Introduction
You may wonder why Validation is such a good feature in Mercury.
The Placement record is one of the most important when it comes to entering in the correct data. Contracts will be sent using merge fields from the record, the data is likely to be extracted or linked to your payroll system, so if anything is incorrect, it will cause inaccurate documentation and financial reporting.
By running validation, it will ensure key data is captured, such as financials, hours per day, days per week, address fields, etc.
We have a list of standard fields in there for validation but these can be changed, however, this would need to be a decided by your internal System Administrator(s). This is normally set up before going live with Mercury.
Approvals
The majority of our clients opt to having an approval process set up, where one check or multiple check points are run after validation. This supports the point that the data being correct (and several other processes, such as financials, compliance, onboarding, etc) needs to be accurate/completed.
The most commonly set up approval is for the placement to go to the team manager. On other setups, we have seen a second approval go to a compliance team or a finance team, or both.
Having someone else run a check on the placement allows a double check that everything is correct before the data gets sent out to the client or the candidate.
Following the approval stage(s), the status moves to 'Awaiting Paperwork', where this would then be sent out.
Preventing Validation in a Placement
IMPORTANT NOTE: This facility is only available to users who have the relevant security permissions.
The option to prevent Placements completing validation until related entities have been approved is now available. This will ensure all subsequent processes involving the Client, Vacancy and/or Project have all been fully approved before the Placement can be progressed to the Awaiting Approval stage.
A warning message similar to the below will appear in a pop-up window once the user has selected Validate:
Alongside this, the standard validation rules on a Placement will still generate if any fields are outstanding:
This enhanced process allows Consultants better control of which relevant stages need review, and provides a clear message of what actions are needed.
If you wish for this function to be set up, please contact your Mercury Customer Success Manager.