The Data & Fields module provides a centralized location for managing the data structure used throughout GEMS HR. It allows administrators to maintain standard field values, create custom fields, and review configuration changes across different business modules without modifying the application’s core functionality.

The module is organized into functional categories such as Employee Details, User Management, Organization Structure, and Position Organization Structure. Each category contains individual objects that can be configured independently.

For every object, the following configuration tabs are available:

• Enum Maintenance – Manage standard dropdown values.
• Custom Fields – Create organization-specific fields.
• Change History – Review all configuration changes made to the object.

This centralized approach allows organizations to extend and customize master data while maintaining complete auditability.

Access Data & Fields

To access the module:

1. Navigate to System Settings.
2. Select Data & Fields.

The page displays a navigation panel containing all configurable business objects grouped by module.

Module Navigation

The left navigation panel is organized into the following sections.

Employee Details

Contains configuration for:

• Employee
• Emergency
• Employment
• Document
• Work Location
• Bank

User Management

Contains configuration for:

• User

Organization Structure

Contains configuration for:

• Organizational Unit
• Business Entity Details
• Business Unit Details
• Department Details
• Office Details
• Location Details
• Team Details
• Cost Center Details
• Unit Relationships

Position Organization Structure

Contains configuration for:

• Position
• Position Assignment
• Position Reporting

Selecting any object loads its configuration workspace on the right side of the page.

Configuration Tabs

Every configurable object contains three standard tabs.

Enum Maintenance

The Enum Maintenance tab allows administrators to manage standard dropdown values used by the selected object.

Depending on the selected object, administrators can:

• View available values
• Search values
• Create new values
• Edit existing values
• Activate or deactivate values
• Delete values (where permitted)

Summary cards display:

• Total Records
• Active Records
• Inactive Records

Custom Fields

The Custom Fields tab allows administrators to extend the standard data model by creating organization-specific fields.

For each custom field, administrators can configure:

• Field Label
• API Name
• Field Type
• Required
• Read Only
• Unique

Custom fields become available within the corresponding module after they are created.

Change History

The Change History tab provides a complete audit trail for the selected object.

Each history record includes:

• Date and Time
• Action Performed
• Field Modified
• Previous Value
• New Value
• Modified By

The history is read-only and cannot be modified.

Search

Administrators can search field records using the search box available in each configuration tab.

The results are filtered dynamically as text is entered.

Record Summary

Each configuration page displays summary cards showing:

• Total Records
• Active Records
• Inactive Records

These values update automatically whenever records are created, activated, deactivated, or deleted.

Business Rules

The Data & Fields module follows these business rules:

• Configuration is organized by business object.
• Every business object supports Enum Maintenance, Custom Fields, and Change History.
• Standard fields cannot be deleted.
• Custom fields can be created only by authorized administrators.
• API Names are generated automatically and remain read-only.
• All configuration changes are recorded in Change History.
• Changes made within Data & Fields are reflected throughout the corresponding application modules.

Error Handling

The system handles common scenarios as follows:

• Displays an empty state when no records exist for the selected object.
• Displays No matching records found when search criteria return no results.
• Prevents saving when mandatory field information is missing.
• Prevents duplicate field definitions where uniqueness rules apply.
• Records all successful configuration changes in Change History.