My Profile App - Woodgrainhr.woodgrain.com/uploads/8/3/3/5/83351612/my_profile.pdf · My Profile...

My Profile App

USER MANUAL

My Profile App User Manual 1

Table of Contents

1. FIORI Login Screen: 2

2. FIORI Launch Pad 3

3. My Profile App Home Screen: 4

4. My Profile App Details: 4

4.1 Header Section: 4 4.2 Personal Information Section: 5 4.3 Address Section 12 4.4 Dependents and Beneficiaries Section: 17 4.5 Withholding Info W4/W5 Section: 34 4.6 Bank Details Section: 39 4.7 Communication Section: 54

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1. FIORI Login Screen:

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2. FIORI Launch Pad

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3. My Profile App Home Screen:

4. My Profile App Details: 4.1 Header Section:

In the header section of My Profile the employee will see the following details. These details are locked and the employee is not able to edit them.

Full name of the Employee

Personnel Number

Location

Department

Service Date

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4.2 Personal Information Section:

The employee can either select the Personnel Information tab or scroll down to see the Personal Information section. The employee will see that the Personal Information section is highlighted when

that section is being viewed. The employee can view the following Personal Information in this section:

Last Name

First Name

Middle Name

Nickname

Suffix

Marital Status

Social Security Number

Date of Birth

Tobacco User Status

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To edit the information in this section, the employee will select the Edit icon

( ):

When the employee selects the Edit icon, it will be replaced with the Save ( ) & Cancel (

) icons.

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Below are the fields which the employee can update:

Nickname – the employee can freely enter text in this field

Marital Status – the employee can select the appropriate option in the drop-down list

Tobacco User– the employee can select the appropriate option in the drop-down list

If the employee selects the Save icon ( ) without making any changes, the system will

display this pop-up message:

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If the employee makes changes to the information, but selects the Cancel icon ( ) without

saving, the system will display this pop-up message:

To change or update Marital Status, the employee can select from options in the drop-down list:

The system will display this pop-up message when the employee tries to change the Marital

Status information:

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To change or update Tobacco User Status, the employee can select from the options in the

drop-down list:

If the present value of the Tobacco User Status field is “No” and the employee tries to update it

to “Yes,” the system will display this pop-up message:

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If the present value of the Tobacco User Status field is “Yes” and the employee tries to update it

to “No,” the system will display this pop-up message:

If the employee tries to update Tobacco User Status to “blank,” the system will give this notice:

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The employee should select the Save icon ( ) when finished making changes in this

section. When the Save icon is selected, the system will display this pop-up message:

The employee can select “OK,” and the system will go back to the Personal Information section

where the employee will see the updated information.

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4.3 Address Section

The employee can either click on the Address tab or scroll down to see the Address section. The employee will see that the Address section is highlighted when the section is being viewed.

The employee can view & update the following address details in this section:

Permanent Residence Address

Mailing Address, if different from the Permanent Residence Address

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To edit the information in this section, the employee will select the Edit icon( ).

When the employee selects the Edit icon, it will be replaced with the Save ( ) & Cancel (

) icons.

All fields in this section are editable.

The Save & Cancel icons function the same in all sections. Refer to the instruction given in the

Personal Information section.

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When the employee selects the Edit icon, a checkbox ( ) will also appear, which if selected will copy the information from the Permanent Residence address to the corresponding Mailing Address fields.

The employee can change the state information by selecting the appropriate option from the drop-

down menu:

If the employee changes the state in the Permanent Residence details, the system will display the following pop-up message:

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If the employee enters a zip code that does not correspond to the selected state and tries to save the data, the system will display this pop-up message:

If the employee changes the state information in the Mailing address field, the system will not prompt any pop-up message:

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The employee should select the Save icon ( ) when finished making changes in this section.

When the Save icon is selected, the system will display this pop-up message:

The employee can select “OK,” and the system will go back to the Address section where the employee will see the updated information.

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4.4 Dependents and Beneficiaries Section:

The employee can either click on the Dependents and Beneficiaries tab or scroll down to see the

Dependents and Beneficiaries section. The employee will see that the Dependents and Beneficiaries section is highlighted when that section is viewed. The employee can view & update Dependents and Beneficiaries details in this section:

The employee will also see text at the top of this section which reads ”Benefits are based on this information”

To edit the information in this section, the employee will select the Edit icon ( ),at the

section level.

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When the employee selects the Edit icon, the text at the bottom of the section will change to

“Please contact Human Resourcse to remove a Dependent”

Selecting the Edit icon will also create an Add icon ( ) and Cancel icon ( ) at the section level

and Edit icons ( ) at the row level.

To edit details for a particular dependent, the employee can either select the Edit icon ( ) or

click anywhere on the row for the desired dependent.

The employee will be taken to the Dependent and Beneficiary Edit Screen

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The employee will see text on top of the Edit Screen which reads, “Name must match exactly as

it appears on the Social Security card.”

The employee will see the Back icon ( ) at the top left of the screen, and a Save button (

) and Cancel button ( ) at the bottom right of the screen.

If the employee makes any changes in this screen and selects the Cancel Button ( ),

the system will display this pop-up message:

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The Back icon ( ) and Cancel Button ( ) will have same functionality if no information

is entered or changed.

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If the employee enters an incorrect format for the SSN# the system will display this notice:

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If the employee enters an incorrect format for the Phone Number the system will display this

notice:

If the employee enters incomplete data in the address fields, the system will display this pop-up

message:

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If the employee enters a Zip code that does not correctly correspond to the designated state,

the system will display this pop-up message:

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If the employee makes any changes in this screen and selects the Save Button

( ), the system will display this pop-up message if all the entered data is correct:

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The employee can select “OK,” and the system will go back to the Dependents and Beneficiaries

section where the employee will see the updated information.

The employee can select the Add Icon ( ) to add new Dependent and Beneficiary details:

The employee will be taken to the Dependent and Beneficiary Create Screen

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The employee will see text at the top of the Edit Screen which reads “Name must match exactly

as it appears on the Social Security card.”

The employee will see the Back icon ( ) at the top left of the screen, and also the Save button

( ) and Cancel button ( ) at the bottom right of the screen.

The employee can select the relationship of the dependent or beneficiary from the options in

the Relationship dropdown list:

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The employee can manually enter a date in the Date of Birth field or select the Calendar icon . This will create a drop-down calendar, which the employee can use to select the appropriate Date of Birth.

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The employee can select the gender of the dependent or beneficiary from the Gender drop-

down list:

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The employee can select the state in which the dependent or beneficiary resides from the State

dropdown list:

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The employee can select the country in which the dependent or beneficiary resides from the

Country dropdown list:

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When the employee has entered all the information and selects the Save button ( ), the

system will display this pop-up message:

The employee can select “OK,” and the system will go back to the Dependents and Beneficiaries

section where the employee will see the updated information.

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4.5 Withholding Info W4/W5 Section:

The employee can either select the Withholding Info W4/W5 tab or scroll down to see the Withholding Info W4/W5 section. The employee will see that the Withholding Info W4/W5 section is highlighted when that section is being viewed.

The employee can view the following Federal Tax Authority Details in this section:

Federal: Tax Authority Name SSN Allowances Address

Filing Status Additional Withholding

Exempt IRS Mandate

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The employee can view the following State Tax Authority Details in this section:

State: Tax Authority Filing Status

Allowances Additional Withholding Exempt

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To edit the information in this section, the employee will select the Edit icon ( ) at the

section level:

When the employee selects the Edit icon ( ), it will be replaced with the Save ( ) and

Cancel ( ) icons.

The employee will see that the Save icon is grayed out initially.

The employee will also see text at the bottom of this section which reads ”Only changes to

Federal W-4 Information may be made on this screen. For changes to State withholding,

please contact Human Resources directly.”

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The employee will also see a check box with text at the bottom of this section. The text reads

“Under penalties of perjury, I declare that I have examined this information and, to the best of

my knowledge and belief, it is true, correct, and complete. I acknowledge that if my last name

differs from that shown on my Social Security card, I must call 1-800-772-1213 for a

replacement card.”

The employee can edit only the fields that are marked in red in the below screen. State Tax

information is only in display mode. The employee cannot edit State tax details on this screen.

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When the employee selects the Check box ( ) next to the statement at the bottom of the

section, the Save icon ( ) will be enabled as shown below:

Once the employee makes any necessary changes and selects the Save Icon ( ), the system

will display this pop-up message:

The employee can select “OK,” and the system will go back to the Withholding Info W4/W5

section, where the employee will see the updated information.

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4.6 Bank Details Section:

The employee can either select the Bank Details tab or scroll down to see the Bank Details section.

The employee will see that the Bank Details section is highlighted when the section is being viewed. The employee can view the following Bank Details in this section: Bank Type Bank Name Routing Number

Account Number Amount Percent

To edit the information in this section, the employee will select the Edit icon ( ):

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When the employee selects the Edit icon, it will be replaced with the Add ( ) and Cancel ( )

icons at the section level. This will also create Edit icons at the row level.

The employee will also see text at the top of this section which reads ”Changes will be effective

at the beginning of the next pay period.”

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To edit details for a particular bank account, the employee can either select the Edit icon ( )

or click anywhere on the row for the desired account.

When making changes to the Main bank, the employee will see the following details on the Bank

Edit Screen:

Bank Details type

Payee

Postal code city

Bank Country

Routing number/Bank Key

Bank Account

Re-enter Bank Account

Payment Method

Purpose (Optional)

Payment Currency

The employee will see the Back icon ( ) at the top left of the screen, as well as the Save (

) and Cancel ( ) buttons at the bottom right of the screen.

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When making changes to an Other bank, the employee will see the following details on the Bank

Edit Screen:

Bank Details type

Payee

Postal code city

Bank Country


Bank Account


Payment Method

Purpose (Optional)

Payment Currency

Amount

Percent

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The employee will see the Back icon ( ) at the top left of the screen, the Save ( ),

Cancel, ( ), and Delete ( ) buttons at the bottom right of the screen.

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The fields highlighted below are editable in Other bank screen:

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The employee should enter either Amount or Percent as shown below:

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In the Other Bank Create Screen, the employee can view the following details:

Bank Details type

Payee

Postal code city

Bank Country


Bank Account


Payment Method

Purpose (Optional)

Payment Currency

Amount

Percent

In the Other Bank Create screen, the Bank Details Type field will be greyed out and the text will

default to“Other bank.” The employee will not be abe to edit this field.

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The employee will see the Back icon ( ) at the top left of the screen, the Save ( ) and

Cancel ( ) buttons at the bottom right of the screen.

If the employee enters an invalid routing number, the system will display the following pop-up

message:

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The employee will be asked to enter the Bank account number twice. If the employee enters

bank account numbers that do not match, the system will display this notice:

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In the Other Bank screen, the employee must enter either an Amount or a Percent. If the

employee leaves both fields blank, the system will display this notice:

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If the employee enters values in both the Amount and Percent fields, the system will display the

following pop-up message:

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To delete Other Bank details, the employee should select the Delete button( ). The

system will then display the following pop-up message:

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To save the changes made in the Edit Bank Details screen, the employee should select the Save

Button ( ). The system will then display the following pop-up message:

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The employee should select “OK.” The system will go back to the Bank Details section, where

the employee can see the updated information:

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4.7 Communication Section:

The employee can either select the Communication Tab or scroll down to see the Communication section. The employee will see that the Communication section is highlighted when that section is being viewed.

The employee can see the following details in the Communication section: Personal e-mail

Home Phone Mobile Phone Work e-mail Work/Desk Phone User Name

Emergency Contact: First Name Last Name Phone Number

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The employee will see the Change Icon ( ) at the section level in Communication. When first

logging onto the My Profile app, the employee will see an Add icon ( ) at the section level in

Emergency Contact.

To make changes to this section, the employee would select the Change icon ( ). Only the

following fields are editable in this section:

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If the employee enters an invalid format for a phone number, the system will display the

following notice:

When first using the My Profile app, the employee will see an Add icon ( ) in the Emergency

Contact section.

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When the employee selects the Add icon ( ), it will be replaced by the Save ( ) and Cancel

Icon ( ) at section level. The following fields will become editable:

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The employee will enter information in all fields then select the Save icon ( ). The system will

display the following pop-up message:

The employee will select “OK,” and the system will go back to the Communication section where

the employee can see the updated information.

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After an Emergency Contact has been entered, the employee will see an Edit icon ( ) at the

section level.

To make changes to the Emergency Contact, the employee will select the Edit icon ( ).

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If the employee enters an invalid format for the Phone Number, the system will display this

notice:

If the employee does not enter information in all of the fields, the system will display this notice:

When all necessary changes have been made, the employee will select the Save icon ( ). The

system will display the following pop-up message:

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The employee will select “OK,” and the system will go back to the Communication section where

the employee can see the updated information.

My Profile App - Woodgrainhr.woodgrain.com/uploads/8/3/3/5/83351612/my_profile.pdf · My Profile...

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