Frequently Asked Questions
These Answers to Frequently Asked Questions will help you optimize Staff Files Pro features.
How do I enter employee records into Staff Files Pro?
You can manually enter employee records or import them from Microsoft Small
Business Accounting®, QuickBooks® Pro or Premier 2003 or higher or Enterprise
Solutions 2.0 or higher; or import employees directly from a text file. If
you'd like assistance, ABS can also import existing data into your Staff Files
Pro database. Call 1-800-874-8801 for an estimate.
Importing from Microsoft Small Business Accounting
From the File menu, select Import from Microsoft Small Business Accounting >
Enter the Database and Server > Next. Select or mark the information you
want to import, such as address and phone number, and click Import. An Import
Complete message indicates the task is finished, showing the number of
employees added and the number of employees updated in Staff Files Pro.
Importing from QuickBooks
Open your QuickBooks company file. In Staff Files Pro select File > Import
from QuickBooks > Click Yes to allow the import from the QuickBooks database
> Check the box to allow application to access personal data > Continue
> Yes > Yes to import from the currently open file. An Import Complete
message indicates the task is finished, showing the number of employees added
and the number of employees updated in Staff Files Pro. Click OK to save the
imported information in Staff Files Pro.
Importing from a text file
From the File menu, select Import from a Text File > Select the file you
wish to import > Open. Select Tab Delimited or Comma Delimited > Enter a
number in the Skip top row(s) field if desired > Next. Select the
information you wish to include in your import > Finish. The dialog box
displays total number of records imported into Staff Files Pro.
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Is there a way to limit access to Staff Files Pro?
Yes. Multiple people can access Staff Files Pro with a Multi-User license. You
can restrict access by tab, or by department or allow read-only access to the
data you choose to share. Select File > Manage Security > Users tab,
click Add to enter a new user. Select the tabs and/or departments you want the
user to access. Mark the Read Only checkbox to apply read-only access >
Close.
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How do I protect my database?
The Database Password gives you additional security to protect confidential
records. Select File > Manage Security > Database Password tab > Enter
the Database Password > Close.
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Can I edit field labels in Staff Files Pro?
Yes. For added flexibility you can customize fields in Staff Files Pro to meet
your business needs. For example, you may want to change the Department label
that appears in the General tab to "Division" or "Regional Office." Double
click on a field label > Rename the label in the Label Edit window > OK.
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How do I move to the next field?
Instead of clicking each field with your mouse, move through Staff Files Pro
using your keyboard. Enter information in one field > Select the Tab key on
your keyboard to move to the next field.
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How do I backup the database?
You should always keep a backup copy of your employee records in case the files
become unusable due to a computer problem. Use the Backup Reminder feature to
remind you when to backup your database.
Set the reminder by going to Define > Backup Reminder > Select the Enable
Backup Reminder checkbox > Select the number of days to display > OK.
Backup your database by going to File > Backup > Use the Browse function
to select the database backup location > OK.
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Can I create a sort in Staff Files Pro?
Yes: You have the flexibility of setting the order that employee names appear
in the employee selection lists and on reports by creating customized sorts.
Select Define > Sorts > New > Enter sort name > In the Sort Field 1
column select the Sort Field you want to use as your primary field > In the
same column select the Sort Order: Ascending or Descending > Continue
defining up to five additional sort fields in the remaining columns if needed
> OK > OK.
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How do I create a filter in Staff Files Pro?
To further customize Staff Files Pro to meet your needs you have the option of
creating your own filters to increase reporting capabilities. For example, you
can filter your staff by Position and include only people with the position
"Manager" in your report. Select Define > Filters > New > Enter filter
name > Select an information field from the field list box on the left (in
this example you'd select Position) > Insert Field > Select an operator
from the list of operators on the right (in this example you'd select =) >
Insert Operator > Enter the Variable Data after the Operator in the Filter
text box. Place quote marks around the variable text (in this example you'd
type "Manager") > Test Filter > OK > OK.
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How do I create auto-accruals?
The Accruals tab lets you track leave time and time accrued. You can enter
accrual information manually in the Accrual tab; or use the Auto Accruals
wizard to create an accrual policy that will automatically add time to employee
accrual accounts based on the answers you provide in the step-by-step wizard.
For example, Staff Files Pro can add four hours of vacation time to employee
vacation accounts with each bi-weekly pay period. To create an accrual policy,
select Define > Accruals > Accrual Policy. Click Add to open the Accrual
Policy Wizard. Follow the steps in the wizard to create or edit your accrual
policy, or click View Summary to review or print your policy settings at any
point in the wizard.
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How do I enter reminders in the Reminders tab?
Staff Files Pro automatically reminds you of important dates such as upcoming
evaluations, I-9 renewals, anniversaries, benefits eligibility, expiring
certifications birthdays and more, but you can also create your own reminders
in the Reminders tab. Click the Add or Edit button > choose either the
Single Reminder or Repeat Reminder radio button. Enter the date of the
reminder, add a memo, define recurrence settings as needed, click Save.
Note: Review your reminder settings under Define > Reminder Settings to
ensure you have all reminders turned on and have selected the correct number of
days in advance to display. To view a complete list of reminders go to View
> Current Reminders.
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How do I customize the User tab?
The User tab gives you an area to create customized fields for entering
miscellaneous employee information. You can create filters based on the data
entered in the customized text, calendar or checkbox fields. Click the blue
hypertext of the field name you wish to edit. In the Edit Label dialog box,
type in the new field name > Click OK. To enter information in the data
fields, place your mouse in a text field, calendar field or checkbox and enter
the employee's information.
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How do I link to documents in the Documents tab?
Use the Documents tab to link and view important documentation or images. Scan
documents using your scanning software and save to the IMG folder located in
the same folder as your Staff Files Pro database. Select the Add button in the
Documents tab > Enter the document title in the Document Title text box >
Browse > Select the document in the IMG folder > Open > OK.
Note: To activate or deactivate the preview window to display a reduced image
of the linked documents go to View > Document Preview. Only file types .jpg
and .bmp are displayed in the preview pane. To preview other file types click
on the View button.
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How do I create or edit a letter?
Quickly prepare employee correspondence with 34 pre-written HR letter
templates. Or create and customize your own letters populated by various fields
from your Staff Files Pro database. Select Tools > Letters > Create/Edit
Letter > and choose the letter you wish top open. Click the Edit button to
open an existing letter, or the New button to create a brand new document.
Customize your letter with options from the SF Letter Field dropdown > Save.
To publish letters go to Tools > Letters > Publish Letter > Select the
letter to publish > Select letter recipients > Publish Letter >
Microsoft® Word will open with the published letters > Print or save the
file for later use.
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Is it possible to edit and customize reports in Staff Files Pro?
Yes. Because Staff Files Pro uses a Microsoft Access database, you can create
your own customized reports and add them to Staff Files Pro using Microsoft
Access 97, 2000, 2003 or 2007 other report-writing software such as Crystal
Reports®, or export any of the existing reports to PDF, RTF, Tab delimited, or
Excel files. Select the report you want > Select your employees > Print
Preview > In the Report Preview window select the file format you want to
export > Select the location to save it > Name the file > Save.
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How do I use the HR Documents tool?
HR Templates are categorized by office policies, employee handbooks, job descriptions, and HR forms and checklists. Preview the templates you are interested in and click the
Publish button for the templates you wish to use for your company. Then, the document can be customized in Microsoft Word to meet your company's specifications.
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Can I create documents for multiple companies?
Yes, you can use HR Documents tool to manage HR materials for multiple companies. Use the Manage Folders button in the Publish window to create new company folders. The
company-specific documents will be placed in the company folders.
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Don't see your question on the list?
Check the Help > Contents menu in the Staff Files Pro application for in-product help files. You can also quickly access topic-specific help by pressing the F1 key anywhere in
the Staff Files Pro application for contents related to the tab or screen you are using.
We're happy to help. Please call us at 1-800-874-8801, or e-mail us at sales@abs-usa.com, or review Help > Contents within Staff Files
Pro for answers to your questions.
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