Filters are a set of conditions that allow you to assign a specific a group of employees to receive certain Template Documents.
When to use Filter Queries?
Filters are used to automatically let Flare select a Template Document which matches certain criteria that have been set.
If you only have one Employee Contract template, then whenever a new employee is added into the system, Flare generates this contract for the new hire.
However, when working with multiple Employee Contract Template Documents (e.g., Permanent Contract, Casual Contract), Flare does not automatically know which of the contract templates to assign to a new hire - unless Filters are set up for each template.
There are two ways to assign Filters to a Template Document:
Note: If you prefer to select which Employment Contract should be used instead, you can do so by using Contract Groups.
Filter Queries for Template Documents:
1. Go to Settings > Rules > Template Documents.
For the example in this article, we'll use Employee Contracts, but you may use any type of Template Document (i.e., welcome emails)
2. Ensure 'Use query to filter' is ticked
3. Click on 'Apply filter type' to save
4. Click on Edit for any Template Document which is not a Default document.
Note: The 'Default' column indicates whether a document is a default document (Yes) or not (No).
Note: A Default document gets generated if none of the Filter Queries set up for any other Template Document applies to the employee. Because of this, the Default document can't be assigned to any Filter Query.
5. Click on Edit Filter
6. In the Apply Filter window:
- Tick 'Show query' so the 'Selection criteria' you choose becomes visible
- Tick 'Require permission to edit query'
- Name your Filter Query (e.g., Full Time Contract)
7. Click on Add Condition. You may choose to add one condition or multiple conditions.
- Select AND or OR. The AND logic means that an employee must satisfy all conditions you add while the OR logic means that an employee needs to satisfy any (i.e., at least one of the conditions) of the conditions.
- Choose from the list of condition categories.
- Select is equal to or is not equal to. This adds to the logic of the condition you're setting up.
- In the third drop down list, choose any value as appropriate.
In the example above, we set up the condition of 'Employment Basis' is equal to 'Part time' This means that all employees which are set to Part time in their profile will be presented with this Employee Contract Template Document when they're going through onboarding or when they're issued a Contract Variation Information Request.
8. Click Update.
To validate the Filter Query you've created, you may click on Result to see a list of employees currently in the platform who satisfy the conditions you've set up.
9. After validating the Filter Query, click on Apply.
10. Lastly, click on Update
Regular Filters for Template Documents
Another way to assign conditions to Template Documents is using Regular Filters.
1. To switch to this method, untick Use query to filter in the Template Documents screen, and then click Apply filter type.
2. Click on Edit on any Template Document which is not a Default document
3. You'll see additional columns for each Template Document such as Contract Group, Pay Award, Location, Job etc. Select values as appropriate for any or all of these columns to assign conditions to the Template Document.
4. Click on Update when you're happy with the conditions set.