Termination Checklist
When an employee leaves the company, the paperwork is rarely the whole story: the person may still hold fixed assets or items, still be named as a signer in a setup, still have open tasks or approvals waiting on them, or still owe an unsettled advance. The Termination Checklist collects these loose ends in one list, shows how many records are behind each of them, and lets you jump straight to those records to clear them.
Besides the checks the system computes, you can add steps of your own — hand in the badge, revoke the VPN account, sign an NDA — and the user marks them as done by hand.
Optionally, the checklist can warn about, or block, the approval of the dismissal while loose ends remain.
Step 1. Termination Checks Setup
The list of checks is a setup, not a fixed list in the code: you can switch a check off, change the order in which checks appear, or add your own manual step.
Path: Termination Checks
| Field | Description |
|---|---|
| Code | Unique identifier of the check. Used by a labor check condition to point at one specific check. |
| Description | The text the user sees on the termination checklist. |
| Check Type | Defines what the check looks at. Manual means the system computes nothing and the user confirms the step by hand; all other types are computed by the system. See the table below. |
| Enabled | Indicates whether the check is part of the termination checklist. Switch a check off instead of deleting it, to keep the history of completions that refer to it. |
| Sequence | The order of the check on the termination checklist. |
When the company is initialized, the setup is filled with the following automatic checks. If you have already changed the list, initialization leaves it as it is.
| Check Type | What it looks for | Drill-down opens |
|---|---|---|
| Fixed Assets | Fixed assets where the employee is the Responsible Employee, the status is Inventory, Operation, Modernization, or For Disposal, and the net posted quantity (acquisitions minus disposals) is still above zero. | Fixed Asset List |
| Items | Bin contents in the bin coded with the employee number, where the quantity on hand is not zero. | Bin Contents List |
| Advance Statements | Vendors linked to the employee whose balance is not zero — that is, an advance that has not been settled. | Vendor Ledger Entries, the open ones |
| Signer in HRP Signature Setup | Rows of the HRP Signature Setup where the employee’s job title and organizational unit are named as the signer. | HRP Signature Setup |
| Signer in Default Signature Setup | Rows of the Default Signature Setup where the employee is named as the signer. | Default Signature Setup |
| Approver\Substitute for Other Users | User Setup where the employee’s user is the Approver ID or the Substitute. | User Setup |
| Open User Tasks | User tasks that are less than 100% complete and are assigned to the employee’s user, either directly or through a task group. | User Task List |
| Open Approval Entries | Approval entries with the status Open that wait for the employee’s user as the approver. | Approval Entries |
| Roles in Company Information | The employee is named as Director, Accountant, or HR Manager in Company Information. In the Ukrainian localization, being the military-responsible person counts as well. | Company Information |
| Member of Workflow User Group | The employee’s user is a member of a workflow user group. | Workflow User Group Members |
| Approver in HRP Approval Setup | HRP Approval Setup rows where the employee’s user is the approver, either directly or through a workflow user group it belongs to. Requires the Employee Self-Service app. | HRP Approval Setup |
| Manual | Nothing. The step is confirmed by the user. | — |
A check that resolves the employee through a user account (Approver\Substitute for Other Users, Open User Tasks, Open Approval Entries, Member of Workflow User Group, Approver in HRP Approval Setup) finds nothing if the employee has no user: the link is the Employee No. field on the User Setup card.
The Approver in HRP Approval Setup check is contributed by the Employee Self-Service app and appears only when that app is installed.
Adding your own step
To add a step the system cannot compute, create a line with the Check Type of Manual and describe the step in the Description field. It appears on the termination checklist of every employee and warns until somebody confirms it. No development is needed.
Step 2. Working with the Checklist
The checklist can be opened either from the Labor Contract line used to terminate the employee or from the Employee Card:
- Viewing from an Labor Contract line with the Dismissal type is used for the final verification of employee records before the employee is terminated.
- Viewing from the Employee Card is used for a regular review of the employee's existing records without initiating a termination process.
Viewing from an Labor Contract line with the Dismissal type
Path: Labor Contract → the contract line with the Dismissal operation type → Termination Checklist
The action is available only on a line with the Dismissal operation type.
| Field | Description |
|---|---|
| Description | The check, as it is described in the setup. |
| Record Count | How many records still tie the employee to this check. Drill down on the number to open those records in their own page and clear them. A manual check counts nothing. |
| Completed | Confirms a manual step. Editable for manual checks only: an automatic check clears itself once the records it found are gone — so transfer the assets, close the tasks, or switch the check off in the setup. |
| Comment | A free note for this check, for example the number of the act by which the assets were handed over. |
| Completed By | The user who confirmed the manual step. Filled in automatically. |
| Completed Date-Time | When the manual step was confirmed. Filled in automatically. |
A line is highlighted in red while it warns. An automatic check warns while its record count is above zero; a manual check warns until it is confirmed.
The automatic checks are recomputed every time the page is opened, and by the Refresh action. Only the manual confirmations and comments are stored — so the checklist never shows a stale result. The Setup action opens the list of checks described in Step 1.
Viewing from the Employee Card
Path: Employee → Employee category → Were Used → Employee Involvement
The Employee Involvement page opens, displaying the same information as the Termination Checklist: the available checks and the number of records that link the employee to each check. Manual checks are not displayed on this page. The checks are recalculated each time the page is opened and can also be refreshed using the Refresh action.
Step 3. Blocking the Dismissal
The checklist is connected to the dismissal through the existing labor check mechanism, described in the Labor Contracts scenario, Step 5. No separate setup is needed: create a labor check for the Dismissal event and give it a condition of the Termination Checklist Warning type.
| Field | Description |
|---|---|
| Condition Type | Termination Checklist Warning. The condition is met when the employee being dismissed has a warning on the termination checklist. |
| Check Code | The check the condition reacts to. Leave it blank to react to a warning on any check of the checklist. |
Whether the dismissal is blocked or merely commented on is decided, as for every other labor check, by the Throw Error field of the labor check itself:
- Throw Error switched on — the approval of the dismissal is stopped and the text of the Message Template is shown as an error.
- Throw Error switched off — the approval goes through and the text of the Message Template is shown as a message.
If you need one check to block and another only to warn — for example, held fixed assets must stop the dismissal, while the badge is a reminder — create two labor checks for the Dismissal event: one with Throw Error switched on and a condition pointing at the Check Code of the blocking check, and one with Throw Error switched off.