Action Buttons	The action button displayed is dependent on the employee's onboarding status: Invitation Sent, In Progress, or Needs Attention: Resend Link - Click to resend the onboarding invite to the employee. Completed: Dismiss - Click to remove the Onboarding section from the Summary tab.
	About You	Indicates if the employee confirmed and completed the following: Identification SSN Birthday Pronouns (Optional) Legal Name Legal First Name Legal Middle Name Legal Last Name Indication of a Preferred Name Demographic Race Ethnicity Gender Contact Email Phone Number Preferred Contact Method Address Street Address Apartment City State Zip Code Emergency Contact Info Contact First Name Contact Last Name Relation Email Phone Number
	Documents	Indicates if the employee has reviewed and electronically signed onboarding paperwork, including their W4. Displayed as the number of documents required to be signed and the number of documents already signed.
	Get Paid	Indicates if the employee has made their pay frequency and payment method elections.

Documents List

As the employee signs required documents, those documents will be listed below the Onboarding Summary. Each listing will display the document name and the date signed. 

Clicking the 'View' button will navigate to the 'Documents' tab, where the signed document can be viewed. Signed documents are stored in the 'Signed Documents' folder.

If the employee refuses to electronically sign the required documents, their onboarding manager will be notified and the employee's onboarding status will be changed to 'Needs Attention'. When this occurs, the required documents must be manually processed within the 'Signed Documents' folder on the 'Documents' tab. 

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Requests

If workflow approvals have been configured for employee records, the 'Requests' section will list change requests for this Employee Record that require approval. The specific fields within the Employee Record that require approval are configured on the Workflows Setup page. 

Note: Workflow approvals for employee records is only available when both Workforce Payroll and Workflows are enabled.

	Field	Description
	Approve	Click to approve the selected change requests. This button is disabled if no change requests are selected.
	Smart Grid Controls	- Save/edit table views. - Filter column information. Learn more about working with Smart Grids here. Note: By default, 'Approved' change requests are filtered out. To view change requests with an 'Approved' status, adjust the filter for the 'Status' column to include 'Approved'.
	Select Checkbox	Click to select the associated change request.
	Changes	Fields that are being changed. Click to view the details of the change request.
	Status	Status of the change request: Pending Approved Denied Conflict
	Submitted On	Date the change request was submitted.
	Submitted By	The user who generated the change request by editing the Employee Record.
	Current Approver	Current user assigned to review and approve the change request.
	Action Buttons	Click 'Approve' to approve the change request and apply it to the Employee Record; click 'Deny' to reject the change request.  Note: These buttons are disabled for all users except users within the Workflow.
	Trashcan	Click to delete a pending change request. Note: Once a change request has been approved or denied, it can no longer be deleted, and this button will be disabled. Best Practice It is recommended to always 'Deny' change requests instead of deleting them. Denying a change request will still maintain an audit trail for that change request, but deleting a change request will remove it from the system entirely.

Request Details

Clicking on a change request will display the changes made to the Employee Record for review.

Pending Changes

When a change Request is pending approval, the edited field(s) will display their original values, be locked from further edits, and be indicated with a 'Change requested' tag. 

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