Introduction
The Employee Lifecycle extension in uKnowva HRMS helps organisations manage employee information changes through a structured request and approval process. Administrators can configure which profile fields users can update for each timeline reason, whether supporting proof is required, and whether the system should send a letter after the update.
The Employee Timeline section lets you associate timeline reasons with specific profile fields, set proof requirements, and configure letter templates for updates such as promotions. You can also search, edit, view, import, export, and delete existing configurations.
This article explains how to configure and manage Employee Timeline updates in uKnowva HRMS.
Step 1: Open the Employee Timeline Section
In your uKnowva HRMS instance, navigate to the side navigation panel. Locate the Employee Life Cycle menu and click it to view its available sub-menus. From the list, select Employee Timeline.
The system will open the Employee Timeline page, where you can configure and manage the profile field updates associated with different timeline reasons.
The page displays the existing configurations in a table with the Reason, Action, and Profile Fields columns.
The Reason column identifies the timeline reason associated with each configuration, while the Profile Fields column displays the fields selected for that reason.
The Action column provides options to view, edit, or delete individual configurations.
Step 2: Add a New Employee Timeline Configuration
To create a new configuration, click the + icon displayed above the table. The system will open a new page where you can define the profile field updates for a particular timeline reason.
Start by selecting the required Reason from the available options. This connects the configuration to the timeline reason for which you want to allow employee profile updates. For example, if you want to configure profile updates related to promotions, select the corresponding promotion reason.
Step 3: Select the Profile Fields and Proof Requirements
After selecting the reason, move to the Profile Fields section. Here, you can choose the profile fields that users can update when they raise an Employee Lifecycle Request using the selected reason.
You can select Profile Fields Static for profile fields that are generally fixed or rarely changed, such as Name, Email, Manager, and Designation. These fields represent key employee details that do not usually require frequent updates.
If certain profile updates require supporting documents, select Profile Fields with Proof. This option allows you to configure profile fields for which users need to provide proof while raising the update request.
You can also select Profile Fields Static with Proof for profile fields that require supporting proof for the requested update. Choose the appropriate option based on the documentation requirements associated with the selected timeline reason.
Review the selected fields carefully to ensure that the configuration includes all the information users need to update.
Step 4: Configure the Letter Generation Option
After selecting the profile fields, configure the Send Letter option. This setting allows you to decide whether the system should send a letter to the employee after the profile fields are updated.
Select Yes if you want the system to send a letter to the employee after completing the relevant profile updates. For example, when configuring a timeline reason for promotion, you may want the employee to receive a promotion letter once the corresponding profile fields have been updated.
If you do not want the system to send a letter for the selected timeline reason, select No.
When you select Yes, the Letter Template field becomes effective for the configuration. Select the appropriate template from the available options. For a promotion-related configuration, you can select the promotion letter template to ensure the relevant letter is sent to the employee after the profile update.
Note: The Letter Template field remains visible regardless of whether you select Yes or No. However, the selected template is used only when you select Yes.
Step 5: Save the Employee Timeline Configuration
After selecting the reason, configuring the profile fields and their proof requirements, and setting the letter generation option, review the information you have entered.
Once you have verified the configuration, click the Submit button to save it. The system will save the Employee Timeline configuration and associate the selected profile fields and letter settings with the chosen timeline reason.
You can now manage this configuration from the Employee Timeline page.
Step 6: Search for an Existing Employee Timeline Configuration
When your system contains multiple Employee Timeline configurations, you can use the search option to locate a particular reason quickly.
On the Employee Timeline page, locate the search field and enter the name of the timeline reason you want to find. After entering the relevant reason, click the Search button. The system will filter the table and display the matching configuration.
If you want to clear the search and return to the original list, click the Reset button. The system will remove the applied filter and display the complete list of Employee Timeline configurations again.
Step 7: Edit an Existing Employee Timeline Configuration
If you need to modify an existing configuration, first locate the relevant timeline reason in the Employee Timeline table. Under the Action column in the corresponding row, click the Edit icon.
The system will open the selected configuration in edit mode. You can then make the required changes to the selected profile fields, proof requirements, or letter generation settings.
Review the updated configuration to ensure that it reflects the requirements for the selected timeline reason. Once you have completed the changes, click the Submit button to save them.
Step 8: View an Employee Timeline Configuration
If you want to review a configuration without making any changes, use the view option.
Locate the required timeline reason in the Employee Timeline table. Under the Action column in its corresponding row, click the Eye icon.
The system will open the selected configuration in view mode, allowing you to review its details. You can check the associated reason, selected profile fields, proof requirements, and letter settings without editing the configuration.
This option is useful when you need to verify how a particular timeline reason is configured before making any changes.
Step 9: Delete an Individual Employee Timeline Configuration
If a configuration is no longer required, you can delete it from the Employee Timeline page.
Locate the configuration you want to remove and click the Bin icon under the Action column in the corresponding row.
The system will display an alert asking you to confirm the deletion.
Review your selection to ensure that you have chosen the correct configuration. Click OK in the confirmation alert to proceed.
The system will then delete the selected Employee Timeline configuration.
Step 10: Delete Multiple Employee Timeline Configurations in Bulk
If you want to remove several configurations together, you can use the bulk deletion option instead of deleting each record individually.
On the Employee Timeline page, locate the checkboxes displayed to the left of the records. Select the checkboxes corresponding to the configurations you want to delete.
After selecting the required records, click the Bin icon displayed above the table.
The system will show an alert asking you to confirm the bulk deletion.
Review your selection and click OK to confirm the action. The system will delete all the selected Employee Timeline configurations.
Step 11: Import Employee Timeline Configurations Using a File
If you have prepared a file containing Employee Timeline configurations, you can use the import option to upload the information instead of adding each configuration individually.
On the Employee Timeline page, click the Import button displayed above the table.
The system will open an import pop-up window where you can download the template file.
Download the provided template and use it to prepare your import file in the required format. Maintaining the template structure helps ensure that the information follows the format expected by the system.
Once you have prepared the file, return to the import pop-up and click the Browse button to select it from your device. After selecting the file, click the Upload files button to upload it.
The system will process the uploaded file to import the Employee Timeline configurations. Make sure you prepare the file carefully and follow the provided template format before uploading it.
Step 12: Export the Employee Timeline Configuration List
If you want to maintain an external record of your Employee Timeline configurations, you can export the list into a file.
On the Employee Timeline page, click the Export button displayed above the table. The system will generate and download a file containing the Employee Timeline configuration list.
You can use this file for reference, record-keeping, or reviewing the configurations outside uKnowva HRMS.
Conclusion
That’s it!
You’ve now successfully configured and managed Employee Timeline updates in uKnowva HRMS.
By following this process, you can associate profile fields with specific timeline reasons, define whether an update requires supporting proof, and configure letter generation for changes such as promotions.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..