Online Actions Framework

This is accessed in Employee Self-Service Kiosk via Admin > HR Framework > Online Actions Framework.

Online Actions include items requiring a process to be undertaken by a Employee Self-Service Kiosk user, such as Induction Training, Surveys, or updating details in the database.

The configuration of Online Actions is completed within this Framework area.
The configuration will generally consist of a number of Groups which each contain Elements, and then Linked employees may be set for any Group.

 

This Framework area links to Online Actions in Employee HR Details, where employees can follow up on Online Actions they have been asked to complete.

When the employee logs in to Employee Self-Service Kiosk they will see these associated entries in Online Actions to be complete them as required.

Group

Groups are the types of online actions, within which any number of Elements(actions) may be assigned.
In the example below there is 1 induction for a New sales employee.

 

Click Add to create a new group.
With a Group selected, click Edit,double click or click the Edit icon in the Action Column to open it for editing.

A pop-up window will appear containing all the Group settings.
Groups not in use may also be deleted by clicking the delete icon the Action column.

Field Explanation
Name Give the Group an appropriate name.
Available

Check this box to make the Group available.

Elements may then be added and employees linked.
Notes Type in any explanatory notes.
Manager notification Once an employee is linked to a Group/Element and saved, checking this box will send a notification email to the linked employee's manager and the linked Employee.
Email subject line

If the Manager notification check box was ticked, type in the text that will appear as the subject of the notification email.
Email text

If the Manager notification check box was ticked, type in the text that will appear in the notification email.
Elements
Available Items This box will list all the Elements that have been created, and therefore are available to be used within the current Group.
Selected Items These are Elements that are part of the current Group. To add more Elements from the Available Items list, click and drag them into the Selected Items box. (To remove Elements, click and drag them from Selected Items back to Available Items.) The Elements must be added to this list in the order they need to be undertaken.

Click Update to save changes, and Close to close this pop-up window and return to the Online Actions Framework screen.

Element

These are the actual items that can be used within any of the Groups.
Click Add or Edit as required.

Field Explanation
Name Give the Element an appropriate name.
Type Click the drop-down arrow and from the list displayed, select the appropriate Type for this Element.
These types, and their associated controls, are described next.
Available Tick this box for the Element to be made available to add to a Group.
Notes This is the descriptor for the Element, i.e. attached to this Name/Type, therefore include any relevant information for the current Element.

 

Once you have selected the Type, click Update - this will activate the associated types. See below:

Types

Depending on the Type selected, the items in the rest of the window will change, as follows.

Type Window items
Document

Choosing this type allows a document or image to be added to the Element.
The process for this is the same as for other areas within Employee Self-Service Kiosk; please see Documents -Adding and Editing.

Once the relevant documents are added, click Update and Close the window.
Record
  • Class: Choose from Skill, Event, Property, Training.
    The items available for each Class are setup in the Validation Tables in Ready Pay (Navigator > HR > HR Validation Tables) or in Employee Self-Service Kiosk in Admin > HR Framework
  • Type: This list is populated once the Classis selected.
    From this list, select the Type applicable to this Element.
  • Sub Type: This list is populated once the Type is selected.
    From the drop-down list, select the required Sub Type.
  • Fields: The list of fields is displayed based on the Class chosen.
    Tick the boxes for the fields to display for this Element within the Online Action.
  • Notes: Add any instructions for this Online Action.
    This should indicate to the employee what they need to do with regards to this Online Action.
URL

Click Add New, complete the fields:

  • URL: Specify the required URL
  • Test: Click to ensure the link works correctly
  • Notes: Add any instructions for this Online Action
Action

Click Add New, complete the fields:

  • Type: There is only one Type for an Action - Email.
  • To: Select either Person or Position, then search for and select the required person or position the email should be sent to.
  • Content: Type the text to appear in the email.

 

Note: Multiple emails may be configured with Add New. Existing emails may be edited or deleted by clicking the appropriate icon in the Action column.

Once the Element is set up, click Update to save the changes, then click Close to close the Element window.
Add to Groups as required.

 

Linked Employees

In order for Groups and their selected Elements to be made available to employees, employees must be Linked to the Group.

In this section all employees are listed in alphabetical groupings according to their surname. Locate the required employee, then click the Edit button in the Action column, or double click for that employee.

Field Explanation
Check Box Check the box for each of the listed Online Action Groups the employee is to be linked to.
Description This column lists the available Online Action Groups.
Start Click the drop-down arrow to display the calendar. Highlight the date that the employee is to start the Online Action.
Alternatively type the date in dd/mm/yyyy format.
Due Click the drop-down arrow to display the calendar. Highlight the date that the employee is to complete the Online Action.
Alternatively type the date in dd/mm/yyyy format.
Completed This indicates that the employee has completed the specified Online Action.

 

Note: You may choose to create the Groups then the Elements, then return to each Group to add in the relevant Elements. Alternatively, create the Elements first, then create the Groups and add in the Elements immediately.

 

Note: If the selected employee does not have a Login set up for Employee Self-Service Kiosk, they will not have a tick in the check box in the Login column. A message will be displayed asking you to Continue. Click OK to continue or Cancel to discard. If continued, the login can always be set in Ready Pay later in the Employee Self-Service Kiosk check box in Employee File > Security tab.