Auto Update Status

Auto Update Status

The Auto Update Status feature streamlines the process of updating a person's status by automatically assessing and incorporating various criteria. This functionality enhances user efficiency by eliminating the need for manual status updates, thereby saving valuable time.

The following is a detailed overview of how Auto Status Update is handled in Zenople. 

Auto Update Status Option Property 

A recent addition includes an option property named "Auto Update Status" at the Company level, designed for Applicants, New Hires, and Employees. To configure this setting, users can access the "Option" section within the ATM, select the "Company" entity, and then locate the "Auto Update Status" option property specifically tailored for Applicants, New Hires, and Employees. This functionality empowers users to exercise precise control over status updates at various stages, offering the option to choose between values of "True" or "False." 

Auto Update Status for Applicant 

When the "Auto Update Status" option property is configured as True for the Applicant, the initial status of a person at the Applicant level will be set to "Applicant." Importantly, this value overrides the selected value in the "Default Status" option property, regardless of its configuration. The subsequent table outlines the process of Auto Update Status at the Applicant level.

The following option properties are also used at the Applicant level to allow the user to select their required number of days for certain status changes during Auto Update Status. 

Note: The number of days is defined from the day when the Applicant was added to the system. Likewise, when the person is set as "Placed DH" and the placement is ended, they will be reverted to their respective status as per the rules. 

• Applicant to Inactive Days:  The "Applicant to Inactive Days" option property, located at the Company level, provides users with the capability to specify the duration within which a person must complete their tasks. By defining a value in this option property, the system will automatically transition the person's status from "Applicant" to "Inactive" if the designated number of days elapses without task completion.

• Inactive to Archive Days: The "Inactive to Archive Days" option property, situated at the Company level, enables users to set the timeframe within which a person's status transitions from "Inactive" to "Archive." By specifying the value in this option property, the system will automatically update the status based on the defined number of days of inactivity, facilitating a streamlined archival process.

Flow Chart for Applicant:

Auto Update Status for New Hire

When the "Auto Update Status" option property is enabled for New Hires, the system seamlessly updates their status through predefined cases. The following are the predefined cases for the Auto Update status of New Hires.

The following Option Properties are used to Auto Update the Status of New Hires:

Note: The number of days is calculated from the moment a person transitions into the system as a new hire. Likewise, when the person is set as "Placed DH" and the placement is ended, they will be reverted to their respective status as per the rules.

1. Active to Inactive Days: The "Active to Inactive Days" option property, configured at the Company level, serves to establish the timeframe within which a New Hire's status transitions from "Active" to "Inactive." By defining a specific number of days, if a New Hire does not complete their tasks within this duration, the system automatically updates their status to "Inactive," ensuring proactive management based on the specified timeline.

1. Inactive to Archive Days: The "Inactive to Archive Days" option property, configured at the Company level, determines the duration during which a New Hire's status remains set as "Inactive" before transitioning to "Archive." By specifying the number of days, this option property ensures a systematic and timely process for updating the status of New Hires within the defined archival timeframe.

Flow Chart for New Hire

Auto Update Status for Employees

To facilitate the automatic modification of Employees' status based on specified criteria, it is essential to configure the "Auto Update Status" option property at the Company level and set it to True. This setting enables a seamless and systematic process for updating the status of Employees in accordance with the defined criteria.

The following table describes the defined criteria for the Auto Update Status for Employees:

Furthermore, the following option properties are used to define the days for the Status changes:

1. Active to Idle Days: The "Active to Idle Days" option property, established at the Company Level, serves as a parameter to specify the duration within which the status of an employee transitions from "Active" to "Idle" based on the provided criteria. This setting defines the period of inactivity that triggers the automatic change in an employee's status within the specified criteria.

1. Active to Inactive Days: The "Active to Inactive Days" option property, configured at the Company Level, plays a pivotal role in specifying the duration within the aforementioned criteria. This setting dictates the number of days after which an employee's status transitions from either "Active" or "Idle" to "Inactive" based on the defined criteria.

1. Rehire Days: The "Inactive To Rehire Days" option property is established at the Company Level, which is instrumental in determining the timeframe within the previously mentioned criteria. This parameter defines the number of days after which an employee's status transitions from “Active”, "Inactive”, “Idle” to "Rehire," adhering to the specified criteria. This option property merges its functionality with the previous "Rehire Day Difference" option property as well. 

 During the Reonboard state for employees, all tasks, irrespective of their current stage, are systematically assigned to them. Similarly, the subsequent option properties can be utilized to allocate tasks specifically during the Rehire stage.

1. Inactive to Rehire Reassign Tasks: The "Inactive to Rehire Reassign Tasks" option property, configured at the Company Level, describes the tasks that undergo reassignment when the status of an employee transitions to "Rehire." Within this option property, users can select from available options such as Bank Account, Personal Information, Skills, and W4 to determine which tasks are reassigned during the transition to the Rehire status.

1. Inactive to Rehire Items to Inactive: The "Inactive to Rehire Items to Inactive" option property, established at the Company level, encompasses options like Bank Account, Contribution, Deduction, and Tasks. This property determines which details will be inactivated when an employee’s status is set to "Rehire." Specifically, for tasks, it further defines whether the tasks should undergo reassignment or remain unchanged during this transition period. If the Task option is selected in the option property, all the tasks other than the tasks with "Complete" status are set to be archived. 

Flow Chart for Employee