What is an extra table?
An extra table is a table you create yourself. Use it for information that has no ready-made place in Wemply. For example, employee training courses, business trips or bonuses paid for special work.
You decide which columns (extra fields) the table has. You also decide whether each row is linked to an employee, an object or a date.
How do I create an extra table?
Open Configure → Extra fields → Extra tables.
Click Add extra table.
Give the table a name and, if you like, a description.
Choose the settings (see below).
Save. The Extra fields window opens right away, and you can add columns to the table there.
Choose a type for each column: Text, Integer, Float, Date, Time, Date and time, Yes/No, Choice, Multiple choice, File, Files, Signature or Approval.
You can open the list of extra fields again later from the table settings.
Settings
Link to an employee
Employee based: each row is linked to an employee.
Employee is mandatory: a row can't be saved without an employee.
Assigned employees: if you pick employees here, only they can be selected in the table.
Link to an object
Object based: each row is linked to an object.
The object is required: an object must always be selected.
Dates
Date type:
None: no date.
Date: a single date.
Period: a start date and an end date.
Date is required and End date is required: the dates must always be filled in.
Hide expired items by default: rows whose date has passed are hidden at first. Use the Hide expired items filter to show them again.
Display items with an approaching end date in dashboard: works only with the Period type. A panel called "Table name: approaching end dates" appears on the dashboard.
Other settings
Item approval: rows can be approved. You only see this option if the table is employee based and the employee is mandatory.
Can make items inactive: old rows can be hidden without deleting them.
Display as a separate menu item: the table gets its own place in the menu.
Where do I find the table?
An employee-based table is in HR → Additional employee information. If you chose "Display as a separate menu item", it has its own item in the HR menu.
Any other table is in the Manage menu. If there are several such tables, they're grouped under Extra tables. A table set as a separate menu item always appears on its own.
Permissions
Set permissions in Configure → Permissions → Permission groups.
Creating tables. Users can create and edit extra tables if their group has "Can configure extra fields" turned on.
Using a table. Each extra table has its own row: "Permissions (table name)". There you decide whether the user can view or edit the table.
For an employee-based table, you can choose whose data the user can see or edit: only their own, their own and their subordinates', or everyone's.
Users with no permissions don't see the table in the menu.
You need to grant permissions for a new table yourself. Administrators can see everything right away.
Approval. If approval is turned on for the table, you can choose separately who can approve rows.
Object roles. For an object-based table, you can also grant permissions through an object role. The permission then applies only to objects where the user has that role.
Individual fields. You can lock a field so that only selected groups can change it. First turn on "Forbid editing if no permission is granted under the permissions group" for the field. Then, in the permission group, add the field to "Extra fields whose values can be changed".
What else can I do?
Missing employees: this button is in employee-based tables. It shows who has no data for the selected filters.
Filters: filter rows by employee and by period.
Copying: copy an existing row and edit the copy.
Notifications, reports and import: you can select extra tables in notification settings and in reports. You can also import data into a table.
Example 1: Bonuses for special work
The situation. Now and then, employees do special work, such as working at height, emergency repairs at night or work in hazardous conditions. They get a bonus for it. Until now, this was tracked in Excel files and emails, and at the end of the month the accountant had to piece it all together by hand.
Setup.
Create an extra table called "Special work bonuses".
Choose these settings:
Employee based ✔ and Employee is mandatory ✔
Object based ✔ and The object is required ✔
Date type: Date, Date is required ✔
Item approval ✔
Display as a separate menu item ✔
Add these extra fields:
Type of work (Choice): Work at height / Emergency work at night / Hazardous conditions / Other
Hours (Float)
Bonus amount (Float)
Explanation (Text)
Photo or report (Files)
Set up permissions:
Employees can edit their own data.
The project manager can approve their subordinates' rows.
Only the accountant can change the "Bonus amount" field.
Day-to-day use.
Right after the job, the employee or foreman adds a row: who did it, on which object, on what day, what kind of work and for how many hours.
The project manager checks the row and approves it. Rows that aren't approved yet are easy to spot.
At the end of the month, the accountant filters the table by period. They see all of that month's bonuses, with the employee and object for each one.
You can also add the bonuses to a report and see totals by employee or by object.
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Example 2: Training courses
"Training courses" table: Employee based, Date type: Date.
Extra fields: Course name (Choice), Trainer (Text), Hours (Float), Cost (Float), Certificate (File).
Tip: set the period filter to "this year" and click Missing employees. You'll see right away who hasn't done any training this year, which makes it easy to plan the next course.
Example 3: Business trips
"Business trips" table: Employee based, Object based (or the destination as a text field), Date type: Period, End date is required.
Extra fields: Destination (Text), Purpose (Text), Daily allowance (Float), Accommodation (Yes/No), Expense documents (Files).
Turn on Display items with an approaching end date in dashboard. Managers can see on their dashboard who's coming back from a trip soon.
Hide expired items by default keeps only current and upcoming trips in view. Past trips are still kept.