Many of the standard Oracle HRMS windows are multipurpose. For example, in the People window, you can enter or view details of employees, applicants, contingent workers, contacts, or other person types that you have defined. In the Element Entries window, you can make entries for all the elements you have defined.

You might prefer to have multiple versions of these windows, each version being used for just one purpose. This approach restricts the list of values on certain fields and therefore provides for faster data entry. It also enables you to limit access to certain types of information.

For example, you might create a version of the View Element Entry History for Employee window that does not display the earnings elements representing salary, bonus, and commission. Most users' menus would only give them access to this version of the window. For the small group of people authorized to view salary, bonus, and commission figures, your system administrator can define a menu function to allow access to the standard window.

You can do this using CustomForm.

Restricting Access to People Management Templates

When you create a people management template using the People Management Configurator (see People Management Configurator), you can specify whether the template handles employees, applicants, contingent workers or a combination of all three. This is a quick way to restrict your template windows by system person type. If you need to restrict the template windows by user person type, you can use CustomForm to create a restricted version of your template.

You can also use CustomForm to restrict People Management templates in other ways. You can restrict the special information types, extra information types, actions, and notifications that are available from your templates. You can also control the fields available for searching and the new records (applicant, employee, contingent worker, assignment or application) that users can create using the templates.

Windows you can Restrict using CustomForm

You can use CustomForm to restrict the information available in the windows listed in the table below. We also identify the criteria you can use to restrict access to information.

Types of Data Restrictions

You can restrict the information that appears in a window by the following sorts of criteria:

• Element processing type (recurring or nonrecurring)

• Element set (user defined)

• Person type (user defined)

• Special information type (user defined)

• Organization classification

• Employee, applicant, or contingent worker

  Note: If you choose to restrict access to your form by person type, you select the person type and then choose whether to include or exclude this person type.

• QuickPaint report (user defined)

• Extra Information Type (user defined)

• Action for People Management

• Workflow notification (user defined)

• New objects that you can create using the People Management window

• Fields you can search on using Advanced Find in the People Management window. The fields you select are excluded from the Advanced Find.

If you want to restrict the data by a user defined information type, you must create it first:

• To restrict by element set, create the set in the Element and Distribution Set window.

  See: Defining an Element or Distribution Set

• To restrict by QuickPaint Report, create the report in the Define QuickPaint Report window.

  See: Defining QuickPaint Reports

• To restrict by Special Information Type, define your information type as an instance of the Personal Analysis key flexfield.

  See: Setting Up Special Information

• To restrict by person types, define your user person types in the Person Types window.

  See: Defining Person Types

• To restrict by Extra Information Type, define your information type as an instance of the appropriate extra information flexfield.

  See: Setting Up Extra Information Types (Excluding Organization EITs)

• To restrict by workflow notification, create your notifications using Oracle Workflow.

Using the Include and Exclude Restrictions

With selected restriction types, you can choose to include or exclude specific types. This is currently only possible with the Person Type restriction. In this case, the system checks whether any of the person types assigned to a person match any of the person types included or excluded using the Person Type restriction.

The different scenarios are best illustrated using examples. In each case, the employee has the person types of Employee and Applicant.

Scenario 1

Result: The employee is visible in the form. In this case, all persons with the person type of Employee are visible.

Scenario 2

Result: The employee is not visible in the form. In this case, all persons with the person type of Employee are excluded and all other persons are visible.

Scenario 3

Result: The employee is not visible in the form. Even though the employee has the Person Type of Employee, which is included according to the restriction, the Excluded Person Type of Applicant takes priority over the Included Person Type and the employee is not visible in the form.