Employee authorisation management with configurable types

Overview

The employee authorisation management with configurable types functionality allows structured management of the authorisations associated with each employee, replacing the previous free text model with a configurable, traceable system oriented towards document generation.

With this enhancement, Smart OSH includes:

• A configurable authorisation types master.
• Management of individual authorisations per employee.
• A global screen to consult and maintain authorisations across the organisation.
• Report generation linked to each authorisation.
• Document linking between the authorisation and the employee record.
• Support for bulk upload via Excel in the types master.

Purpose

This functionality is designed to:

• Standardise authorisation management.
• Control the validity of each authorisation through dates.
• Allow multiple authorisations of the same type for the same employee.
• Generate documentation using templates associated with the authorisation type.
• Consult authorisations transversally from a global list.
• Maintain document traceability from both the authorisation and the employee.

Available authorisation types

In addition to the existing types, new authorisation types are introduced for use in the system.

Among the new types included are:

• Authorisation for work in confined spaces
• Authorisation for work at height
• Authorisation for handling chemical products

Note

The system starts from an initial set of existing types and allows creating new types from the master without additional development.

Requirements and preliminary considerations

Before using this functionality, please note the following:

• Authorisation types must be configured in the master.
• To generate reports, the authorisation type must have an associated report template.
• Menu visibility and operations depend on the user’s permissions.
• Authorisation management is performed both from the employee record and from a global menu.
• The end date cannot be earlier than the start date.
• It is not permitted to delete an authorisation type if it is being used by any authorisation.

Caution

If a user lacks permissions, they will not see the menu or operations related to this functionality.

Authorisation types master

What it is

The authorisation types master is the base configuration from which the different authorisation models available on the platform are defined.

It allows parameterising:

• The type code.
• The authorisation name.
• The authorisation title.
• The associated report template.
• The conditions and observations.
• The authorisation description.

Where to find it

Menu path:

Organisation | Configuration | Authorisation types

What can be done

This screen provides standard operations:

• New
• Edit
• Delete

Detail fields

Each authorisation type may include the following fields:

• Code: mandatory and unique.
• AuthorisationName: mandatory.
• AuthorisationTitle
• Report template
• Conditions and observations
• Authorisation description

How to create an authorisation type

1. Go to Organisation | Configuration | Authorisation types.
2. Click New.
3. Enter the type code.
4. Enter the authorisation name.
5. Complete, if applicable, the title, report template, description, and conditions and observations.
6. Save the record.

How to edit an existing type

1. Access the Authorisation types list.
2. Select the record you wish to modify.
3. Click Edit.
4. Update the necessary fields.
5. Save the changes.

How to delete a type

1. Access the Authorisation types list.
2. Select the type.
3. Click Delete.
4. Confirm the operation if prompted by the system.

Caution

You cannot delete an authorisation type that is already associated with existing authorisations.

Tip

Correctly define the template, title, and base texts in the master to reduce manual tasks when creating employee authorisations.

Authorisation management in the employee record

Main change in the record

The former tab Data for authorisations is now called Authorisations.

The most important functional change is that the free text fields disappear and are replaced by a structured grid.

What the Authorisations tab shows

The employee’s authorisations grid includes these columns:

• Code
• Authorisation title
• Authorisation start date
• Authorisation end date

Available operations:

• New
• Delete
• Generate report

Creating or editing an authorisation

When creating or editing an authorisation, a form opens with these fields:

• Authorisation type
• Authorisation title
• Start date
• End date
• Report template
• Authorisation description
• Conditions and observations

Additionally, there is an extra tab:

• Reports and attachments

Here you can:

• View the generated report.
• Store an associated attached file.

Autocompletion from the authorisation type

When selecting an authorisation type, the system automatically fills in:

• Authorisation title
• Report template
• Description
• Conditions and observations

These values are obtained from the authorisation types master.

How to create an authorisation for an employee

1. Access the employee record.
2. Enter the Authorisations tab.
3. Click New.
4. Select the authorisation type.
5. Review the autocompleted fields.
6. Enter or adjust the start and end dates.
7. Complete or correct, if applicable, the title, description, template, or conditions.
8. Save the record.

How to edit an employee authorisation

1. Access the employee record.
2. Enter Authorisations.
3. Open the authorisation you wish to modify.
4. Make the necessary changes.
5. Save.

How to delete an employee authorisation

1. Access the employee’s Authorisations tab.
2. Select the corresponding record.
3. Click Delete.
4. Confirm the operation.

How to generate an authorisation report

1. Access the employee’s authorisation.
2. Click Generate report.
3. The system will use the template associated with the authorisation.
4. The generated document will be linked to the authorisation and the employee.

Note

You can create multiple authorisations of the same type for the same employee. There is no restriction on repeated types.

Caution

If the authorisation does not have an associated template, report generation will show a controlled message and cannot be completed.

Global authorisation management

What it is

In addition to management from the employee record, Smart OSH includes a centralised view to consult and maintain all authorisations in the organisation.

Where to find it

Menu path:

Organisation | Employee authorisations

What the global list shows

The global screen shows authorisations for all employees with main columns such as:

• Code
• Identification
• Employee
• Authorisation type
• Authorisation start date
• Authorisation end date

Available filters

The grid allows filtering by:

• Scope
• Active
• Employee type
• Position

Available operations

From this screen you can:

• New
• Delete
• Generate report

Its operation is equivalent to the employee authorisations tab, with the difference that here the authorisation is managed from a transversal view.

Global authorisation detail

The detail screen contains:

• The same fields as the employee authorisation.
• An additional mandatory field for relation to the employee.

How to create an authorisation from the global list

1. Access Organisation | Employee authorisations.
2. Click New.
3. Select the employee.
4. Select the authorisation type.
5. Review the autocompleted fields.
6. Enter the dates and other necessary data.
7. Save the record.

How to locate specific authorisations

1. Access the global list.
2. Use the available filters as needed.
3. Execute the search.
4. Review the resulting records.
5. Access the detail or generate reports if applicable.

Tip

Use the global screen to quickly locate which employees have a specific authorisation or which have authorisations within a particular validity range.

Report generation

How it works

Each authorisation can have an associated report template. When generating the report, the system automatically uses the template linked to the type or the specific authorisation, depending on the available configuration.

What data it uses

The generated report takes data from:

• The authorisation
• The employee
• The associated template

Document linking

What happens when generating a report

When a report is generated from an authorisation, the system:

• Stores it in the authorisation itself.
• Also stores it in the employee’s reports and attachments.

What this linking provides

• Complete traceability
• Access from both contexts
• Centralised document preservation

Attachments

In addition to the generated report, the authorisation allows storing related attached files.

Bulk upload via Excel

What it allows

The Authorisation types master is included in the bulk upload via Excel processes.

This allows:

• Inserting new types
• Updating existing types
• Validating mandatory fields

Purpose of bulk upload

• Facilitate initial parameterisation
• Reduce repetitive manual tasks
• Maintain the master more efficiently

How to use it

1. Download the corresponding bulk upload template.
2. Add new types or modify existing ones.
3. Verify that mandatory fields are completed.
4. Execute the upload in Smart OSH.
5. Review the result and correct any validation errors.

Caution

If the Excel contains duplicate codes or missing mandatory fields, the system will return validation errors and will not complete the upload of those records.

Key functional rules

Type repetition

• It is allowed to register multiple authorisations of the same type for the same employee.

Validity

• The authorisation validity is delimited by start date and end date.

Master integrity

• You cannot save a type with a duplicate code.
• You cannot delete a type that is already in use.

Mandatory relation with employee

• In global management, you cannot save an authorisation without associating it to an employee.

Date validation

• An end date earlier than the start date is not permitted.

Common use cases

Issue a standard authorisation to an employee

1. The authorisation type is previously configured in the master.
2. Access the employee record.
3. Create a new authorisation selecting that type.
4. The system automatically completes the base texts and template.
5. Save the dates.
6. Generate the report.

Result: the authorisation is registered and documented with traceability.

Consult which employees have a specific authorisation

1. Access Organisation | Employee authorisations.
2. Filter by the authorisation type you wish to consult.
3. Review the resulting list.

Result: you obtain a global view of employees and the validity of their authorisations.

Maintain a renewal history

1. Create an initial authorisation for the employee.
2. When necessary, create a new authorisation of the same type with new dates.
3. Keep both in the system.

Result: a history of authorisations is maintained without overwriting previous records.

Considerations on permissions, auditing and performance

The functionality includes:

• Role-based permission control
• Auditing of creation, modification and deletion
• Homogeneous validations between popup and detail
• Compatibility with standard grid export

Note

If you observe differences in any field or filter in your environment compared to this documentation, the configuration and version implemented in that environment will prevail.

Main benefits

This functionality provides:

• Configuration autonomy
• Document standardisation
• Historical control
• Structured management
• Cross-sectional search
• Future scalability
• Improved traceability and auditing

Summary

Employee authorisation management with configurable types transforms authorisation administration in Smart OSH towards a more robust and maintainable model.

It allows:

• Configuring types from a master
• Managing authorisations from the employee or from a global view
• Generating and storing reports
• Associating documentation to each record
• Controlling validity and maintaining history

This is a key enhancement for organisations that require formal, auditable and scalable control of authorisations associated with their employees.

Ref. SO-3423