Libraries - Documents
A library is an element of Core HR, bringing together data used in the module's drop-down list fields. Libraries are used to classify data by type or subject. They can be configured to maintain logic and continuity in the information in employee files.
The libraries use the Core HR data version management strategy to provide a history and enable your organisation to build future versions of libraries to anticipate changes.
The libraries are divided into eight categories: Company structure, Contract management, Compensation & Benefits, Local regulation, Jobs and competencies, Documents, Others, Custom libraries.
A library is a hierarchical or flat structure containing data elements, called nodes. Each node is a line when you open a library.
A node contains a certain amount of information, pre-configured by your company and Cegid HR.
In hierarchical libraries, nodes can have child nodes. But in flat libraries, all nodes are at the root level.
By clicking on a library:
if the library has not yet been created, the message This library has not yet been created is displayed, along with a button for creating the library;
if the library exists, the list of nodes on the first level is displayed.
If the node has a child node, a blue arrow can be clicked on the right
to access it, and so on down to the last level. As long as the node does not have a child node, the arrow remains grey 
It is worth noting that in the Types of Documents library (Documents category), the hierarchical depth is limited to a maximum of three levels.
A number of options and functions are also available depending on the library:
the linked key property in the Administration module;
the version selector
;the node search icon
and library options burger menu 
;the option Show inactive nodes;
the node's options with the button
;the message Unchanged since DD/MM/YYYY if that node has never been edited in this version;
the message X node(s) at this level on the bottom of the page.
From the node view of a library, you can change the visual aspect to a graphical view.
To do so, click on the button Switch to chart view: please note that not all libraries have this option.
The view that appears gives you a better overview of the entire library, as you move from one node to another. Some options are also available:
Zoom by activating the option on the bottom right;
Pin a node by clicking on
> Pin node: this allows you, when using the Close all except pinned option, to display only the selected nodes.With the button
> Switch to vertical display, a new visualisation is available.
As explained above, most libraries have an indication of the Key Property (KPP) to which they are linked in the Administration module.
Key Properties are the equivalent of Core HR libraries in the Administration module: they feed the drop-down lists of the Cegid HR suite modules.
In contrast, a Key Property is an unversioned library, with only the current version existing.
When, in Core HR, the indication of the linked KPP is displayed, this means that the current data in the Core HR library is copied to the corresponding KPP in the Administration module. In this case, the data is managed from Core HR.
By copying the information, other modules can retrieve the data and use it later.
When there is no indication of a linked KPP, the library can come from the Administration module's Reference data, such as Marital status. Reference data are flat libraries, unlike PPC.
Finally, some data comes from system libraries that are not accessible from the application, as they must comply with ISO standards, such as the list of countries.
To manage libraries and linked nodes, four rights need to be activated on the necessary roles, from the Administration module.
Module | Sub-module | Right | Description |
|---|---|---|---|
Administration | Libraries | Access: Library settings | Enables you to access the menu |
Administration | Libraries | Access: Libraries | Enables you to view the Libraries menu |
Administration | Libraries | Access: Library chart view | Enables you to access the menu |
Administration | Libraries | Access: Node history | Enables you to access, from a node, to the menu |
Administration | Libraries | Edit previous library versions | Enables you to create or update a node in a previous version of the library |
Administration | Libraries | View list : {library name} | Enables you to view the named library |
Administration | Libraries | Edit list : {library name} Edit list: Private health insurance policies | Enables you to edit the named library The Private health insurance policies library of the Others category require an additional right |
Administration | Libraries | Edit the custom libraries | Enables you to edit the custom libraries |
Administration | Libraries | View the custom libraries | Enables you to view the custom libraries |
A version corresponds to the entire tree structure of a library for a given period: parent and child nodes, as well as node records.
If a change needs to be made to a library, a new version needs to be created. In this case, the new version is identical to the previous version, and you modify it afterwards.
A version:
has a start date and may have an end date if a later version exists, or no end date if there are no later versions ;
cannot be overwritten by creating a new version with the same start date (the A version with this effective date already exists error message appears).
When creating a new version, you can:
add a new node;
Example: your company opens a new office, and you add a node to the Geographic structure library.
activate or deactivate a node;
Example: your company closed offices in France a few years ago (deactivating the node in the Geographical structure), and decided to open them again (activating the node in the Geographical structure).
create a new record for an existing node;
Example: your company restructures, and an entity in the Legal structure changes from parent entity A to parent entity B. You then need to create a new record to keep the attachment history.
A record has a start date and can have an end date if a later record exists.
It is repeated in all versions, until a new record is created on the node.
As long as a record has not been modified for a given version, the following message is displayed on the node line: Unchanged since DD/MM/YYYY.
modify an existing node, without a new record.
Example: you see a spelling mistake in the name of a node. Modifying a node without a new record does not keep the previous data, so this action must be carried out on a one-off basis.
Please note: the procedure below applies to the creation of a future version of the library as well as a previous version.
To add a new version to a library, from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
On the top right, click on
> Add a new library version.If the Show inactive nodes option is disabled, enable it: this allows you to check whether the nodes you want to add to the new version are already present, but defined as Inactive. In this case, you can create the new version and then activate the nodes concerned using the Activate node procedure.
In the Effective date field, enter the first day of this new version.
The end date of the current version will be extended to the day before the specified effective date.
If you enter the same effective date as the current version, the message A version already exists for this effective date will be displayed and the Validate option will be greyed out, preventing you from creating the version.
Click Confirm to create the new version.
The new version inherits all the nodes and node records from the current version.
Please note that:
if the KPP does not exist in the Administration module, it must be created at the same time as the library, from the Core HR module.
if the KPP already exists in the Administration module, simply select it when you create the library;
as soon as a KPP is linked to a library, control of the KPP is transferred to the Core HR module.
In this case, in the Administration module, the following message appears: This library can only be managed from the Talentsoft Hub module (“Hub” referring to the Core HR module).
To create a library and populate it with a Key Property (KPP), from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
The message This library has not yet been created is displayed.
Click on the Create a library button.
Select the KPP and the desired effective date for this library.
If the KPP already exists: select it from the Key property list.
If the KPP does not exist yet: keep the Create a new organisation option selected.
Click on Confirm.
If the KPP already exists, the information from it is automatically added as nodes to the library.
If the KPP did not exist, it is created at the same time as the library in the Administration module. However, it remains empty until you create a version and the associated nodes, which will then be copied to the Administration module.
Please note that the Configuration option is only available for tree-based library.
This is used to determine whether all the nodes in a tree library are available in the drop-down menus for data sections, or only the nodes at the lowest level.
If top-level nodes are only used to separate and classify lower-level nodes, you should only provide access to lower-level nodes.
For example:
In the Organisational structure library, each node corresponds to a job, so all nodes at all levels must be selectable;
In the Geographical structure library, if the top-level nodes are countries and the child nodes are cities, you can choose to display only cities in the drop-down lists.
To use the Configuration of a tree library option, from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
On the top right, click on
> Configuration.Yes is selected by default:
leave Yes selected if you want all nodes to be selectable in the drop-down lists;
select No if you want only the lowest level nodes to be selectable.
Click Validate to save your selection.
This procedure should be carried out when a version has been created accidentally, for example, with an incorrect start date, or when it is not being used.
Please note that:
you can only delete a version if no new node or node record has been created in that version.
In this case, all nodes have the message Unchanged since DD/MM/YYYY on their line.
if you try to delete a version that contains a new node or node registration, the following message is displayed:
Deletion not authorised
The requested deletion may cause inconsistencies or errors in the organisation.
To delete a version of a library, from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
Select the version of the library you wish to delete using the version selector.
On the top right, click on
> Delete version.Click Delete to confirm your choice.
In general, you only purge a library after you have created it in Core HR or via import, and you have found errors that justify purging and then recreating the library rather than trying to resolve these errors.
Please note that:
you can only purge a library if the values in that library have never been used;
if you try to purge a library that has already been used, the following message is displayed:
Deletion not authorised
Unable to purge this library because it is already in use.
To purge a library, from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
On the top right, click on
> Purge.Click Validate to confirm your choice.
Reminder:
It is essential to create a new version of the library before each effective change on a specific date. Each new version corresponds to all the changes made to a library on a given date.
If you create a new record for a node, make sure that the previous record is correct, so as not to propagate incorrect information.
If you create a new node, the node's effective date is the start date of the version in which the node is created, and this date cannot be changed when the node is created.
If the node's effective date needs to be different, create a new version with the correct start date, then create your node.
You may need to edit a library to reflect changes within your business: create a node, modify a node with a new record, activate or deactivate a node, etc.
Please note that if you wish to add many node records to the same version, it is possible to add them via import. Talentsoft recommends that you create a version in the Core HR module before importing the node records. This allows you to systematically apply the version start date as the start date of nodes and node records in your import file, reducing the risk of errors associated with manual entry.
Example of use case: opening a new office, resulting in the creation of a new node in the Geographic structure library.
To create a node, from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
Select the version of the library in which you want to add the node using the version selector.
On the top right, click on
> Create a node from this version.Fill in the node information.
The Parent node field is pre-filled with the parent node information based on the location you were in during step 4.
You can change the parent node if you want to place your new node in a different location in the library.
Click Save as new to create your node.
If you wish to create a child node after your actions, click on the arrows on the nodes until you reach the location of the child node and repeat the above procedure.
Example of a use case: changing the name of a brand, resulting in the modification of a node that already exists in the Organisational structure repository.
Warning: we recommend that you never modify the code of a node, as technical procedures may use this code. We advise you to deactivate the node in this case.
To create a new node record, from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
Select the version of the library in which you wish to create the new record using the version selector.
On the node's line, click on
> Create a new record.The effective date of this new record is the start date of the selected version, displayed at the top of the editing window.
Modify all the fields you wish.
Case of the Status field: if you change this field to Inactive, the node is deactivated on the effective date of the selected version and will no longer be selectable in the collaborator folder from that date onwards.
You can still access them by activating the Show inactive nodes option.
Click Save as new to create your new record.
In the particular case where you need to deactivate numerous nodes, we recommend that you start with the lowest child node and work your way up, changing the Status field to Inactive via a new record each time.
Example of use case: typing error in the name of one of the towns, resulting in the node being modified, without creating a new record, in the Geographic structure repository.
Warning: this function only modifies the information for the current version of the node.
To edit a node without creating a new record, from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
On the desired node, click on
> Edit all versions.Correct the node's errors.
Click Save.
You usually only delete a node after either:
creating it in the Core HR module or by importing and discovering errors in it;
the HR department asks you to delete the node because it has never been used.
Please note that this option is only available if the node and its values have never been used.
If you try to delete a node in use, you will see the following message:
Deletion not authorised
Deleting this node would cause any linked nodes and node history to be deleted.
To delete a node from the Core HR module:
Click on the menu
Libraries on the left side panel.Select the desired category and library.
On the desired node, click on
> Delete node.Click on Validate.
Libraries use the same copying process (mirroring) as data sets. However, because most libraries are individually mirrored into KPP in the Administration module, the mirroring behaviour is different.
The copy function makes all the data in the Core HR libraries available in the other modules of the Cegid HR suite.
However, only data from the current version is copied, as the Administration module does not use the version management strategy.
There are two types of copy:
instant copy: this copy is launched as soon as you modify the node record of the current version of a library.
For example: changing the label or deactivating the node in the current version.
scheduled recopy: this takes place every 24 hours, usually in the early morning. It only takes place when Core HR detects a new version of a library on the current date.
In the example below, on 01/01/2024, the planned copy will deactivate medical centre 2 (nodes and structure) and activate medical centre 4 (nodes and structure) in the Administration module, but it will not affect the other two medical centres, which have not changed by this date.
The Types of documents library in the Documents category is a non-versioned library, that defines the different types of documents used in Core HR.
It works like any other library, but the nodes configuration has two additional options:
Available for document generation: if this option is activated, this type of document appears when you generate a document for an employee.
Displayed in employee Self-Service: if this option is activated, employees can add documents of this type from their personal space.
The following right must be activated for the button Upload a document is available in the employee's personal space: Allow employees to upload any type of document from Employee Self-Service.