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ReFIS Flow - software for digitising and approving documents

The Employees code list contains employees and other people who log in to ReFIS. Each employee is also a person in the address book.

You will find employees in the menu Other → Code lists → Employees. On the left you filter active, inactive or all employees.

Adding and editing an employee

The best way to add employees is through the address book: for the person you tick “Also has a user account (can log in)” and fill in the same data as here.

For an employee you enter:

  • first name, last name and “Full name”
  • “E-mail” and “Username” - the username must be unique and may contain only letters without diacritics, digits and the characters _ @ . -
  • “Account active, access allowed (can sign in)” - by turning it off you prevent the employee from logging in, and ReFIS also logs them out
  • “Enable password sign-in” - or sign-in via LDAP, if the company has it. Once it is turned off, the employee cannot log in with a password. If your ReFIS has sign-in with a Google or Microsoft account set up (you see a Google or Microsoft button on the login screen), the employee keeps logging in that way. In that case it is better to turn password sign-in off.
  • “Full access regardless of the positions / operations” - the employee has all rights regardless of positions. At least one such account must be set up.
  • “Supporter of other users” - this marks the accounts of ReFIS support and of programmers. ReFIS does not offer them in the lists of approvers or deputies. Only a user with full access sees the field.
  • “Positions” - the first one selected is the main position
  • password - when editing, via “Also change the password”. ReFIS sends the employee an information e-mail about the change (you can turn it off only if you have the right to do so). With sign-in via LDAP, the password is not used in ReFIS - the entered password is verified directly by the LDAP server, which is why you cannot change it here either.
  • addresses and contacts

If you work in several companies, you add the employee to all companies selected in the “Companies” field at once. In the other companies, however, they will have neither full access nor positions - you set those there separately. If the employee already has an account with the same username and e-mail in another company, you do not enter a password - they keep their existing one, and ReFIS ticks the companies where they already have an account by itself. If the company synchronizes positions from the main company, you can tick “Set positions also in all companies where the user has access” in the main company.

To an employee who sets their own password, you send a link with the “Send access by e-mail” function (the link is valid for 7 days). The function sends the link only to employees who have an e-mail filled in and password sign-in enabled - it skips the others. You activate or deactivate several employees at once with the “Activate employees” and “Deactivate employees” functions.

ReFIS creates a label for each employee under the “Employees” label, for example “jan.novak (Ján Novák)”. ReFIS manages the label itself: when the employee is deactivated, it ends the label's validity, and when they are activated again, it restores it.

Deleting an employee

Rather than deleting an employee, it is better to deactivate them. Deleting also deletes their person in the address book and their label under “Employees”. The employee drops out of the document flow of documents they have not yet decided on, out of delegation and out of the approvers in the rules for documents. Decisions they have already made remain in the approval history - they are shown struck through. Before deletion, ReFIS highlights employees who have records in the document flow.

Login as user

The “Login as user” function is only for a user with full access. You see ReFIS the way another user sees it - for example, when you are checking their rights. You state a reason, and every use of the function is recorded. The employee receives an information e-mail about it (you can turn it off only if you have the right to do so).

Import of employees

You can import employees:

  • from an LDAP server
  • from Microsoft Entra ID
  • from an XLSX spreadsheet - in the import form you download the “sample MS Excel file” or the “current list in MS Excel”, fill it in and upload it back. You open the form in one of these ways:
    • with the “Import from XLSX” function in the list of employees (the “Import and export” section)
    • in the menu Other → Import and export, on the left “Import of employees (XLSX)”