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.
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.
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.
"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.