View Categories

Enable employees to complete their HR record independently

5 minutes

📍 How to access this feature?
Settings > Module Configuration > Layout Editor + Settings > Client Portal

The Situation #

A company manages hundreds of employees on short-term contracts. Currently, sending access to the employee area is already automated thanks to Kafinea’s workflows. But the company wants to go even further, so that employees can complete the essential information for their record themselves: social security number, bank details, etc.

The HR department loses considerable time collecting this information manually, by email or phone, for each new recruit.

The Objective #

Allow each employee to complete their record directly from their extranet space, independently, securely, and guided. The HR department can track progress at a glance and automatically send reminders to those who are late.

1. Create a tracking block on the Person record #

From the Layout Editor (Settings > Module Configuration > People > Layout), create a new block dedicated to tracking record completeness, containing the following fields:

Field Type Default Value Role
Social Security No. Entered Checkbox No Automatically checked when the social security number is entered
Bank Account Entered Checkbox No Automatically checked when a bank account is marked as default
Record Complete Checkbox No Automatically checked when the two previous conditions are met
Last Reminder Sent Date/Time (empty) Automatically updated by the reminder workflow

Note: These fields are for automated tracking only. They are not intended for manual modification.

2. Configure the Employee Portal #

Make bank accounts accessible from the extranet #

  1. Go to Settings > Client Portal
  2. Add the Third-Party Bank Accounts module to visible modules
  3. Configure fields and permissions:
Field Visible Editable
IBAN ✅ ✅
BIC ✅ ✅
Account Name ✅ ✅
Account Holder ✅ ✅
Default Bank Account ✅ ✅
  1. Activate Create and Edit record permissions

Important: The “Bank account of” field must not be made visible on the portal. It is automatically populated by the system with the identity of the logged-in person. This ensures that an employee can only create a bank account for themselves.

Check the Social Security Number field on the profile #

The social security number is already enabled for writing on the portal. Simply verify that it appears in the field configuration of the People module on the portal.

3. Create Workflows #

Workflow 1: Social Security Number Entered #

  • Module: People
  • Trigger: On every modification
  • Condition: Social Security Number is not empty AND “Social Security No. Entered” is not checked
  • Action: Check the “Social Security No. Entered” field

Important: The condition “Social Security No. Entered is not checked” is essential. Without it, the workflow would trigger unnecessarily with every modification of the Person record throughout the employee’s lifecycle, even long after onboarding is complete.

Workflow 2: Default Bank Account Entered #

  • Module: Third-Party Bank Accounts
  • Trigger: On every save (creation or modification)
  • Condition: The “Default Bank Account” field is checked
  • Action: Check the “Bank Account Entered” field on the parent Person record (via the “Bank account of” field)

Note: The Kafinea workflow engine allows updating a field on a parent record of the current entity.

Workflow 3: Record Complete #

  • Module: People
  • Trigger: On every modification
  • Condition: “Social Security No. Entered” is checked AND “Bank Account Entered” is checked AND “Record Complete” is not checked
  • Action: Check the “Record Complete” field

Important: The condition “Record Complete is not checked” prevents the workflow from triggering unnecessarily with every subsequent modification of the record.

Workflow 4: Notification to employee on every bank account modification #

  • Module: Third-Party Bank Accounts
  • Trigger: On every save (creation or modification)
  • Condition: None (always notify)
  • Action: Send an email to the owner (via the “Bank account of” field)

Important: This workflow is an essential security measure. It allows the employee to detect any suspicious modification to their bank account. Include in the message: “If you did not make this change, contact the HR department immediately.”

Workflow 5: Automatic Reminder #

  • Module: People
  • Trigger: Scheduled (daily or weekly as needed)
  • Condition: The person has an active extranet access AND “Record Complete” is not checked
  • Actions:
    1. Send a reminder email to the person
    2. Update the “Last Reminder Sent” field with the current date/time

4. Security #

Automatic validation of bank data #

The IBAN and BIC entered from the extranet are automatically validated by the system:

  • The IBAN is verified (checksum, format, country code) — a malformed IBAN is rejected with an error message visible to the employee
  • The BIC is verified (strict 8 or 11 character format)

The HR department does not need to manually validate IBANs. Technical validation makes it extremely unlikely that a randomly entered IBAN would pass the check.

Data Isolation #

Each employee can only view and modify their own bank accounts. The system automatically enforces the account owner during creation from the extranet.

Fraud Detection #

Automatic notification to the employee (workflow 4) is the primary detection mechanism. If someone modifies an employee’s bank account without their knowledge, the employee is immediately informed by email.

5. The Employee Journey #

  1. The employee receives their extranet access (via an existing workflow)
  2. They log in to their space and access their profile
  3. They enter their social security number → the system automatically checks “Social Security No. Entered”
  4. They access the Bank Accounts section and create their account (IBAN and BIC automatically validated) → the system checks “Bank Account Entered”
  5. They receive a confirmation email (security)
  6. The system checks “Record Complete” on their record
  7. If the record is not completed within the deadline, automatic reminders are sent

6. Implementation Checklist #

  • [ ] Create the tracking block and the 4 custom fields on the Person record (Layout Editor)
  • [ ] Configure the portal: make bank accounts accessible with the appropriate fields and permissions
  • [ ] Verify that the social security number is visible on the extranet profile
  • [ ] Create the 5 workflows (social security no., bank account, complete record, employee notification, reminders)
  • [ ] Test the complete journey from the extranet
  • [ ] Verify that IBAN/BIC validation errors are displayed correctly

Related references 🔗 #