Setting up organisation code generation

Every object in your organisation — company, sub-company, office, department, team, cost centre, bank and so on — carries a code: a stable key used in exports, payroll and accounting. The Manage Organization Code Settings page decides, for each type of object, whether Illizeo assigns that code itself when the object is created, or whether the person creating it must enter one. This article explains how to read the page, how to change a setting and what the choice changes in the organisation referential. It is for administrators setting up the workspace, especially before a data migration.

Before you start #

• The page is under Settings › Manage Illizeo › Global Settings, tile Manage Organization Code Settings.
• You need the “Settings — Access” permission, then the “Organization code” permission, in the “Global settings” section of the “Platform administration” menu of the role matrix (see Setting permissions in the matrix). The Access level lets you view the page; the Execute level lets you save.
• By default, only the Administrator role holds this permission.
• The setting applies to the whole workspace: every company and sub-company follows the same rule for a given type of object.

Opening the page #

1. Open Settings, then the Manage Illizeo card.
2. Click the Global Settings tile.
3. On the Manage Organization Code Settings tile, click Configure.

Reading the page #

At the top, the active codes counter shows how many types of object have their code generated automatically, out of 13, with a progress bar. Once an administrator has saved the page, a Last updated by line under the introduction shows their name.

The 13 switches are grouped into five cards. Each card shows how many of its switches are on, for example 4/4.

• Company Structure: the company, sub-company, department and team codes.
• Locations & Offices: the office code and the agency code (placement agencies, recruitment firms, temporary staffing companies).
• Employment & Positions: the work order code, the position code and the job code.
• Finance & Remuneration: the cost centre code and the pay grade code.
• Banking Data: the bank external code and the bank branch external code.

A green dot in front of a line means the code is generated automatically; a grey dot means it is entered by hand. The information icon on the right of each line expands a sentence restating the rule: when enabled, the code is auto-generated; when disabled, it must be entered manually.

Changing a setting #

1. Flip the switch on the line you want. The line turns light orange and shows the MODIFIED badge; the counter shows Unsaved.
2. To flip a whole card at once, click Enable all or Disable all at the top right of the card.
3. A You have unsaved changes bar appears at the bottom of the page. Click Save, in that bar or at the top of the page.
4. To go back to the saved state without changing anything, click Cancel.

A message confirms the save. Nothing is saved until you click Save: if you leave the page first, your changes are lost.

What the setting changes in the referential #

The setting comes into play when someone creates an object in Settings › Manage Organization (the Organizational Referential page), using the Add a value button of an object type.

• Switch on: the Code field of the Add a value window is greyed out and reads Auto-generated. There is nothing to enter; Illizeo assigns a unique code when the object is saved.
• Switch off: the Code field becomes mandatory (it carries an asterisk). The code entered must be unique for that type of object: a code already in use is rejected with the message Code already in use.

In both cases, the code is fixed at creation: it cannot be changed afterwards, because other data (assignments, accounting entries, payroll exports) refer to it. Changing the setting therefore leaves existing codes untouched; only objects created afterwards follow the new rule.

Which setting should you choose? #

• Keep automatic generation if you create your objects one by one in Illizeo and nothing outside Illizeo relies on their codes.
• Switch to manual entry for the object types whose code comes from another system: your accounting’s analytical chart for cost centres, your payroll software’s nomenclature for pay grades, the codes of your sites or departments. You keep the same keys on both sides, and exports reconcile without a mapping table.
• Before a data migration, set this page before creating the objects: a code, once assigned, cannot be changed.

Good to know #

• Without the Execute level, the page opens read-only: the switches are locked, and the Save, Enable all and Disable all buttons do not appear.
• Until someone saves the page, every code is generated automatically.
• Company bank accounts always receive an automatic code; they have no switch.
• The employee ID is not set here but in Advanced Employee Settings (see Workspace logos and global settings).
• Saving the page sends no email or notification.

Frequently asked questions #

What is the difference between the position code and the job code? #

They are two separate object types on the Employment & Positions card. Generate Position Code Automatically covers the positions in the catalogue (Position / Title in the referential). Generate Job Code Automatically covers job families (Job Code in the referential).

I have switched generation off: can I rename codes already assigned? #

No. A code is fixed at creation and cannot be changed. The setting only applies to objects created after you save.

A colleague cannot find the tile in Global Settings. #

Their role does not hold the “Organization code” permission. Add it in the role matrix, at the Access level so they can view the page, or Execute so they can change it (see Finding your way around Settings).