Do you currently have Personal Information on the Avanti Self-Service Portal and want to use the latest version? Here, you’ll learn what’s changed and how to start using Personal Information.
Once you’ve checked out all the new behaviours in What to Expect When Moving to the New Personal Information, you can Start Using Personal Information.
How to Confirm Your Personal Information Version
Before getting started with the transition guide, you’ll need to confirm that you’re using the latest version of Personal Information; if you’re using an older version, you’ll need to set up Personal Information before you can start using it.
In Personal Information on the Avanti Self-Service Portal, take a look and see if Personal Data displays above the employee’s information. You’ll know you’re using the latest version if you see it.
If you’re using the latest version, you’re in the right place! If you’re using the older version of Personal Information, go to the Personal Information Setup Guide for more details.
What to Expect When Moving to the New Personal Information
You’ll notice some improvements once you start using the new Personal Information. More employee information is housed here, including Emergency Contacts and Dependents. It’s also grouped intuitively, so you can find what you’re looking for faster.
Basic Information
Address
Phone Numbers
Email
Additional Information
Emergency Contacts
Dependents
Basic Information now contains more employee details to view; Given Name, Surname, Birth Date, Gender, Marital Status, Language, Social Insurance Numbers and Social Insurance Expiry can now all be kept up to date.
Don’t want anyone to view or update these new fields? Don’t worry; you can restrict access in Updating Personal Information Settings.
Previously, an option allowed employees to add photos when there wasn’t one for the employee. This is no longer available in Personal Information; you can chose for employee photos to be view-only or updated, based on your settings.
Additional Information, Emergency Contacts, and Dependents provide even more flexibility and have their own dedicated transition guide.
Finding your Employees
Personal Information integrates seamlessly with Employee Directory. To access employees, find the employee within the Employee Directory, then go to Profile.
Go to Employee Directory Overview to learn more.
Updating Personal Information Settings
All the settings you currently use to hide or prevent people from updating employee information will continue once you transition to the new Personal Information.
There is some additional information that you can limit access to: Given Name, Surname, Birth Date, Gender, Marital Status, Language, Social Insurance Numbers, and Social Insurance Expiry.
If you want everyone to be able to view and update these details, skip to Start Using Personal Information. Otherwise, we’ll go through restricting access here.
Step 1: Open Administration Settings on ASSP and select Company Settings.
By default, this can be found in Administration.
Step 2: Enter PersonalInfo.PersonalData in the Search.
Go to How to Hide Details in Personal Information to prevent anyone from seeing some new information.
If you want all the new information to display, skip to Who Can Update Personal Information to prevent people from being able to update the information.
How to Hide Details in Personal Information
Step 1: Select Edit for PersonalInfo.PersonalDataHiddenFields.
Step 2: In Value, add a comma-separated list of the Setting Options for the fields that shouldn’t be available when viewing, creating or updating Personal Information.
The following Setting Options are available:
GivenName, Surname, BirthDate, Gender, FirstLanguage, Marital, PreviousSurname, Sin, SinExpiryDate,
Important Information
These should be added to the end of the Value, if the Value already has details. If the last character isn’t a comma, add one before adding the Setting Options.
Step 3: Select Save.
Step 4: Select Reload Settings.
Who can Update Personal Information?
Before making any adjustments, you’ll need to determine who can update the information and which settings need to be adjusted. Here are the settings:
PersonalInfo.PersonalDataEmployeeReadOnly: Prevents employees from being able to update information.
PersonalInfo.PersonalDataManagerReadOnly: Prevents managers and regular users from being able to update other employees’ information.
PersonalInfo.PersonalDataManagerReadOnlyForSelf: Prevents managers and regular users from being able to update their information.
You’ll also need to identify which information shouldn’t be updated:
GivenName, Surname, BirthDate, Gender, FirstLanguage, Marital, PreviousSurname, Sin, SinExpiryDate, PrimaryEmail,
Additional Information
You can only make the Primary Email read-only for employees.
Step 1: Select Edit for the setting you’d like to update.
Step 2: In Value, add a comma-separated list of the Setting Options with the fields you don’t want to be updated.
Additional Information
You can only make the Primary Email read-only for employees.
The following Setting Options are available:
GivenName, Surname, BirthDate, Gender, FirstLanguage, Marital, PreviousSurname, Sin, SinExpiryDate, PrimaryEmail,
Important Information
These should be added to the end of the Value, if the Value already has details. If the last character isn’t a comma, add one before adding the Setting Options.
Step 3: Select Save.
Step 4: Repeat Steps 1 to 3 for each setting you need to update
Step 5: Select Reload Settings.
How to Update Employee Photos
Determine whether employee photos should be updated in Personal Information. You’ll see employee photos in the Employee Directory, in the top-right corner of ASSP, and in Personal Information. These pictures are also on Avanti Go. If the employee doesn’t have a photo or you’re not displaying them, you’ll see the employee’s initials.
Update photos by selecting Edit in Basic Information. You can also add photos on the Personal tab of the Employee Profile in the Avanti Desktop.
Step 1: Open Administration Settings on ASSP and select Company Settings.
By default, this can be found in Administration.
Step 2: Enter EnablePictureChange in the Search, then select Edit for EnablePictureChange.
Step 3: Adjust the Value if necessary, then select Save.
Select Value to allow the employees’ photos to be changed in Personal Information.
Deselect Value to prevent photos from being changed in Personal Information on ASSP.
Step 4: Select Reload Settings.
Start Using Personal Information
Only Regular users with the Admin user group can set up Personal Information.
Step 1: Select System Configuration.
Step 2: Under System, select New Experience.
Step 3: Select Start Setup.
Step 4: Select Continue to bypass the security.
Step 5: Select Personal Information if it’s not selected.
Additional Information
When Personal Information is selected, everything within it gets selected to be included.
Step 6: Deselect any of the sections you don’t want to include yet.
For example, you should deselect Additional Information if you’re not ready to set it up.
Additional Information
When a section is deselected, it displays in Yellow.
Now, you’re ready to go through each section you’re using and set the correct access.
Step 7: Select Edit for the section you’d like enabled.
Step 8: Select a Role Type to determine which employees your managers and regular users can access.
Important Information
Managers and regular users need role permissions and user group access to the employee’s Personal Information to view any of the sections within.
For example, if a different role type is selected for Personal Information than Basic Information, managers can only view Basic Information if they can access Personal Information.
Step 9: Select the User Groups. Anyone in one of the selected User Groups has access.
Additional Information
Only users in one of the selected User Groups have access unless * is selected. If * is selected, everyone can access Personal Information.
Step 10: Set your desired Responsibility to Edit and View Personal Information.
A * grants access to all users.
Enter an A to restrict access the most. Only users with A will have access.
Enter any other letter. Users with that letter will have access. Users with a letter between that level of access and A will also have access.
Additional Information
Responsibility levels range from A to Z, with A being the most restrictive. The user’s responsibility level is based on their assigned user groups. Go to Responsibilities for more information.
For example, if the Edit Responsibility is B, the user must have A or B access to modify Personal Information.
Step 10: Select Save.
Step 11: Repeat Steps 7 to 10 for each section you’re using within Personal Information.
Step 12: Select Finish.
Step 13: Select Exit Configuration.
Great! Personal Information is all set up.
Go to these transition guides for Additional Information, Emergency Contacts, and Dependents to unlock Personal Information’s full potential.