Organizing former employees in Legacy

This article applies to Account Owners and Account Admins in the Legacy PI platform.

As you prepare for your upgrade date, now is a great opportunity to clean up existing data and ensure all your data is in the right place in PI2.

One common issue we've seen with upgraded clients is that former employees are showing up as "current employees" in their PI2 employee directory.

In this article, we'll explain how to circumvent that issue — namely, by moving former employees to a specifically titled folder in Legacy PI.

Why the issue?

In Legacy PI, there are three "types" you could use to categorize people:

Employee
Candidate
Other

If a person never received a person type, they were classified as "Unknown."

Notably, there was no "Former Employee" type to help categorize employees no longer with your organization.

Exception: Older versions of the Legacy PI software included a "Former Employee" type. However, that functionality has since been sunsetted.

In other words, we don't have an easy way to pinpoint which employee records belong in your list of current employees, and which are safe to be retired.

For this reason, we are erring on the side of caution. If no action is taken, we will assume any record tagged as "employee" in Legacy PI is a current employee. These individuals will show up in your employee directory upon upgrading to PI2.

Tip: After upgrading to PI2, you can manually archive employees at any time.

How to solve ahead of PI2

If you have time ahead of your upgrade date, there's a workaround to ensure former employees in Legacy PI are archived properly in PI2.

This workaround consists of two steps:

Create a new folder in Legacy PI titled "Former Employees."
Move any former employees to that folder.

How the workaround works

We have logic in place to detect specifically titled folders in Legacy. If your organization has one (or more) of the following folder names, any records within them will automatically be archived in PI2.

Here's the full list of accepted names:

Archived Employees
Delete Employees
Deleted Employees
Former Employees
Past Employees
Termed Employees
Terminated Employees

Note: These titles are not caps sensitive. If your folder is titled "archived employees" (minus the quotation marks), PI2 will still correctly detect it.

However, the title itself must be exact. A folder titled "Archived" would not be detected by PI2.

Step 1: Create a new folder for your former employees

Log in to the PI software.
You will land on the dashboard.
Select "Folders" within the Browse menu.
Click the "Edit Folders" button on the right-hand side.
Click "Create New Folder."
Title your folder any of the following names:
- Archived Employees
- Delete Employees
- Deleted Employees
- Former Employees
- Past Employees
- Termed Employees
- Terminated Employees
Important: Whichever name you use, make sure you follow it to the exact letter. (Otherwise, the system might not realize to auto-archive it.)
Hit "Save."
Your new folder will be created.

Step 2: Move any former employees to this folder

Return to the dashboard.
Select "Employee Directory" within the Browse menu.
You will see a list of all people categorized as "Employee."
Select the checkbox(s) next to any employee(s) who are no longer with your organization.
Click the "Admin" dropdown on the right-hand side.
Click "Update Folder" from the available options.
A pop-up will appear prompting you to select a new folder.
Search for and select the folder you just created.
Click "Update Folder Assignment" to confirm.
The selected employees will be moved to the new folder.

What happens next?

Upon your upgrade date, PI2 will auto-archive the employees contained in the folder you created (along with any other folders that meet the above naming conventions).

If you need to refer back to these archived employees, you can access them at any time. To do so:

Log in to the PI software.
Click the gear icon in the top-right of the navigation bar.
You will land on your Employee Directory page.
Click the dropdown box titled “Current employees.”
Select “Archived employees” from the available options.
Here, you will see a list of all archived employees from Legacy PI.

FAQs

Does the exact folder path matter?

No. You can nest the folder anywhere, so long as you name it one of the following:

Archived Employees
Delete Employees
Deleted Employees
Former Employees
Past Employees
Termed Employees
Terminated Employees