Employee Address
One address document per employee, holding as many addresses as he has. A worker normally has two: the room he rents near the plant and the village address his family is at. One of them is marked primary, and that is the one every letter and every report uses.
What it is for
An address is needed more often than HR expects: a letter of appointment, a confirmation letter, a notice, a statutory return, transport routing, and the emergency call that nobody plans for. Keeping it in one place per employee, with one address flagged as the one to use, avoids the usual mess of three different addresses in three different documents.
There is one address document per employee, and it holds all of his addresses as lines. The same lines appear on the address tab of Employee Basic Information, so HR can enter an address while creating the joiner and it ends up here. Exactly one line has to be marked primary. With a single address that is set for you. With two or more you have to choose, and the save is refused if nobody is chosen or if two are.
The city is picked from the state and the state from the country, so the three are always consistent. For a Pakistani workforce that means Country Pakistan, State Punjab, City Faisalabad, and the street detail typed into the address line.
Every field, in plain words
Header
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Employee | Whose addresses these are | EMP-0427 Imran Qureshi | Required. One address document per employee |
Address lines
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line | Line number | Fills itself | |
| Address | The street detail | House 42, Street 7, Ghulam Muhammadabad | Write the part that is not already in the city and state |
| Address Purpose | What kind of address this is | Pre | Pre Present, where he is living now. Pmt Permanent, the family or village address |
| Country | PK Pakistan | Pick it from Country | |
| State | PB Punjab | The list is the states of the country you chose | |
| City | FSD Faisalabad | The list is the cities of the state you chose | |
| Is Primary | This is the address to use | Ticked on the present address | Exactly one line must be ticked. With one line it is set for you |
| Notes | Landmark: opposite the Allied Bank branch |
How to configure it
- Make sure Country, State and City are set up for the areas the workforce comes from. A city that is not on the list cannot be typed in.
- Open the screen and pick the employee, or enter the addresses on the address tab while creating him.
- Add the present address: the purpose Present, country, state, city and the street detail.
- Add the permanent address if it is different, with the purpose Permanent.
- Tick Is Primary on the one that should be used for letters, normally the present address.
- Save. The address also shows on the employee record.
Scenarios
A worker lives near the plant but his family is in a village
Two lines. The rented room as Present and primary, the village as Permanent. Letters go to the room, and the family address is there for the call nobody wants to make.
A man moved house
Correct the Present line rather than adding a third. If the client wants the history of where he has lived, add the new address, mark it primary and leave the old one unticked with a note. Nothing on this screen is dated, so a note is the only history it keeps.
The city we need is not in the list
It has to be created on the City screen first, under the right state. This screen only picks from what exists, which is what keeps the reporting usable.
What it is connected to
- Employee Basic Information shows the same lines on its address tab, and an address entered there is saved into this document.
- Country, State and City supply the lists, in that order.
- Profile Change Request is how a self service user asks for an address change rather than making it himself.
If something looks wrong
- "It says one address must be marked primary" - either nothing is ticked or two lines are. Exactly one.
- "It says the address lines cannot be empty" - the document needs at least one address line.
- "The city list is empty" - the state has no cities set up under it, or no state has been chosen yet.
- "A letter went to the wrong address" - the primary tick is on the wrong line. The primary line is the one every letter uses.