Configuring New Employees in TIGA

When a new employee joins Formulatrix, IT and HR officers are responsible for determining the configuration level required in TIGA. Not all employees need full TIGA access—some, such as certain production staff, only require an employee record for data purposes. For employees who need TIGA access, the process involves verifying or creating user accounts, assigning employees to appropriate groups, and adding employee records in TIGA. This configuration allows them to access necessary tables and log their hours in the Time Tracking table.

Configuring New Employees in TIGA

Prerequisite:

• You are an administrator.

Verifying or Creating TIGA’s User Account

The first step is to verify whether the employee already has a TIGA user account. Employees might access TIGA on their own before HR or IT sets up their accounts. If employees with @formulatrix email sign in using their email, the system will automatically create a user account for them. IT or HR officers only need to check if the account exists. If the account is not found in the system or the employee’s email is @m3.formulatrix, the account needs to be created manually.

To verify or create TIGA’s user account:

1. Expand the System dropdown and select Security.

   

   Security System in TIGA

2. Select the User table and search for the employee’s Formulatrix email address or full name.

3. If the account with an Active mark already exists, proceed directly to add an employee record. Otherwise, create a new record.

   

   A User with Active Mark

4. Complete the fields as follows:

   • Username: Enter the employee’s Formulatrix email address.

   • Administrator: Check the box if the employee will be an administrator in TIGA.

     Important

     Assigning the administrator role grants full access to TIGA’s configuration, including critical settings and data. Only assign this role if necessary.

   • Is Active: This field is automatically checked to indicate an active user.

   • Full Name: Enter the employee’s full name.

   • Email: Enter the employee’s Formulatrix email address.

   • ID: Leave it empty. TIGA will automatically fill it.

   

   Creating a New User

5. Click Create to finish the process.

Post Conditions

The employee receives an email with a website address, username, and password to access TIGA.

Notification Email of Newly Created User

Assigning Employee to Groups

Once the user account is verified or created, assign the employees to the “Formulatrix” group and the specific team to which they belong. Therefore, they can fill in time tracking to track the hours spent on certain products and activities.

To add an employee to certain groups:

1. In the Security application, click Group table. Then, find and select “FORMULATRIX” group name.

   

   “FORMULATRIX” Group

   Tip

   Type the group’s name in the Group Name column to filter.

2. Click Link button in the Group Membership/Related Table. Then, connect the related employee account.

   

   Link a User to a Group

3. Click Link to finish the process.

4. Repeat steps 2–3 for the employee’s specific team. In this scenario, the employee belongs to the “SOFTWARE ENGINEER” team.

   

   An Employee Marked as Leader

Post Condition:

The employee can now fill in the timesheet in the Time Tracking table.

Adding Employee Record

After assigning the employees to their groups, provide all information about the employee, including general information and personal details, in the Employee table.

To add an employee record:

1. In the CRM application, open the Employee table and add a new record.

   Important

   Check if there is an existing account of the employee to avoid duplicates. If any, update the older record to align with the new information.

2. Fill in the required fields marked with an asterisk (*).

   Note

   Make sure the Join Date and Time Tracking Start Date fields have the same date for the new employees.

3. Click Create.

   Note

   TIGA automatically creates an employee record and an employee HR record.

4. Select the employee record you just created and click the Admin menu.

   Important

   This step is important to ensure the record is correctly set to the corresponding employee; otherwise, the manager cannot approve or view the submitted timesheets.

5. Click the Change Owner option.

   

   Change Owner of the Employee Record

6. Find and select the related employee from the User table.

   

   Set an Employee as the Record Owner

7. Repeat the steps 4-6 for the same employee in the Employee HR table.

Post Condition:

The manager can now view and approve submitted timesheets.