Q&A menu in HR Records Module

The Q&A screen is used to create topics related to departmental tasks, allowing employees to seek assistance from the designated person in charge. It consists of Groups, Articles, and a Support function.

1. Managing Groups

The Groups screen is used to create and manage article categories. Each Group contains multiple Articles.

1.1. Creating a New Group

Method 1: Direct Creation from Group Management Screen

1. Navigate to Q&A Menu → Groups.
2. The system will display the Group Management screen.
3. Click New Group.

Explanation:

• The number next to a group name indicates the number of articles in that group.
• The Active field determines whether the group can be used to create articles.

4. The system will display the New Group screen.
5. Enter the required details and click Save or Close to cancel.

Explanation of Fields:

• Group Name: Enter the group name (department, subject, or category).
• Color: Select a color for the group when viewed in Kanban style.
• Description: Provide additional information about the group.
• Order: Set the display priority (lower values appear first).
• Disabled: If selected, the group will be inactive and cannot be used to create new articles.
  • Note: If a Disabled group has existing articles, those articles will also be hidden.

Method 2: Indirect Creation via Articles

1. Navigate to Q&A Menu → New Article.
2. The system will display the Add New Article screen.
3. Click the "+" button to create a new group.
4. The system will display the New Group screen.
5. Enter the required details and click Save.

1.2. Editing a Group

1. Navigate to Q&A Menu → Groups.
2. Select the Edit icon next to the group you want to modify.

1.3. Deleting a Group

1. Navigate to Q&A Menu → Groups.
2. Select the Delete icon next to the group you want to remove.

2. Managing Articles

An Article represents an issue, topic, or query related to a specific Group or Department.

2.1. Creating a New Article

1. Navigate to Q&A Menu → New Article.
2. The system will display the Add New Article screen.
3. Enter the required details and click Save or Go Back to cancel.

Explanation of Fields:

• Subject: Enter the article name.
• Group: Select the related group (retrieved from Groups Management).
• Disabled: If selected, the article will be crossed out and hidden.
• Show to Employees: If enabled, the article is visible to all employees, allowing them to request support.
• Responsible Person: Assign an individual responsible for addressing support requests related to this article.
  • If left unassigned, the article will be visible but will not process support requests.
• Attach File: Upload relevant files (visible to authorized staff).

2.2. Viewing Article Information

Method 1: Viewing in Kanban View

1. Navigate to Q&A Menu (articles are displayed in Kanban format by default).
2. Click the Article Name to view details.

Method 2: Viewing in List View

1. In Q&A Menu, click the "Change View" function.
2. The system will display articles in list format.
3. Select an article and click View.

2.3. Editing an Article

Method 1: Editing in Kanban View

1. Navigate to Q&A Menu.
2. Click the Edit icon next to the article.
3. Modify the details and click Save or Go Back to cancel.

Method 2: Editing in List View

1. In Q&A Menu, click "Change View" to switch to list mode.
2. Select an article and click Edit.
3. Modify the details and click Save or Go Back to cancel.

2.4. Deleting an Article

Method 1: Deleting in Kanban View

1. Navigate to Q&A Menu.
2. Click "Change View" to switch to list mode.
3. Click Delete on the selected article.
4. Confirm deletion.

Method 2: Deleting in List View

1. Navigate to Q&A Menu.
2. Click "Change View" to switch to list mode.
3. Select the article and click Delete.
4. Confirm deletion.

3. Requesting Support

For articles visible to employees and assigned to a responsible person, the Support function allows employees to request assistance.

Step 1: Initiate a Support Request

1. Navigate to Q&A Menu.
2. Click Support next to the relevant article.

Step 2: Submit the Request

1. The system will display the Send Mail screen.
2. Enter the required details and click Save to send the request or Close to cancel.

Explanation of Fields:

• Send To: Displays the email of the designated support staff.
• Subject: Enter the reason or issue for the request.
• Content: Provide detailed information about the support request.

Final Notes

• Groups must be created before adding articles.
• Only authorized staff can approve, modify, or delete articles.
• Deleted articles and groups cannot be recovered, so proceed with caution.
• The Support function allows employees to submit queries or concerns, which are addressed by the designated responsible person.