Summary

PayGlobal uses a relational database so changing a code has implications throughout the system.

Sometimes changes to entity codes are imported from other programs. Use the right-click menu on the Edit Entity Codes form to specify an import path for the changes. You must activate the changes after you import them.

You can access the Edit Entity Codes form by using the Edit Entity Codes command or by right-clicking the grid and selecting Rename Record.

Self-Service

When entity codes are changed in PayGlobal, the changes do not flow through to Self-Service.

For example, if you change an employee's code in PayGlobal, then workflows, such as leave requests, timesheets, allowances, and payslips will still be assigned to the employee's original employee code in Self-Service. As a result, when the employee logs on to Self-Service using their new code, they will no longer be able to see or access any of their previous requests or workflow items.

If existing entity codes are changed, then errors may occur when users perform actions in Self-Service, or when workflows are resumed.

Important: Entity codes must not be changed using using a database script, or by accessing the database tables directly.

Acceptable changes

Entity codes can be changed if the records have never been used in Self-Service.

For example, when:

• changes are made before employees use ESS, such as during implementation
• an entity is created and incorrectly coded, so it is recoded immediately
• the code has not been used in ESS
• data is imported, for example, databases are consolidated. You can change the employee code of new employees being merged in because they will not have any ESS data.

Unacceptable changes

Changing codes after they have been used in ESS — including WAP codes, employee codes, and other entity codes, such as Allowances and Reasons.

• If a code needs to be changed, then use security profiles to remove access to the old entity, and create a new entity with the required code.
• Do not change an employee's code when they are terminated. Changing a terminated employee's code will also be unacceptable to auditors.

Payroll rules

The Edit Entity Codes command does not update payroll rules. If you change codes that are referenced by payroll rules, then you must manually edit those payroll rules.

Valid/invalid codes

Valid characters:

Letters Aa to Zz, numbers 0 to 9, underscore _

Invalid characters:

'' " | = ~ *

Procedure

To edit an entity code:

1. Navigate to the relevant record.
2. Switch to Edit mode.
3. Enter the new Code.
4. Click Save + Close.

   A Confirm message appears:

   "Do you wish this entity code change to be logged for future action?"

5. Click Yes.
6. Click Save + Close to return to the grid.
7. Right-click the grid and select Rename Record or navigate to Administration | Maintenance and double-click Edit Entity Codes.
8. Click the checkbox of the code that you want to change.
9. Click Activate Tagged Changes.
10. Select the type of audit log you require:
    • For a basic audit log, select No.
    • For a detailed audit log, select Yes.
11. View the audit log to check that the code change was successful.
12. Press Esc to exit the audit log.
13. Click Close.

Import Changes

If you need to change multiple entity code, you can import a file that contains the changes instead of editing each code individually. We recommend using a .CSV (Comma-Separated Value) file with the following setup: TableName,OldCode,NewCode

1. Right-click the grid and select Rename Record or navigate to Administration | Maintenance and double-click Edit Entity Codes.
2. Right-click the form and select Import Changes from the menu.

   The Import Entity Code Changes form appears.

3. Browse to the Import path, select the Import filename, and click Open.
4. Click the checkboxes of the codes that you want to change.
5. Click Activate Tagged Changes.
6. Confirm the type of audit log required.  
   • For a basic audit log select No for the Confirm box.  
   • For a detailed audit log select Yes.
7. View the audit log to check that the code changes were successful.
8. Press Esc to exit the audit log.
9. Click Close.

Notes

We recommend running the Check Database Integrity command before and after you change an entity code (especially an employee code).

Changing an entity code will not change details on any reports in Local Folders. You would need to re-run those reports to update them.