You have the option to create your own Fields and define it as per your requirement. 


You can create Fields like Qualification, Total Experience etc… These fields will reflect in the Employee Master and the Employee Onboard Import sheet and Manage Forms/Letters. Employees will be able to view the same in their ESS login. 


On the Home page, click “Transactions”. 


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Under Core HR, click User Defined Fields”. 

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Click “Create user defined fields” under “Configure”. 

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  • Name of the Fields- Enter the name of the UDF like Qualification, Total Experience, Previous Employer details etc. 

  • Select the Type of Control - Textbox or Drop down from the drop-down list. 

  • Text Box: This can be selected if UDF is just a header. 

  • Drop down list: This option to be selected, if UDF has multiple values. 

  • Select the Data type: Choose the type of UDF from the drop-down list as Numeric or Alpha Numeric. 

  • Maximum Length: This refers to the length of the characters a text box can have. For example - if maximum length entered as 10, then this field is restricted to enter less than or equal to 10 characters. 

  • Is Unique: Enable this option if the field name should be Unique. 

  • Is Active: If checked, then this UDF will remain Active. 

  • Is Mandatory at Admin: Enable the check box to make this UDF a mandatory field for the admin when creating the Employee record/Onboarding. 

  • Is Mandatory at ESS:This field will reflect in “Others” in the Employee Self Service Portal 

  • Is Employee Editable:Enabling this option allows employees to edit the values in UDF fields in employee ESS login. 

  • Show in FFS: Enable this check box to make this UDF to be shown in Full & Final Settlement process. 

  • Show to Employee: This UDF can be restricted for employee access but enabling this field will make the employee view it in their Employee Self Service Login (ESS). 

  • Show in Adhoc report filter: Enabling this checkbox will help the user to use UDF as a filter in reporting. 

  • Check the box “Show in Mail Merge” if you require the field to be part of your mail merge document. 

  • Applied Branches: UDF can be restricted to a branch or made applicable to all. There is an option to select the Branch for which this UDF is applicable and by default, the UDF is applicable to all the branches if unchecked. 

  • Click on Save to save the UDF. 

  • All the UDFs created will be displayed and you have the option to View/Edit and Delete the UDF. 

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Click“ORDER” to arrange the UDF fields. 

Select UDF and move to right table. 

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On the right side use theUP & DOWN arrow keys to move and place UDF fields order. 

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