Masters should be added before users, controlled documents or custom modules. They provide consistent choices throughout the application and prevent the same location, department or person from being entered in different ways.

Recommended sequence

1. Add global locations or branches, for example North America Office, Europe Office and Singapore Office.
2. Add departments and associate them with the appropriate location.
3. Add designations used for responsibility and access.
4. Add employees with their organisation details and contact information.
5. Create login users from the employee records that require application access.

Bulk entry

Use Bulk Add when several values of the same type must be created. Add one value per row, check the rows for spelling and duplicates, then submit the batch. Bulk entry is useful for locations, departments, designations and employees.

Employee records

An employee is a master record; a user is a login account linked to an employee. Create the employee first. Include the correct location, department, designation, email and employment status because these details can be used in sharing rules, approvals and compliance reports.

Maintain masters safely

• Reuse an existing record instead of creating a duplicate spelling.
• Update organisation associations before using them in access rules.
• Avoid deleting a master that is already linked to documents or form records.
• Review inactive employees and their user access as part of offboarding.