The System menu contains programs that control how processing is defined and done in the system and other options in 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 for more details.

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• Click for more details. When viewing any log files that contain a level of ‘ERROR’, if you need to download the full error message, please use the at the bottom of 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 tracks the key activity or changes performed on leave requests, timesheets and user information within the ESS application. 

Revision Entity Filters

Offers several filters (listed below) that can be applied to customize your report.

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• 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 that were made to a particular object (i.e. user’s leave request, 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. 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. 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. The date being entered is the system date (aka timestamp).

Sub Report Options

Currently, if the Leave Request, Timesheet Revision, or User Object Type is selected, it will display additional Sub Report options, allowing you to select specific sections you want displayed on the report. Possible sections of the report include:

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• Include Field Report? If selected, it will include the Field Name, Old Field Value and New Field Value columns on the right side of the report. For example, if I added a new user and ran an audit report for the User object type, the field value information will include the fields on the user account, the old field value (i.e. null if empty) and new field value.

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• Hide Unchanged Field Values? If selected, allows user to hide any fields that have not changed so that only changed fields are displayed on the report. If unselected, it will display all field values but it will also highlight the fields that have changed.

• Include Approval Trail Report? If the Leave Request or Timesheet Object type is selected, it will include the workflow approval trail 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).

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• Include Daily Details Report? If selected, it will include the daily details that is stored in the leave request’s ‘Leave Request Daily Details’ tab.

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Revision Object Filters

Depending on the Revision Object Type selected, you will be able to filter further on leave types and/or employees. For example, if you prefer to run an audit report on the leave request object type to see all sick leave activity for a specific employee, you will select the sick leave type and add the specific employee.

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• Leave Type: select one or more leave types

• Employee: select one or more employees. When selecting the employee, you can select one or more of their positions or leave blank to include all of their positions.

Batch Job

Displays ESS scheduled or a manually run batch job in grid format. Click on on a specific batch job for further information

Batch job may include:

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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

• Timesheet Configuration

• Timesheet Period Close Configuration

• Timesheet Workflow Configuration

• White List Configuration

Date Codes

Used with existing Custom Date Codes in USPS’s Core>Date Codes (i.e. FBI check).

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Create a Date Code

1. Once a date code exists in USPS, the user can pull the USPS Date Code into ESS. Next, click ‘Continue’

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2. The Date Code and Description from USPS auto loads. The user can enter the following:

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

b. Days Before Expiration to Notify: Number of days prior to the expiration date that the employee will be notified

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

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

Currently, ESS doesn’t have a way to notify users (via email, notification or at login) of an approaching deadline. This is a planned enhancement in CY2025.

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 Employee Self Service Import from Kiosk guide for further information on editing the Kiosk User spreadsheet prior to 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

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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

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Spreadsheet example above displays extracted existing ESS User data. The Username column data was changed to their active directory usernames

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• Upload File: Must be in CSV format.

• Mass Load Option: Currently, only User data is allowed to be mass loaded into ESS.

• 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 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 includes a ‘user_id' column that contains the existing user record’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 needed when loading changes made to existing user record data.

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 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
TITLE	No maximum number of characters	Employee Job Title
EMAIL	must use a valid email format	Required. Recommended to use employee’s Primary Email Address from USPS>Employee record
EXTERNAL_AUTH	true or false	Enter true if user is using External Authentication (Active Directory). Otherwise leave blank and it will default to false.
ENABLED	true or false	Enter true if 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, date 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, date at which the user 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 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 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.

Organization

The 'Organization' refers to district information such as district address and ID numbers that are unique to a district. Currently, the organization is not included on the Legacy Kiosk load imports. Districts will have to manually add their Organization information into ESS.

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Test Connection

Testing the connection between ESS, USPS and Workflows is part of the post-installation procedures from the Employee Self Service Installation Guide.

The Test USPS Connection and Test Workflow Connection buttons are selected to notify the user whether or not ESS is properly connected to the district’s USPS and Workflows applications. If the connection is successful, the user will see "Connection Successful" messages. 

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Before testing and After testing connections

Test Email

May be used to send a test email to an ESS user to ensure email notifications work for their leave request submissions/approvals.

If a user wants to opt out of leave request emails and/or timesheets, in their User Profile, they may deselect the ‘Opt Out of…' options.

Enter the user’s email address in the To: field and click on ‘Send Email’ to send the test email.

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USPS Data Sync

This option is available on an as-needed basis if, for some reason, the position or leave balance data from USPS needs refreshed. ESS is set up to always pull the most recent USPS Position and Leave Information upon log in. Please note that when syncing positions is selected, it will automatically sync employee data as well.

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