People Inc. Intermediate Training Course
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1 People Inc. Intermediate Training Course Exercise Worksheets
2 Exercise 1: Default screens and personal folders Set our default screen as the Action List and create our own folder for our letter templates The Management Console Setting the Action List as the Default Screen 1. If you cannot see the Management Console, switch to Expert Mode by changing the user mode on the toolbar at the top of the screen. This automatically opens the Management Console. 2. Right-click on the Action List within the Folder Tree on the Management Console 3. Choose ALL TASKS>AUTO START The next time you open People Inc. it will open with the Action List. Creating a Personal Folder In this example we will create a new Report Folder called Monthly Reports 1. Whilst in the Management Console, right-click on the Report Library folder in the Folder Tree 2. Choose NEW>NEW REPORT FOLDER 3. Enter Monthly Reports as the name for the folder 4. Enter a relevant description 5. Click Finish
3 Exercise 2: Setting the Default Filter Set a Filter as the default so that this is applied each time the screen is open 1. If you cannot see the Management Console, switch to Expert Mode by changing the user mode on the toolbar at the top of the screen. This automatically opens the Management Console. 2. Click once on the Employees Screen in the Folder Tree within the Management Console 3. Click on the Filter tab in the right hand window 4. Choose the filter you wish to use, for example Active Employees (Status) 5. Right Click and choose ALL TASKS>APPLY AS DEFAULT FILTER This filter should now be applied each time you open the screen.
4 Exercise 3: Filter to find all Active Employees Use the Filter wizard to find all Active Employees The Query Designer 1. Right Click on the Employees screen icon in the Folder Tree within the Management Console 2. Choose NEW>NEW FILTER 3. Enter Active Employees as the Name 4. Enter a suitable Description 5. Click Finish 6. Double Click on EMPLOYEES within the Table Tab 7. Double Click on EMPLOYEE ID as the field within the Fields Tab 8. Double Click on STATUS on the Search Tab 9. Enter Active as the Value (in the bottom half of the screen) 10. Double Click on SURNAME then FIRSTNAME within the Sort Tab 11. Click OK The new filter should now appear in the list. Double Click on it to open it. NOTE: If you get the following error message when clicking OK it means you haven t selected a suitable field in the FIELDS Tab
5 Exercise 4: Adding more criteria to a Filter Using the query designer to edit an existing filter The Query Designer Edit the filter you created in Exercise 3. We want to add extra criterion to the filter by changing it to show just Active Employees who are Male. 1. Click on the Employees screen icon in the Folder Tree within the Management Console 2. Right Click on the Active Employees filter in the right hand window 3. Choose ALL TASKS>EDIT FILTER 4. Click on the SEARCH TAB 5. Double Click on GENDER from the list 6. Enter Male as the Value (in the bottom half of the screen) 7. Click OK Double Click on the filter to open it.
6 Exercise 5: Find employees with no home telephone no. How to find gaps in the data using filters The Query Designer In this exercise we are going to look for employees who have no Home Telephone number stored in their record. 1. Right Click on the Employees screen icon in the Folder Tree within the Management Console 2. Choose NEW>NEW FILTER 3. Enter Home Phone Number Audit as the Name 4. Enter a suitable Description 5. Click Finish 6. Double Click on EMPLOYEES within the Table Tab 7. Double Click on EMPLOYEE ID as the field within the Fields Tab 8. Double Click on HOME TELEPHONE NUMBER on the Search Tab 9. In the bottom half of the screen click on the = and change it to BLANK from the drop down list. 10. Double Click on SURNAME then FIRSTNAME within the Sort Tab 11. Click OK The new filter should now appear in the list. Double Click on it to open it.
7 Exercise 6: Creating a new Action List filter To create a new action list filter Creating a new filter in the Management Console In this example, we will be looking to find all Actions on the Action list which are for the Fleet Department and therefore we are looking for Actions which are linked to the Vehicles screen 1. Right Click on the Action List item in the Folder Tree within the Management Console 2. Choose NEW>NEW FILTER 3. Enter Vehicle Actions as the Name 4. Enter a suitable Description 5. Click Finish 6. Double Click on ACTION LIST within the Table Tab 7. Double Click on SCREEN NAME as the field within the Fields Tab 8. Double Click on SCREEN NAME on the Search Tab 9. Enter Vehicles as the Value (in the bottom half of the screen) 10. Double Click on Plan Date within the Sort Tab 11. Click OK The new filter should now appear in the list. Double Click on it to open it.
8 Exercise 7: Producing a letter within People Inc. To create a letter from a template in the Letter Library (and understand the various options) The Letter dialogue 1. Open the Letter Library 2. Locate the Letter you wish to send (Company Shutdown from the Absence Letters Folder) 3. Double Click to run the letter wizard 4. Choose to Attach generated document and give it a filename 5. Choose Change Data 6. Click NEXT 7. Click Modify 8. Choose who you wish to send this letter to, Deselected all but one 9. Click Finish This will run the mail merge and show the letter to the correct person within in Word Save the letter to the desktop as we may use this in a later exercise.
9 Exercise 8 Using an existing letter within People Inc. To create a new letter from an existing MS Word document (from elsewhere on your PC) The Letter Library (in the Management Console) Using the letter we created in Exercise 7, we will use this as our existing letter and create a new letter template from it. There are 3 steps to this process: Step 1 copy the contents of your existing letter Step 2 create a new template by copying an existing one Step 3 paste contents into new template and make final adjustments. Step 1 1. Open up an existing letter within Word from your files (in this example the letter we created in the previous exercise). 2. Highlight/select the body text (from the main part of the letter, ignoring the address etc.) 3. Copy 4. Close the file
10 Step 2 1. Within the Management Console in People Inc. locate the Letter Template Home Address from within the Document Templates folder. 2. Right Click and choose ALL TASKS>COPY LETTER 3. Enter a new name and description and click Finish 4. Drag the new letter into your personal folder Step 3 1. Right click on the letter and choose ALL TASKS>EDIT LETTER 2. Click FINISH on the first pop up window 3. Click OK To close the Query Designer 4. When Word opens, place your cursor in the correct position and choose EDIT>PASTE this will paste the contents of your existing letter into the new template 5. Tidy the letter up. 6. Close MS Word and chose to SAVE the file. 7. Respond to the prompt from People Inc. to update the copy of the letter template stored within the system
11 Exercise 9 Editing a report and saving it as a PDF file Edit the Birthday Calendar Report to show Just October birthdays The employee screen open in the Screen Designer Editing a Report 1. Open REPORTS>COMPANY REPORTS from the Folder Tree within the Management Console 2. Right Click on the Birthday Calendar Report in the right hand window 3. Choose ALL TASKS>COPY REPORT 4. Enter a new name for the report 5. Drag the copy report into your personal folder 6. Right Click on the report and choose ALL TASKS>MODIFY REPORT 7. Click on the Data tab 8. Click on the Search button on the toolbar 9. Double click on the Name Month field from the list 10. Set Parameters to show the operator as = and the Value as October 11. Click OK 12. Close the report and Click OK to save the changes 13. Double click to run the report
12 How would we change this filter to show Birthdays in October, November and December? 1. Follow the above steps 1 to 9 2. Then in step 10 set the parameter to show the operator as In List and the value as October,November,December (with no spaces). Saving as PDF 1. Open the report (click OK if any parameters pop up) 2. Click on the Print Icon 3. Tick the Print to file option 4. Choose the TYPE from the drop down (PDF) 5. Choose Where to save the file using the browse button 6. Click OK
13 Exercise 10 Adding a field to a screen Add a new field to the Employees screen The employee screen open in the Screen Designer In this exercise we aim to add a field called TUPE Transfer Date to the Employees Screen within People Inc. 1. Open the Screen Designer Module 2. Right Click on the EMPLOYEES Screen and choose ALL TASKS>MODIFY SCREEN 3. Click on the Wizard button on the tool bar 4. Enter the Name as crbcheck 5. Enter the Description as CRB Check 6. Choose DATE As the Data Type 7. Click OK This adds the new field and label at the top left corner of the screen so you will need to drag and drop where you want it on the page. If you wanted it on a TAB click the tab first before step Close and save the changes, log back into People Inc. to see the new field.
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