In this Topic Hide
Use the Employee Contracts tab on the Contracts page to review, publish and delete employee contracts.
The administration may publish contracts en masse using the run number or individually by selecting the contracts to be published. Prior to publishing employee contracts, run the Create Employee Contracts for LINQ Employee Portal program – HECTS01A.FMX in Alio to generate the Run Number and create the Employee Contract file.
The following links are available in the Employee Contracts grid.
Link |
Purpose |
Click the link for more information |
|
Click the Refresh icon to refresh the employee contract records displayed in the grid. |
N/A |
|
Click the Filter icon to display the Filter boxes at the top of each column. Use the Filter boxes to filter the grid. |
N/A |
Contract Name |
Each Contract Name displayed in the contract name column is a link. Click this link to view the associated employee contract in a PDF viewer. |
N/A |
The Employee Contracts grid displays the employee contracts with the following statuses:
Unpublished — employee contract ready to send to the employee for their signature.
Unsigned — employee contract sent to the employee; waiting for employee to sign the contract.
Signed — the employee signed the contract.
Archived — employee contract archived if Alio Archive is implemented by the organization. Otherwise, this status is not available.
The contracts are sequenced in the following order:
Status — Unpublished contracts display first in the grid
Run number in descending order
Employee name in alphabetical order by Last Name, First Name
The following table defines each column included in the grid.
Column Heading |
Definition |
Run No |
The column displays the run number used to generate the Employe Contract file in Alio. |
Contract Name |
This column displays the name of the contract. Each contract name is a link. Click this link to display the associated contract. |
Generation Date |
This column displays the date the Employee Contract file was generated in Alio. |
Contract Year |
This column displays the contract year to which the contract applies. |
Name |
This column displays each employee that will receive a contract. The employees are listed in Last Name, First Name format. |
Employee No |
This column displays the number used to identify the employee in Alio. |
Contract Code |
This column displays the contract code used to identify each contract. |
Contract Date |
This column displays the date the contract was published. |
Date Signed |
This column displays the date and time the contract was signed. |
Date Archived |
This column displays the date and time the contract was archived. A date displays in this field only when the organization has implemented Alio Archive. |
Status |
This column displays the status of each contract: Unpublished, Unsigned, Signed, and, if applicable, Archived. |
Run the Publish Contracts process to publish the employee contracts by run number, individual contracts, or all contracts displayed on a page. When the contracts are published, the Publication process:
Updates the status of each contract to Unsigned
Sends an e-mail message to each employee stating that their contract is ready to sign
Displays the contract in the Employee Contracts grid on the My Contracts page in the Employee Interface
Generates the Publish Employee Contracts log. This log lists the contracts published and not published. Contracts are not published when the employee does not have an LINQ EP account.
Follow these steps to publish employee contracts.
On the Contracts page, click the Employee Contracts tab.
Click the Filter
icon 
to display the Filter boxes at the top of the grid.
Type Unpublished in the Status filter box.
Press the Enter key to refresh the grid. The grid displays only contracts with an Unpublished status.
Use one of these methods to publish the contracts.
Method |
Description |
Run Number |
In the Run No field, type the run number associated with the contracts to be published. This method will publish all contracts assigned the same run number. |
Select Contracts |
In the check box column, click to select each contract to be published. Note: The publication process updates only the contracts selected on the active page of the grid, even when contracts are selected on multiple pages of the grid. |
All Contracts displayed on a page |
Click to select the check box at the top of the grid (to the left of Run No. column). This action selects all contracts displayed on a page. |
Click the 
button to publish the contracts selected on the active page of the
grid. A confirmation message appears. Click the 
button to close the message.
A second message appears stating that the contract publication task was added to the Task Queue. The Task Queue page appears with the Pending tab selected. The task will remain on the Pending tab until is runs.
When the publication task is finished, go to the Task Queue > Processed tab to review the publication task details.
Click the Edit
button 
that corresponds
to the Publish Employee Contracts
log to be viewed. The Task
Queue Logs page appears.
In the Log Name column, click the Publish Employee Contracts link to view the log details for the published and unpublished contracts.
When finished, close the Task Queue to return to the Contracts > Employee Contracts tab.
Click Refresh
button 
to display the updated
contract data in the Employee Contracts
grid.
Follow these steps to delete employee contracts.
On the Contracts page, click the Employee Contracts tab.
Click the Filter
icon to display the Filter boxes at the top of the grid.
Use the Filter boxes to enter the contract filter criteria to be applied
to the grid.
Press the Enter key to refresh the grid. The grid displays only contracts that meet the filter criteria.
Use one of these methods to select the unpublished contracts to be deleted.
Method |
Description |
Run Number |
In the Run No field, type the run number associated with the contracts to be deleted. This method will delete all contracts assigned the same run number. |
Select Contracts |
In the check box column, click to select each contract to be deleted. |
All Contracts displayed on a page |
Click to select the check box at the top of the grid (to the left of Run No. column). This action selects all contracts displayed on a page. |
Click the 
button to delete the selected contracts. The process will remove the
deleted contracts from the grid.
Use the Clear Signature to remove an employee's signature from a signed contract. When a signature is cleared from an employee contract, the process:
Creates an audit trail using these fields: employee name, date and time signed, administrator user that cleared the signature from the contract, and the date and time the contract was updated.
Changes the Signed status to Unsigned
To clear the signature from the contract:
On the Contracts page, click the Employee Contracts tab.
Click the Filter
icon to display the Filter boxes at the top of the grid.
Use the Employee Name or Employee No Filter box to display
the employee contract to be modified.
In the Employee contracts grid, click the check box that corresponds to the employee contract record to be modified.
Click the 
button. A message displays prompting you to confirm the removal of
the signature from the selected contract.
Click the
button to continue. The Employee
Contracts grid is refreshed and the contract status updated
to Unsigned.
