Example Employee List from QuickBooks

My Setup Users by Importing post talks about exporting employee information from QuickBooks into SharePoint to setup users. These users can then be chosen throughout SharePoint to assign tasks, etc.  However, you may not want to set up all employees in SharePoint since they either will be viewing the company site as visitors or not viewing the site at all.

For example, QuickBooks’ Sample Larry’s Landscaping & Garden Supply company would likely have employees that do not need to access its SharePoint site, thus don’t need to be assigned as users, but information about them is needed for human resource and service delivery management.

One way of capturing this information is to develop an appropriate SharePoint list.  This is an example of an Employee Information List using the 3 employees that are in QuickBooks’ Larry’s sample company:

Employee List
Employee List

This list was very easy to setup since I set up the required list information from QuickBooks using a custom report, exporting it to Excel and importing it into SharePoint.

I established the list on the main company SharePoint site since it is needed by Human Resources and Service Delivery which are two separate SharePoint sub sites under the main sub site.  See my Customer List post for more information.

I also added a column, not show above, called Employee Full Name.  This column is First Name plus Middle Name plus Last Name.  I did this so I can easily lookup an employees throughout SharePoint.

I would recommend using either QuickBooks or your payroll system as the source for employee information.  Those applications require more data about employees then you probably would need in a SharePoint list and SharePoint makes it easy to import the data.

More specifics uses of the Employee list are in other posts.


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