In many countries the convention followed in displaying names or using them in legal documents is different. Though most countries follow the simple naming where the first name follows the last name, this solution looks at the more the non-obvious name formats and cases where convention is not followed . In order to enable companies to meet the internal requirements as well as the legal obligations , Name Format functionality can be used.
- Employee Central
- Follow these steps to configure Name Formats in your instance. If you have not had this feature enabled by Customer Success, you will need to create a new Customer Success case to request this feature be enabled before continuing with this guide. We recommend you try this in your Test instance first, before adding the formats to Production once the feature has been enabled.
1. Log into your instance and navigate to Admin Tools > Manage Data, and create a new “Name Format” object
2. Next you need to add a Name Format Code and Name Format Description. These can be whatever you want, but best to try and keep it obvious so it can be easily assigned to a Legal Entity later. In this example we will add a Japanese name format.
3. Then select the Name Element drop down and add the Name Elements you want to associate with the name format.
4. You set the Name Format order by selecting in a downward order, which parts of the name you wish to display in the defined order. In the examples below the displayed order would be First Name > Last Name.
5. Once completed, click save, the finished object should look something like this -:
6. Now that the Name Format is created, we need to associate it with a Legal Entity. Go to Admin Tools > Manage Dats, and modify the Legal Entity you want to associate this Name Format with, in the example below we have associated the object with a Legal Entity held in Japan. You will now see a new field at the bottom of the object -: Name Format.
7. Here you can select the NameFormatGO object you just created (in our example, “Name in Japanese Characters”). The drop down menu will list the objects by the Name Format Description field of the object.
8. Now that the Object has been added, you will need to permission the following fields via RBP (if not already permissioned). You may only want the employee to see the Formal Name field, but HR or Admins will need access to all fields below.
9. Next step is to send one of your employees to Japan, or test using an Employee already assigned to this Legal Entity -:
10. Navigate to Personal Information section for this user and insert a new Personal Info record. Click on the “Show Alternate Language” link in the top right of that portlet -:
11. This will open up some extra fields (First Name Alt1, etc) for modifiation. These fields do not need to be shown to the Employee. Add the First, Middle and Last name in Japanese (use Google Translate to get some Japanese characters for testing if needed).
12. Then click Save, and the system will populate the Formal Name field based on the NameFormatGO object associated with the Legal Entity.
1) While editing the data in the Personal Information portlet the employee or the HR Admin who maintains employee data can just leave the Formal Name field blank and if the legal entity has a Name Format assigned the field will be populated on save.
2) The employee or the maintainer of the employee data also has the ability to also self-maintain this Formal Name field as free text.
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