Employee management > Employees > Search for employee

Search for employee

To view an employee's personal details, you first need to search for the employee.

Note: If Spend Dynamics is using a company unit hierarchy, as an administrator you will only be able to manage employees in your own company unit or child company units.

To search for an employee:

1. Click the Employees button on the Administration Overview diagram (Employee view).

   The Employee Administration screen appears.

2. Click Search at the top-right of the screen.

   The Employee Search window appears.

3. Use the following field descriptions to define your specific search criteria:

   Employee ID. To restrict the search to a particular individual, enter their unique employee ID in the field.

   Employee First Name/Employee Last Name. To restrict the search to a particular name, enter the full or partial name in the fields. For example, ‘dan’ as a forename would return account holders with names beginning with Dan, such as Daniel or Danny. Entering ‘%dan’ returns names containing dan, such as Daniel or Brendan.

   Username. The field allows you to filter your search by the employee's username. And when you use it, the solution automatically selects the existing Username check box (under Additional Fields & Sort Order) to ensure that a Username column displays on the Employee Administration results screen. This field accepts a full or partial username. For example, ‘dan’ returns employees with usernames containing dan, such as Daniel, Danny, Brendan or Sheridan.

   Company Unit. If your organization uses company units, you can restrict the search to a particular unit (and anything lower in the hierarchy), all units or any employees not allocated to a unit. Company units are displayed in the list according to the company's hierarchical structure.

   Account Number. This option restricts the search to accounts with the same last four digits as the four you enter.

   Account Holder With. This option restricts the search to account holders for a particular account issuer.

   System Login Rights. This option allows you to search for employees with expired passwords or unlocked accounts, or employees with or without login rights (ie. active usernames and passwords).

   Locked Status. This option searches for accounts that were locked manually by an administrator (eg. when an employee left the company), automatically by the system when an employee failed to enter their correct password more than three times, or automatically when the date in the Date Left column of the uploaded human resources (HR) interface file expired (only relevant if your company uses the Lock Out Users By Date Left implementation option).

   Return Results. This option restricts the number of items returned in the search results. If you select Top 20, the report would show the first 20 users, in alphabetical order, that matched your search criteria.

   Group by Company Unit. This option groups information on the lowest, most-detailed results view by company unit.

   Selected Unit Only. This option restricts the search to the company unit selected in the Company Unit field, and ignores anything lower in the company unit hierarchy.

   Export mode. When checked, this option removes all icons and multi-select check boxes from the Employee Administration results screen. It allows you to display and export large amounts of information as text only.

   Manager details

   This section restricts the search by the employee's manager (the manager can be any one of the six managerial levels available in Spend Dynamics).

   Group and role memberships

   This section restricts the search by a particular charge group, report group, approval role, management level or rate group an employee may be assigned to.

   Date ranges

   This section restricts the search to employee records that were created, changed or closed (because the employee left the company) within a particular date range.

   Additional fields & sort order

   This section allows you to define what fields display in your report. It also allows you to control by which field the results are sorted and whether the results are alphabetically ascending or descending. To do this, click the outlined sort icon to the right of a field. The alphabetically ascending sort icon displays. To display the results in alphabetically descending order, click . It will change to .

4. Click Search at the base of the window.

   The Employee Administration screen re-appears, displaying your employee search results. The results from an employee search can be exported to PDF or as a general-purpose Excel spreadsheet.

5. If you want to use the search results to generate an accurately formatted HR file, you can use the HR Format link at the bottom of the screen. This file allows you to easily view the employee data in the system, making updates via the HR interface much easier to manage.

   Note: The HR Format link only displays if a certain implementation option is enabled for your solution.

   1. Click the HR Format link at the right-hand bottom side of the results and save the file to a location of your choice.
   2. Open the file within Microsoft Excel.
   3. Make your changes.
   4. Save the file as an Excel document.

Note: If you try to upload the exported file without opening it within Excel and making any changes, an error will occur.