Is there a way to add historical users?

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  • Updated 3 years ago
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I have it set up so that when an employee enters a timecard the default value is user. Each user is linked to an employee record. This works great. But, I am importing historical data from our old database which contains many employees who are no longer with the company. Is there a way for me to set them up as users to maintain consistency in the timecard reports? I can use old email addresses to set them up, but until they register (which they never will) I only see the email address instead of a name.

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Carolyn

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Posted 3 years ago

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Robin K

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Did you already figure this out?  If you still need help I have a couple of questions.  Are you an administrator?  And when entering time, do you see a list of all the users or just yourself?

If you are an administrator, you can set up a new form in the time entry table such that the list of employee names is a lookup of the Employee Table, and would not be limited to the current user.  This new form would only be accessible to you.   Your current users would still only see their name by using the old form, but you would see all employees, both old and current, by using the new form.  Further, a user is only for people who need to log into your app to enter their own data.  The old employees would not be Users, but they would be in the Employee table.
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Carolyn

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Thank you Robin. I had put this on the back burner but I am going to try what you've suggested when I get a chance. I am an administrator, but very much a beginner to this type of thing!
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Robin K

  • 70 Points
The Employee table will need to be the parent to the time entry table (make the relationship if it doesn't already exist).   When viewing this relationship, click the "add a lookup field" button to add a lookup field that looks up the employee name. Put that lookup field on the new form in the time entry table. Also, make this lookup field be the reference proxy.  To do this, when viewing the relationship, on the right side you will see a field at the top that is marked as being the "reference".  It will likely be called "Related Employee" or something similar. Click on that field.  Scroll down to where it says Proxy, and from the drop down list, choose the employee name lookup field you created earlier.   This reference proxy allows you to be able to have a drop down list of employee names on your new form.   

Additionally, in my app, to make this work, I am in a different role than my users.  And then, upon making the second form in the time entry table, you will see a new option appear under Form settings that says "Set how different roles use these forms".  Here, you would choose which form the different roles will see when entering data.  

Let me know if you have any questions.
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Matthew

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You'll want to make 2 new fields.  (Assuming current user field is called "User")


 "Historical Name" (Text field) and "Time Card User" (Formula - Text).

Then use this formula to have it either use the old Historical User (from your import), or use the current user.

If([Historical Name]="", UserToName([User]), [Historical Name])

Then use the new field "Time Card User" in your reports, and make sure to hide the "historical name" field so people don't accidentally use it in the future.