The System menu includes programs that define and control system processing, along with other configuration options within ESS.

Role: District Manager or Admin role.

App Log

Used by SSDT and ITCs to debug issues, but it also stores Auditable Events and logging info that can be useful to ITC / users.  Click View for more details.

Open

• Click View for more details. When viewing any log files that contain a level of ‘ERROR’, if you need to download the full error message, please select the at the bottom of the log to generate a text file of the complete error message. The text file will include the information in both the Message and Exception Detail fields.

Audit Reports

The Audit Reports track key activities and changes made on leave requests, timesheets, and user information within the ESS application.

Users can select from various Revision Object Types with specific options displayed based on the selected Object Type. (example: Leave Requests or User)

Open

(ex. Revision Object Type = Leave Request)

Open

Revision Entity Filters

Offers several filters related to the selected Revision Object Type, allowing you to customize and refine your report output.

• Revision Object Type: Currently, this field is required. Select an object type you would like to filter the report on. For example, if you would prefer to see the detailed changes/updates made on leave requests, select the ‘LeaveRequest’ object type. Only one revision object type can be selected at a time.

• Revision Object ID (UUID): is the unique identifier associated with a specific object. You must enter the full UUID. The UUID helps pinpoint the exact updates made to a particular object (i.e. user’s leave request, a user’s account, etc).

• Usernames: Use the drop-down to select a username to filter and view changes made by that user in the application. You may select more than one username or leave blank to include all users. 

• Operation: Use the drop-down to select one or more operation methods [Add, Mod(ify) or Del(ete)].

• Sort By: Select a specific field to sort by. This is a required field. Choices include Entity ID, Username, Revision Type, or Timestamp. By default, the report will sort by timestamp. Only one sort option can be selected. If a Sort By option is selected, then a Sort Direction must also be selected.

• Sort Direction: Select Ascending or Descending. This is a required field. If a Sort Direction is selected, then a Sort By option must also be selected.

• Start Date/Stop Date: Enter a starting and ending date range; these are required fields. The date being entered is the system date (aka timestamp). The stop date will be defaulted to the current date and can be edited.

Sub Report Options

Currently, if the Leave Request, Timesheet Revision, or User Object Type is selected, additional Sub Report options will appear. This allows the user to select specific fields to be displayed on the Audit report. Possible sections of the report include:

Open

• Include Field Report? When selected, Hide Unchanged Field Values? will now be displayed as an option. The Include Field Report, if selected, will include the Field Name, Old Field Value, and New Field Value columns on the right side of the report.

  Open

  

  • EXAMPLE - A new user was added in ESS named Betty Roberson. When the audit report is generated with the Include Field Report and the User object type selected, the information reported will be the field value information from the fields on the user account. The audit report will display both the old and the new field values. Null means empty/blank; thus, in this case, the User did not exist before this change.

  Open

  

• Hide Unchanged Field Values? This option becomes available when Include Field Report? is selected. This option allows the user to hide any fields that have not been changed, resulting in a report that includes only the fields that were created and/or updated. If Hide Unchanged Field Values? is not selected, the audit report will display all field values and highlight only the fields that have changed.

• Include Approval Trail Report? If the Leave Request or Timesheet Object type is selected, the audit report will include the workflow approval trail. This will be the same information that is stored in the leave request’s ‘leave request approval trail' tab (or ‘timesheet approval trail’ tab if the Timesheet Object Type is selected).

Open

• Include Daily Details Report? If this option is selected, the audit report will include the daily details that is currently stored on the leave request’s ‘Leave Request Daily Details’ tab.

Open

Revision Object Filters

Depending on the Revision Object Type selected, you may apply additional filters on leave types and/or employees. For example, if you prefer to run an audit report on the Leave Request Revision Object Type to see all sick leave activity for a specific employee, you would additionally select the sick Leave Type and add the specific employee.

Open

• Leave Type: Select one or more leave types.

• Employee: Select one or more employees. When selecting the employee(s), you may also select more than one position, or leave blank to include all positions.

Batch Job

Displays any ESS' scheduled or manually run batch jobs in grid format. Click on to view a specific batch job for further information

A batch job may include:

Open

Configuration

Listed below are the options available under the Configuration menu. Please click here (for full Configuration menu options) or click on a link below for further information on that particular configuration menu option.

• Absence Management District Configuration

• Application Configuration

• Data Change Email Configuration

• Default Substitute for Appointment Type Configuration

• ESS Functionality Configuration

• Email Configuration

• Employee Profile Configuration

• Forgot Password Configuration

• Job Status Configuration

• Leave Balance Details Configuration

• Leave Expenses Configuration

• Leave Request Workflow Configuration

• Leave Time Configuration

• Leave Type Configuration

• Password Expiration Configuration

• Payslip Configuration

• Position Details Configuration

• Registration Configuration

• Timesheet Configuration

• Timesheet Period Close Configuration

• Timesheet Workflow Configuration

• W2 Configuration

• White List Configuration

Date Codes

Used with existing Custom Date Codes created in USPS’s Core>Date Codes. (i.e. FBI check). Users will receive an in-app notification based on the Expiration Term in Days specified. Users will receive a notification until the date code expires.

Open

Create a Date Code

1. Once a date code exists in USPS, the user can use the dropdown to pull the USPS Date Code into ESS. Next, click Continue or Cancel to return to the Date Code grid.

   Open

   

   1. If a Date Code from USPS is already configured in ESS, an Alert to the user will be provided, and the user will be redirected to the existing Date Code.

      Open

      

       

2. The Date Code and Date Code Description from USPS auto-populate.

Open

The user can enter the following:

a. Expiration Terms in Days: Enter the number of days the date code is valid.

b. Days Before Expiration to Notify: Enter the number of days before the expiration date that the employee will be notified.

c. Notification Message: Enter the Message the employee will receive in ESS based on the days before it’s set to expire.

d. Active checkbox: uncheck when users need to disable date code notification.

e. Last Updated By and Last Updated Time will be automatically updated.

f. Click Save to or click Cancel to return to the grid.

Employees will be notified with in-app notifications on the ESS home screen. This notification job will run nightly using the job 'dateCodeNotificationsJob'.

Date Code Grid Options

View - Click to view the record. When viewing the Date Code, you can Edit the Date Code, generate an Audit report, or close to return to the Date Code grid.

Audit Report - Click to generate an Audit report based on the defined start and end dates.

• Open

  

Edit Click to edit the details on the Date Code in the grey shaded fields. (Expiration Terms in Days, Days Before Expiration to Notify, and the Notification message.

• Click Save to or click Cancel to return to the grid.

Kiosk Load

Used to import data extracted from the Legacy Kiosk application.

Kiosk Load options include the ability to import:

• Kiosk District Configuration

• Kiosk Leave Type Configuration

• Kiosk Users* - please refer to the Employee Self Service Import from Kiosk guide for further information on editing the Kiosk User spreadsheet before importing into ESS

• Kiosk User Time Preferences

• Kiosk Leave Request Groups

• Kiosk Leave Request Group Members

• Kiosk Sub Categories

• Kiosk Leave Request Workflows

• Kiosk Leave Request Workflow Group Levels

• Kiosk URLs

Open

Please follow the steps in the Employee Self Service Import from Kiosk in the order provided. Review any error messages generated from each import, as well as the error file generated. Please fix the errors on the generated error file (not the original CSV) and import the updated error file to fix any errors. Repeat until all errors have been resolved.

Mass Load

Used to mass load new information or mass update existing ESS data via a spreadsheet. Once the data is saved in the spreadsheet, the user can then mass load the data via the Mass Load option.

Example of existing ESS User data in a spreadsheet

Open

The spreadsheet above displays an example of the extracted ESS User data. The values in the Username column have been updated to reflect the users' Active Directory usernames and used to Mass Load into ESS.

Open

• Select Mass Loader using the drop-down. Currently, the only option is the User Mass Load. Once selected, the other options become available.

  Open

  

• Upload File: Must be in CSV format.

• Click Import to load the User data.

• A ‘loader-error.csv' file will be generated, displaying any errors and the number of records loaded. Error messages will also be displayed on the screen in the ‘Message’ area.

User Import Criteria:

• When loading user data, the field names on the spreadsheet must exactly match the Field names listed below.  The field names are not case sensitive.

• When creating new records, the fields specified below as "Required" must be included in the spreadsheet.  All other fields are optional.  All date formats are accepted (i.e. mm-dd-yyyy, mm/dd/yyyy, mmddyyyy, etc).

• When updating existing records, use the button to extract the desired User data from the Users menu>Users grid. It will generate a CSV-formatted file containing the filtered user data, as well as automatically include a ‘user_id' column that contains the existing user’s UUID.  Leave the ‘user_id' column in the spreadsheet as is and do not edit or remove the data in this column.  This field is required when loading changes made to an existing user’s record.

Field	Format	Definition

Field	Format	Definition
USER_ID	Automatically populated when extracting existing ESS User data (via the User grid ‘Export Grid Items’ option)	Required field if updating existing ESS user data.  Otherwise, it is not required for new user imports. **Please see the bulleted User Import Criteria above for more information on updating existing ESS User data.**
USERNAME	No maximum number of characters	Required. ESS Username
FIRST_NAME	No maximum number of characters	Required: ESS User’s first name
MIDDLE_NAME	No maximum number of characters	ESS User’s middle name
LAST_NAME	No maximum number of characters	Required. ESS User’s last name
SUFFIX_NAME	No maximum number of characters	ESS User’s Suffix (i.e. Jr, PhD, etc)
EMPLOYEE_NUMBER	If an employee of the district must use the Employee’s Identification Number from USPS	USPS Employee Identification Number. Required when using Mass Load to update the Select Employee field on the User’s record. This will link the user’s information in USPS for the user to view in ESS.
TITLE	No maximum number of characters	Employee Job Title
EMAIL	Must use a valid email format	Required. Recommended to use the employee’s Primary Email Address from USPS>Employee record
EXTERNAL_AUTH	True or false	Enter true if the user is using External Authentication (Active Directory). Otherwise, leave blank, and it will default to false.
ENABLED	True or false	Enter true if the user account should be enabled.   Otherwise, leave blank, and it will default to false.
PASSWORD_EXP	Accepts ISO_LOCAL_DATE_TIME (yyyy-MM-ddThh:mm:ss) format EX: 2024-05-01T00:00:00 is May 1st, 2024 at midnight	If entered, this is the date that the user's password will expire.  The user will be required to change the password after this date.  Does not affect externally authenticated users.
ACCOUNT_EXP	Accepts ISO_LOCAL_DATE_TIME (yyyy-MM-ddThh:mm:ss) format EX: 2024-05-01T00:00:00 is May 1st, 2024 at midnight	If entered, this is the date that the user’s account will expire.  After this date, the user will be effectively disabled.  This affects both locally and externally authenticated users.
LOCKED	True or false	Leave blank to default to false for new account creation. Locked accounts are usually temporary situations caused by excessive login failures or other account status problems.  Set the 'enabled' flag to false to disable a user.
2FA	True or false	Enter true if the user is using Two-Factor Authentication.   Otherwise, leave blank and it will default to false.
SYNC_TO_AESOP	True or false	Enter true if the user should be synced to AESOP.
ROLES	If multiple roles, separate each ESS role with a hyphen. Role names are case sensitive and must be in UPPERCASE. NOTE: The USER role does not need to be included in the spreadsheet. The application will add the role by default to the user account. NOTE: ADMIN role cannot be assigned via mass load. Please refer to the ‘Roles’ table below for the proper format on how role names are to be entered in the ‘Roles’ column	Example below of entering multiple ESS roles for a user. Open After import, when viewing the user account in ESS, it will display as follows (automatically added User role by default) Open

Please reference the available roles table below when entering a role on your user spreadsheet. The role must be in UPPERCASE and match exactly to what is displayed in the ‘Role Name for User Import' column.

Monitor

Admin Users and District Managers have the ability to monitor and view various processes occurring within the ESS system.

Grid results are displayed in four (4) tabs:

• Info Tab - The info tab displays the application’s build information. This information can also be viewed under the menu option Help > About.

  Open

  

• Metrics - The metrics tab displays a list of available metrics. The grid allows for both filtering and sorting to help locate specific data. Selecting a row opens a detailed pane showing the corresponding measurements. For example, clicking on the row called application.ready.time will display the results:

  Open

  

• Loggers - The loggers tab displays a list of all loggers and their associated level. The grid allows for both filtering and sorting to help locate specific data. To modify a logger’s level, click the Change Level button on the right side of the grid; then click Save to apply the change. A success notification will confirm the update. Changing the ROOT logger will update all loggers that have not been individually modified. NOTE: Logging level changes are temporary and will revert to default settings after a full application restart.

Open