Add and manage UDF records

Use this PeopleXD guide to add or amend a UDF record (eg to record right to work, outside appointments, new starter details etc)

Add and manage UDFs guide contents

 

1. Add and manage UDF records

'User Defined Fields' (UDFs) in PeopleXD capture important information not recorded elsewhere on the staff record. This guide explains how to add, amend, and manage UDF records, along with detailed guidance on all the available UDFs within PeopleXD.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. In the individual’s record, select User Defined Data from the left-hand side staff record menu. 

  2. The User Defined Data screen will open and show UFDs related to person-related and appointment-specific information. If applicable, click into the Appointment selection menu to ensure the correct appointment is selected:

  1. If a long list of UDFs is displayed, search by UDF name in the Search UDFs field to find the relevant UDF. 

 

  1. To view information within a UDF, click on the ellipsis on the right and select View / Edit. 
  2. The selected UDF will open showing the data recorded. 

  3. To return to the list of UDFs click on the individual’s name in the ‘breadcrumb’ menu at the top.

UDF record of this type already exists for this staff member?

If yes, in most cases this must be ended first - follow 'End an existing UDF record' steps. For example, when updating new visa information in the 'Right to Work' UDF. Refer also to 'Guidance on specific UDFs'.

 

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. Follow steps 1 - 3 of the guide above (1.1).
  2. Click ADD in the top right to open the Add UDF menu.
  3. Click on the drop-down arrow to view all UDF types; select the relevant UDF.

Note: The UDF Type shows whether it's against the ‘Person’ or ‘Appointment’ record:

For appointment UDFs, ensure the appointment is correct before proceeding. To change your selection, use the white back arrow to exit and refer to '1.1 View existing UDF records'.

 
  1. Follow 'Individual UDFs: detailed guidance' for this UDF to complete the required fields. 
  2. Click SAVE.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. Follow steps 1 - 3 in part 1.1 of the guide, above.
  2. Click on View / Edit from the ellipsis on the right of your chosen UDF.
  3. Update the required fields. Follow specific guidance in 'Individual UDFs: detailed guidance'.
  4. Click SAVE.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. Follow steps 1 - 3 in part 1.1, above.
  2. Click on View / Edit from the ellipsis on the right of your chosen UDF. The 'To Date' will be blank.
  3. In the To Date field, enter the date just before the new UDF record's effective date. This marks the UDF record as historical. Always follow specific UDF guidance in 'Individual UDFs: detailed guidance'.
  4. Click SAVE.
  5. If relevant, proceed to 'Add a new UDF record'.

Note: Only delete UDF records that were created in error.

 

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. Follow steps 1 - 3 in part 1.1 of the guide, above.
  2. Click on Delete from the ellipsis on the right of your chosen UDF.

User guides

>Navigation, Whatfix, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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