Creating a Tag for Employee Contracts in the Employee Portal

When creating a contracts in the employee portal, quite frequently Tags will be imbedded into the contract that will provide information that may change from month to month or year to year. These tags are used when multiple contracts will be using the same information that will change. For example, a Tag has been created for the school year, which will change every school year. Right now the school year Tag is listed as 2024-2025, but once we are working on contracts for the following school year, I will change the School Year tag to 2025-2026. This will automatically change the school year in all of the contracts when processing. The tags do not show up on the Contract form letter as 2025-2026. It will show up on the form letter as [UserValue].[School Year], but when you process the contract, the 2025-2026 school year will show.

There are three types of Tags that I have used: User Defined Value, Job Table and User Defined Signature:

• User Defined Value tags are used when you are manually typing in specific information (such as a board approval date).
• Job Table tags are used when the system is pulling information from Linq to add individual information into a contract (such as Job Contract Start/End dates, Salary, etc.).
• User Defined Signature tags are used for two people, our Board Secretary and our Board President. These signatures are added to Employment Contracts. Since these are already created, you should not need to create this tag.
  

To create Tags,

• Log into the Employee Portal
• Click on Administration tab
• Click on Contracts tab
• Click on Tags tab
  

To create a User Defined Value tab:

• Click the white + sign.
• Click the Active box. A blue checkmark will appear.
• On the tag type box, click the down arrow and choose User Defined Table
• On the tag name box, give the tag a name. For this example, we are going to create a tag for dates for those who started mid year, so I will give it a name Mid-Year Dates.
• On the tag description box, enter an explanation of the tag. For this example I will be entering: Use this tag to provide dates to the notes on Mid-year contracts that the contract is the full year, but will be prorated for the period: (tag: Mid-Year Dates).
• Click on the User Defined Table tab.
• For this tag, we do not need to check any of the boxes.
• Click the white + sign.
• For this tag, we do not need to add row no, column no, column tag or include bottom border.
• Type in the tag information in the large box below the words: Select a column tag above OR create custom column data below.
• In the large box I typed: 4/1/25 – 6/30/25 (these are the dates a new hire starting mid year is working.
• NOTE: this tag will be changed each time I need to create a contract for a mid-hire throughout the school year.
  

To create a Job Table tag:

• Click on the Tags tab
• Click the white + sign
• Click the Active box, a blue checkmark should appear.
• Tag type, click the drop down and choose Job Table
• Tag name. Give the tag a name. In this example, I will be creating a job table tag for hourly rate, so I will give the tag the name Hourly Rate Tag.
• Tag Description: Give a brief description of the tag. For this example, I give the description: Include this tag in contract letters that will be pulling the hourly rate from Linq.
• Click on the Job Table tab.
• For my example, I will click the boxes for Include Table Headers, Include Table Border and Include Header Background Color. Since my example will only be one row (for one hourly rate), I do not want to check the Include Odd Row Background Color.
• Click the white + sign.
• Column No. I am leaving it blank to auto generate since it is only one pay rate.
• Column Tag, click the drop down and choose the correct tag for this column. In this example, I will be choosing Job – Hourly Rate.
• Column Header. Type the name of the header for the column you are creating. In this example, I will be calling the header Hourly Rate.
• Once done, click the Save button.
• This will bring you back to the Add/Edit Tag page.
• Scroll down and click Save.