Lookup Table Maintenance

Helen Williams Updated by Helen Williams

Applicable to
HR
Administrators

Lookup Table Maintenance

Welcome to the help page for maintaining Lookup Tables in Advanced HR! In this help document, you will find step-by-step instructions for creating values in your Lookup Tables. Lookup tables are used to hold values specific to your business. These values are available for quick selection in Advanced HR records to ensure your data remains consistent for reporting. They can also inform how other areas in Advanced HR work. Follow the instructions below to get started.

Updating Lookup Tables

You may want to created some additional values that are used in your records. Here's how this can be done.

Locate the Lookup Table
In Admin Lookup Table Maintenance, search for the table name, i.e. Job Title and click the link to access the table.
Create a new Lookup Table value
Click on the "Add" button.
Enter the mandatory fields identified by the red asterisk *.
Enter any additional items as required i.e. Payroll Codes or fields that will inform items in your System Settings.
Click on the "Save" button.

This is an example of a Lookup Table with basic information:

This is an example where additional information maybe required for your payroll:
You can also add multiple values in a Lookup Table by using Global Add. Click here to find out more!

Lookup Tables that are used for other functions in Advanced HR

There are a few Lookup Tables that play an important part in how your Advanced HR works, so important they get a special mention to help you to make sure Advanced HR is always working at its best.

Absence Type Table
The Absence Type and Type code are used in the absence processes, calendars, homepage tiles and reports. It is important that these types and codes remain standard to keep things working as they should.

In addition to setting your Authorisation Routes, you can define if the leave type should appear on a Group Calendar and you can select if OSP or SSP applies.
Job Title Table
In the Job Title records, there is an option to select "Is Managerial Role". It is important this is selected on People Manager roles to ensure the "Your Team" tiles display on the Homepage for anyone who in in the Line Manager User Group.

In your Leave Policies, if you have selected Base Value From = Employee Job title, this is where you store the Base Leave Entitlement Value.

If you require certain roles not to be visible to employees in the HR Manager and HR Advisor user group, selecting "Is Restricted Role" in the Job title records will remove any employees with this role form their views.
Job Title Table
In your Leave Policies, if you have selected Base Value From = Employee Grade, this is where you store the Base Leave Entitlement Value.
Department Table
In your Absence Type Authorisations, if you have selected Department Representative, this is where you store the email address.

What happens when I change an existing value in a Lookup Table?

You may have reason to change existing Lookup Table values. If these values are currently used in records, they will not automatically be updated. The new value will only be available for selection moving forward.

Updates to values currently stored in records can be done using a Global Update, click here to find out more.

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