Job assignment settings
  • 05 Jul 2023
  • 4 minutes to read

Job assignment settings


Article summary

The following settings are available when you create a job assignment.

Setting
Description
Notes

Full name

The title or name of the job assignment. If no full name is provided, then it will default to Unnamed job assignment (ID: X), where X is the ID Number of the job assignment. 

Job assignment full names are displayed when selecting a manager, temporary manager, or appraiser, and when a user is required to choose a job assignment within an appraisal or when signing up for a seminar event. Using a descriptive, clearly identifiable full name is highly recommended.

Short name

A shortened or abbreviated title or name for the job assignment.

A job assignment's short name is only displayed when editing a job assignment.

ID number

The ID number is a mandatory field and is used to uniquely identify a job assignment for a user when creating or updating job assignments via HR import.

A user cannot have more than one job assignment with the same ID number, however, users across the site may have the same job assignment ID number.

A job assignment ID number may contain letters, numbers, spaces, and special characters.

When creating an HR import CSV file then this would be used for the managerjaidnumber and/or tempmanagerjaidnumber fields. 

Description

An optional description of the job assignment.

-

Start date

The date that the user started in this job assignment. This field is for information only, although it can be used when creating dynamic audiences to populate membership based on job assignment start date.

This date is not used to determine if the job assignment is active in any other part of Totara.

End date

The date that the user completed this job assignment (e.g. when they no longer fill this role). This field is for information only, although it can be used when creating dynamic audiences to populate membership based on job assignment end date.

This date is not used to determine if the job assignment is active in any other part of Totara.

Position

To link a job assignment to a role within an existing positional hierarchy, select Choose position, browse from the position listing, choose the required position, and select OK.

Use multiple job assignments to link users to more than one position.

Where there are multiple positional frameworks, use the position dropdown to search through the required hierarchy.

This option is not shown if position hierarchies are disabled in Configure features.

Organisation

To link a job assignment to a department, team, or organisation within an existing organisational hierarchy, select Choose organisation, search or browse from the organisation listing, choose the required organisation and select OK.

Use multiple job assignments to link users to more than one organisation.

Where there are multiple organisational frameworks, use the organisation dropdown to search through the required hierarchy.

This option is not shown if organisation hierarchies are disabled in Configure features.

Appraiser

If using appraisals which include questions assigned to an appraiser to answer, an individual within the system must be linked as an Appraiser to the assigned user for the relevant job assignment.

Select Choose appraiser, search or browse through the user listing for the required individual and select OK.

This option is not shown if appraisals are disabled in Configure features.

Manager

This is the nominated manager for the user's job assignment.

Select Choose manager, then search or browse through the user listing for the required individual and select OK.

If the selected manager does not have an existing job assignment, select Create empty job assignment to create a manager association.

If the selected manager has multiple job assignments, ensure the correct job assignment is selected for the user's job assignment.

Temporary manager

Temporary managers can complete managerial tasks such as learning plans and seminar approvals while the listed manager is unavailable for an extended period.

Select Choose temporary manager, then search or browse through the user listing for the required individual and select OK.

This option is only shown if temporary managers are enabled via Quick-access menu > Users > User policies.

If the selected temporary manager does not have an existing job assignment, select Create empty job assignment to create a temporary manager association.

If the selected temporary manager has multiple job assignments, ensure the correct job assignment is selected for the user's job assignment.

If the required individual is not listed, it is possible the user does not have the necessary access rights to act as a temporary manager.

Temporary manager expiry date

Select the Enable checkbox to set an end date for a temporary manager association.

Once enabled, enter the date, month, and year, or use the calendar icon to select the date the nominated temporary manager's access will end.

Temporary managers will automatically be removed by the Update temporary managers scheduled task after the expiry date has passed.

HR import

Select the Enable checkbox to allow the update or deletion of this job assignment via HR import.

The ID number field must have a value to enable this field.

Note that if this box is not checked then HR import will fail to update your users' job assignments when run.

The Totara Academy has a whole course dedicated to using Positions, organisations and job assignments in Totara. Here you can learn more on how to use hierarchies and job assignments, see best practice, and give it a go yourself.

Can't find what you're looking for? Contact us at documentation@totara.com. Alternatively, book a call to have a chat about your Totara platform with a dedicated Customer Success Manager.

© Copyright 2024 Totara Learning Solutions. All rights reserved.

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