> For the complete documentation index, see [llms.txt](https://hr.docs.ssaudit.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hr.docs.ssaudit.com/english/employee-information-management-module/the-employee-information-item.md).

# The Employee Information Item

## **Item description**

This Item uses to manage the basic employee information and administrative reports. This Item has the following data tabs:

\- General tab: Display the employees’ information and administrative reports.

\- Input new employee Tab: Using to creating new employee information.

\- Utilities tab: Utilities support updating the employee information, changing the employee code ...

## **Implementation Instruction**

In the Taskbar, select the item ![](/files/-MVTtjBROFsQrex_fGYb) .

### **Input new employee Tab**

This tab uses to create new employee information in the software. (Figure V.1.1)

![V.1.1](/files/-MVTtjBSuZ2NeJTFrilm)

**Instructions for creating the new employee information:**

* Method 1: Typing employee information directly on the data grid (fill in the red framed section) -> Click the SAVE button to save the data.

**Noted:**

* Columns with the red headers should not be blank: Employee code; Full name; Date of birth; Gender; ID number; date of starting work.
* Address column: Input data in the format: House number, lane/hamlet – Ward/ commune - District – City/ province.
* Date of Birth column: The software supports to typing under 03 formats:
* dd / MM / yyyy: The employee has full information of date, month, year.
* MM / yyyy: The employee only has information of month and year.
* yyyy: The employee only has information of the year.
* Method 2: Get employee information data from Excel file template

Following to the instruction in section II.2.3.

### **Instructions to edit, delete and export data**

To edit, delete and export data to Excel file, following to the instructions in section **II.3, II.4, II.5, II.6.**

**General Tab**

This tab shows the details employee information. This tab consists of 2 parts: The grid on the left of the screen and the **Main Information** Tab occupied the majority space of the screen.

\- The grid on the left of the screen shows the employee list or some data of the reports.

\- **Main Information** Tab shows details of employee information. Method displays employee information:

• Method 1: Typing the employee code or ID number in the Search box -> Click the Search button.

• Method 2: Click inn the line on the grid (Figure V.1.2).

![V.1.2](/files/-MVTtjBT17CU-GdE4u0Q)

**Instruction to edit data**

Edit the data directly into the cells in the **Main Information** tab, then click the **Save** button to save the data.

**Instruction to delete data**

Tick into the employee needed to delete on the left grid, then follow the instructions in section II.4.

**Instruction to export data**

Following to the instruction in sections II.5 and II.6

1. **Reports explanation and instructions for using some special functions**

* Employee list: This report displays all employee information including working, leave and resignation.
* Working Employees list: This report shows a list of the working employees and excluding leave.
* List of working and leave: This report shows a list of the working employees and including leave.
* Newcomers list: This report shows a list of new employees who start working in the period of time.
* List of employees resigned: This report shows a list of employees who quit their jobs in the period of time.
* Application for changing location: Print an application to move to a new working location.
* Printing employees’ card: Instructions for Printing (Figure V.1.3):

Step 1: Select the employee need to print the card on the grid

![V.1.3](/files/-MVTtjBU7v_pFqWbChV4)

Step 2: In the **Function Box**, Select **Print employee card** and press the **Implement** button

Step 3: Select **Preview print file**

Step 4: Click the **OK** button to preview (shown in Figure V.1.4)

Step 5: Click the print icon to print a card.

![V.1.4](/files/-MVQVKtJVQYJqL1yvNKZ)

**List of other reports**

* List of new employees.
* List of resignation employees
* List of birthday employees. \*
  1. **Utilities tab**

This tab supports some utilities such as: Changing employee code, updating employee data from Excel, updating the big amount of employee photos

![](/files/-MVTtjBWdjRDnEeF6-0o)

**Utility to change employee code**

Be used in case user want to edit the Employee Code (Figure V.1.5). Typing the old code and new code then click CHANGE CODE to proceed.

![V.1.5](/files/-MVTtjBXSZSmebrbG3w-)

**Utility to update data by employee code**

Use this utility when user want to edit or add information to 1 or all employees in the enterprise.

For example: Additional temporary address for employees, follow these steps:

\- Step 1: Click the GET TEMPLATE button to get the Excel file template.

\- Step 2: Typing the new information or edit the old information in the sample file (Figure V.1.6).

**Noted:** Typing only 1 type of information in the VALUES column in one time of edit or addition of information

![V.1.6](/files/-MVTtjBYR3UAIHksUvYL)

Step 3: Click the URL button and then choosing the file was filled in at step 2 (Figure V.1.7).

![V.1.7](/files/-MVQVKtNWl5fXMqMIswV)

Step 4: Select the input data is Temporary Resident (TV) -> click ENTER button to input data into the software (Figure IV.1.8).

![V.1.8](/files/-MVTtjB_jEh09S3UClPj)

**Utility to update photo for employees**

To update photos for employees, follow these steps:

\- Step 1: The image is given name according to employee code and store all images in the same folder. (Figure V.1.9)

![V.1.9](/files/-MVQVKtPu6n123mTYhiW)

Step 2: Click button ![](/files/-MVTtjBbpLJqZUkpd52W) then finding the image storage folder, after that selecting the image to import as shown in Figure V.1.10.

* Step 3: Click OPEN button to execute the order or click the CANCEL button to cancel.

![V.1.10](/files/-MVQVKtRkqqEEblM7mPB)