Summary: This document provides comprehensive information about managing person details within the Onahiri platform. The Person Details section allows you to view and edit comprehensive information about each individual in your organization.

Overview

Person Details management is organized into multiple tabs, each focusing on a specific aspect of the individual’s information. This modular approach provides a clean, organized view while allowing for comprehensive data management.

Navigation

Person Details are accessed by selecting a person from the Person Management dashboard. The details view features a tab-based navigation system with the following sections:

1. Info Tab: Basic personal and contact information
2. Details Tab: Additional professional information and attributes
3. Address Tab: Current and permanent address details
4. Access Tab: Application roles and permissions
5. Jobs Tab: Current and historical position assignments

Info Tab

The Info tab contains fundamental personal information and is divided into two main sections:

Personal Information

• Full Name: The person’s complete name
• Email Address: Primary email contact (typically business email)
• Staff ID: Organization-specific identification number
• Identification Number: National or government ID (e.g., SSN, tax ID)
• Phone Number: Primary contact phone
• Gender: Selected from predefined options (Male, Female, Other)
• Employment Type: Employment classification (Full-Time, Part-Time, Contract, Temporary)
• Status: Current employment status (Active, Inactive)

Emergency Contact

• Name: Emergency contact’s full name
• Relationship: Relation to the employee (Spouse, Parent, Child, Sibling, Friend, Other)
• Phone Number: Emergency contact phone
• Email: Emergency contact email address

Details Tab

The Details tab contains additional professional information organized into customizable categories:

Predefined Categories

• Skills: Professional abilities and competencies
• Qualifications: Academic and professional qualifications
• Training: Completed training programs
• Certifications: Professional certifications and licenses
• Languages: Language proficiencies

Custom Categories

Users can create custom categories to capture organization-specific information. Each category can contain multiple items, and new items can be added as needed.

Address Tab

The Address tab manages residential information in two sections:

Current Address

• Street: Street address including apartment/unit number
• City: City or town
• State/Province: State, province, or region
• Postal Code: ZIP or postal code
• Country: Country selection from standardized list

Permanent Address

• Street: Street address including apartment/unit number
• City: City or town
• State/Province: State, province, or region
• Postal Code: ZIP or postal code
• Country: Country selection from standardized list

A “Copy to Permanent Address” button allows quick duplication of current address details to the permanent address fields.

Access Tab

The Access tab manages application-level access and permissions:

Application Roles

For each available application role:

• Role Status: Whether the role is granted or not granted
• Role Description: Brief explanation of the role’s purpose
• Toggle Control: Switch to grant or revoke the role

Changes to roles require explicit saving and may affect what functionality the user can access in the system.

Jobs Tab

The Jobs tab provides a comprehensive view of the person’s positions:

Current Jobs

For each active position:

• Position Title: The formal position name
• Organization Unit: Department or unit where the position exists
• Duration: Length of time in the position
• Start Date: When the position assignment began
• Status: Current status (Active)
• Primary Indicator: Whether this is their primary position
• Actions Menu: Operations that can be performed on the position

Past Jobs

For each inactive position:

• Position Title: The formal position name
• Organization Unit: Department or unit where the position existed
• Duration: Total time in the position
• Date Range: Start and end dates
• Status: Position status (Inactive)
• Actions Menu: Operations that can be performed on the position record

Editing Person Details

The Person Details interface supports inline editing with the following workflow:

1. Initiate Editing: Click the edit icon in the section header
2. Make Changes: Modify values in the editable fields
3. Save or Cancel: Either save changes or cancel to revert
4. Validation: The system validates data before saving
5. Confirmation: Success/error message confirms the outcome

Form Controls

Various form controls are used depending on the data type:

• Text Inputs: For names, IDs, and free-form text
• Dropdowns: For predefined options (gender, employment type)
• Country Selector: Searchable dropdown for countries
• Toggle Switches: For boolean values (roles)
• Date Pickers: For selecting calendar dates
• Add/Remove Controls: For managing lists (skills, certifications)
• Copy Buttons: For duplicating information between fields

Position Actions

The following actions can be performed on positions from the Jobs tab:

• Deactivate: End the person’s assignment to a position
• Reactivate: Restore a previously ended position
• Change Position: Modify the position details
• Toggle Primary: Designate as primary or secondary position
• Adjust Permissions: Modify role-specific permissions
• View History: See detailed change history for the position

Data Validation

The system performs validation on person details including:

• Required Fields: Ensuring mandatory fields are completed
• Format Validation: Checking proper formatting for emails, phone numbers, etc.
• Duplicate Detection: Preventing duplicate entries
• Relationship Integrity: Ensuring valid relationships between data elements

Best Practices

For optimal management of person details:

1. Keep Information Current: Regularly update person information
2. Use Consistent Formatting: Follow organizational conventions for data entry
3. Validate Contact Details: Ensure contact information is accurate
4. Manage Primary Positions: Designate appropriate primary positions
5. Document Position Changes: Add reasons for position changes
6. Review Access Regularly: Periodically audit application role assignments