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This text refers to program version 8.1  

Introduction to Forms in the Human Resources Management module

The 'Forms' function allows you to print particular records or documents in batches.

Each separate document that you can print contains two elements, the "Form" and the "Form Template". The Form element extracts the relevant information from the database and places it in printable fields, while the Form Template is the graphic layout design of the printed output i.e. it determines where on the page the printable fields will be placed.

To begin printing, first ensure you are in the Human Resources Management module. Then, if you are using Windows or Mac OS X, click the [Forms] button in the Navigation Centre or use the Ctrl-D (Windows)/⌘-D (Mac OS X) keyboard shortcut. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. A window similar to the one illustrated below appears, listing the single form that you can print from the Human Resources Management module.

To print a form, follow this procedure:
  1. If you are using Windows or Mac OS X, double-click the form name or highlight it and press the Enter key. If you are using iOS or Android, tap the form name. In both cases, a specification window will then appear, where you can determine the records that you want to be printed (e.g. which Employment Contracts are to be printed). The specification windows for each form are described in detail on the pages describing each form.

  2. Click or tap [Run] to print the forms.

  3. Close the 'Forms' window using the close box (Windows/Mac OS X) or by tapping < (iOS/Android).
You can also print a form from an individual record by clicking the Printer icon (Windows/Mac OS X) or selecting 'Print' from the File menu (all platforms).

Before you can print a form, you must connect it to a Form Template. The Form Template contains the layout of the printed output. To connect a form to a Form Template, follow this procedure, which you must carry out using Windows or Mac OS X:

  1. Design a Form Template using the Form Template register in the System module.

  2. Change to the Human Resources Management module and open the 'Forms' window by clicking the [Forms] button in the Navigation Centre or using the Ctrl-D/⌘-D key combination.

  3. Highlight each item in the list in turn and for each one select 'Define Form' from the Operations menu. In the subsequent 'Form Definition' window, assign a Form Template (or more than one Form Template) to each form: for example, you might need a particular form to be able to produce printed output in different Languages determined by the Language of the Employee. The 'Form Definition' window is fully described here.

  4. You only need use the 'Define Form' function once. Afterwards, Form Template selection will be automatic.
The selection process for each form is described separately on the pages describing each one. Except where specified, leave all the fields in the specification window blank if you want forms to be printed from every record in the relevant register. If you need to restrict the number of forms printed, use the fields as described.

You can often print forms from a range of records, such as a range of Employment Contracts. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to print Contracts 001 to 010, enter "001:010" in the Number field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.

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Please follow these links for details about each form:

  • Introduction

  • Employment Contracts

  • and please refer here for a list of standard fields that you can include in almost every Form Template
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